Agenda — Pacifica City Council, June 12, 2023 (part 2 of 2)

Draft: 11/3/2020
01-00-00
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-01-02 Correspondence & Reports - External City-wide CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-01-03 Correspondence & Reports - Internal City-wide CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-01-04 Departmental Goals/Objectives City-wide S+5 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
01-01-05 Administrative Policies & Procedures Includes personnel rules and regulations, department policies and general administrative polices and
procedures.

City-wide S+5 GC 34090; 2 year minimum
CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
01-01-06 Staff, Interdepartmental & Internal Committee
Meetings
Includes informal meeting agendas. City-wide EY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
01-01-07 Surveys, Studies & Questionnaires - General City City-wide AC+2 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for general studies and surveys
01-01-08 Supervisor's Personnel Files Includes supervisor files on employees. File sent to HR after employee separates from the City.

City-wide ACT+2 GC 34090.7; Duplicate information may be destroyed within the 2 year minimum retention requirement.
01-01-09 Public Hearing Notices / Proof of Publication City-wide CY+4 GC 34090; 2 year minimum requirement CCP 343; Statutes of limitations, 4 years
01-01-10 Budget Workpapers, Departmental City-wide S+2 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
Administrative Decision: Maintain departmental budget
workpapers until superseded plus 2 years since
information is compiled into the final budget and/or
Finance budget workpapers.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Packet Pg. 263 Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica
Record Retention Schedules and UFIRST Index

Page 2 ends

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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

City-wide AA+6 GC 34090; 2 year minimum requirement
29 CFR 516.2; Maintain
29 CFR 516.6; 2 years
R&T 19530; 3 years after tax return due
R&T 19704; 6 year statute of limitations
LC 1174; 2 years after pay period
26 CFR 31.6001-1; 4 years after tax return due
29 USC 255(a); 2 to 3 years statute of limitations for
minimum wages
State of California Guidelines; 6 years after audit
01-02-00 Reference Materials
01-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-02-02 Chronological Files These are chronologically filed correspondence, often from managers/directors, where the official
correspondence record is filed in the project/subject file.

Kind of an archaic record type but still often used by
managers.

City-wide ACT GC 34090.7; Duplicates may be destroyed within the 2 year minimum period.

Administrative Record, State of California Guidelines
01-02-03 Professional Associations/Organizations City-wide CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
01-02-04 Community Organizations/Foundations City-wide CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
01-02-05 Complaint Files General citizen complaints to City departments. Does not include legal claims against the City or formal
complaints with the Police Department.

City-wide AC+7 42 USC 1983; Settlement of complaint plus 7 years 01-02-06 Community Information/Events Events sponsored by organizations not affiliated with the City.

City-wide CY+2, AR GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Administrative Decision: Current year plus 2 years,
review annually for historical content
01-02-07 City-sponsored Event Planning For events sponsored and put on by the departments. City-wide CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Current year plus 2 years,
review annually for historical content
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Packet Pg. 264 Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica
Record Retention Schedules and UFIRST Index

Page 3 ends

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITYWIDE ADMINISTRATIVE FUNCTION (ALL DEPARTMENTS)
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
01-02-08 Historical Information/Events City-wide H P GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Retain permanently for
historical value.
01-02-09 Public Relations Information / Handouts /
Speeches / Biographies
Public outreach and promotional materials. City-wide EY+7, AR GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 7
Administrative Decision: Review before destruction for
potential historical content and reclassification to
Historical Information/Events as a permanent record.
01-02-10 Technical Reference Equipment manuals and materials. City-wide ACT GC 34090.7; Duplicates and reference materials may be destroyed within the 2 year minimum.
01-02-11 Informational Brochures, Leaflets & Handouts Maintain one copy as the official record. Duplicates do not need to be retained.

City-wide CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Packet Pg. 265 Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica
Record Retention Schedules and UFIRST Index

Page 4 ends

Draft: 11/3/2020
01-00-00
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-03-02 Federal Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-03 State Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-04 Regional/National Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-05 County Agencies Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-06 Adjacent Cities Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-03-07 Special Districts Correspondence & reports not attached to contracts, agreements or specific projects. Review annually for
content.

City-wide CY+2, AR GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
01-04-00 Grant Administration
01-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-04-02 Grant Applications & Agreements Working Files Departments are responsible for maintaining copies of invoices paid toward grants and longer retention term
applies, as needed. City Clerk is responsible for the
executed grant agreement.

City-wide AFP+5 * 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
29 CFR 97.42; grants must be kept for 3 years after
final expenditure report.

State of California Guidelines; 5 years after grant
closure. Federally funded grants should be kepy 7 years after grant closure. * State recommends referring to
grant application close-out procedures, if any.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

8.c
Packet Pg. 266 Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica
Record Retention Schedules and UFIRST Index

Page 5 ends

Draft: 11/3/2020
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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

City-wide AFP+4 * 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
29 CFR 97.42; grants must be kept for 3 years after
final expenditure report.

State of California Guidelines; 5 years after grant
closure. Federally funded grants should be kepy 7 years after grant closure.* State recommends referring to
grant application close-out procedures, if any.
01-05-00 Purchasing & Material Acquisition
01-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
01-05-02 RFPs / RFIs / RFQs Includes competitive bid quotes. City-wide AC+5 GC 34090; 2 years minimum CCP 337; Statute of limitations
State of California Guidelines; 5 years after audit for successful bids; 2 years for uncessuful bids.

Administrative Decision: 5 years after completion of
project associated with the bid.
01-05-03 Bid Sheets Clerk CY+5 GC 34090; 2 years minimum CCP 337; Statute of limitations
State of California Guidelines; 5 years after audit for successful bids.

Administrative Decision: Current year plus 5 years for to match bid retention.
01-05-04 Bids - Successful City-wide AC+5 GC 34090; 2 years minimum CCP 337; Statute of limitations
State of California Guidelines; 5 years after audit for successful bids.

Administrative Decision: 5 years after completion of
project associated with the bid.
01-05-05 Bids - Unsuccessful City-wide CY+2 GC 34090; 2 years minimum State of California Guidelines; Current year plus 2 for unsuccessful bids
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Packet Pg. 267 Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica
Record Retention Schedules and UFIRST Index

Page 1 ends

Draft: 11/3/2020
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Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
02-01-00 Clerk Administration
02-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-01-02 Informational Brochures & Pamphlets Clerk and Council related materials. Clerk S+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Until superseded plus 2 years. 02-01-03 Public Records Act and Information Requests Log and requests, correspondence, documentation and responses that require city-wide coordination across
departments by the City Clerk.

Clerk AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion 02-01-04 Certificates of Insurance, Vendors & Contractors Certificates provided by contractors and vendors for liability coverage not related to a contract or agreement.

Clerk P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent for insurance certificates filed separately from contracts/agreements, including insurance filed by licensees.
02-02-00 City Council & Governing Bodies
02-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-02-02 Agenda Packets Agenda, staff reports, supplemental communications and all other supporting documentation for City Council / Redevelopment Agency / Redevelopment Successor
Agency, Public Financing Authority and Oversight Board
regular and special meetings.

Clerk CY+10 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets for
the current year plus 10 years for reference purposes.
02-02-03 Affidavits of Posting, Mailing and/or Publication Affidavits of Posting, Mailing and/or Publication Declarations indicating agendas and other notices are
completed in compliance with state law and City Clerk
department guidelines.

Clerk CY+4 GC 34090; 2 year minimum requirement
CCP 343; Statutes of limitations, 4 years
02-02-04 Ceremonial Items Includes Mayoral certificates of special commendation, certificates of recognition.

Clerk H EY+5 GC 34090; 2 years minimum
Administrative Decision: Maintain for the event year
plus 5 years, review for historical value.
02-02-05 Council Meeting Summaries Unofficial record of council actions prepared after meetings for distribution to the public and staff.

Replaced by the finalized minutes.

Clerk ACT Transitory Record; Document maintained for production of the governing body minutes.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

8.c
Packet Pg. 268 Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information Management Program Policy” (5370 :

City of Pacifica
Record Retention Schedules and UFIRST Index

Page 2 ends

Draft: 11/3/2020
02-00-00
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
02-02-06 Minutes Includes City Council / Redevelopment Agency / Redevelopment Successor Agency Oversight Board,
Public Financing Authority.

Clerk V, H P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
02-02-07 Video Meeting Recordings Video streams maintained on Youtube through the Pacific Coast TV.

Clerk CY+2 GC 54953.5; 30 days after recording
Administrative Decision: Maintain video recordings for
the current year plus 2 years for public convenience.
02-02-08 Audio Meeting Recordings Audio recordings maintained on the network drive and on USB flash drives.

Clerk CY+2 GC 54953.5; 30 days after recording
Administrative Decision: Maintain audio recordings for
the current year plus 2 years for public convenience.
02-02-09 Submissions at Meetings Includes speaker cards and items submitted by the public at meetings not included in the agenda packet.

Clerk CY+2 GC 34090; 2 year minimum requirement
CCP 1094.6; 90 days to file petition, 190 days to
respond to petition
State of California Guidelines; Maintain for the Current Year plus 2 years
02-02-10 Ordinances Law, statute or regulation enacted by the City Council. Clerk V, H P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
02-02-11 Resolutions Law, statute or regulation enacted by the City Council, Public Financing Authority and Redevelopment Agency.

Clerk V, H P GC 34090(e); Permanent for decisions of the City GC 40806; Maintain
State of California Guidelines; Permanent
02-02-12 Municipal Code Codification and Supplementation of the City’s Municipal Code. Maintained in paper form by the City
Clerk, and electronically on the City’s website.

Clerk V, H P GC 34090(e); Permanent for decisions of the City State of California Guidelines; Permanent
02-02-13 Mayor & Councilmember Correspondence General correspondence to or from outside sources. Clerk / Manager
CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-02-14 Council Events Events that councilmembers and/or the mayor may attend or host – planning timelines, invitations, program, script, attendance lists, recognition lists, invoices and follow up correspondence.

Clerk H CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Administrative Decision: Review for historical content. 02-02-15 Oaths of Office Administered upon certification of election results.

Employee oaths are kept with personnel files. See HR.

Clerk/HR AT+6 GC 34090; 2 year minimum requirement
State of California Guidelines; 6 years after termination for elected officials.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

8.c
Packet Pg. 269 Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information Management Program Policy” (5370 :

City of Pacifica
Record Retention Schedules and UFIRST Index

Page 3 ends

Draft: 11/3/2020
02-00-00
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
02-03-00 Boards, Commissions & Committees - Membership Materials 02-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-03-02 Administrative Files Attendance reports, active roster spreadsheet, web page development, meeting calendars, communications
to staff liaisons, training and resource materials,
appointment, termination and leave of absense
correspondence, programmatic rules review, research
and analysis.

Clerk CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-03-03 Appointment History Database Excel database includes appointment, service and termination history and contact information.

Clerk IND Transitory Record; Databases are maintained while active
02-03-04 Rosters Reflects the history of membership on the board, commission or committee.

Clerk L+5 GC 34090; 2 years minimum
GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; 5 years after board,
commission or committee is dissolved.
02-03-05 Recruitment Materials Includes annual Maddy Act Notices, annual and periodic notices of vacancy, press releases, social media
distribution and other vacancy information.

Clerk CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-03-06 Applications, Appointed Applications submitted as part of the Council recruitment/interview or Committee appointment
process are retained as part of the Council agenda
packet.

Clerk AT+5 GC 34090; 2 years minimum
GC 40801; Maintain record of proceedings
State of California Guidelines; 5 years after term of
office
02-03-07 Applications, Unsuccessful Clerk AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; maintain not selected
applications for 2 years after completion
02-03-08 Commissioner's Manual Clerk S+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
02-04-00 Agreements / Contracts / MOUs
02-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-04-02 Bid Summaries Summary listing all project bid results for a particular project. Used for announcing lowest apparent bidder.

Primarily public works and capital projects.

Clerk AC+5 GC 34090; 2 years minimum
CCP 337; Statute of limitations
State of California Guidelines; 5 years after audit for successful bids.

Administrative Decision: 5 years after completion of
project associated with the bid.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

8.c
Packet Pg. 270 Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information Management Program Policy” (5370 :

City of Pacifica
Record Retention Schedules and UFIRST Index

Page 4 ends

Draft: 11/3/2020
02-00-00
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
02-04-03 Service, Equipment & Supply Agreements Vendors, product acquisitions, professional service agreements, services, individual employment,
professional services and consultants, purchase,
leases, licenses and all other general City agreements.

Clerk AC* CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
*If involving state or federal funds, the life of the
contract + 5 years.
02-04-04 Infrastructure Agreements Capital improvement, development, subdivision, franchise, joint powers, mutual aid, labor unit MOU and other infrastructure related agreements.

Clerk P GC 34090(a), Real property records, maintain
CCP337, 337.1(a), 337.15; Statutes of limitations
CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.703; 3 years after final payment
48 CFR 4.705-1; 4 years after completion for
accounting, payroll, purchasing records, et. al.

H&S 19850; Life of Building, with exceptions.
29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions
29 USC 207g; Definitions
State of California Guidelines; Permanent
02-04-05 Bond Agreements Clerk AFP+10 GC 34090; 2 years minimum GC 43900-43903; Destruction guidelines for bonds
CCP 337.5; Statutes of limitations, 6 years after
expiration
FC 3368; Maintain
FC 30210; Maintain
State of California Guidelines; 10 years after
closure/expiration
02-04-06 Grant Agreements Clerk AFP+5* 21 CFR 1403.36(i)(11); 3 years after last payment 21 CFR 1403.42; 3 years after last payment, unless
litigation, then 3 years after claim is filed/settled.
24 CFR 570.502(b)(3); Deeds/CDBG activities, 4 years
after closure of loan
24 CFR 85.42; Grants & co-operative agreements, 3
years after submission of last expenditure report
29 CFR 97.42; grants covered by a consolidated action
plan must be kept for 5 years.

State of California Guidelines; 5 years after grant
closure. * State recommends referring to grant
application close-out procedures, if any. State also
recommends maintaining these records for 7 years if
federall funded grant.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

8.c
Packet Pg. 271 Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information Management Program Policy” (5370 :

City of Pacifica
Record Retention Schedules and UFIRST Index

Page 5 ends

Draft: 11/3/2020
02-00-00
Legend:

Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis

CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
02-05-00 Property Related Records
02-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-05-02 Assessment Districts Prop. 218 proceedings and election materials. Clerk / Public
Works
P GC 34090(a); Permanent for land and property records
CCP 338; 3 year statute of limitations
State of California Guidelines; Permanent
02-05-03 Assessment District Ballots & Protest Letters Clerk AC+2 GC 53753; 2 years after completion for ballots GC 53755; 2 years after completion for protests
02-05-04 Rate Setting Includes garbage and sewer rate setting, protest letters and public notices.

Clerk CY+2 GC 34090; 2 year minimum
State of California Guidelines; Current year plus 2 years for solid waste and sanitary rate setting.
02-05-05 Easements, Deeds, Quitclaim Deeds & Grant
Deeds
Clerk P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
02-05-06 Property Mergers Includes parcel mergers and recorded lot line adjustments.

Clerk P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
02-05-07 Right of Way Clerk P GC 34090(a); Permanent for land and property related documents
24 CFR 1710; Permanent
02-05-08 Vacations/Abandonments Clerk P GC 34090(a); Permanent for land and property records.

State of California Guidelines; Permanent
02-05-09 Annexations Clerk P GC 34090(a); Permanent for land and property records.

State of California Guidelines; Permanent
02-05-10 Real Property Acquisitions/Dispositions Includes the deeds and other backup information on acquisition of City-owned property.

Econ Dev P GC 34090(a); Permanent for land and property records State of California Guidelines; 10 years after completion for property acquisition and disposition supporting
documents.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

8.c
Packet Pg. 272 Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information Management Program Policy” (5370 :

City of Pacifica
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CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
02-05-00 Elections Materials
02-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-05-02 Municipal Elections (General & Special) Includes ballot material copies, voter rosters, official precinct materials, correspondence, and election signs, notices and legal publications. Original canvass
information and statement of votes from the County
Registrar of Voters are approved and incorporated by
reference by City Council resolution. City Clerk
administrative, research and working files retained for future reference.

Certification of votes maintained permanently with the
approved resolution.

Clerk AC+5 EC 17000-1; Affidavits and indexes are 5 years EC 17300; 5 years after election for election rosters
EC 17302-6; 6 months after election, if no contest, for election records
GC 81009; Campaign reports, not including candidate's
campaign statements
GC 34090.7; Duplicate copies may be destroyed at any
time if the City Council has prescribed a procedure for destruction of duplicates per GC 34090.7. Non-records
may be destroyed at any time.

For all election documents where the State's
requirement is permanent, but for which the County
maintains the original documents.
02-05-03 Candidate Filing Forms and Nomination
Documents, Elected Officials
Elected officials. Submitted in order to qualify for
candidacy; includes nomination petition, declaration of candidacy, optional candidate statement, signature and
residency verification, consent forms, ballot designation worksheet, optional Code of Fair Campaign Practices
declaration, filing checklists and candidate statement
receipt. Nomination petitions may be viewed by the
public but not copied or distributed.

Clerk AT+4 GC 34090; 2 year minimum requirement
EC 17100; 4 years after term ends
02-05-04 Candidate Filing Forms and Nomination
Documents, Unsuccessful Candidates
Unsuccessful candidates. Clerk AC+2 GC 34090; 2 year minimum requirement 02-05-05 Council Sponsored Measures Ballot Question is approved by Council resolution.

Direct Arguments for and against measures, and
argument rebuttal filer and author are filed with the City Clerk.

Clerk P GC 34460; Indefinite. Maintain copy of charter related documents in archives.

EC 17000-1; Affidavits and indexes are 5 years
EC 17300; 5 years after election for election rosters
EC 17302-6; 6 months after election, if no contest, for election records
GC 81009; Campaign reports, not including candidate's
campaign statements
02-05-06 Initiative Measures, Referendums & Recall
Petitions
Includes petitions with original signatures. Clerk C AC+8M EC 17200; 8 months after election closes for initiative and referendum petitions.

EC 17400; 8 months after election/final examination for election recall petitions.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
02-05-07 Council Orientation Materials Information relating to running for and qualifying for City Council and filing requirements and obligations.

Revised and replaced each election.

Clerk S+2 GC 34090; 2 year minimum requirement
Administrative Decision: Maintain for 2 years after
superseded for relevance to subsequent elections.
02-06-00 Fair Political Practices Commission
02-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-06-02 Campaign Statements – Elected (Forms 410,
460, 470, 501, 497)
FPPC Campaign Financial Disclosure Statements for
Elected officials and candidate controlled and/or
committees primarily formed to support or oppose them.

Filing obligation exists until committee is terminated.

Includes noticing and processing correspondence.

Clerk P GC 81009(b); maintain elected indefinitely
02-06-03 Campaign Statements – Unsuccessful (Forms
410, 460, 470, 501, 497)
FPPC Campaign Financial Disclosure Statements for
unsuccessful candidates for office including committees that directly support or oppose them. Filing obligation exists until committee is terminated. Includes noticing and processing correspondence.

Clerk AC+5 GC 81009(b); 5 years for unsuccessful candidates 02-06-04 Campaign Statements – Committees (Forms 410,
460, 470, 497)
FPPC Campaign Financial Disclosure Statements for
general purpose and ballot measure committees. Filing
obligation exists until committee is terminated. Includes noticing and processing correspondence. Does not
include committees formed to support or oppose a
candidate.

Clerk AC+7 GC 8100981009(c) and (e) ; 5 years for unsuccessful candidates
Administrative Decision: Maintain committees campaign
statements for 7 years after closure of the committee
02-06-05 Campaign and Form 700 Tracking Database Tracks noticing, correspondence and filing dates. Clerk ACT Transitory Record; Databases are maintained while active
02-06-06 Statement of Economic Interests (Form 700) –
Elected Officials & 87200 Filers
Mayor, City Councilmembers, Planning Commissioners,
City Manager and City Attorney. Since 2016 Govt.

Code Section 87200 filers file electronically with the
FPPC. Copies retained on file.

Clerk AC+7 GC 81009(f); 4 year requirement for copies
Administrative Decision: Maintain all forms for 7 years per GC 81009(e) for consistency
02-06-07 Statement of Economic Interests (Form 700) –
Employees & Commissioners, Consultants as
applicable
Positions designated in the City’s Conflict of Interest Code file with the City Clerk.

Clerk AC+7 GC 81009(e); 7 year requirement for originals GC 81009(f); 4 year requirement for copies
02-06-08 Ethics Training Certifications Mayor and City Councilmembers are required to file with City Clerk every two years by state law. Also sent to
committee and commission members.

Clerk AC+5 GC 53235.2(b); 5 years
02-06-09 Forms 801, 802 and 806 Gift to Agency Reports (Form 801), Ceremonial Role Events and Tickets (Form 802) and Public Official
Appointments (Form 806) as applicable and necessary.

Clerk AC+7 GC 81009(e); 7 year requirement for originals GC 81009(f); 4 year requirement for copies
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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CITY CLERK
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
02-07-00 Records Management
02-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
02-07-02 Laserfiche EDMS Repository for official electronic records. City-wide IND Transitory Record; Databases are maintained while active
02-07-03 Administration Program planning and policy development research and reference materials. (Reference library of manuals,
catalogs, magazines, books, pamphlets, etc. Training
materials). Purged/updated as needed.

City-wide CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
02-07-04 Destruction Certificates, Destruction
Documentation and Department Destruction Logs
Signed certificates indicating final disposition of
documents which have met or exceeded approved
retention policy guidelines and have been destroyed.

Each Department / Division will also maintain a
permanent file of destruction certificates and logs
subject to annual audits by City Clerk staff.

Clerk P GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded RCS Suggestion: Permanent for destruction approvals
for tracking purposes.
02-07-05 Records Center Inventories Index to all permanent and inactive records maintained in offsite storage. Includes reports from Corodata.

Clerk S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 02-07-06 Records Management Manual Manual of Records Management procedures and policy including instructions and forms. City Clerk will maintain one copy permanently. Departments to maintain
current edition only.

Clerk S+5 GC 34090; 2 year minimum
CCP 343; 4 years to commence action
Administrative Record, State of California Guidelines
recommends retaining for 5 years after superseded.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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03-01-00 General City Management Materials
03-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
03-01-02 Weekly Reports to Council Periodic operational news and off-agenda reports to Council from the City Manager. Maintained
electronically.

Manager CY+2 GC 34090; 2 year minimum
State of California Guidelines; 2 years for management
reports
03-01-03 Strategic Planning Includes workplans, accomplishments, Council goals and planning with department directors.

Manager S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after strategic plan is superseded.
03-01-04 Grand Jury Reports and Responses Files kept with copies of Grand Jury reports received from the San Mateo Grand Jury and the City's official
responses to those reports.

Manager CY+2 GC 34090; 2 year minimum requirement
03-01-05 Press Releases Manager EY+7, AR * CCP 337; 4 years minimum due to statute of limitations for actions against the city.

State of California Guidelines; Current year plus 7
Administrative Decision: * Review before destruction for potential historical content and reclassification to
Historical Information/Events as a permanent record.
03-01-06 Newsletters Electronic newsletter produced weekly. Maintained in PDF for retention purposes.

Manager H P GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
Administrative Decision: Retain permanently for
historical value
03-01-07 State & Federal Legislation Correspondence from the City Manager relating to legislation.

Manager CY+2 GC 34090; 2 year minimum requirement
03-01-08 Recovery Claims Claims by the City for damages from another person or entity.

Attorney AC+6 GC 34090; 2 year minimum requirement
29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.
29 CFR 1602.14; any personnel or employment record
made or kept by an employer, shall be preserved by the
employer for a period of one year from the date of the
making of the record or the personnel action, whichever occurs later.

State of California Guideline; 5 years after settlement or closure

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Attorney CY+5 GC 34090; 2 year minimum requirement
29 CFR 1904.33; maintain OSHA reports for 5 years
from the end of the calendar year they relate to.
8 CCR 10102; whichever is longer of the following: 5
years from date of injury; 1 year from date
compensation was last provided; upon payment of all
compensation due; when audit findings are final.

State of California Guideline: 5 years after completed
03-01-10 General City Insurance Policies & Certificates Includes facilities, auto and other general insurance policies
Manager P GC 34090; 2 year minimum
State of California Guidelines; Permanent for liability and property insurance
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Attorney AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded Administrative Decision: Maintain legal opinions for 2
years after the matter is closed. The State's guideline is inconsistent with the type of documents.
03-02-03 Litigation Duplicate of originals on file with the County.

General cases
High profile cases
Attorney
AC+7
P
GC 34090; 2 year minimum requirement
State of California Guidelines; 7 years after closure for case records; maintain high profile cases permanently.
03-02-04 Subpoenas Subpoenas for records or property. Clerk / Attorney
AC+7
P
GC 34090; 2 year minimum requirement
Administrative Decision: Maintain subpoenas related to
litigation for same retention as the case file.
03-02-05 Claims Against the City Filed individually by claim. Attorney AC+6 GC 34090; 2 year minimum requirement 29 USC 1113; 6 years after date of last action, or 3
years after plaintiff had knowledge of breach or
violation, whichever comes first.

State of California Guideline; 5 years after settlement or closure
03-02-06 Case Logs
From Close of cases listed. Chronological listing of
cases
Attorney AC+7 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
State of California Guidelines; Maintain case logs for 7 years after closure of the case.
03-03-00 Economic Development Group
03-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Includes renderings, correspondence and legal
documents, any other project related documents. May
include feasibility studies.

ED C AC+10 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
48 CFR 4.601; 5 years for procurements exceeding
$25,000
State of California Guidelines; 5 years for feasibility studies
Administrative Decision: Maintain projects for 10 years after completion due to potential extensions of projects and/or additional funds.
03-03-03 Marketing Materials Includes advertisements, promotional brochures, property profile reports and other marketing materials.

ED EY+2* GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2.

Administrative Decision: *Internal marketing only needs to be kept for current year plus 2 years. External
marketing materials are recommended to be retained
for current year plus 7 years.
03-03-04 Workshops & Community Events Community outreach. ED CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
03-03-05 City-owned Property Maps Original maps. ED P GC 34090(a); Real property records, maintain Permanently.

State of California Guidelines; Permanent
03-03-06 Sales Tax Distributions Tracking Tracks business sales tax income, trends for the city and county, and other sales tax data.

ED C AA+3 GC 34090; 2 year minimum requirement
CCP 338; Statute of limitations, 3 years for action
State of California Guidelines; 3 years after audit
03-03-07 Unhoused in Pacifica Task Force Community based task force. Includes correspondence and copies of information from meetings.

ED CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain for the Current Year plus 2 years
03-04-00 Economic Development Committee
03-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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CITY MANAGEMENT
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months
03-04-02 Agendas & Agenda Packets ED CY+10 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years
Administrative Decision: Maintain agenda packets for
the current year plus 10 years for reference purposes.
03-04-03 Minutes ED P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedings
GC 40801; Maintain record of proceedings
State of California Guidelines; Permanent
03-04-04 Work Plan Annual plan for the division. ED S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after strategic plan is superseded.
03-05-00 Chamber of Commerce
03-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
03-05-02 Correspondence ED CY+2 GC 34090d; 2 year minimum requirement Administrative Record, State of California Guidelines
03-05-03 Revenue Revenue to the Chamber based on monies received from hotels as part of the Hotel Business Improvement
District.

ED AA+3 GC 34090; 2 year minimum requirement
CCP 338; Statute of limitations, 3 years for action
State of California Guidelines; 3 years after audit
03-05-04 Marketing Materials Chamber marketing materials. Reference purposes to the City.

ED CY+2 GC 34090; 2 year minimum requirement
03-05-05 Community Events Related to the Chamber ED CY+2, AR GC 34090; 2 year minimum Administrative Record, State of California Guidelines
Administrative Decision: Current year plus 2 years,
review annually for historical content
03-06-00 General Information Techologies
03-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

IT IND Transitory Record; Databases are maintained while active
03-06-03 Technical Network Diagrams Documents related to network configuration. IT C IND Transitory Record; Databases are maintained while active
03-07-00 IT Projects & Licensing Records
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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IT S+2 Transitory Record; Maintain as long as necessary for current business activities.

Administrative Decision: Maintain software executables
for 2 years after updates are released and installed to allow for roll-backs if errors occur.
03-07-03 Hardware & Software Inventory IT S+2 GC 34090; 2 year minimum requirement Administrative Decision: Maintain inventories for 2 years after superseded.
03-07-04 Licenses & Support Includes software EULA licenses, and maintenance and support agreements. Also may available on the vendor's
website.

IT AT+5 CCP 337.2; Statutes of limitations of 4 years
CCP 343; Statutes of limitations of 4 years
48 CFR 4.601; 5 years after completion for
procurements exceeding $25,000
03-07-05 Process / Users Guides & Training Includes vendor provided manuals and in-house created how-to guides.

IT ACT Transitory Record; Maintain as long as necessary for current business activities.

GC 34090.7; Duplicate information may be destroyed
within the 2 year minimum retention requirement.
03-07-06 IT Initiated Projects Projects directly associated with IT and infrastructure management.

IT AC+5 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for maintenance and operations
Administrative Decision: Maintain projects for 5 years
after completion for historical reference.
03-07-07 IT Supported Projects Assistance with departments on software acquisition and evaluation.

IT AC+5 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for maintenance and operations
Administrative Decision: Maintain projects for 5 years
after completion for historical reference.
03-08-00 Backup and Recovery Plans
03-08-01 General Information Includes general subject information, reports and reference documents relating to the record group, but
not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an
associated record series, or creation of a new record
series.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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IT 6 Months * GC 34090.7; Duplicate records may be destroyed within the 2 year minimum period
State of California Guidelines; Current month plus 1
year for monthly backups
* Administrative Decision: System overwrites when the
drive reaches maximum storage. Retention is
maintained up to 6 months based on available storage.
03-08-03 E-mail Backup System See e-mail policy for inbox and archive retention periods.

IT 6 Months * GC 34090.7; Duplicate records may be destroyed within the 2 year minimum period
State of California Guidelines; Current month plus 1
year for monthly backups
* Administrative Decision: System overwrites when the
drive reaches maximum storage. Retention is
maintained up to 6 months based on available storage.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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04-01-00 General Accounting Group
04-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-01-02 GEMS Financial System Finance IND Transitory Record; Databases are maintained while active
04-01-03 Journal Entries Does not include year-end journal entries. Finance AA+2 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
04-01-04 Year End Journal Entry Reports Transitory, but maintained to support the fiscal year papers. AA+5 GC 34090; 2 years minimum State of California Guidelines; After audit plus 2 years for review workpapers.Administrative Decision: Maintain for 5 years after audit for reference purposes. 04-02-00 Accounts Payable
04-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-02-02 Accounts Payable - Vendors Includes invoices and vendor information. Hardcopy checks, invoices and backup information are maintained.

Finance AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
04-02-03 Accounts Payable - Disasters & Grants Finance AFP+7 * 24 CFR 85.42; Grants & co-operative agreements, 3 years after submission of last expenditure report29 CFR 97.42; grants must be kept for 3 years after final expenditure report.State of California Guidelines; 7 years after grant closure. * State recommends referring to grant application close-out procedures, if any. 04-02-04 Skyview Reports MS Access report of a summary of payment approvals. Finance CY+2 GC 34090; 2 year minimum State of California Guidelines; 2 years for management reports 04-02-05 Petty Cash Includes petty cash requests, receipts, approvals and other backup documentation. Maintained by administrative staff in each department but information is sent to Finance.

Finance AA+4 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit
04-02-06 Tax Payments Includes payments on sales, gas and other taxes due. Finance AA+5 GC 34090; 2 year minimum 29 USC 436; 5 years26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filed29 CFR 516.2-6; Maintain at least 3 yearsState of California Guidelines; 4 years after audit

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© Citations & Legal Basis

FINANCIAL SERVICES RECORDS
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 04-02-07 Credit Card Statements Currently in paper format. Finance AA+4 GC 34090; 2 year minimum requirement CCP 337; 4 year statute of limitationsState of California Guidelines; 4 years after audit 04-02-08 W-9 Reporting Finance AT+4 GC 34090; 2 year minimum requirement 26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filed29 CFR 516.5; Maintain at least 3 yearsState of California Guidelines; 4 years after auditAdministrative Decision: Maintain W-9s for 4 years after vendor/contractor separates from the City. 04-02-09 1099 Reporting Also includes 1096 summary forms. Finance AA+4 GC 34090; 2 year minimum requirement 26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filed29 CFR 516.5; Maintain at least 3 yearsState of California Guidelines; 4 years after audit 04-02-10 Purchase Orders Administrative purchase order for encumberances. Finance AFP+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitationsState of California Guidelines; 4 years after auditAdministrative Decision: Maintain purchase orders for 4 years after final payment and close out of the purchase order. 04-03-00 Accounts Receivable
04-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

Finance AA+3 GC 34090; 2 year minimum requirement
CCP 338; Statute of limitations, 3 years for actionState of California Guidelines; 3 years after audit 04-03-03 Miscellaneous Receivables May include surplus property disposition and auction receipts.

Finance AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after audit 04-03-04 Cash Receipts & Deposits Includes cash, credit cards, credit card receipts, transient occupancy tax receipts and other miscellaneous revenue.

Finance AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after audit 04-03-05 Collection Activities Finance AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations of 4 yearsState of California Guidelines; 4 years after audit 04-03-06 Adjustments & Accruals Finance AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after audit ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Finance AA+2 GC 34090; 2 year minimum requirement
Government Code 50050 et seq; local governments must take certain actions to bar future claims to unclaimed/unpaid government funds, including publication an d opportunity for submission of claims. 2 years after audit per Gov. Code 50050. 04-04-00 Auditing
04-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-04-02 CAFR Annual Financial Statement Finance P GC 34090; 2 years minimum State of California Guidelines; 7 years after auditAdministrative Decision: Maintain annual financial statements permanently. 04-04-03 Single Audit Includes the general audit of City financials. Grant funded specifically for a program or subject.

Finance /
PB&R
P GC 34090; 2 years minimum
State of Calfornia Guidelines; Permanent
04-04-04 Annual Individual Audits Includes sales tax, utility users, enterprise funds and other annual audits.

Finance P GC 34090; 2 years minimum
State of Calfornia Guidelines; Permanent
04-04-05 Special Audits Includes one-off audits for specific items. Finance P GC 34090; 2 years minimum State of Calfornia Guidelines; Permanent
04-04-06 Teamsters / PERS Based on benefits and payroll information. Occur approximately every 3 years.

Finance P GC 34090; 2 years minimum
State of Calfornia Guidelines; Permanent
04-04-07 Year-End Work Papers Finance AA+1 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit.Administrative Decision: Maintain for 1 year after the audit is completed due to transitory nature of the documents. 04-04-08 Auditor's Communications Auditor correspondence and general information. Finance CY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-05-02 Bank Statements & Reconciliations Finance AA+5 GC 34090; 2 years minimum 26 CFR 31.6001-1(e)(2); 4 yearsState of California Guidelines; 5 years after audit 04-05-03 Investments Broker notices, transaction confirmations, LAIF, endowments and other investment related statements.

Finance P GC34090; 2 year minimum requirement
CCP 337; Statutes of limitations, 4 years for actionState of California Guidelines; Permanent 04-05-04 Investment Policy Presented to Council. Finance S+5 GC 34090; 2 year minimum requirement CCP 343; 4 years to commence actionAdministrative Record, State of California Guidelines recommends retaining for 5 years after superseded. 04-06-00 Budgeting
04-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-06-02 Annual Budget Includes general City and RDA/Successor Agency budgets. Finance P GC 34090; 2 years minimum State of California Guidelines; 7 years after auditAdministrative Decision: Maintain annual budgets permanently for reference. 04-06-03 Budget Workpapers, Finance Includes workpapers, forecasts, correspondence and other budget creation related documents maintained by the departments.

Finance AA+2 GC 34090; 2 years minimum
State of California Guidelines; 2 years after audit
04-06-04 Budget Adjustments & Journal Entries Finance AA+2 GC 34090; 2 years minimum State of California Guidelines; 2 years after audit
04-06-05 Master Fee Schedule Finance S+10 GC 34090; 2 years minimum Administrative Decision: Maintain master fee schedule documents for 10 years after schedules are superseded for trending. Also maintained online. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-07-02 Business License Files Includes the applications, renewals, customer correspondence, certificates of insurance and the license.

Finance AT+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitationsState of California Guidelines; 4 years after termination 04-08-00 Debt Financing
04-08-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-08-02 Bond Issues Includes bond agreements and offer. Finance P GC 34090; 2 years minimum GC 43900-43903; Destruction guidelines for bondsCCP 337.5; Statutes of limitationsFIN 30210; MaintainState of California Guidelines; Permanent for bond issues. 04-08-03 Bond Statements & Reports Includes official statements, arbitrage, annual statements, bond disclosure, bond pay-offs, bond covenance and cash/surety bonds.

Finance AFP+10 GC 34090; 2 years minimum
GC 43900-43903; Destruction guidelines for bondsCCP 337.5; Statutes of limitationsState of California Guidelines; 10 years after closure/expiration 04-09-00 Financial Reporting04-09-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-09-02 State Controllers Reports Finance P GC 34090; 2 years minimum State of California Guidelines; Permanent
04-09-03 Annual GASB Reports Finance P GC 34090; 2 years minimum State of California Guidelines; Permanent
04-09-04 Annual Street Reports - SCO Finance P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent
04-09-05 Gas Tax - Measure A Includes reports on fuel and depreciation for fleet vehicles.

Goes to the State Controller, MPC and the federal government.

Finance AA+4 GC 34090; 2 year minimum requirement
26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filed29 CFR 516.5; Maintain at least 3 yearsState of California Guidelines; 4 years after audit ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Finance AA+4 GC 34090; 2 year minimum requirement
29 USC 436; 5 years26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filed29 CFR 516.5; Maintain at least 3 yearsState of California Guidelines; 4 years after audit 04-10-00 Fixed Assets
04-10-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-10-02 Capital Assets Includes the depreciation schedule spreadsheet, backup documentation, ownership slips, auctions for disposition and other asset information.

Finance AA+10 GC 34090; 2 year minimum requirement
State of California Guidelines; 4 years after audit for tax reporting.CCP 337.15; 10 years for action against real propertyAdministrative Decision: Maintain depreciation schedules for 4 years after the annual audit to follow retention for tax reporting. 04-10-03 Fixed Asset Inventory Finance AA+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after audit for fixed asset inventories, no specific retention for depreciation schedules. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 04-09-02 Employee Time Summary Sheets Original signed timesheets are maintained by the department and signed by the employee. Finance receives the Paymate summary which goes with the Payroll Registers.

Finance AA+6 GC 34090; 2 year minimum requirement
29 CFR 516.2; Maintain29 CFR 516.6; 2 yearsR&T 19530; 3 years after tax return dueR&T 19704; 6 year statute of limitationsLC 1174; 4 years after pay period26 CFR 31.6001-1; 4 years after tax return due29 USC 255(a); 2 to 3 years statute of limitations for minimum wagesState of California Guidelines; 6 years after audit 04-09-03 Employee Payroll Files Includes withholding orders, new hire paperwork, enrollments, retirement system, banking information, workers compensation, requests, one-off payroll items, W4s, DE-4s, café forms and other payroll related documents for the individual employee.

Finance C P GC 34090; 2 year minimum requirement
LC 1174; 3 years for payroll recordsLC 1197.5(d); 3 years for payroll records22 CCR 1085.2(c); 4 years for unemployment contributions29 CFR 516.2(a)(10); Maintain29 CFR 516.6; 2 yearsLC 1174; 2 years after pay period29 USC 255(a); 2 to 3 years statute of limitations for minimum and unpaid wages29 USC 1027, 1113, 1451 (ERISA) (6 years); Benefit plans for employeesState of California Guidelines; Permanent for workers compensation records 04-09-04 Payroll Registers Includes the register, workers compensation payments, check registers, paystubs for manual checks, leave accruals, journal entries, wire transfers, contractual increases by bargaining unit, Paymate time sheet summaries, health insurance and benefit changes, tax tables and other payroll processing documents.

Finance C P GC 34090; 2 years minimum
GC 12946; 2 years after termination29 CFR 516.2-6; 4 years after tax return filing29 CFR 1627; 3 yearsState of California Guidelines; Permanent 04-09-05 Payroll Accounts Payable Support the payroll process and benefit payments. Finance CY+19 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations of 4 yearsState of California Guidelines; 4 years after auditAdministrative Decision: Maintain for the current year plus 19 years to support the payroll register and processing. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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FINANCIAL SERVICES RECORDS
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 04-09-06 PERS Retirement Reports Employer contribution reports and circulars. Finance P GC 34090; 2 year minimum requirement GC 12946; 2 years after submission or creation29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan terminationState of California Guidelines; Permanent for PERS working documents, 4 years after termination for employee deduction reports. 04-09-07 Quarterly Returns Includes Form 941, DE9 and other quarterly returns. Finance AA+6 GC 34090; 2 year minimum requirement 29 USC 436; 5 years26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filedR&T 19704; 6 year statute of limitations29 CFR 516.2-6; Maintain at least 3 yearsState of California Guidelines; 4 years after audit 04-09-08 W-2s / W-2 Reporting Finance C AA+10 GC 34090; 2 year minimum requirement 29 USC 436; 5 years26 CFR 31.6001; 4 years after tax return is filedR&T 19530; 3 years after tax return is filedR&T 19704; 6 year statute of limitations29 CFR 516.2-6; Maintain at least 3 yearsState of California Guidelines; 4 years after auditAdministrative Decision: Maintain W-2s for 10 years after audit to support employee requests for history of payment. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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05-01-00 Personnel Files *Excludes public safety
records
05-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 05-01-02 Employees & Councilmember Files Includes Personnel Action Forms, original application, training certificates, educational incentive programs & tuition reimbursement, performance evaluations, disciplinary actions not related to internal investigations, EDD claims, employment contracts / agreements (not including union negotiations and resulting contracts/agreements), fingerprints and miscellaneous communications.

HR C AS+6 29 CFR 1627.3 - 4; 3 years after termination
29 CFR 1602.30 - 32; 2 - 3 years after termination29 CFR 516.5 - 6; 3 years after action29 USC 1113; 6 years after date of last actionGC 12946; 2 years after termination or actionState of California Guidelines; 3 years after termination 05-01-03 Employee Medical Files FMLA, exposure, doctor's notes, and other medical information.

HR C AS+30 8 CCR 15400; Maintain reports
LC 90 - 139.6; 5 years for auditingLC 6410; OSHA, maintain29 CFR 1627.3(b)(1); 1 year from action29 CFR 1910.1020; 30 years after employee terminationState of California Guidelines; 30 after completion/closure 05-01-04 I-9 Forms - Full Time Employees Maintained in a binder. HR AS+6 GC 12946; 2 years after completion/position filled GC 6250; Public Records Act, release of confidential information29 CFR 1602.14; 1 year after position filled29 CFR 1607; Maintain29 CFR 1627.3(b)(1); 1 year from action29 USC 211c; Maintain, no retention period statedUSCIS Form I-9; Maintain for 3 years after completion or 1 year after employment is terminated, whichever is longer.Administrative Decision: Relocate I-9 forms to the employee file after separation and maintain for the same retention period as the personnel file. 05-02-00 Personnel Management Records
05-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

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HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-02-02 Job Descriptions Maintained electronically. HR S+3 GC 34090; 2 year minimum requirement Administrative Decision: Maintain job description for 2 years after superseded to meet the minimum requirement and method of managing the documents. 05-02-03 Salary Schedule Specific for each job and broken down by bargaining unit.

HR S+3 GC 34090; 2 year minimum
GC 12946; 2 years after completion/position filled29 CFR 516.6(2); 2 years for wage rate tables, etc.2 CCR 570.5; 5 years for pay schedules and special compensation records29 CFR 1602.14; 1 year after action/changeState of California Guidelines; Retain records for the current year they are drafted, plus two additional years. 05-02-04 Classification & Compensation Includes salary surveys, reclassifications and other compensation related documents.

Hired employees, safety:Applicants who filed a complaint:

HR AS+2
AS+5
AC+2
GC 34090; 2 year minimum requirementGC 12946; 2 years after completion29 CFR 1602.14; 1 year after action/change29 USC 211c; Maintain, indefinite29 USC 203m; Definitions29 USC 207g; DefinitionsState of California Guidelines; 2 years after termination for general employees, 5 years after termination for safety employees 05-02-06 Employee Complaints Including harrassment complaints. Does not include grievances.Hired employees, non-safety:Hired employees, safety:

HR
AS+2AS+5
GC 34090; 2 year minimum requirementGC 12946; 2 years after completion29 CFR 1602.14; 1 year after action/change29 USC 211c; Maintain, indefinite29 USC 203m; Definitions29 USC 207g; DefinitionsPC 832.5; 5 yearsState of California Guidelines; 2 years after termination for general employees, 5 years after termination for safety employees ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-02-07 Employee Benefits Includes the benefits guide and plan documents given to employees for medical, dental, vision, flexible benefits, short & long term disability, life insurance, deferred compensation, employee assistance program and other benefit plans. Also includes the annual benefit renewals from the broker.

HR S+2 GC 34090; 2 year minimum
GC 12946; 2 years after submission or creation29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan terminationState of California Guidelines; 2 years after action ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 05-03-02 Recruitment File Files include applications, practical test and assessment centers, oral board, rejection letters and eligibility lists. Remaining documents managed in CalOPPS.

HR AC+3 GC 12946; 2 years after completion/position filled 29 CFR 1602.14; 1 year after position filled
29 CFR 1627.3; 1 year after position filledState of California Guidelines; 3 years after completion/position filled 05-03-03 Background Check Information Includes DOJ fingerprinting, pre-employment physicals (non-hired) and other background checks for hired and non-hired candidates.Hired non-safety employeesHired safety employeesNot hired applicants HR
AS+5
P
AC+2
GC 34090; 2 year minimumPC 832.5; 5 years for officer complaintsState of California Gudelines; 3 years after termination/separation for hired general employees, Permanent for hired Safety Personnel; 2 years after position closes for Safety Personnel not hired. 05-04-00 Safety & Training Records
05-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

HR S+5 GC 34090; 2 year minimum,
8 CCR 3204; 1 year for IIPP training recordsState of California Guideline: 5 years after superceded or expired 05-04-03 Safety & Employee Training Programs Sign-in sheets, handouts, consultant training programs, tailgate meetings and other program information for general employee training and lunchtime workshops. Does not include Police or Fire training.

HR CY+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationGC 6250; PRA, confidential record statusState of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2 years for certificates and designations training.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-04-04 Random Drug Pulls - DOT Records of inspection, maintenance, and calibration of EBTsRecords of negative and cancelled drug test results and alcohol test results with a concentration of less than 0.02Records of alcohol test results indicating an alcohol concentration of 0.02 or greater; records of verified positive drug test results; documentation of refusals to take required alcohol and/or drug tests (including substituted or adulterated drug test results); SAP reports; and all follow-up tests and schedules for followup tests.All filed by year completed.

HR C CY+2
CY+1CY+5
49 CFR 40.333; 1 to 5 years depending upon document type. All documents must be maintain in a secured area. 05-04-05 DMV Pull Notice Program HR C S VC 1808.1; must pull record at least every 12 months 05-04-06 Safety Inspections Includes binders with photos and comments on construction and other safety inspections performed by a third party safety consultant. Required by OSHA.

HR AC+5 GC 34090; 2 year minimum requirement
29 CFR 1904.33; maintain OSHA reports for 5 years from the end of the calendar year they relate to.8 CCR 14300.33; current year plus 5 years for OSHA 300 reports8 CCR 10102; whichever is longer of the following: 5 years from date of injury; 1 year from date compensation was last provided; upon payment of all compensation due; when audit findings are final.State of California Guideline: 5 years after completed 05-04-07 Ergonomic Requests & Accommodations HR AC+5 GC 34090; 2 year minimum State of California Guidelines; Current year plus 2 years for employee statistics, benefit activity and liability loss reports. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 05-05-02 Agenda Packets HR CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 05-05-03 Minutes HR P GC 34090(e); Minutes of governing bodies, PermanentGC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 05-06-00 Worker's Compensation Records
05-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 05-06-02 Workers Compensation Claims Includes copies of information from the TPA on the employee claim. Doctor's notes stored in the employee's medical file.

HR C P 8 CCR 15400; Maintain reports
8 CCR 15400.2; 5 years8 CCR 10102; 5 yearsLC 129(a); 5 years for auditingState of California Guidelines; Permanent for workers compensation working files (claim files, reports, incidents). Originals filed with third party administrator. 05-06-03 Third Pary Administrator & JPA - MPA Weekly reports - temporary disability, 4850, claims (including benefit claims) reports.

HR CY+2, AR
P
GC 34090; 2 year minimum requirementState of California Guidlines; Administrative Record29 CFR 1602.30; State of California Guidelines: Permanent for benefit plan claims. 05-06-04 OSHA 300 Reports & Logs Maintained electronically. Also includes quarterly audit reports.

HR CY+5 GC 34090; 2 year minimum requirement
29 CFR 1904.33; 5 years for OSHA reports8 CCR 14300.33; 5 years for OSHA 300 reports8 CCR 10102;5 years from date of injuryState of California Guideline: 5 years after completed 05-06-05 Workers Compensation Loss Run Reports Monthly reports HR CY+5 8 CCR 15400; Maintain reports 8 CCR 15400.2; 5 years8 CCR 10102; 5 yearsLC 129(a); 5 years for auditingState of California Guidelines; State recommends Permanent retention, but no relevant statues; Risk Management Reports (including Loss Analysis Reports) are 5 years after completion/closure. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Record Retention Schedules and UFIRST Index

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Series Code Series Name Description of Documents, As Needed Office of Record
Special
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Total
Retention
© Citations & Legal Basis

Original hardcopy maintained by the City Clerk.

Clerk P GC 34090; 2 year minimum requirement
GC 12946; 2 years after submission or creation29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan terminationState of California Guidelines; Permanent for PERS documents. General note: PERS employee deduction reports need only be retained for 4 years.
05-07-03 Rate Changes Supplied by PERS for rate changes. Accessible electronically on the myCalPERS website.

HR P GC 34090; 2 year minimum requirement
GC 12946; 2 years after submission or creation29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan terminationState of California Guidelines; Permanent for PERS documents 05-07-04 Valuation Reports Supplied by PERS for rate changes. Accessible electronically on the myCalPERS website.

HR P GC 34090; 2 year minimum requirement
GC 12946; 2 years after submission or creation29 CFR 1627.3(b)(2) EEOC/ADEA requires 1 year after benefit plan terminationState of California Guidelines; Permanent for PERS documents 05-07-05 Correspondence HR CY+2 GC 34090; 2 year minimum requirement State of California Guidlines; Administrative Record
05-08-00 Labor Relations Records
05-08-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 05-08-02 Union Representatives / Organizations Includes correspondence and reviews with labor organizations. Does not include negotiation information.

HR CY+2, AR GC 34090; 2 year minimum requirement
Administrative Decision: Maintain correspondence and communications for the current year plus 2 years. Review annually for relevant content. 05-08-03 Negotiations HR P 29 USC 211c; Maintain, indefinite 29 USC 203m; Definitions29 USC 207g; DefinitionsState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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© Citations & Legal Basis

HUMAN RESOURCES
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 05-08-04 Memorandums of Understanding Includes management / confidential resolution. HR P 29 USC 211c; Maintain, indefinite 29 CFR 516.5(b); 3 yearsState of California Guidelines; Recommend Permanent retention without relevant statutes or regulations cited. 05-08-05 Grievances Hired employees, non-safety:

Hired employees, safety:

HR AS+2
AS+5
GC 12946; 2 years after completion29 CFR 1602.14; 1 year after action/change29 USC 211c; Maintain, indefinite29 USC 203m; Definitions29 USC 207g; DefinitionsPC 832.5State of California Guidelines; 2 years after termination for general employees, 5 years after termination for safety employees 05-08-06 Interest Arbitrations Award Awards and compensation given to units based on settled complaints.

HR P 29 USC 211c; Maintain, indefinite
29 USC 203m; Definitions29 USC 207g; DefinitionsState of California Guidelines; Permanent 05-08-07 Appeals Appeals based on grievances, disciplinary actions or other labor relations issues.

HR AS+5 GC 12946; Until resolved
29 CFR 1602.14; 1 year after action/changePC 832.5; 5 years for peace officersState of California Guidelines; 2 years after termination for general employees, 5 years after termination for safety employees ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
06-01-00 Planning Administration (All Divisions)
06-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-01-02 Consultant Agreements Includes copies of agreements, contact information, correspondence
Planning AC+4 CCP 337.2; Statutes of limitations
CCP 343; Statutes of limitations
06-02-00 Planning Records
06-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-02-02 General Plan & Plan Amendments Includes all General Plan related material and items. Planning P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
06-02-03 Planning Applications & Projects Includes all planning project applications, associated maps, backup documentation and other real property related planning projects.

Planning P GC 34090(a); Real property records, maintain permanentlyGC 4003, 4004; MaintainH&S 19850; Life of Building, with exceptionsCC 1351; definitions, community propertyState of California Guidelines; Permanent 06-02-04 Planning Applications & Projects, Not Completed or Denied
Applications withdrawn by applicant. Planning CY+2 GC 34090; 2 year minimum requirement 06-03-00 Building Records
06-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-03-02 Building Permits - Not Issued/Withdrawn Building CY+2 GC 34090; 2 year minimum requirement06-03-03 Building Permits - Residential Includes Structural Calculations, Soils Reports, Land Surveys, Pad Elevations, Special Inspection Reports, Plan Check Comments / Responses, Request for Waiver for Accessibility Requirements, Inspection Reports and Cards with wet signatures, and other documents for building projects.Residential Site Plan, Floor Plan, Structural Plans Building P
AP+2
H&S 19850; Building plans - Life of Building, with exceptionsCC 1351; definitions, community propertyState of California Guidelines; PermanentGC 34090; 2 year minimum requirementCalifornia Building Code 107.5; 180 days for approved final plans. 06-03-04 Building Permits - Commercial Includes Site Plan, Floor Plan, Structural Plans, Structural Calculations, Soils Reports, Land Surveys, Pad Elevations, Special Inspection Reports, Plan Check Comments / Responses, Request for Waiver for Accessibility Requirements, Inspection Reports and Cards with wet signatures, and other documents for building projects.

Building P H&S 19850; Building plans - Life of Building, with exceptionsCC 1351; definitions, community propertyState of California Guidelines; Permanent including commercial plans

PLANNING & BUILDING
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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© Citations & Legal Basis

PLANNING & BUILDING
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 06-03-05 Certificates of Occupancy Building L GC 34090(a); Real property records, maintain State of California Guidelines; Life of business
06-04-00 Code Enforcement Records
06-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

Code AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after correction/completion. 06-04-03 Administrative Appeals Appeals for code enforcement violations. Code AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after correction/completion. 06-04-04 Stormwater Compliance Violations of Municipal Regional Stormwater Permit. Code AC+5 40 CFR 122.41; 5 years 40 CFR 503.17; 5 yearsRCS Suggestion: Maintain stormwater compliance and NPDES violations for 5 years after correction. 06-04-05 Recorded Liens Against Property Code P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent for recorded liens. 06-05-01 Planning Commission
06-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-05-02 Agenda Packet Includes agendas and staff reports. CD Admn CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 06-05-03 Minutes CD Admn V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 06-05-04 Resolutions CD Admn V, H P GC 34090(e); Permanent for decisions of the City GC 40806; MaintainState of California Guidelines; Permanent 06-05-05 Meeting Recordings CD Admn 30 Days GC 54953.5; 30 days after recording 06-05-06 Meeting Notices CD Admn CY+4 GC 34090; 2 year minimum requirement CCP 343; Statutes of limitations, 4 years
06-06-00 Open Space Advisory Committee
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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© Citations & Legal Basis

PLANNING & BUILDING
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 06-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-06-02 Agenda Packet Includes agenda bills and staff reports. CD Admn CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 06-06-03 Minutes CD Admn V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 06-07-00 Library Advisory Committee
06-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-07-02 Agenda Packet Includes agenda bills and staff reports. CD Admn CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 06-07-03 Minutes CD Admn V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 06-08-00 Zoning Administrator
06-08-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 06-08-02 Agenda Packet Includes agenda bills and staff reports. CD Admn CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 06-08-03 Minutes CD Admn V, H P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 06-08-04 Resolutions CD Admn V, H P GC 34090(e); Permanent for decisions of the City GC 40806; MaintainState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis information copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
07-01-00 Public Works Administration
07-01-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-01-02 Project Management System Work order system and citizen requests. All Divisions,
except
public safety
IND* Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.Complaints involving peace officers must be retained for 5 yers, per Penal Code section 832.5. May dispose all peace officer complaints upon expiration after 5 years 07-01-03 Outreach, Education & Notifications For City-sponsored events. May include photos and other historical information.

All Divisions CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Public Works events. 07-01-04 Safety Programs & Procedures Includes sign-in sheets, attendance rosters, training materials for safety training classes and events.

All Divisions CY+7 GC 34090; 2 year minimum requirement 29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationState of California Guidelines; Current year plus 7 years for non-safety training records. Current year plus 2 years for certificates and designations training. 07-01-05 Daily Call Log Record of incidents, events, damage and other activities called in to Public Works.

PW Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for service requests for maintenance. 07-02-00 Engineering
07-02-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-02-02 Geotechnical & Soils Reports PW Eng P GC 34090(a); Permanent for land related documents State of California Guidelines; Permanent for soils reports. 07-02-03 Surveys & Studies - General PW Eng ACT+10 GC 34090; 2 year minimum State of California Guidelines; 2 years after completion for general studies and surveys 07-02-04 GIS / Mapping Includes truck routes and circulation maps. Hosted on the GIS web server.

PW Eng S Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.Administrative Decision: Maintain on the GIS system until superseded.

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PW Eng P GC 34090(a); Real property records, maintain
GC 4003, 4004; MaintainH&S 19850; Building Plans - Life of Building, with exceptionsCCP 337.15; 10 yearsState of California Guidelines; Permanent 07-02-06 Plan Check Logs, Building Logs of plan check services for Planning. PW Eng CY+2 GC 34090; 2 year minimum requirement 07-02-07 Plan Check Logs, Planning Logs of plan check services for Building. PW Eng CY+2 GC 34090; 2 year minimum requirement07-02-08 Coastal Commission Includes annual reports for beach parking and other correspondence with the commission.

PW Eng CY+2 GC 34090; 2 year minimum
State of California Guidlines; Administrative Record
07-02-09 Traffic Change Requests Includes public requests for street signs, red curbs, traffic calming and other traffic related changes.

PW Eng CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for service requests for maintenance. 07-02-10 Traffic Systems Includes traffic calming and system implementation. PW Eng LOS+3 CCP 337; 3 year statute of limitations State of California Guidelines; Life of system plus 2 years 07-02-11 Traffic Studies & Surveys PW Eng AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion of survey plus 2 years 07-02-12 Pavement Management System PW Eng S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for maintenance projects. 07-02-13 ADA Transition Plan PW Eng S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion for curb and sidewalk improvements 07-02-14 Maintenance Agreements Agreements with contractors for maintenance of installations or other unusual construction.

PW Eng
ACT+10
CCP 337.2; Statutes of limitationsCCP 343; Statutes of limitations48 CFR 4.601; 5 years for procurements exceeding $25,000CCP 337.15; statutes of limitations - 10 years 07-02-15 Subdivision Working Files Includes correspondence with surveyors, plan review information and other project related documents used to support Community Development projects.

PW Eng P GC 34090(a); Real property records, maintain
GC 4003, 4004; MaintainH&S 19850; Building Plans - Life of Building, with exceptionsCCP 337.15; 10 yearsState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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PW Eng P GC 34090(a); Real property records, maintain
GC 4003, 4004; MaintainH&S 19850; Building Plans - Life of Building, with exceptionsCCP 337.15; 10 yearsState of California Guidelines; PermanentAdministrative Decision: Correspndence with applicants do not need to be maintained permanently. May destroy after 10 years. 07-02-17 Lot Line Adjustments PW Eng P GC 34090(a); Real property records, maintain GC 4003, 4004; MaintainH&S 19850; Building Plans - Life of Building, with exceptionsState of California Guidelines; Permanent 07-02-18 Right-of-Way / Vacations PW Eng P GC 34090(a); Real property records, maintain State of California Guidelines; Permanent
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-03-00 Engineering Permits07-03-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-03-02 Encroachment Permits - Construction Permanent construction encroachment permits. PW Eng P GC 34090(a) Real property records, maintain PermanentlyState of California Guidelines; Permanent for construction based encroachment permits. 07-03-03 Encroachment Permits - Paving/Street Cut Includes street cuts and paving temporary encroachments.

PW Eng AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for maintenance projects, and for temporary use permits. 07-04-00 Capital Improvement Program
07-04-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-04-02 CIP Core Documents Construction of new facilities and FEMA related projects.CIP Construction Records including planning, design, construction, conversion or modification of local government- owned facilities, structures & systems; environmental / CEQA reports and documents (ie. streets, curbs, gutters, sidewalks, storm drains, etc.) PW Eng P GC 34090(a); Permanent for real property related documentsGC 4003, 4004, MaintainCCP 337.15; 10 yearsState of California Guidelines; Permanent for capital improvements 07-04-03 CIP Construction Administration CIP Engineering Project Records. Supporting documents including appraisal reports, bidders lists, non-environmental reports, work orders, schedules, exhibits, construction staking documentation and correspondence.

PW Eng AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after completion for capital improvement projects.
07-04-04 CIP General Administration General administration and correspondence. PW Eng CY+2 GC 34090; 2 year minimum Administrative Record, State of California Guidelines
07-05-00 Floodplane Management
07-05-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

PW Eng CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for flood records 07-05-03 Creeks & Waterways Includes erosion, capacity studies, sediment studies, operational dredging projects and permits, water quality testing and other compliance and reference information.

PW Eng P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent for dams, lakes, basins and creeks. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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PW Eng P GC 34090; 2 year minimum requirement
State of California Guidelines; Permanent flood zones.
07-06-00 City Facilities
07-06-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-06-02 Maintenance Contracts Maintenance and repair contracts including painting, roofing, janitorial and other contracted maintenance work.

PW Ops
AC+10
CCP 337.2; Statutes of limitationsCCP 343; Statutes of limitationsCCP 337.15; statutes of limitations - 10 years 07-06-03 Facility Permits Includes permits and regulatory compliance documents for City buildings and facilities.

PW Ops
AE+4
GC 34090; 2 year minimum requirementCCP 337; statutes of limitationsState of California Guidlines; Current year plus 2 years for municipal facility rental / use permits 07-07-00 Parks
07-07-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

PW Ops P GC 34090(a); Real property records, maintain
GC 4003, 4004; MaintainH&S 19850; Building Plans - Life of Building, with exceptionsCCP 337.15; 10 yearsState of California Guidelines; Permanent 07-07-03 Parks Maintenance Projects Includes landscape, irrigation and general maintenance project documents.

PW Ops AC+2 GC 34090; 2 year minimum requirement
GC 945.6(a)(2); (6m or 2 years)State of California Guidelines; 2 years after completion for maintenance projects. 07-07-04 Play Structure Inspection & Maintenance PW Ops AC+3 CCP 338; 3 years for action State of California Guidelines; Completion plus 2 years for inspection records in Parks, and 2 years after audit for equipment inventories. 07-07-05 Heritage Trees Includes applications, permits and other information about heritage trees.

PW Ops AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current Year plus 2 years for temporary use permits. 07-07-06 Beach Parking Program Includes listings of meters and total income from parking.

PW Ops CY+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year. 07-07-07 Creek Preparation & Maintenance Includes storm season preparation projects, outreach to the public, and maintenance of the trash on property.

PW Ops AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for maintenance projects. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-08-00 Streets07-08-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-08-02 Street Maintenance Projects Maintained by supervisor to track street maintenance projects. Includes sidewalks, street lights, signs, striping/markings, maintenance projects and other street information.

PW Ops AC+2 GC 34090; 2 year minimum requirement
GC 945.6; 6 months or 2 yearsState of California Guidelines; 2 years after completion for maintenance projects. 07-08-03 Street Lighting Includes the street light infrastructure and installation of new systems.

PW Ops LOS+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Life of system plus 2 years 07-09-00 Motor Pool
07-09-01 General Information & Administration Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-09-02 Vehicle & Equipment Maintenance Records Paper history of equipment and vehicles. Includes registration, purchase, maintenance, maintenance reports and other specific vehicle and equipment related information. Also tracked in Hansen.After disposal at auction, responsible party is the auction house. Vehicles are sold as is.

PW Ops LOV GC 34090; 2 year minimum requirement
CCP 343; 4 years for actionState of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles. State does not reference any citations.Administrative Decision: Maintain vehicle and equipment maintenance records while vehicle is owned by the City. Auction house assumes responsibility after receiving the vehicle or equipment. 07-09-03 Daily Inspection Forms PW Ops CM+2 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year.13 CCR 1234; 3 months for daily vehicle inspection formsAdministrative Decision: Maintain inspection forms for 3 months per CHP recommendations and CCR citation. 07-09-04 Biennial Inspection of Terminals (BIT) Records Inspection of vehicles by the DOT. PW Ops CY+2 GC 34090; 2 year minimum requirement VC 34501.12; maintain inspection reports for at least 2 years. 25 month inspection period.
07-09-05 BAR Inspections Combined with California Air Resources Board. PW Ops AA+3 GC 34090; 2 year minimum requirement.

State of California Guidelines; 2 years plus the current year for permits; may depend upon the agency.Administrative Decision: Maintain inspection records for 3 years after completion to follow State retention for the CARB permit. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica
Record Retention Schedules and UFIRST Index

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07-00-00 PUBLIC WORKS
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 07-09-06 Hazardous Waste Manifests (Iincludes tire
disposal records)
Used for disposal of oil filters, used oil, sweeping compound and other hazardous waste materials. Tire disposal records - release slips from the recycler.

PW Ops CY+10 GC 34090; 2 year minimum requirement
CCP 338.1; 5 years 40 CFR 122.21; 3 to 5 years22 CCR 66262.40; 3 years22 CCR 66263.22; 3 yearsState of California Guidelines; Current year plus 10 years for hazardous waste disposal documents. 07-10-00 Beautification Advisory Committee07-10-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 07-10-02 Agendas/Agenda Packets PW Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 07-10-03 Minutes PW Admin P GC 34090(e); Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 07-10-03 Resolutions Law, statute or regulation enacted by the City Council, Public Financing Authority and Redevelopment Agency.

PW Admin V, H P GC 34090(e); Permanent for decisions of the City GC 40806; MaintainState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica
Record Retention Schedules and UFIRST Index

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08-00-00 PARKS, BEACHES & RECREATION
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
08-01-00 Parks, Beaches & Recreation Administration
08-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-01-02 ActiveNet Recreation IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
08-01-03 Recreation Programs Includes program rules, code of conduct, curriculum, City contact information filed by program.

Recreation
CY+3
GC 34090; 2 year minimum requirementCCP 335.1; 2 years for action on injuries caused by neglect.GC 945.6(a)(2); 6 months or 2 years22 CCR 101221; 3 yearsState of California Guidelines; 2 years plus the current year. 08-01-04 Evaluation Forms Created through Survey Monkey. Recreation CY+2 GC 34090; 2 year minimum requirement08-01-05 Attendance Records Sign in sheets and rosters, and emergency contact information for programs.

Recreation C CY+4 GC 34090; 2 year minimum requirement
22 CCR 101221; 3 yearsAfter School Education & Safety Program requires a 4 year retention 08-01-06 Registration Packets Includes waivers, schedule change forms, names, address, emergency contacts, IEPs, field trip forms and other registration related information. Maintained alphabetically by quarter.

Recreation C CY+4 GC 34090; 2 year minimum requirement
22 CCR 101221; 3 yearsCCP 335.1; 2 years for action on injuries caused by neglect.State of California Guidelines; 2 years plus the current year.After School Education & Safety Program requires a 4 year retention 08-01-07 Scholarships May include sensitive personal information. Subsidized discount to elligible students.

Recreation C CY+2 GC 34090; 2 year minimum requirement
08-01-08 Cash Receipts & Deposit Breakdown Written receipts for individuals. Recreation AA+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after audit 08-01-09 Volunteers Includes the application, contact information, waivers, correspondence and any general information about the volunteer.Accepted applications:Denied applications:

Recreation C
AS+2
AC+2
GC 12946; 2 years after completion/position filledState of California Guidelines; 2 years after completion/position filled 08-01-10 Instructors Includes contracts, Livescan and other instructor information.

Recreation AS+4 CCP 337.2; Statutes of limitations of 4 years CCP 343; Statutes of limitations of 4 yearsAdministrative Decision: Maintain instructor files for 4 years after the instructor separates from the City. 08-01-11 Co-sponsorship J Teen After School Program. Recreation CY+4 GC 34090; 2 year minimum requirement After School Education & Safety Program requires a 4 year retention AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica
Record Retention Schedules and UFIRST Index

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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 08-01-12 Play Brochures Brochure listing events and schedules for programs. Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years 08-01-13 Program Fliers & Brochures Final fliers and brochures printed to PDF for retention purposes.

Recreation CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years 08-01-14 Accident / Incident Reports Includes accidents, incidents, water rescue and other incident related reports.

Recreation AC+7 GC 34090; 2 year minimum requirement
42 USC 1983; DefinitionsGC 25105.5; 5 years after closure/completionGC 910 - 913; 6 months to 1 year after event occurs.GC 945.6; 6 months to 2 yearsState of California; 7 years after closure for accident/incident reports 08-01-15 Special Event Organization Includes contact information, planning, supply acquisition, staffing, vendor applications and evaluations, outreach, copies of contracts and other event organization information.

Recreation CY+2 GC 34090; 2 year minimum requirement
CCP 335.1; 2 years for action on injuries caused by neglect.State of California Guidelines; 2 years plus the current year. 08-02-00 Facilities08-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-02-02 Rental Agreements Includes applications, proof of insurance and other rental documents for picnic, clubhouses, room rentals and other facility rentals.

Recreation
AC +4
CCP 337.2; Statutes of limitationsCCP 343; Statutes of limitations 08-02-03 Facility Permits Includes health certificates, slides, pool lifts, and other permits for facility operations.

Recreation AE+2 GC 34090; 2 year minimum requirement
State of California Guidlines; Current year plus 2 years for municipal facility rental / use permits 08-03-00 Senior Services
08-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-03-02 Seniors in Action (SAI) Membership
Applications
Annual application for seniors to receive free parking and other benefits.

Recreation CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years 08-03-03 Coordinator Journals Includes receipts and other supporting documents. Support City Detail Summary reports.

Recreation AA+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after audit 08-03-04 Site Inspections Performed monthly by the County to check whether the City is following protocol for food service.

Recreation CY+5 GC 34090; 2 year minimum
State of California Guidelines; 2 years for management reportsCounty; Current year plus 5 years ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica
Record Retention Schedules and UFIRST Index

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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 08-03-05 APS Mandated Reporting Required reporting for elder abuse to APS. Recreation C AC+10 PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ RecommendationAdministrative Decision: Maintain senior/elder abuse reports for the same retention as child abuse reports. 08-03-06 Form C-1 Congregate Nutrition County required form for Office of Aging & Adult Services funding. Monthly invoices, Contracts, Annual budgets, RFP’s, Post-audits, Quarterly Monitoring reports, annual fiscal closeouts and client rosters.

Recreation AP+5 County required retention based on
approval/clearance for destruction from the State Dept of Aging. 08-03-07 Form C-2 Home Delivery Meals County required form for OAA funding. Monthly invoices, Contracts, Annual budgets, RFP’s, Post-audits, Quarterly Monitoring reports, annual fiscal closeouts, clients rosters, client assessment files and weekly master route list.

Recreation AP+5 County required retention based on
approval/clearance for destruction from the State Dept of Aging. 08-03-08 Senior Transportation Includes weekly master route sheets and application for service.

Recreation CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years 08-03-09 Connect-a-Ride (CaR) Program Transportation within a specific range by an outside service for seniors. Invoices receive by the service.

Recreation CY+4 GC 34090; 2 year minimum requirement
CCP 337; Statute of limitations, 4 years for actionState of California Guidelines; 4 years after auditAdministrative Decision: Maintain billing backup information for the current year plus 4 years to support invoices. 08-04-00 Child Care Facility
08-04-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

Recreation CY+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years
08-04-03 Caregivers Includes permits, credentials, LiveScan fingerprinting, and other information regarding caregivers. Also for special needs aides.

Recreation C AS+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 yearsCalifornia Social Services Recommendation: 3 years after termination for personnel records. 08-04-04 Childrens Files Includes registration and licensing for child care. Recreation C AS+5 5 CCR 18067; Maintain all child care accounting and reporting records for 5 years22 CCR 101221; 3 years after termination 08-04-05 Attendance Sheets Also includes emergency contact information. Recreation C CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica
Record Retention Schedules and UFIRST Index

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Legend:

Recreation C AC+7 GC 34090; 2 year minimum requirement
42 USC 1983; DefinitionsGC 25105.5; 5 years after closure/completionGC 910 - 913; 6 months to 1 year after event occurs.State of California; 7 years after closure for accident/incident reports 08-04-07 CPS Mandated Reporting Required reporting for child abuse to CPS. Recreation C AC+10 PC 11169; Maintain PC 11170; 10 years from date of reporting , DOJ RecommendationPC 288, 647; Definitions 08-04-08 Emergency Action Plans For active shooter, disaster, fire and other emergency actions.

Recreation S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 08-05-00 Aquatics
08-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-05-02 Attendance Tally Sheet Used to reconcile deposits. Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years 08-05-03 Emergency Action Plans For active shooter, disaster, fire and other emergency actions.

Recreation S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after superseded 08-05-04 Daily Opening / Closing Checklist Checklists by lifeguards for pool conditions. Includes daily chemical and water testing logs.

Recreation CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects. 08-05-05 Swim Center Staff Log Tracks staff attendance and work schedules, daily issues and unusual activities, and other communications between lifeguards.

Recreation CY+2 GC 34090; 2 year minimum requirement
08-05-06 Accident / Incident Reports Recreation AC+7 GC 34090; 2 year minimum requirement 42 USC 1983; DefinitionsGC 25105.5; 5 years after closure/completionGC 910 - 913; 6 months to 1 year after event occurs.GC 945.6; 6 months to 2 yearsState of California; 7 years after closure for accident/incident reports 08-05-07 Skill Sheets Tracks individual's progress in classes. Recreation CY+2 GC 34090; 2 year minimum requirement 08-05-08 Daily Communication Log Tracks communications between managers on all pool programs.

Recreation CY+2 GC 34090; 2 year minimum requirement
08-06-00 Park, Beaches & Recreation Commission
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica
Record Retention Schedules and UFIRST Index

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Draft: 11/3/2020
08-00-00 PARKS, BEACHES & RECREATION
Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 08-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-06-02 Agendas/Agenda Packets Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 08-06-03 Minutes Recreation V, H P GC 34090(e); Minutes of governing bodies, PermanentGC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent 08-06-04 Meeting Recordings Recreation 30 Days GC 54953.5; 30 days after recording 08-06-04 Resolutions Law, statute or regulation enacted by the City Council, Public Financing Authority and Redevelopment Agency.

Recreation V, H P GC 34090(e); Permanent for decisions of the City GC 40806; MaintainState of California Guidelines; Permanent 08-06-0408-07-00 Youth Advisory Board
08-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 08-07-02 Agendas/Agenda Packets Recreation CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 08-07-03 Minutes Recreation V, H P GC 34090(e); Minutes of governing bodies, PermanentGC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica
Records Retention Schedules UFIRST Index

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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
09-01-00 Wastewater Administration
09-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 09-01-02 Master Plans WWTP
Admin
S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after master plan is superseded. 09-01-03 Reports & Studies WWTP
Admin
CY+2, AR GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for general studies and reports.Administrative Decision: Current year plus 2 years, review annually for relevance to projects. 09-01-04 Service Contracts Includes maintenance and services of the building. WWTP Admin AC+10
CCP 337.2; Statutes of limitationsCCP 343; Statutes of limitations CCP 337.15; 10 years
09-01-05 Facilities Permits SWRCB, Health Safety, EPA and other permits.

Includes calculations and data sent to the agency. Does not include NPDES.

WWTP
Admin
AE+2 GC 34090; 2 year minimum requirement
State of California Guidlines; Current year plus 2 years for municipal facility rental / use permits 09-01-06 Builiding Maintenance Includes elevator, fire and other building permits. WWTP Admin AE +4
GC 34090; 2 year minimum requirementCCP 337; 4 yearsNPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample. 09-01-07 Hazardous Waste Manifests Used for chemicals, used oil and other hazardous waste materials.

WWTP
Admin
CY+10 GC 34090; 2 year minimum requirement
CCP 338.1; 5 years 40 CFR 122.21; 3 to 5 years22 CCR 66262.40; 3 years22 CCR 66263.22; 3 yearsState of California Guidelines; Current year plus 10 years for hazardous waste disposal documents. 09-02-00 Safety & Training
09-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.

AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months Universal note for City Attorney regarding retention periods for public water systems:22 CCR §64470 [5 years for complaints, 10 years for chemical analysis]; 64433.7, 66483 [3 years for mandated consumer reports]; §64690.80 [12Years for records related to lead compliance for systems subject to lead action level exceedance requirements]. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica
Records Retention Schedules UFIRST Index

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Legend:

WWTP
Admin
AS+5 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationGC 6250; PRA, confidential record statusGC 53235.2(b) and 53237(b); 5 years if training includes ethics and sexual harassment training.State of California Guidelines; Current year plus 2 years for certificates and designations training. 09-02-03 Training Sessions Training history resides on Target Solutions website. WWTP Admin
CY+5 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationGC 6250; PRA, confidential record statusGC 53235.2(b) and 53237(b); 5 years if training includes ethics and sexual harassment training.State of California Guidelines; Current year plus 2 years for certificates and designations training. 09-02-04 Sign-in Sheets WWTP
Admin
CY+5 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationGC 6250; PRA, confidential record statusGC 53235.2(b) and 53237(b); 5 years if training includes ethics and sexual harassment training.State of California Guidelines; Current year plus 2 years for certificates and designations training. 09-03-00 Wastewater Treatment
09-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 09-03-02 Process Maintenance Includes biofilter, scrubbing system, odor control, and other process maintenance. Documents include purchase orders, work requests and other documents related to maintenance. Maintained in CMMS.

WW AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects. 09-03-03 SDS - Safety Data Sheets Includes records and safety data sheets for chlorine, pherrous chloride, polymers, sodium bisulfite and other chemicals.

WW S+2 GC 34090; 2 year minimum requirement
29 CFR 1910.1020(d)(1)(ii)(B) ; Retain SDS records for 30 years unless another record of what, where and when a chemical was used is maintained.Administrative Decision: Maintain SDS from manufacturer for 2 years after superseded to track all chemicals used. 09-03-04 Equipment Inventory Purchase orders, purchase date and inventories. WW S+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after superseded for equipment inventory records ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica
Records Retention Schedules UFIRST Index

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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-03-05 Operations & Maintenance
Manuals
Reference documents for equipment maintenance. WW LOS+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after termination for several kinds of equipment manuals.Administrative Decision; Life of the equipment plus 2 years for equipment manuals & specifications. 09-03-06 SCADA System Includes telemetry, as-builts, maintenance and work performed.

WW IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
09-03-07 Tonnage Reports & Waste
Hauling
Reported to the EPA on biosolids. WW CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years plus the current year for tonnage reports. 09-03-08 Operator's Log Daily activity log book tracking trends for general operations.

WW CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration recordsNPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample.Administrative Decision: Maintain logs for the current year plus 3 years to follow compliance retention requirements. 09-04-00 Capital Improvement Projects
General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series.
09-04-01 CIP Core Documents CIP Construction Records including planning, design, construction, conversion or modification of local government- owned facilities, structures & systems; environmental / CEQA reports and documents (ie. streets, curbs, gutters, sidewalks, storm drains, etc.) WW P GC 4003, 4004, Maintain
CCP 337.15; 10 yearsState of California Guidelines; Permanent for capital improvements ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica
Records Retention Schedules UFIRST Index

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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-04-02 CIP Backup Documents CIP Engineering Project Records. Supporting documents including appraisal reports, bidders lists, nonenvironmental reports, work orders, schedules, exhibits, construction staking documentation and construction correspondence.

WW AC+10 CCP 337.15; 10 years
State of California Guidelines; 10 years after project completion for capital improvement projects 09-04-03 General Administrative
Documents
Includes e-mail, administrative correspondence and other general administrative documents related to the CIP.

WW AC+2 GC 34090(d); 2 year minimum requirement
Administrative Record, State of California GuidelinesRCS Suggestion: Maintain general administrative documents associated with CIPs for 2 years after the project is completed. 09-04-04 CIP Replacement Equipment Installation and maintenance of replacement equipment.

AC+10
GC 34090; 2 year minimum requirementCCP 337.15; 10 yearsState of California Guidelines; 2 years plus the current year for maintenance projects. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Legend:

Series Code Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 09-05-00 Wastewater Quality Laboratory09-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 09-05-02 Bacteriological & Chemical
Analysis, Raw Data and Testing
Includes BOD, COD, ELAP, ERA, FGL, BSK,
pretreatment, lab and chlorine testing results, beach sampling, weekly, quarterly and annual sampling, and other testing results.

Lab CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration recordsNPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample. 09-05-03 Biosolids Analysis & Sludge
Testing
Lab CY+5 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration records40 CFR 503.7; 5 years for sewage sludge. 09-05-04 Lab Certification Includes ELAP audits and accreditation, operator certificates, lab analyst records and other certification documents.

Lab CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration recordsNPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample. 09-05-07 Daily Sample Logs Lab CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration recordsNPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample. 09-05-08 SOP Manuals For quality assurance, standards & methods, refrigerated samples, regulations, SOP, inventory and procedures.

Lab S+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 for policies & procedures. 09-05-09 Pre-treatment Inspections Annual inspection of business for pre-treatment program. Not required for the City.

Lab CY+3 40 CFR 122.41; 3 years for calibration records ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Lab CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration recordsNPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample. 09-06-00 NPDES
09-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 09-06-02 Permits & Applications For stormwater, water and waste water. WW P 40 CFR 122.28; Maintain NPDES general permits State of California Guidelines; Permanent for NPDES permits 09-06-03 Agency Reporting Includes reports to the State Water Resources Control Board.

WW CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration recordsNPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample. 09-06-04 Violation Notifications Notifications from the SWRCB for violations by the City. WW AC+5 40 CFR 122.41; 5 years 40 CFR 503.17; 5 yearsRCS Suggestion: Maintain stormwater compliance and NPDES violations for 5 years after correction. 09-07-00 Collection System
09-07-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

City-wide AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 09-07-02 Process Maintenance Includes biofilter, scrubbing system, odor control, and other process maintenance. Documents include purchase orders, work requests and other documents related to maintenance. Maintained in CMMS.

Collections AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years plus the current year for maintenance projects. 09-07-03 Sewer Spills Collections CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration recordsNPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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Collections S+2 GC 34090; 2 year minimum requirement
29 CFR 1910.1020; Retain SDS records for 30 years unless another record of what, where and when a chemical was used is maintained.Administrative Decision: Maintain SDS from manufacturer for 2 years after superseded to track all chemicals used. 09-07-05 Equipment Inventory Purchase orders, purchase date and inventories. Collections CY+3 40 CFR 122.41; 5 years after completion for sewage sludge use & disposal, 3 years after completion for other discharge records, including calibration recordsNPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample.Administrative Decision: Maintain equipment inventories for the current year plus 3 years to follow NPDES guidelines. 09-07-06 Operations & Maintenance
Manuals
Reference documents for equipment maintenance. Collections LOS+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after termination for several kinds of equipment manuals.Administrative Decisions; Life of the equipment plus 2 years for equipment manuals & specifications. 09-07-07 Source Control Inspections Records of restaurant and brewery inspections and violations for waste water and fats, oils and grease.

Collections CY+3 NPDES Permit No. CA0038776 IV. Standard Provisions, Records; 3 years from date of sample.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.

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10-00-00 POLICE SERVICES
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
10-01-00 Administration / Chief of Police
10-01-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

COP/Admin IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
10-01-03 General Orders Maintained in Lexipol. COP/Admin C P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation given. 10-01-04 Rules & Regulations COP/Admin C P GC 34090; 2 year minimum requirement State of California Guidelines; Permanent, no citation given. 10-01-05 Special Orders Includes vacation sign ups and special details. Moves the bulk of staff all at once based on the event / order.

COP/Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for watch assignments, daily schedules and timekeeping records. 10-01-06 Personnel Orders COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for watch assignments, daily schedules and timekeeping records. 10-01-07 Administrative Staff Memos General status updates on current projects and items of interest.

COP/Admin CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
10-01-08 Supervisor Staff Memos General status updates on current projects and items of interest. Pertains mainly to operational issues.

COP/Admin CY+2 GC 34090; 2 year minimum
Administrative Record, State of California Guidelines
10-01-09 Work & Duty Schedules COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for watch assignments, daily schedules and timekeeping records. 10-01-10 Internal Affairs / Investigations Also includes officer involved deaths. COP/Admin C AC+5 PC 832.5(b) Statutory minimum is 5 years.

EVC 1045; 5 years for conductPC 801.5; SOL of 4 years after eventPC 803(c); public officer, crime descriptionsVC 2547; SOL of 3 years for officer fraudGC 12946; 2 years after completion/position filled 10-01-11 Use of Force Reports COP/Admin CY+5 GC 34090; 2 year minimum requirement.

PC 832.5; 5 year minimum requirement.State of California Guidelines; Current year plus 5 years for use of force files 10-01-12 Unusual Incident Reports Completed with Use of Force, CHP 187, injuries to employees and other unusual events.

COP/Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for use of force files 10-01-13 Locker & Riot Locker Logs Includes combinations and assigned lockers COP/Admin C S+2 GC 34090; 2 year minimum requirement State of California Guidelines; After superseded
10-01-14 Equipment Inventory Equipment issued to officers and other department equipment.

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

Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020

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General casesHigh profile cases
Attorney
AC+7
P
GC 34090; 2 year minimum requirementState of California Guidelines; 7 years after closure for case records; maintain high profile cases permanently. 10-01-18 Employee Identification Identification for police employees and retirees for carrying firearms. Retirees need to qualify for carrying.

COP/Admin AE+2 GC 34090; 2 year minimum requirement
State Recommendation, 2 years after the license expires. 10-01-19 Building Security Door Passes & Logs Tracks key cards and access to the police facility. COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for daily logs. 10-01-20 Surveillance Recordings - Police Facilities Includes in-building and parking lot surveillance. COP/Admin AC+1
GC 34090.6; one year. If a claim is filed or pending litigation, retain with the case file.State of California Guidelines; 100 days for audio, telephone and radio communication tapes, with exceptions of recordings pertaining to GC 34090.6Administrative Decision: Video surveillance is maintained for 7 days due to system storage limitations. 10-01-21 Grant Applications and Programs Incoming grants for the PD. COP/Admin AFP+7 * 24 CFR 85.42; Grants & co-operative agreements, 3 years after submission of last expenditure report29 CFR 97.42; grants must be kept for 3 years.State of California Guidelines; 7 years after grant closure. * State recommends referring to grant application close-out procedures, if any. 10-01-22 Volunteer Program Includes application, ride-along waiver, background authorization, supplemental background information form, criminal history and records checks, LiveScan fingerprinting, training, community service records, background letters to neighboring agencies, and ID cards.Denied volunteer applications COP/Admin AT+3
AC+3
GC 12946; 2 years after completion/position filledState of California Guidelines; 2 years after terminationAdministrative Decision: Maintain volunteer files for 3 years after termination for hired, 3 years after position filled for denied applications to follow recruitment retention. 10-01-23 Ride Along Requests COP/Admin CY+2 GC 34090; 2 year minimum requirement retention State of California Guidelines; 2 years plus the current year ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020

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COP/Admin C CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain fingerprint information for city employment for 2 years after termination. 10-01-25 Applicant Fingerprint Requests Fingerprint requests of public applicants. Does not include the fingerprint.

COP/Admin CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Maintain fingerprint information for city employment for 2 years after termination. 10-02-00 Records *** Maintain all case files confidential while active.

California Public Records Act to be consulted.
10-02-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 10-02-02 RMS/CAD System Electronic case management system. Records C IND Transitory Record: Maintain indefinitely or until data is transferred to a new tracking system.
10-02-03 Case Reports - All Other Crime reports, DUI's, incidents, manditory registrants, bookings/arrests, missing persons, restraining orders, criminal protective orders, NCIC entries. May include property, photos, field interview cards, additional documents and any other elements for the case. All files scanned and stored in the RMS system.

Records V Varies See specific case retention periods and citations listed below this heading:
187 - Murders Records V, C *** P PC 187; Definitions
PC 799; No statutes of limitations on actions Indefinite retention is recommended by DOJ and CA Law Enforcement Officers Assoc.

Officer Involved Shootings Includes shootings Records V, C *** AC+25 EVC 1045; Discovery of officer information on Internal Affairs cases. 5 year access limit.PC 832.5; 5 years after case closure, confidential document not for public exposure. VC 2542 & 2547; Officer fraud or misrepresentation. 3 years after act or omission.State Recommendation; Closure of case plus 25 years.DOJ regulates, if not involving felonies, the report can be destroyed after 3 years, provided that accounting of incident has been placed with the case file.

Drug / Sex Crime Registration Sex offenders - Adult
Sex offenders - Juvenile
Records V, C *** L+2
* Varies
GC 34090; 2 year minimum requirement* PC 290; definitions and referencesW&IC 781; 5 years after record sealed or when juvenile reaches 38 years. Permanent if tried as an adult.State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020

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

Records V, C *** AC+5 GC 34090; 2 year minimum requirement Administrative Decision: Retain weapon crime information for 5 years to track potentially violent individuals.

Felony Cases, Permanent Includes murder, kidnapping for ransom, treason, procuringexecution by perjury, train wrecking, sexual assault, assault with a deadly weapon by a life-term prisoner, bombing resulting in death or bodily injury, making defective war materials that cause death.

Records V, H, C *** P PC 799, 801.1, 803; No statutes of limitations on actions CCP 335.1; Must commence action within 2 yearsIndefinite retention is recommended by DOJ and CA Law Enforcement Officers Assoc. State of California Guidelines; Permanent Felony Cases, Non-permanent Does not include murder, kidnapping for ransom, treason, procuring execution by perjury, train wrecking, assault with adeadly weapon by a life-term prisoner, bombing resulting in death or bodily injury, making defective war materials that cause death Records V, H, C *** AC+6 GC 34090, 2 year minimum requirement CCP 338 et al.; up to 3 years after commission of offense or after realization of offense, 6 years for notory public offenses.State of California; Prosecution of cases involving 8 or more years in prison must commence within 6 years.

Child Abuse Records V, C *** AC+10 PC 11169; Maintain
PC 11170; 10 years from date of reporting , DOJ RecommendationPC 288, 647; Definitions Missing Persons Records V, C *** AC+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for non-criminal occurrences, including missing persons where person has been returned/found.DOJ recommends permanent for unsolved missing persons. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020

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Stolen Vehicles Records V, C *** AC+3 CCP 338 et al.; up to 3 years after commission of offense or after realization of offense.State Recommendation; Closure of case plus 3 years.

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

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

Records V, C *** AC+2 GC 34090; 2 year minimum requirement CCP 338; up to 3 years after commission of offense or after realization of offense.State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests, identifiable property or missing persons.

Marijuana Related Crimes Records V, C *** AC+2 * HS 11361.5, 11361.7, 11357 B, C, D, or E; 2 years after case closure, * or until offender reaches the age of 18 years provided there are no active warrants associated with the case. Destroy Juvenile marijuana cases after age 18.H&S 11362.1, Legal adult use of cannabis productsCombined cases may be retained for the longest applicable retention period. The District Attorney may vacate the conviction and the City may destroy the case file sooner than the retention period listed.

Accident Reports, General & Misdemeanor Infractions
Records AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for misdemeanors/infractions with no arrests, identifiable property or missing persons.Administrative Decision: Maintain for 2 years after closure of the case. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020

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Records AC+7 * H&S 123145; * Under 18 - 1 year after 18th birthday or 7 years, whichever is longer. Over 18 - 7 years after discharge.15 CCR 1205; Maintain separately from inmate files, no retention listed15 CCR 1207; Maintain, no retention listedCalifornia "Minimum Guidelines for Local Detention Facilities" state "There is no Title 15 regulation related to records retention" for these records. 10-02-06 Record Sealings Adults Records V, C *** AC+3 * PC 851.8(a); Factually innocent records, 3 years after arrest, * with district attorney approval.
10-02-07 Record Sealings Juveniles Records V, C *** AC+5 ** Date of court ordered destruction W&IC 781; 5 years after sealed by court order for at-risk youth; ** W&IC 781; When juvenile reaches the age of 38 for murder and/or sex crimes occuring before the child is 14 years of age** W&IC 781; For murder and/or sex crimes occuring on or after the child reaches age 14, DO NOT DESTROY. 10-02-08 Criminal Subpoenas Any subpoenas having to do with a criminal case. Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain subpoena logs and subpoena duplicates for the current year plus 2 years. 10-02-09 Statistical Report Requests Reports and data generated monthly from Alliance and distributed to requesting divisions/units, departments, agencies or the public.

Records CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical reports. 10-02-10 Monthly DOJ/UCR/BACS (MACR) Report Electronic statistical report maintained on a flash drive for future analysis. MACR - Monthly Arrest & Citations Register - DOJ form JUS 750.

Records CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly and annual statistical reports. 10-02-11 DOJ Audit Reports / NCIC Entries National Crime Information Computer. DOJ requires reporting monthly for stolen vehicles/license plates, stolen weapons, warrants, missing persons and restraining orders. Inhouse audit performed and results faxed to DOJ.

Records AA+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for weekly, monthly, quarterly, and annual activity/statistical reports. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020

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Records AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion 10-02-13 Citation Logs Maintain electronically in case management system. Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for parking & traffic citation duplicates. 10-02-14 Cash Receipt Books Log of monies receive at the PD counter. Records CY+4 GC 34090; 2 year minimum requirement CCP 337; Statute of limitations of 4 yearsState of California Guidelines; 4 years after annual audit 10-02-15 Criminal Background Checks Requests for criminal history from an outside agency. Records CY+3 GC 34090; 2 year minimum requirement CCP 340; 1 year statute of limitations11 CCR 707(c); 3 years after release of record 10-02-16 Clearance Letters Includes requests from persons residing in the City of City asking for a cursory records check through our RMS system to ascertain if the person has any negative information on file in our RMS system. This request results in a letter stating the results of the records check.

Records AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after completion for requests for criminal history 10-02-17 False Alarm Claims Records CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for false alarm duplicates. 10-02-18 Audio Recordings - Litigation/Case Related Includes telephone and radio communications for criminal cases only. Recordings determined by the City Attorney for litigation or the District Attorney for crime prosecution.

Records 180 Days * GC 34090.6; 100 days. If a claim is filed or pending litigation, retain until pending litigation is resolved and * destroy with consent of the City Attorney.State of California Guidelines; 180 days for audio, telephone and radio communication tapes, with exceptions of recordings pertaining to GC 34090.6 10-03-00 Patrol Records
10-03-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

Patrol AT+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years after termination for radar calibration records 10-03-05 DUI Billing Cost recovery for DUI actions. Patrol AC+2 GC 34090; 2 year minimum requirement Administrative Decision: Maintain billing records for 2 years after closure of case. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020

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Patrol
60 days
(noneviden
tiary); 2
years
(evidentiar
y)
PC 832.18 (b)(5)(A) - nonevidentiary body worn camera footage; 60 days PC 832.18(b)(5)(B) - evidentiary body worn camera footage; 2 years if (1) the recording is of an incident involving use of force by a peace officer; (2) the recording is of an incident that leads to detention or arrest; or (3) the recording is relevant to a formal or informal complaint against a law enforcement officer/agency. 10-03-07 Parking Permit Logs Ongoing log of permits. Patrol AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after completion/closure for residential parking permits 10-03-08 Vehicle Maintenance Logs Patrol L+4 GC 34090; 2 year minimum requirement CCP 343; 4 years for actionState of California Guidelines state life of the vehicle plus 2 years for fuel, maintenance and repair records of vehicles. State does not reference any citations. 10-03-09 License Plate Reader, LPR Includes recordings of license plates by officers. Patrol 180 Days * GC 34090.6; 100 days. * If a claim is filed or pending litigation, retain with the case file.State of California Guidelines; 180 days for audio, telephone and radio communication tapes, with exceptions of recordings pertaining to GC 34090.6.PC 832.7(b)(7)(c); 180 days after discovery, or 30 days after closure of case, to release records as part of a PRA, use of force. 10-05-00 Personnel & Training Records
10-05-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 10-05-02 Personnel Records Includes equipment released, employee transaction forms, step increases, corrective evaluations and other materials related to the employee. Similar to the files maintained by HR but contains other confidential information on officers.

Personnel C AT+6 29 CFR 1627.3 - 4; 3 years after termination 29 CFR 1602.30 - 32; 2 - 3 years after termination29 CFR 516.5 - 6; 3 years after action29 USC 1113; 6 years after date of last actionGC 12946; 2 years after termination or actionState of California Guidelines; 3 years after termination for non-safety employees; 5 years after termination for safety employees. 10-05-03 Background Checks - Hired Personnel Personnel C P PC 832.5; 5 years for officer complaints State of California Gudelines; Permanent for hired Safety Personnel ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020

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Training tracked in the training management database.

Personnel AS+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationGC 6250; PRA, confidential record statusState of California Guidelines; 7 years after termination, no specific citation given. 2 years after termination for certificates and designations training. 10-05-06 Training Reimbursement Forms Used for officer training reimbursements. Duplicated information that is sent to Finance for processing. Maintained for 1 year in PD.

Personnel AC+1 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum retention period
10-05-07 Instructor Files, Range Includes class outline, tests, precentages, roster, handouts, instructor's qualifications and resumes, qualification criteria and training scenarios, range lesson plans, firearms safety plan, weapon maintenance, firearm training manuals, simulation training, range master and safety officer for firearms and less-lethal weapons.

Personnel AC+15 GC 34090; 2 year minimum requirement
State of California Guidelines; 15 years after completion for range lesson plans. No citation given. 10-05-08 Instructor Files, General Includes class outline, tests, precentages, roster, handouts, instructor's qualifications and resumes, qualification criteria and training scenarios.

Personnel AC+2 GC 34090; 2 year minimum requirement
State of California Guidelines; 2 years for general lesson plans. 10-05-09 Citizen Inquires Form completed by a citizen. Complaints become formal investigations. Non-complaints are forwarded to other divisions or departments, as needed. Limited to non-complaints.

Personnel
S
Transitory Record: Maintain indefinitely or until data is transferred to record series. 10-05-10 Professional Improvement Plan 6 month plan to improve performance. May include training sessions.

Personnel AS+7 GC 34090; 2 year minimum requirement
29 CFR 1627.3(b); 1 year for training recordsGC 12946; 2 years after terminationGC 6250; PRA, confidential record statusState of California Guidelines; 7 years after termination, no specific citation given. 2 years after termination for certificates and designations training. 10-06-00 Investigations
10-06-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 10-06-02 Informant Files Maintained in paper form and reviewed annually for activity. Includes vice crimes (gang, narcotics, prostitution, robbery).

CIS C AT+10 GC 34090; 2 year minimum requirement
State of California Guidelines; 10 years after termination for informant files, no citation stated ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020

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Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica
Records Retention Schedules and UFIRST™ Index

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10-00-00 POLICE SERVICES
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
Legend: AA - After Audit, AC - After Completion/Closure, ACT - While Active, AD - After Disposition, AE - After Expiration, AFP - After Final Payment, AP - After Approval, AR - Annual Review, AS - After Separation, AT - After Termination, C - Confidential, CM - Current Month, CY - Current Year, EY - Event Year, H - Historical, IND - Indefinite, L - Life of Board, Building, Vehicle, Registrant, Improvement or System, P - Permanent, S - After Superseded, V - Vital, +[Number] - Plus Years or Months 10-06-03 Registration Files - 290, Adults For sex offenders. Activity based on ORI status. CIS L+2 GC 34090; 2 years minimum * PC 290; definitions and referencesW&IC 781; 5 years after record sealed or when juvenile reaches 38 years. Permanent if tried as an adult.State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. 10-06-04 Registration Files - 290, Juveniles For sex offenders. Activity based on ORI status. CIS * Varies GC 34090; 2 years minimum * PC 290; definitions and referencesW&IC 781; 5 years after record sealed or when juvenile reaches 38 years. Permanent if tried as an adult.State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. 10-06-05 Registration Files - 457.1, Adults Arson CIS L+2 GC 34090; 2 years minimum H&S 11594; 5 years after termination of parole or probationPC 186.32; 5 years after last registration requirement* PC 457; Arson registration for juveniles, 25 years of age or when records are sealed per W&IC 781State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. 10-06-06 Registration Files - 457.1, Juveniles Arson CIS * Varies GC 34090; 2 years minimum H&S 11594; 5 years after termination of parole or probationPC 186.32; 5 years after last registration requirement* PC 457; Arson registration for juveniles, 25 years of age or when records are sealed per W&IC 781State of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. 10-06-07 Registration Files - 11590 HS Drug registrants CIS L+2 GC 34090; 2 year minimum requirement H&S 11594; 5 years after termination of parole or probationPC 186.32; 5 years after last registration requirementState of California Guidelines; Life of registrant within jurisdiction for arson, sex and narcotics. 10-06-08 Track Fliers Includes BOLOs from the City to other agencies. CIS CY+2 GC 34090; 2 year minimum requirement 10-06-09 Evidence Purge/Disposition Includes weapons destruction logs, drug destruction logs, deposit receipts, property disposition memorandums and returns to owners.

CIS P State of California Guidelines; Permanent for gun destruction. No citation given. Current year plus 2 years for property control logs recording items coming into and going out of property rooms. 10-06-10 Auction Reports CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; 2 years after financial audit for surplus property auctions including listings of property. ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020

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Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica
Records Retention Schedules and UFIRST™ Index

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CIS CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for case tracking records 10-06-12 Asset Seizure/Forfeiture Form For monies seized over a certain amount. Requested from a major crimes task force, and ultimately scanned to Records with the case file. Originals are maintained by the DA, a copy is maintained by the City.

CIS CY+1 GC 34090.7; Duplicate records may be destroyed within the 2 year minimum retention period
10-06-13 Property Receipts Tracks property releases and dispositions. Used to permanently track history of evidence. Not destroyed with the case file.

CIS CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; No citation given. Current year plus 2 years for property control logs recording items coming into and going out of property rooms. 10-06-14 Second Hand Dealer Licenses Includes licenses for antique dealers and other second hand sellers.

CIS CY+2 GC 34090; 2 year minimum requirement
State of California Guidelines; Current year plus 2 years for Secondhand Dealers and Pawn Brokers. 10-06-15 Unclaimed Property Retrieval of property. CIS 10M * CCP 2080.10; 60 days to 10 months for retrieval of property. 60 days up to 10 months for safekeeping, 90 days for found property. 10-06-16 Pawn Slips CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for Secondhand Dealers and Pawn Brokers. 10-06-17 Alcohol Licensing - Temporary Use Includes one day events. ABC form 221. CIS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for temporary use permits 10-06-18 Annual Card Room Permits CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for bingo licenses.Administrative Decision: Maintain annual card room permits for the current year plus 2 years to follow bingo retention requirements by the State. 10-06-19 Cabaret Permits - Temporary CIS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for temporary use permits 10-06-20 Cabaret Permits - Annual CIS CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Current year plus 2 years for certain licenses.Administrative Decision: Maintain cabaret permits for the current year plus 2 years to follow similar retention required by the State. 10-06-21 Massage Parlor Establishments CIS AE+2 GC 34090; 2 year minimum requirement State of California Guidelines; Completion plus 2 years for massage parlor permits. 10-06-22 Taxi Cab Permits CIS AT+4 GC 34090; 2 year minimum requirement State of California Guidelines; 4 years after termination for taxi licenses and permits ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020

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Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica
Records Retention Schedules and UFIRST™ Index

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Comm V,C ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum period
10-07-03 911 Logs Hardcopy log created from dispatch for 911 data. Comm ACT GC 34090.7; Duplicate records may be destroyed within the 2 year minimum period
10-07-04 Audio Recordings - Routine Includes telephone and radio communications. If crime related, the District Attorney must request audio within 100 days of the date. The City Attorney will inform the PD about pending litigation, and will approve destruction of recordings on a monthly basis.

Comm 180 Days * GC 34090.6; 100 days. If a claim is filed or pending litigation, retain until pending litigation is resolved and * destroy with consent of the City Attorney.State of California Guidelines; 180 days for audio, telephone and radio communication tapes, with exceptions of recordings pertaining to GC 34090.6 10-07-05 Tow Logs - Private Property/Repos Maintained in a binder and sent to Records for archives when binders are full.

Comm CY+2 GC 34090; 2 year minimum requirement
10-07-06 CAD Event Logs Electronic documents created when a reporting party calls in to the police department to request assistance.

Comm CY+2 GC 34090; 2 year minimum requirement
10-08-00 Crime Prevention Committee
10-08-01 General Information Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.

All Depts AR Administrative Record; Review annually for relevance to current subject matter or projects, inclusion in an associated record series, or creation of a new record series. 10-08-02 Agendas & Agenda Packets COP/Admin CY+2 GC 34090; 2 year minimum requirement State of California Guidelines; Maintain for the Current Year plus 2 years 10-08-03 Minutes COP/Admin P GC 34090e; Minutes of governing bodies, Permanent GC 36814; Maintain record of proceedingsGC 40801; Maintain record of proceedingsState of California Guidelines; Permanent ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved. Version Date: 11/3/2020

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Attachment: Attachment C: Administrative Policy No. 8 “Records Management and Information City of Pacifica Records Clean-Up Day Staff Plan
Records Clean-Up Event Date: __________
This Form is Due to Your Department Records Coordinator By: _________________ Department / Division: ___________________________________________ Records Coordinator Name: _______________________________________ Records Coordinator Email: ________________ Phone: ______________ Person Completing Form: __________________ Date: ______________ Refer to Administrative Policy No. 8 “Records Management and Information Management Program Policy” which includes a detailed Records Retention Schedule by document type. Activities marked below should comply with the procedures and requirements set forth within this Policy.

Goals for Records Clean-Up Day (select all that apply):

Prepare paper records for destruction Email clean-up (delete unnecessary emails, move attachments to records repository)
Dispose of duplicate records / drafts Identify electronic records eligible for destruction
Prepare records for off-site storage Scanning / imaging of hard copy records to electronic form
Inventory / Organize off-site storage
records
Ensure website content is accurate and upto-date (remove outdated documents or pages from website)
File paper files File / upload records into Laserfiche
records repository
Develop file inventory Other: ________________________
Key Activities and Strategies:

What will you do to accomplish these goals? Be as specific as possible.

8.d
Packet Pg. 333 Attachment: Attachment D: Draft City of Pacifica Records Clean-Up Day Staff Plan Form (5370 : Consideration of “Records Cleanup Day” Event

CITY OF PACIFICA

COUNCIL AGENDA SUMMARY REPORT
6/12/2023
1 SUBJECT:

Public meeting to receive testimony regarding amendment to the Pacifica Hotel Business Improvement District (BID) by amending the Pacifica Municipal Code Section 3-17.03 to remove provision for allocation of funds within thirty days and replace the Pacifica Chamber of Commerce as the Managing Agency of the BID with the City of Pacifica RECOMMENDED ACTION:

Receive public testimony regarding the proposed amendment to the Pacifica Hotel Business Improvement District (BID) by amending Section 3-17.03 (Administration) of Chapter 17 (hotel business improvement district) within Title 3 (Finance) of the Pacifica Municipal Code to remove provision for allocation of funds within thirty days and to replace the Pacifica Chamber of Commerce as the Managing Agency of the BID with the City of Pacifica.

STAFF CONTACT:

Yulia Carter, Assistant City Manager
(650) 738-7402
[email protected]
BACKGROUND/DISCUSSION:

Pacifica Hotel Business Improvement District
The Pacifica Hotel Business Improvement District (BID) was established in 2004 pursuant to California Streets and Highways Code sections 36500 et. seq., the City Council of the City of Pacifica adopted Ordinance No. 714-C.S creating the Pacifica Hotel Business Improvement District and levying an annual assessment of $1.00 per room per day of occupancy on the hotels within the City.

The intent of creating the BID was to develop a mechanism of funding for the hotels in the City to self-fund activities that would promote occupancy through funds derived from the annual assessment of $1.00 per room per day of occupancy. Business Improvement Districts are selfbenefiting assessment districts where business owners voluntarily self-impose a fee to fund their daily business-related activities, advertising, or promotional opportunities. By California law, it is not a tax. Therefore, BIDs are most commonly encouraged and supported because they allow the business to self-fund and self-promote. Additionally, unlike Transient Occupancy Taxes (TOT), which go into the City's General Fund, the participating hotels allocate and control BID assessment funds.

The assessment from the funds levied by the businesses must be used "to promote lodging at the hotels within the district, administer marketing programs that increase overnight lodging, and to fund related activities, staffing, and administration for the district." (Pacifica Municipal Code § 3-17.02(b)). The revenue from the levy cannot be used to provide improvement or activities outside the district or for any purpose other than those specified in the resolution of intent.

The Pacifica BID was established under the authority of the Parking and Business Improvement Area Law of 1989, which does not require identifying a "managing agency." Therefore, many 9 Packet Pg. 334
Pacifica City Council 2
June 12, 2023
Bay Area Cities with BIDs established under the same law manage their BID operations internally (e.g., the City of South San Francisco and Brisbane). However, the Pacifica City Council previously appointed the Chamber of Commerce as the BID Managing Agency.

Currently, the Advisory Committee comprises one representative from each hotel, the managing director of the Pacifica Chamber of Commerce and Visitor Center, and one from the Chamber of Commerce Board of Directors.

The BID funds are solely managed by the Chamber of Commerce, which represents the interests of each BID member. The City collects the BID assessments with the Transient Occupancy Taxes and remits the BID funds to the Chamber monthly as a pass-through.

Therefore, the City has no control over the BID funds.

The assessment generated approximately $75,000 per year (pre-COVID), dropping as an average to a little under $50,000 over the last three years. This year's assessment is projected to return to the pre-COVID level. Since the beginning of the current fiscal year, the City remitted $51,697 of the BID assessments to the Chamber. Due to a two-month lag in the City receiving Transient Occupancy Taxes (TOT) revenues (and the BID assessments), this number represents about eight months of assessments (July 2022-Feb, 2023).

Council Direction to Staff in 2022
During 2022, and as part of the broader Vision 2025 & Beyond Strategic Financial Sustainability project, the City presented to Council a two-year Marketing Plan to help improve the local economy and facilitate post-COVID recovery. Marketing efforts focused on programs such as Shop Pacifica and Workation. The Workation program is designed to improve hotel occupancy rates mid-week and off-season to ultimately benefit the hotels and the City, as higher occupancy rates would lead to higher TOT and Sales Tax revenues generated by Pacifica visitors. During the development and launch of these programs, City staff reached out to the Chamber of Commerce to communicate these programs to BID members and collaborate with the Chamber on implementation. However, after months of unsuccessful attempts at collaboration, the City had to proceed with the program launch without the Chamber's cooperation and only using Cityowned social media channels. In addition, the City had to create its own website landing pages for the Shop Pacifica and Workation marketing programs instead of using the Visit Pacifica platform administered by the Chamber, as was initially planned, due to the inability to reach support and cooperation from the Chamber for the use of the Visit Pacifica website.

These multiple issues related to the BID program management by the Chamber prompted City Council discussions in May-June 2022 about how to proceed. During the City Council public hearing on June 27, 2022, City Council adopted a resolution continuing to levy the assessment for FY 2022-23. However, City Council also directed staff to hold quarterly meetings with the BID members, Chamber representatives, and Council liaisons to try to build collaboration between the City and the BID, ensure compliance with the BID regulations, review performance measures and BID budget, unify marketing efforts and report back to Council at mid-year with recommendations.

On September 30, 2022, the City held the Q1 meeting, where the City Manager and Council liaisons communicated the Council's direction for quarterly BID meetings to the BID members.

In addition, city staff presented the Workation campaign, a City-sponsored marketing program directly benefitting hotels. The Chamber of Commerce also reported on marketing programs and the use of BID funds to date. The meeting revealed that the BID members were unaware of the City's marketing programs and were generally confused about the purpose and benefit of the BID.

In January 2023, two BID members expressed concerns over the effectiveness and value of the BID. In response, City staff placed the BID governance structure item for discussion at the Q2 9 Packet Pg. 335
Pacifica City Council 3
June 12, 2023
BID meeting that was held on February 3, 2023, with BID representatives from Fairfield Inn & Suites; Inn at Rockaway; Lighthouse Hotel; Anchor Inn; Sea Breeze Motel; and the Chamber of Commerce present at the meeting. The Council liaisons, Sue Beckmeyer and Mary Bier, and staff also attended the meeting. Representatives from America's Best Value Inn and Pacifica Beach Hotel were absent.

During the meeting, City staff presented the Workation program details and the marketing materials in preparation for the program launch the following week. The majority of the meeting discussion was spent on the BID Governance structure and whether the BID program and assessment should continue. After the open discussion, the majority of the BID hotel representatives voted for option two and expressed their desire to: 1) continue the assessment at the current rate, 2) for the City of Pacifica to assume the role of the Managing Agency for the BID moving forward, and 3) for the City to safeguard the assessed funds until the BID decides how it would like to proceed.

Council Direction to Staff on May 8, 2023
At the Council meeting on May 8, 2023, the Council considered various options relating to the BID including dissolving the BID, continuing the assessment but changing the BID governance structure, and continuing with the current assessment and governance structure. Based on the recommendation of the majority of BID members and staff’s recommendations, the Council adopted a resolution of intent to amend the City's Municipal Code to remove provision for allocation of funds within thirty days and transition the Managing Agency role of the BID to the City of Pacifica.

Amending the BID
In order to amend the BID, the City must amend the Pacifica Municipal Code in the same way that the Ordinance establishing the BID was originally adopted by the City Council (i.e., resolution of intent, notice, public hearing) as identified in Streets and Highways Code section 36500 et. seq. This will require amending Section 3-17.03 (Administration) of Chapter 17 (hotel business improvement district) within Title 3 (Finance) of the Pacifica Municipal Code to remove provision for allocation of funds within thirty days and to replace the Pacifica Chamber of Commerce as the Managing Agency of the BID with the City of Pacifica. (See Attachment 1).

The chart below provides more detail on the process and timeline that the City would need to follow to amend the BID governance structure set forth in section 3-17.03 of the Pacifica Municipal Code:

1. The City Council adopts a resolution of intention setting forth the details of the BID - May 8, 2023 program, a date and time for a public hearing. (S&H 36522)

2. Within seven days of adopting the resolution of intention, a complete copy of the May 15, 2023 Resolution must be mailed to each business owner in the territory of the proposed BID. (S&H 36523(b))

3. The City must mail to each business a joint notice of public meeting and public hearing. (S&H 36523.5 and Gov. Code 54954.6(a)(2),54954.6(c))
by May 26, 2023
This joint notice is typically mailed along with a copy of the resolution of intention.

4. No earlier than ten days after mailing the joint notice, the City Council must hold at least June 12, 2023 one public meeting at which the City Council shall allow public testimony regarding the proposed new assessment (or amendment). (Gov. Code 54954.6(a)(1), 54954.6(c)(1))

5. No earlier than forty-five days after mailing the joint notice, and no earlier than seven days after the public meeting, the City Council must hold a public hearing. (Gov't Code 54954.6(a)(2), 54954.6(c)(1))
July 10, 2023

6. At the public hearing, the City Council must consider oral and written protests. If written July 10, 2023 protests meeting the requirements of Section 36524 of the Streets & Highways Code are 9 Packet Pg. 336
Pacifica City Council 4
June 12, 2023
received (and not withdrawn) from the owners of businesses in the proposed area which will pay 50 percent or more of the assessments proposed to be levied, then proceedings must be abandoned for no less than one year(S&H 36525(a))

7. If a 50%/+ protest is not received, the City Council may adopt (or amend) an ordinance establishing (or amending) the BID. (S&H 36527)
July 10, 2023
(introduction of the
Ordinance) July
24, 2023 (adoption
of the Ordinance)
As indicated in the above chart, the City must hold a public meeting no earlier than ten days after mailing the joint notice, at which the City Council shall allow public testimony regarding the proposed new assessment (or amendment). The City mailed the Resolution of Intention (Resolution No. 45-2023) to all BID members on May 12, 2023. The City mailed the joint notice on May 24, 2023 to all BID members. (See Attachment 2). The public hearing for the BID amendment is scheduled for July 10, 2023. If a 50%/+ protest is not received, the City Council may proceed with introduction of an ordinance amending the BID on July 10, 2023, with potential adoption of that ordinance on July 24, 2023. If the Ordinance amendment is adopted, the City will implement the amendments 30 days after the adoption of the ordinance or by August 23, 2023.

Separately, the Council will also be holding a public hearing on June 12, 2023 to levy the assessment at the current rate of $1 per night. This will ensure that the assessment continues for Fiscal Year 2023/2024.

ALTERNATIVE ACTION:

The City Council may elect not to proceed with amending the BID governance structure or the thirty-day provision for the allocation of the funds.

RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
"Fiscal Sustainability" includes investing in economic development to increase revenues, funding a reserve/emergency fund, and being well-prepared for grant opportunities.

FISCAL IMPACT:

No significant fiscal impact is associated with this action, except for savings related to eliminating the administrative cost of processing BID pass-through payments. The City currently collects no fee for administering the BID.

ORIGINATED BY:

City Manager's Office
ATTACHMENT LIST:

Attachment 1: Redline of Amendments to PMC section 3-17.03 (PDF) Attachment 2: Joint Notice to BID members (PDF)
9 Packet Pg. 337
TITLE 3. - FINANCE
CHAPTER 17. HOTEL BUSINESS IMPROVEMENT DISTRICT
CHAPTER 17. HOTEL BUSINESS IMPROVEMENT DISTRICT
Sec. 3-17.01. Creation of Pacifica hotel business improvement district. (a) A parking and business improvement area is established and is called the "Pacifica Hotel Business Improvement District" ("district").
(b) The boundaries of the district shall include the city limits of the City of Pacifica. (c) The businesses in the district established by the ordinance codified in this chapter shall be subject to this chapter and to any amendments to Part 6 of Division 18 of the California Streets and Highways Code, commencing with Section 36500.
(§ 1 (part), Ord. 714-C.S., eff. February 12, 2004)
Sec. 3-17.02. Assessments.
(a) The assessment shall be levied annually on all hotels, including, but not limited to, hotels, motels and inns, existing or in the future, in the City of Pacifica. The assessment shall be based on a flat rate of One and no/100ths ($1.00) Dollar per room, per day of occupancy. (b) The assessment from the funds levied by the businesses shall be used to promote lodging at the hotels within the district, administer marketing programs that increase overnight lodging and to fund related activities, staffing and administration for the district. The revenue of the levy from assessments shall not be used to provide improvement or activities outside the district or for any purpose other than the purposes specified in the resolution of intention, as modified by the City Council at the hearing concerning the establishment of the district.
(c) The assessment to be levied will benefit the businesses in the district by collecting funds for advertising, promoting overnight lodging, and supporting the operation of a visitor center. (§ 1 (part), Ord. 714-C.S., eff. February 12, 2004)
Sec. 3-17.03. Administration.
(a) The funds will be collected by the City of Pacifica on the same schedule as, but independently from, the collection of transient occupancy taxes. Funds shall be allocated from the City to the district annually within thirty (30) days of collection.
(b) The cost to establish the district shall be paid by the Pacifica Chamber of Commerce and will be reimbursed by funds from the district.
(c) The Pacifica Chamber of Commerce and Visitor Center Pacifica City Council is designated as the managing agency for district related activities and Pacifica City staff shall provide , staffing and administration for the managing agency.
(d) The Pacifica City Council appoints an Advisory Committee consisting of, but not limited to, one representative from each of the hotels, the managing director of the Pacifica Chamber of Commerce and Visitor Center, and one representative from the Chamber of Commerce Board of Directors. (§ 1 (part), Ord. 714-C.S., eff. February 12, 2004)

9.a
Packet Pg. 338 Attachment: Attachment 1: Redline of Amendments to PMC section 3-17.03 (5374 : Hotel Business Improvement District (BID) Public Mtg to

9.b
Packet Pg. 339
Attachment: Attachment 2: Joint Notice to BID members (5374 : Hotel Business Improvement District (BID) Public Mtg to Amend PMC Section 3-

CITY OF PACIFICA

COUNCIL AGENDA SUMMARY REPORT
6/12/2023
1 SUBJECT:

Conduct Public Hearing and adopt a Resolution Confirming the Annual Report from the Pacifica Hotel Business Improvement District and Assessing the Levy for the Fiscal Year 2023-24 at the same rates as in the Fiscal Year 2022-23.

RECOMMENDED ACTION:
1) Conduct the Public Hearing: 2) Rule on Oral and Written protests, if any; and 3) Adopt the Resolution confirming the annual report of the Pacifica Hotels Business Improvement District Advisory Board and continuing the assessments without change in FY 2023-24.

STAFF CONTACT:

Yulia Carter, Assistant City Manager
(650) 738-7402
[email protected]
BACKGROUND/DISCUSSION:

Pursuant to California Streets and Highways Code sections 36500 et. seq., the City Council of the City of Pacifica adopted Ordinance No. 714-C.S creating the Pacifica Hotel Business Improvement District and levying an annual assessment of $1.00 per room per day of occupancy on the hotels in the City.

On May 15, 2023, the Chamber of Commerce filed the attached Pacifica Hotel Business Improvement District (BID) report with the City Clerk as required by the California Streets and Highway Code Section 36533. A Resolution of Intent to continue the BID program and levy the annual assessments for FY 2023-24 was passed by a unanimous vote at the May 22, 2023, City Council meeting. This action kept the FY 2023-24 levy rate at the same level as was levied in FY 2022-23. The Public Hearing date was set for the City Council meeting on June 12, 2023.

Written and oral protests to the levy of the assessments may be made at the public hearing in the form and manner prescribed in Sections 36625 and 36626 of the California Streets and Highway Code until the close of the public hearing.

ALTERNATIVE ACTION:

The City Council may elect not to renew the Pacifica Hotel BID for FY2023-24 or provide staff with an alternative direction.

RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
"Organizational and Fiscal Stability" includes investing in economic development to increase revenues and improve the local economy.

FISCAL IMPACT:
10 Packet Pg. 340
Pacifica City Council 2
June 12, 2023
There is no significant fiscal impact associated with this action, except for the City's administrative cost. The City collects no fee for administering the BID.

ORIGINATED BY:

City Manager's Office
ATTACHMENT LIST:

Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 (PDF)
10 Packet Pg. 341
Pacifica City Council 3
June 12, 2023
RESOLUTION NO. ________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA CONFIRMING THE

ANNUAL REPORT OF THE ADVISORY BOARD OF THE HOTEL BUSINESS IMPROVEMENT DISTRICT AND ASSESSING THE LEVY FOR THE FISCAL YEAR 2023-24 AT THE SAME RATES LEVIED IN THE FISCAL YEAR 2022-23 WITHOUT CHANGE WHEREAS, pursuant to California Streets and Highways Code sections 36500 et. seq., the City Council of the City of Pacifica adopted Ordinance No. 714-C.S. in 2004, creating the Pacifica Hotel Business Improvement District (BID) and levying an annual assessment of $1.00 per room per day of occupancy on the hotels in the City; and WHEREAS, the Pacifica Hotel Business Improvement District has been operating and levying an annual assessment of $1.00 per room per day of occupancy on the hotels in the City continuously since 2004, including Fiscal Year 2022-23; and WHEREAS, pursuant to Streets and Highways Code section 36533, the Pacifica Hotel Business Improvement District Advisory Committee has prepared and filed with the City Clerk an annual report; and
WHEREAS, on May 22, 2023, the City Council adopted Resolution No.51-2023, which approved the annual report of the Advisory Board of the Pacifica Hotel Business Improvement District (BID) and gave notice of the Council's intent to levy the proposed Fiscal Year 2023-24 assessment for the BID following a public hearing on June 12, 2023, and allowing for public participation and public comment as detailed in the meeting agenda to be published within 72 hours in advance of the meeting date; and
WHEREAS, the City Clerk gave notice of the public hearing by publishing in a newspaper of general circulation at least seven days before the public hearing and by mailing a copy of said public hearing notice and Resolution No. 27-2020 to all affected businesses as required by California Streets and Highways Code section 36534; and WHEREAS, at the public hearing, the City Council heard and considered all protests against the Fiscal Year 2023-24 levy of assessments for the BID, and the rules and procedures used in receiving and considering protests complied with those set forth in the California Streets and Highways Code sections 36524, 36525, 36534 and 36535; and WHEREAS, the City Council desires to adopt this Resolution to confirm the Advisory Committee's report as submitted and continue the program and assessments as levied in Fiscal Year 2022-23 at $1.00 per room per day of occupancy on the hotels in the City without change for Fiscal Year 2023-24.

RESOLVED by the City Council of the City of Pacifica, California, that:

1. Incorporation of Recitals. The foregoing recitals are true and correct and are hereby incorporated in and form a part of this resolution.

2. Approval of Report and Program of Expenditures. The Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee, attached to this Resolution as 10 Packet Pg. 342
Pacifica City Council 4
June 12, 2023
Exhibit A, that was filed with the City Clerk on May 15, 2023 and approved by the City Council by Resolution No.51-2023, is hereby confirmed as submitted.

3. Annual Assessment. The City hereby levies and will collect assessments for Fiscal Year 2023-24 at the same rate of $1.00 per room per day of occupancy on the hotels in the City of Pacifica as levied in Fiscal Year 2022-23, without change.

4. Effective Date and Certification. The City Clerk is directed to certify the adoption of this Resolution. The Resolution shall take effect immediately upon its adoption by the City Council.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on June 12, 2023, by the following vote:

AYES, Councilmembers:

NOES, Councilmembers
ABSENT, Councilmembers:

ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney 10 Packet Pg. 343
Pacifica City Council 5
June 12, 2023

EXHIBIT A
10 Packet Pg. 344
May 11, 2023
Kevin Woodhouse
City Manager
City of Pacifica
170 Santa Maria Avenue
Pacifica, CA 94044
RE: Pacifica Hotel Business Improvement Annual Report
Dear Kevin:

In accordance with the section 36533 of the California Streets and Highway Code, I am attaching our annual report to meet code requirements.

Attached, you will also find an explanation of Exhibits A-C addressing 2022-2023 results:

A) Report of Resources and Uses, July 1, 2022-2023
B) Profit and Loss, July 1, 2022 - April 30, 2023
C) Pacifica Chamber of Commerce Use of Funds as Managing Agency D) PR/Marketing/Website Overview 2022-2023
Marketing Plan for Recovery
You will find an explanation of Exhibits E-G addressing 2023-2024 plans E) Report of Resources and Uses - PROJECTED, July 1, 2023-June 30, 2024 F) Additional Marketing Plan of Actions 2023-2024
G) Marketing Action Plan Projected Budget for 2023-2024

There are no proposed changes in the boundaries of the Pacifica Hotel Business Improvement District. Although, there has been some discussion about replacing the Chamber with another managing agency to administer the Pacifica Hotel Business Improvement District, the Chamber will continue to provide services until instructed otherwise. The BID’s goal is to maximize the hotel’s investment in promoting Pacifica, the hotels and tourism. Our main focus now will be to optimize digital/on-line presence and creating robust content to be utilized for on-going promotion and publication throughout multiple platforms, primarily including the visitpaciifca.com website and it’s complimentary social platforms(ex. Facebook, Instagram, Twitter, etc.). The Chamber will continue to provide staff for the Visitor Center , disseminate information posters and collateral material located at the Rockway Beach Kiosk and Visitors Center (located in the Chamber office). Please contact either Archie Judan or Lynn Gallo, President, if you have any questions.

Sincerely,
_______________________, May 11, 2023
Archie Judan, Director/BID Rep
Pacifica Chamber of Commerce

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Packet Pg. 345 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit A

PACIFICA HOTEL BUSINESS IMPROVEMENT DISTRICT

REPORT OF RESOURCES AND USES
JULY 1, 2022 – JUNE 30, 2023
Resources:

Uses:
(See attached Profit/Loss Statement for breakdown)
Note 1: Previous Fund Balance represents the previous year’s actual balance carried forward, resources in excess of uses.

BID ASSESSMENTS $67,504.00
PREVIOUS FUND BALANCE (Note 1) $10,291.00
TOTAL RESOURCES $77,795.0
Visitor Center Support & Management
– Chamber of Commerce (Note 2)
$33,752.00
Public Relations – Hook, Line & Thinker $5,000.00
Content Creation – Website Development $7,019.50
Website Management $2,494.75
Tree Lighting $775.00
Total Expenses $49,041.25
Resources in Excess of Uses (Fund Balance) (Note 2) $28,754.45

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Packet Pg. 346 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit B
Pacifica Hotel Business Improvement District

PROFIT & LOSS
July 1, 2022 – May 12, 2023
5/12/2023
Cash Basis
Income
BID Income
Self-Assessment Funds from City $67,504.00
Previous Fund Balance $10,291.00
Total BID Income $77,795.00
Expenses
Public Relations $5,000.00
Content Creation – Website Development $7,019.50
Website Management $2,494.75
Tree Lighting $775.00
Total Expense $15,289.25
Chamber of Commerce
Managing Agency $33,752.00
Total Expenses $33,752.00
Net Income
Balance Sheet
As of May 12, 2023
ASSETS
Tri Counties Bank Balance 5/12/22 $28,754.45
Balance May 12, 2022 $28,754.45

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Packet Pg. 347 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit C

PACIFICA CHAMBER OF COMMERCE
Managing Agency Use of Funds
2022-2023
RECEIVED FROM BID $33,752.00
These funds supported a portion of the following promotional activities:

Staffing Visitor Center 225 Rockaway Beach Ave., Pacifica • Meet with visitors answering questions and helping with travel issues • Lobby is maintained with Bay Area and Pacifica activity brochures, California and Pacifica maps, bus schedules, hiking brochures, etc.
• Answer calls about Pacifica events (ex. dog surfing contest, Fogfest), places to stay, pier status, restaurants for reunions, weddings, etc. We mail material when or if requested.
• Last years hot summer inland created an opportunity for families to come to Pacifica to “beat the heat”. This created increased activity in the Visitor Center. • The Visitor Guide and Business Directory is provided to the hotels on an ongoing basis as well as available in the Lobby.
• Sponsored transportation for the Tree Lighting. In the past, cable cars were used, the company went out of business so buses were used to being guest to Rockaway Beach. • Stamp Passports for the Golden Gate National Recreation Area • The Visitor Guide and Business Directory has a tear out page in the Directory for Beach Bites Bingo, to promote visitors to explore our businesses and the opportunity to win a gift certificate for a local business of their choice. • The long awaited opening of the Fairfield Inn and Suites was celebrated with a Ribbon Cutting was on October 11, 2022
• To reduce the Chamber operating costs the office space was downsized, and a portion was subleased to manage lease increases.

The Chamber treasurer manages City of Pacifica assessment funds and monitors and distributes funds approved by the BID. A CPA and Bookkeeper are used to review our expenditures and prepare our yearly taxes.

The Chamber website: visitpacifica.com requires constant monitoring and updates of content (ex.

Blogs, event posting, feeds, etc.).

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Packet Pg. 348 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit D
Pacifica Chamber of Commerce
PR/Marketing/Website Overview for 2022-2023
The Chamber Board continues to closely monitor and focus on appropriate use of funds that are neutral and not influenced by external groups whose interest may be for their own personal interest. Examples of some of the changes:

The Chamber operates through checks and balances with the compartmentalization of scope of work:
a) Marketing Manager, to provide constant oversight of all marketing efforts and website administration.
b) Media Consultant, third party service provider to assist Marketing Manager with with multiple projects and assignments.
c) Pacifica Chamber of Commerce, provides the financial and executive oversight

1. BID administrative team will ensure to follow a strategic plan that compliments the Chamber’s and City’s initiatives to promote Pacifica as a travel destination.

2. Website (step 1) - General maintenance (ex. blogs and “Shop Local” page) a. Cost = $10,500 - $14,500

3. Website (step 2) - maintain organic content to position Pacifica atop of Google search results(ex. SEO, digital directories and listings)
a. Cost = $500/month

4. Retain website consultant for Step 2: Carol Camacho (website manager)

5. Continuing blog with substantive content (photos, things to do, hotel updates, shop local, features) in order to keep things fresh and interesting. a. Cost = varies based on specific project needs.

6. Social Marketing/paid campaign
a. Cost = varies based on specific project needs.

7. Continue to work with influencers, travel writers and multi-media individuals/organizations to continue to promote Pacifica as a travel destination. a. Cost = varies based on specific project needs.

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Packet Pg. 349 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit D

Actions & Activities Person Responsible Timeframe

1. Visit Pacifica Email (PR-management) Marketing Manager Ongoing

2. Visit Pacifica Blogs:
-The Bay Area’s Most Hidden Jewel: Pacifica
(collaborated w/influencer)
-2022 Rockaway Beach Tree Lighting
-Pacifica, a Place to Work & Play!
-The Castle on the Hill
-Historic Downtown Pacifica
Marketing Manager 2022-2023

3. Visit Pacifica Press Room:
-Fairfield Inn & Suites Now Open in Pacifica
-Pacifica, CA - A Secret That Must Be
Revealed
-Weekday Shopping Along the Coast of
Pacifica
-Pacifica Ranks for Places to See Spring
Blooms
Marketing Manager 2022-2023

4.Website Ongoing Updates:
-Continuous updates for hours & days to
visitor-serving businesses and restaurants.
-Continuous updates as businesses close or
open.

Marketing Manager Ongoing

5. Other Marketing Manager Ongoing

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Packet Pg. 350 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit D
Facebook Analytics: Visit Pacifica
Past 90 Days

|
Overview: 665 Likes
793 Follows

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Packet Pg. 351 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Facebook Analytics: Visit Pacifica Exhibit D
June 2022 - May 10, 2023

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Packet Pg. 352 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit D
Facebook & Instagram Highest Posts Likes: Visit Pacifica February - May 2023

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Packet Pg. 353 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit D
Exhibit D
Instagram Analytics: Visit Pacifica
Overview: 2,020 Followers

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Packet Pg. 354 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit D
Instagram Analytics: Visit Pacifica
June 2022 - May 10, 2023

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Packet Pg. 355 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit D
www.visitpacifica.com
Take Aways
• SEO needs to increase in 2023 to keep organic search high • Organic social is not giving Visit Pacifica a big lift. Need to focus on Google Business Profile which is underperforming.

NEW USERS 12 MONTH REVIEW
MOST VIEWD PAGES 12 MONTH REVIEW
Take Aways
1) People are coming to site for things to do and places to stay, not to purchase. 2) Dining is key
3) Outdoor recreation is top-of-mind.

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Packet Pg. 356 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 MOST USED BROWSERS12 MONTH REVIEW Exhibit D
Take Aways
1) Visit Pacifica has more iOS users with a higher engagement rate on iOS devices.

AGE DEMOS 12 MONTH REVIEW
Take Aways
1) Target ad campaigns for Adults 25-34.

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Packet Pg. 357 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit D
Take Aways
1) Improve female engagement with a focus on mothers and activities. 2) Focus on women in our community with special features GENDER DEMOS 12 MONTH REVIEW
USERS BY INTEREST 12 MONTH REVIEW
Take Aways
1) Have Visit Pacifica create some of their own events including music and shopping.
2) Utilize the Chamber map to drive shoppers around town. 3) Interviews with businesses on social media.
4) Work on dining experiences.

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Packet Pg. 358 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit D
USERS BY PLATFORM 12 MONTH REVIEW
Take Aways
• Target mobile users with display ads about Visit Pacifica, traffic is driven by mobile.
• Consider a mobile app at this time.

Take Aways
• Desktop users engage with the profile more than mobile users. • To increase mobile users, add more content to the GBP. There is not enough activity on the GBP. Need more posts, etc.

GOOGLE BUSINESS PROFILE Q1 REVIEW

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Packet Pg. 359 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit D

SEO KEYWORD RANKING & EXTERNAL LINKS

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Packet Pg. 360 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit D

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Packet Pg. 361 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit D

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Packet Pg. 362 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit D

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Packet Pg. 363 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit D
Exhibit D

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Packet Pg. 364 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit D

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Packet Pg. 365 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit D
“Workations” Were Pandemic Focused

HOTELS ARE FOCUSED ON

THE NEW BUSINESS

TRAVELER

WORKFORCE IS STILL

REMOTE BUT HOTELS ARE

MARKETING THEMSELVES AS

A MEETING PLACE AGAIN

IN PERSON EVENTS,

BUSINESS GATHERINGS ARE
UP

MANY HOTELS ARE

EMBRACING THE ESSENTIAL
BLUE COLLAR WORK FORCE.

Key findings
•More than half (59%) of Americans don’t like the concept of workcations. •Over two-thirds (67%) of employees say their work and leisure time has blended in recent years. Want true vacations.
•The same percentage (67%) assume if a coworker is on “workcation,” they’re not working as hard.
-JobSage December 3, 2022 Report
S

BOOKINGS BY SMALL AND

MEDIUM-SIZED BUSINESSES
ARE BACK TO 80% OF THEIR
PRE-PANDEMIC LEVELS*

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Packet Pg. 366 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit E

PACIFICA HOTEL BUSINESS IMPROVEMENT DISTRICT

REPORT OF RESOURCES AND USES - PROJECTED
JULY 1, 2023 – JUNE 30, 2024
Resources:

Uses:

Note 1: As tourism remains one of the major economic driving factors in our county, generating funds specifically earmarked to market Pacifica as a tourism destination is vital. The past couple years have been anything but business as usual. From the city suggesting the BID members to reassign BID management away from the Chamber, which oversees the BID funds, to having the COVID pandemic significantly impact hotel occupancy, there have been few times of consistency. Despite these hardships and obstacles, the Chamber has continued to work effectively and to the best of its abilities. Tourism has remained strong in Pacifica and will most likely continue to do so. The Chamber and its leaders have done an exemplary job marketing Pacifica as a destination place, given its minimal budget during the time periods in comparison to our surrounding destinations such as San Francisco, Half Moon Bay, Napa and Sonoma. In addition to the measured accomplishments of the past fiscal years and current year, this report provides future goals and an operational budget for the upcoming fiscal year (FY). The budget listed is an estimate of the expected BID funds collected for the 2023-2024 period. Lastly, this report contains recommendations actionable by both the Chamber, staff and the BID members.

BID ASSESSMENTS (Note 1) $67,504.00
PREVIOUS FUND BALANCE (Note 2) $28,754.45
TOTAL RESOURCES $96,258.45
Managing Agency – Chamber of Commerce (Note 3) $40,000.00 Content Creation – Website Development $5,000.00
Website Management $5,000.00
Marketing Plan 2023-2024 $15,000.00
Total Expenses $65,000.00
Resources in Excess of Uses (Fund Balance) $31,258.45

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Packet Pg. 367 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit E
Note 2: The majority of the report is focused on digital traction, which is the most widely used platform for marketing. We have tried to work with the City of Pacifica, along with their third party marketing consultants, to implement their marketing campaigns: Yiffty Gift Card Program and Workation. The Yiffty program does not directly generate any form of returned revenue for the hotels for the next calendar year and the Workation campaign was a temporary fit for the Covid-Quarantine era, but AirB&Bs, Vrbo and other non-hotel businesses also benefit from the campaign, as well. Our main focus is hotel driven, and does not make judgement based only on Transient Occupancy Tax(TOT) revenue, and will continue to implement marketing campaigns only relevant to the hotels. Many companies are beginning to attend business conferences and meetings, and many are allowing their workers to attend again – and to tack a few days on to the trip to spend a little personal time.

Note 3: Amounts for May & June 2023 are projected since assessment checks have not been received, actual amounts may differ.

Note 4: Funds used by Managing Agency, Pacifica Chamber of Commerce, to pay part time administrator, maintaining visitor center, and supporting marketing efforts such as the Visitor Guide and Business Directory (hotels highlighted).

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Packet Pg. 368 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit F
Pacifica Chamber of Commerce
Additional Marketing Plan of Actions for 2023-2024
Our priority is to maintain the VisitPacifica.com website and pursue multiple avenues to increase hotel room occupancy by targeting specific, demographically concentrated populations that would benefit from local “staycation” options. We will place our efforts on targeting specific demographics of travelers looking for a place to temporary stay for remote work, retreats(wellness), as well as, those attending local events (ex. Fog Fest and Tree Lighting Festival).

The Pacifica Chamber of Commerce defines certain initiatives that correlate with the organization’s marketing goals for the fiscal year. They include:
a) Increase tourism revenue through the development and implementation of the annual integrated marketing, public relations, and sales plan. b) Foster collaboration and countywide alignment by promoting the “go to” website:
visitpacifica.com for all tourism stakeholders.
c) Increase the City of Pacifica’s brand awareness and positive perception. d) Develop a data-sharing process that offers context and insights for partners visitpacifica.com continues to be the main calling card for the City of Pacifica, being our largest asset and main data collection point, the team is looking into contract with Simpleview (Book>Direct) to integrate a lodging booking link on the website. This allows the consumer to view lodging properties availability and pricing directly on the visitpacifica.com website. By using a call to action in digital marketing campaigns the website is pushing potential visitors to the newly launched booking link integrated into www.visitpacifica.com website, allowing consumers to book lodging directly through the website.

1. Public Relations (PR)
-Hosting media
-Monthly press releases
-Wellness media/influencer
-Traveler Podcast
-Best of Investing Radio Promo
-Host individual influencers

2. Social Media
-Feature blog posts (for continued SEO and content creation) -Advertising on all platforms (*Instagram, Facebook, Twitter, etc.) -Hotel News/re-branding/promotions/etc.
-Campaigns (ex. Workation, Shop Local, etc.)
-Create updated content and media assets for future campaigns -Influencer collaborations (shared posts and endorsement)

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Packet Pg. 369 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit F

3. Advertising
-VIA Magazine
-California Tourism
-SF Media Company (*SF Bucketlisters, Do the Bay)
-Facebook Ads
-Instagram(sponsors)

4. Website
-Continue to update all pages with new information and content(ex. Shop Local) -Monthly blog post features: Feature story of Pacifica (monthly) -Update hotel information
-Refresh photos
-Add page(s) as needed
-Develop an interactive and engaging campaign with social channels to drive traffic to the website and bookings for hotels.
-Review quarterly analytics to compare ROI from previous campaigns

5. Visitor Center

6. Optimization & Solution

-Increase SEO hours and add more keywords
-Added SEO to site-Ongoing
-Optimize Google Business Profile and generate more posts and engagement. -Profile and generate more posts and engagement in the space -Optimize blog posts for better SEO and more relevant social media posts

7. Video Production for digital content

-Create video highlighting every hotel. Break up the content in the reels and shorts -Create video highlighting Pacifica, including: restaurants, recreation, surfing, retail and the diffrent landmarks of Pacifica
-Started video production highlighting The Castle.

8. OTT Targeted Campaigns
-Optimize Visual Storytelling
-Utilize video content to create digital assets for future use. -Use video to create content directed towards specific demographic and geographic populations.
-Use video to create :15 and :30 “Weekend For Two” spots targeted to Central Valley on OTT
-Use video to create :15 and :30 second spots focused on hotels and Pacifica in non contest months.

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Packet Pg. 370 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit F

9. Targeted Display Ad Strategy
-Visit Pacifica has no targeted display and/or mobile campaigns. -Targeted online/mobile digital ad campaign in the Central Valley promoting the hotels and their offerings.
-Targeted online/mobile digital ad campaign promoting quarterly weekend giveaway contests.
-CONTESTING, “WEEKEND FOR TWO” (lead generation campaigns) -Quarterly contests focused on one of the BID hotels giving away a weekend for two.
-Tie in local restaurants in the contest and a recreational activity like surfing as other prizes.
-Build user data base for future engagement in promotions and newsletters.

10. Blog Strategy
-It has been identified in our SEO reports that Visit Pacifica blogs need more content to extend further into social media postings.
-Create blog content hubs.
-Build out topic clusters to enhance social media content. -Create 5 Blog posts per month min 1,000 words.

11. Email Marketing
-Newsletter
-Direct email marketing(ex. birthdays or events notifications. -Utilize fresh double opt in user data from contesting and other sources to promote specials each hotel has monthly in targeted email marketing campaigns. -Create a monthly newsletter strategy and add form to website. -No leave behinds and passion conversion after experience.

12. Revenue Generating Streams (Ex. Merchandise/E-Commerce and banner ads monetization -Create an online store with merchandise available in the hotels. -Shop Local” page integration for YELP experience with banner ads -Booking for hotel and restaurant reservations upgrade with plug-in for direct tracking

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Packet Pg. 371 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit F
‘Bleisure’
“Workation” Concept Has Evolved
*Company meeting or event followed by people staying the weekend.

WORKLIFE BALANCE IS THE NEW FOCUS
2022 Vacation Deprivation Report: How To Unplug From Work When On Vacation* Flexible work arrangements have you feeling … well, less than flexible? It’s not just you. According to Expedia’s 22nd annual Vacation Deprivation report, over half of working adults in the U.S. agreed that working remotely and work-fromhome flexibility has made it more difficult to be unplugged from work when on vacation. Further, three-fifths reported feeling vacation deprived.

While a majority were able to take advantage of the new state of the working world by traveling more, the report also found that 61% of those that took at least one “workcation” in the past year don’t consider them to be “true” vacations and a whopping 72% feel more burned out than ever,

VACATIONS ARE BACK
•Expedia’s 22nd annual Vacation Deprivation Report discovered that burned-out workers plan to prioritize permitting themselves to truly take time away for the sake of their own sanity. • Almost all (92 percent) of the over 14,500 survey participants—hailing from the Americas, Europe and Asia-Pacific —agreed that taking regular vacations is important for a person’s overall health and well-being and not including work

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Packet Pg. 372 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit F
Business Travel is Back
•Business travel is finally coming back — but it's not traditional corporate clients who are leading the revival. •Bookings by small and medium-sized businesses are back to 80% of their pre-pandemic levels, The Wall Street Journal reports.
•This is especially true in smaller cities, as sales teams travel to meet with regional decision-makers, construction crews temporarily move closer to work sites, and companies bring remote or hybrid teams together in person. •Hotels are addressing the shift toward more blue-collar clientele by trading craft beers for Coors Light at bars and modifying kitchen schedules to accommodate people who work night shifts.

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Packet Pg. 373 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023 Exhibit G
Pacifica Chamber of Commerce
Marketing Action Plan Projected Budget for 2023-2024
Recommended Action Person Responsible Budget Timeframe

1. Website Marketing Manager/
Web Consultant
$10,500-14,500 Ongoing

2. Influencers: SF
Bucketlisters (ex., SF
Media Co. and Do The
Bay)
Marketing Manager/
Web Consultant
$1,100-10,000 Ongoing

3. Content Creation Marketing Manager/
Web Consultant
$1,400-7,210 Ongoing

4. Social Media/Blog
site/Google reviews
Upkeep
Marketing Manager/
Web Consultant
$12,000-17,500 Ongoing

5. Other Campaigns, Advertising, etc. TBD Ongoing
Total $25,000-49,210 2023-2024

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Packet Pg. 374 Attachment: Exhibit A: Annual Report of the Pacifica Hotel Business Improvement District Advisory Committee July 1, 2022 – June 30, 2023

CITY OF PACIFICA

COUNCIL AGENDA SUMMARY REPORT
6/12/2023
1 SUBJECT:

Fiscal Year 2023-24 Program Options, Master Fee Schedule, and Proposed Budget.

RECOMMENDED ACTION:

Review and discuss the Fiscal Year 2023-24 Proposed General Fund and Other Funds Budget, provide additional policy direction on the desired budget options and strategies for the upcoming FY 2023-24 Budget and hold a public hearing to adopt a Resolution with an updated Master Fee Schedule.

STAFF CONTACT:

Kevin Woodhouse, City Manager
[email protected] <mailto:[email protected]> 650-738-7409
Yulia Carter, Assistant City Manager
[email protected] <mailto:[email protected]>
650-738-7301
BACKGROUND:

Each year, the City of Pacifica adopts an annual operating budget that reflects the planned activities for the next fiscal year based on the best information available at the time of adoption.

At mid-year, staff revisits the projections and reports to the Council any changes needed to reflect new information and keep the City budget on track.

The City Council adopted the current FY 2022-23 Budget on June 27, 2022. On March 27, 2023, staff presented the FY2022-23 Midyear Budget analysis, which showed the budget was on track. During the mid-year budget review, the Council authorized additional adjustments to the FY 2022-23 Budget that were incorporated in developing the new FY2023-24 proposed budget.

On April 10, 2023, in the first budget study session, staff presented the Budget planning process, methodology, timeline, and long-term financial forecast. Unlike the forecast leading into the Budget last year when the City's long-term financial forecast projected a significant ongoing structural deficit, this condition has now been mitigated by improved post-COVID revenue projections and, most importantly, by Pacifica voters passing a new Measure Y - ½ Transactions & Use Tax in November 2022. As a result, the long-term financial forecast projected a positive outlook with a structurally balanced budget for FY 2023-24 and beyond but did not leave sufficient funds for needed service enhancements, adequate staffing and employee compensation levels, and ongoing investments in capital infrastructure.

On May 8, 2023, staff presented the General Fund Base Budget, Preliminary Budget Strategies for the FY 2023-24 Budget, and the Proposed Capital Improvement Plan for FY 2023-24. The Base Budget included an approximately $1.3 million preliminarily projected surplus available to address all service needs and meet Council priorities for the upcoming Budget. Staff received City Council feedback for developing the Recommended Budget options, which is the subject of this report. Since the last meeting, staff has prepared the Proposed FY 2023-24 Budget for all city funds.
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The primary focus of today’s discussion is to provide Council with the recommended program options for the FY 2023-24 Proposed Budget and get additional policy direction for any additional inclusions in the budget prior to the adoption at the next meeting. In addition, the recommended Master Fee Schedule for FY2023-24 is presented for Council consideration and adoption.

PUBLIC

MEETING

BUDGET STEP TIME FRAME
1 FY 2022-23 Mid-Year Budget Review to Council March 27, 2023 2 Council Workshops: FY2023-24 Strategic Planning,
Goals and Priority Setting
March 4, 2023
April 11, 2023
3 Budget Session 1: Budget Methodology, Budget Calendar, Long-Term Financial Outlook
April 10, 2023
4 Budget Session 2: FY 2023-24 Strategic Plan and Priorities, FY 2023-24 Base Budget, Preliminary Budget Strategies, and Introduction of FY 2023-28 CIP Program
May 8, 2023
5 Planning Commission: Review of the Proposed FY2023-28 CIP Plan for Conformity with General Plan
June 5, 2023
7 Budget Session 3: City Council Review and Approval of Proposed FY 2023-24 Budget Recommendations, Master Fee
Schedule Public Hearing
June 12, 2023
8 City Council Budget Hearing: Formal Adoption of the FY 2023-24 Operating and Capital Budget
June 26, 2023
Adjustments to the Base Budget
Since the last budget meeting on May 8, 2023, Finance has met with each department to discuss their base budget allocations and service-level requests for the proposed budget. As a result of these meetings, staff made a few minor adjustments to the General Fund baseline budget that are summarized below:
• Cannabis Revenue ($125,000) After some slowdown last year that resulted in a reduction of this current year’s budgeted Cannabis revenues, the current year to date collections support new projections restoring these revenues back to the original level of $800,000 for FY 2023-24, which is a $125,000 increase from the original conservative estimates used for the Base Budget.
• Parks, Beaches, & Recreation - Program Revenues (net revenue increase of $114,900).

The revenues in the PB&R General Fund base budget have been increased by $205,600 primarily due to the operational programs in Childcare, Seniors in Action, and Oceana pool programs projected to fully return to the pre-COVID level. These revenues are partially offset by the increased expenditures in these recreational programs related to hiring an additional part-time staff of about $90,000, resulting in a net increase in revenues of $114,900.
• Fire Department - Adjustments. The last year’s OES reimbursable overtime expense that was carried over to the preliminary Base Budget was removed, allowing for an additional net change transfer of $149,000 to the Fire Equipment Fund and a $100,000 increase to the regular overtime budget to account for the contractual salary increases that went in effect at the beginning of the current year and to be consistent with the projected actuals for the year.
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• Community Center Roofing CIP Project ($210,000). The 2022-2027 Adopted Capital Improvement Program Budget appropriated $325,000 towards the Community Center roof project in FY 2022-23. The project will replace the Community Center roof due to age and deterioration and prepare the roof for the new solar installation that will be completed by Peninsula Clean Energy in the near future. The City recently bid on this project. Seven bidders provided bids with a project low bid of $464,196. After adding contingency and construction management cost, the total project budget will be $585,000, requiring an additional allocation of $210,000 towards this project in order to move forward into construction. The City Manager recommends funds from the Disaster Accounting Fund (Fund 38) be transferred to the Capital Project Fund (22) for this project.
• The Wastewater Operating Expenses ($93,066). The base budget for the Wastewater Operating Fund (18) was increased by $93,066 to account for the increased cost of chemical expenses, sludge removal, and higher utility charges.

City Manager’s Recommendations for the FY 2023-24 Budget The goal of any budget process is to develop the City's Budget by completing a full analysis of the City's revenue structure and current service level to identify necessary service increase and/or reduction options, which, when combined, will reach a balanced and sustainable budget.

Since the last meeting, each City Department has been given an opportunity to submit their prioritized budget requests with reference to the Council’s specific goals and strategies in the newly adopted Strategic Plan. The Recommended Budget is balanced and includes prioritized programs and services recommended for funding in the FY 2023-24.

In developing budget recommendations for service changes, the City Manager had to balance the future financial sustainability with the Council’s strategic vision, staffing, organizational capacity, and impacts on the City operations and services provided to the community. The budget recommendations also fulfill the six budget strategies recommended by the City Manager and supported by the City Council from the May 8, 2023, budget session. The goal of this budget process was to identify necessary and required service change options, which in combination, maintain a balanced and sustainable budget.

To this end, the City Manager reviewed department requests and is making the following budget recommendations for the Council’s consideration, as presented below and in Attachments 5-6.

In the attachment, each budget option form shows how the recommendation ties to the Strategic Plan. Out of 16 Budget options recommended for FY 2023-24, 11 of them directly impact the General Fund at a total cost of $606,800, including seven programmatic changes that will result in an additional ongoing costs of $259,800 and four one-time budget recommendations (including multi-year limited-term or pilot programs) budgeted at $347,000. Other funds include four one-time expense amendment recommendations at an additional cost of $1,166,378, and one ongoing revenue adjustment budget option for $1.6 million.

The complete list of Recommended Budget Options across all funds is presented below. While all of these are important, they are listed in order of the City Manager’s priority should the Council wish to consider reducing the list:

1. Two-year pilot program for the Community Wellness and Crisis Response Team that includes funding for the Mental Health Clinician - General Fund $140,000 (One-time).

2. Replacing an expiring contract for body-worn cameras with the updated body-worn and in-car camera and tasers system provided by Axon. - General Fund $100,000 (Ongoing).
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3. Appropriation of $399,378 from the available balance of the Fire Equipment Fund (Fund 74) towards purchasing protective gear and radio equipment. - Fire Equipment Fund $399,378 (One-time).

4. Additional Funding of a 3-year Limited-Term Maintenance Worker I in Public Works Department - General Fund $122,000 (One-time).

5. Addition of the full-time Project Manager position to be funded in General Capital Fund 22 ($197,008). The Project Manager's time will be charged to already funded capital projects and will not have an additional direct General Fund impact unless the project is funded by the General Fund. - General Capital Fund 22 $197,008 (Ongoing).

6. Allocation of approximately half of the $3.4 million of Excess Educational Revenue Augmentation Funding (ERAF) revenues projected to collect in FY2023-24 in the Housing in Lieu Fund ($1.67 million) to start accumulating fund balance in this fund to be used for developing affordable housing in the future. - Housing in Lieu Fund $1,673,750 (Ongoing).

7. Additional allocation of $500,000 in Vehicle Replacement Fund 72 towards the purchase of new vehicles citywide in accordance with the City’s vehicle replacement schedule. - Vehicle Replacement Fund 72 (One-time).

8. Short Term Rental (STR) Compliance Enhancement Program to include funding for STR Ordinance revision, additional Sr. Code Enforcement Officer and legal cost to streamline the City’s STR regulations and provide adequate enforcement to the program. The overall cost of the program ($285,300) will be partially offset by the increased STR Permit Fees as presented in the updated Master Fee Schedule, that are project to generate $243,300 per year (150 STR cap) to the net cost of $42,000 in General Fund (Ongoing)

9. Additional allocation of $70,000 from the available Vehicle Replacement Fund balance (Fund 72) to fund the initial deposit (if required, subject to lease purchase agreement terms) for the lease purchase of a new Fire apparatus as further described in the attached budget form. Approval of this budget option also includes the ongoing future commitment of about $125K of annual lease payments for the next ten years, starting in FY 2025-26. Vehicle Replacement Fund (One-time) .

10. Allocation of $60,000 for the Implementation of the Economic Opportunities Study to include preparation of the RFP for the Beach Blvd. site as appropriate subject to Surplus Land Act (SLA) process, obtaining an official appraisal (MAI or Value Statement) of the Beach Blvd site, and conducting a feasibility assessment and developing an implementation plan for establishing a special / tax increment financing district such as CRD or EIFD for the Sharp Park and/or Rockaway districts. - General Fund, $60,000 (One-time).

11. Providing an additional six-month budget for marketing Pacifica as a destination and ShopPacifica / Workation Promotional Budget. The current year’s allocation includes a $50,000 allocation of ARPA funds for this purpose. The FY2023-24 Recommended allocation reduces this budget to $25,000 in General Fund (One-time).

12. Provide Annual funding for Citywide summer internship program as an effective way to augment staff’s work and create a path forward for potentially recruiting new employees in the future. - General Fund, $35,000 (Ongoing).

13. Adjustment to salary range for the vacant Recreation Manager position to set the salary closer to the market to enable a near future successful recruitment. - General Fund, $25,300 (Ongoing).

14. Increase in citywide special event budget of $30,000 to enhance the post-pandemic activities and attractions to ensure a positive community experience. Once developed, the program is expected to generate additional revenues that may increase the General Fund budget in future years. - General Fund, $30,000 (Ongoing).

15. Adding a Teen Program at the Community Center starting January 2024 will result in an increase in revenue of $3,400 and additional expenses of $8,000 to the net program cost of $4,600 in General Fund (Ongoing).
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16. Increase City Council’s conference, training budget and travel budget allocation by $22,900 to $38,000 to be transparent to the public and equitable amongst Councilmembers about funding for professional development activities. - General Fund $22,900 (Ongoing).

Additional information about these budget options can be found in Attachments 5-6 to this report.

Projected Fund Balance Structure and Budgetary Reserves The Proposed FY 2023-24 Operating Budget is being presented as a balanced budget, meaning that the City’s operating expenditures do not exceed general revenues.

If all program options identified in this report are approved by City Council, the General Fund will project an ending surplus of about $333,844 and maintain all previously approved reserves necessary for long-term fiscal and operational sustainability.

After factoring in the above-mentioned budget options, the General Fund Base Budget revenues and transfers are projected at $47.6 million. The total General expenditures and transfers out are also budgeted at $48.6, which includes a one-time contribution of the projected FY2022-23 Measure Y revenues of $650,000 towards the FY 2023-24 CIP Budget for additional street resurfacing.

The table below demonstrates the Net change to the General Fund Balance.

FY 2023-24 Adj
Base Budget
6/12/23
Proposed
Budget FY
2023-24 Change
Revenues:

Operating Revenues $ 47,385,500 $ 47,632,200 $ 246,700
Operating Transfers In 1,291,900 1,291,900 -
Total Revenues 48,677,400 48,924,100 246,700
Expenditures and Transfers :

Operating Expenditures 43,715,226 44,564,056 848,830
Operating Transfers Out 3,376,200 3,376,200 -
Capital Transfers Out 650,000 650,000 -
Total Expenditures and Transfers 47,741,426 48,590,256 848,830 Surplus (Deficit) $ 935,974 $ 333,844 $ (602,130)
FY 2023-24 RECOMMENDED BUDGET

NET GENERAL FUND SURPLUS (DEFICIT)
After applying all changes described above, the Proposed General Fund Budget will have a $333,844 surplus, leaving a little short of $8.5 million in the Unassigned General Fund Balance, which is about 18% of the City’s Operating expenditures in addition to 10% or $4.8 million minimum policy reserve.

The City’s Fund Balance Policy identifies fund balances (or reserves) that fall into the following categories: non-spendable items or portions of fund balance that cannot be liquidated, restricted amounts for use by outside agencies, committed amounts by Council action such as emergency /contingency reserves and assigned balances to pay off unfunded liabilities and to fund infrastructure improvements.
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In accordance with GASB Statement No. 54 requirements and the City policy, the Council established the following designations or contingencies of the General Fund Committed Balance.
➢ Budget Shortfall Policy Reserve of 10% of Expenditures ($4.8 million) ➢ Facilities Maintenance & Replacement (restored back to $0.2 million) ➢ Compensated Absences Reserve ($0.2 million)
➢ Child Care Reserve ($0.5 million)
➢ Legal Reserves ($0.1 million)
The General Fund balances for the FY 2023-24 Recommended Budget are detailed in the table below. If all options presented in this report are approved by the Council, the City will have a balanced FY 2023-24 Budget with an undesignated General Fund Balance of approximately $8.5 million.

Designations Actual
FY 2021-22
Revised
2022-23
FY 2023-24 Adj
Base Budget
6/12/23
FY 2023-24
Proposed
Beginning Fund Balance $ 15,846,029 $ 16,292,224 $ 18,538,367 $ 18,538,367 Total Revenue 43,652,465 50,677,370 48,677,400 48,924,100 Total Operating Expenditures 40,206,270 47,776,227 47,091,426 47,940,256 Total Capital Project Expenditures 3,000,000 655,000 650,000 650,000 Ending Fund Balance 16,292,224 18,538,367 19,474,341 18,872,211 Non-Spendable 4,111,067 4,885,091 4,600,000 4,600,000
Assigned Reserves
Policy Level of 10% of Expenditures 3,810,040 4,777,623 4,709,143 4,794,026 Facility Maintenance & Replacement 205,000 55,000 205,000 205,000 Compensated Absences 200,000 200,000 200,000 200,000
Child Care Reserve 488,591 488,591 488,591 488,591
Legal Reserves 100,000 100,000 100,000 100,000
Assigned Reserves 4,803,631 5,621,214 5,702,734 5,787,617 Total Designations 8,914,698 10,506,304 10,302,734 10,387,617 Unassigned Fund Balance 7,377,526 8,032,063 9,171,607 8,484,594 Operating Expenses 40,206,270 47,776,227 47,091,426 47,940,256 Unassigned Fund Balance as % of Op. Expenses 18% 16.8% 19% 18% FY2023-24 RECOMMENDED BUDGET

GENERAL FUND (ASSIGNED & UNASSIGNED BALANCES)
Maintaining a sufficient level of the projected ending fund balance is necessary for fiscal and operational sustainability. After factoring in the restricted reserves and operating contingency, the ending undesignated General Fund balance is projected close to $8.5 million or 18% of the General Fund operating expenditures (excluding one-time capital transfers), which is slightly above the Government Finance Officers Association of the US and Canada (GFOA) recommendation for government entities of no less than two months of regular general fund operating expenditures, which is approximately $7.9 million for the City of Pacifica in FY2023-

24. Other Funds
Staff used the same basic assumptions for all other funds to factor in a 2% cost of living 11 Packet Pg. 380
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increase for most contract and professional services categories and 1% for materials and supply categories. The summary of Revenues, Expenditures, and Fund Balances for all of the City’s fund categories is shown in the table below and further described in Attachment 7. Revenues under expenditures for Enterprise Fund and Internal Service Fund reflect the uses of the available fund balance for one-time needs (e.g. capital investments in Wastewater insfrastructure or vehicle replacement purchases in Motor Pool Fund).

Fund Name
Projected Fund
Balance
6/30/2023
Revenues &
Transfers In
Proposed Budget
Expenditures &
Transfers Out
Proposed Budget
Revenue
Over (Under)
Expenditures
Projected Fund
Balance
6/30/2024
GENERAL FUND $ 18,538,367 $ 48,924,100 $ 48,590,256 $ 333,844 $ 18,872,211 ENTERPRISE FUNDS 21,619,153 19,739,000 28,066,231 (8,327,231) 13,291,922 SPECIAL REVENUE FUNDS 21,372,802 17,596,900 16,852,479 744,421 22,117,223 INTERNAL SERVICE FUNDS 2,667,158 4,986,100 5,821,490 (835,390) 1,831,768 DEBT SERVICE FUNDS 5,317,384 2,499,800 2,499,800 0 5,317,384 Total Other Funds $ 50,976,497 $ 44,821,800 $ 53,240,001 $ (8,418,201) $ 42,558,296 Total All Funds $ 69,514,864 $ 93,745,900 $ 101,830,257 $ (8,084,357) $ 61,430,507 Enterprise Funds consist of Wastewater Operating and Capital and Beach Parking Funds.

Enterprise funds are used for services that are financed and operated in a manner similar to a private business enterprise. The FY 2023-24 total enterprise funds budget is $28.1 million,

27.8% of the City’s overall budget. Sewer funds are used to account for sewage collection, treatment, major replacements, and maintenance and protection improvements to the sewer system. Sewer charges of $19.0 million are based on a 3.5% rate increase in FY 2023-24. The sewer operating expenditures include the same inflationary base budget assumptions. The Salaries and Benefit costs of approximately $5.5 million are based on 28 FTE allocated to the Sewer Fund and include all current MOU provisions.

The Beach Parking Fund is used to account for parking services to residents and visitors. The revenues are projected at $0.7 million, which aligns with the FY 2022-23 Revised Budget.

Special Revenue and Capital Funds are used to account for specific revenue sources or financial resources for which expenditures are restricted by law or administrative action to specific purposes. This Category includes Gas Tax and Streets Funds, General Capital, Drainage, Housing in-lieu, Parking in-Lieu, Park in-Lieu, PB&R Special Revenue and Roy Davies Trust, Disaster Accounting, and other funds.

The FY 2023-24 revenues for this category are $17.6 million. The FY 2023-24 expenditures of $21.6 million for this Category represents around 17% of the City's total budget and include the recommended FY 2023-24 CIP Budget allocation and the following recommended budget option as already mentioned above:
• Addition of the full-time Project Manager position to be funded in General Capital Fund 22 ($197,008). The Project Manager's time would be charged to already funded capital projects and will not have an additional direct impact on General Fund unless the project is funded by the General Fund.

Internal Service Funds serve the needs of the City and are used to account for Citywide services on a cost-reimbursement basis. These funds accommodate the vehicle, employee benefits, and risk management needs of the City and are supported by the funds that receive the benefit. The FY 2023-24 budget for this category is $6.1 million, which is 6% of the City’s budget. The Motor Pool Replacement and Fire Equipment Funds are funding the following City Manager’s budget recommendations in the FY 2023-24 as already mentioned above:
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• Additional allocation of $500,000 in Vehicle Replacement Fund 72 towards the purchase of new vehicles citywide in accordance with the City’s vehicle replacement schedule. • Additional allocation of $70,000 from the available Vehicle Replacement Fund balance (Fund 72) towards the initial deposit for the lease purchase of a new Fire apparatus as further described in the attached budget form.
• Appropriation of $399,378 from the available balance of the Fire Equipment Fund (Fund 74) towards the purchase of protective gear and radio equipment Both the Motor Pool Replacement Fund and the Fire Equipment Fund have sufficient resources to fund the FY 2023-24 requests that are further detailed in Attachment 6.

The Debt Service Fund is used to account for all ongoing debt payment obligations. The FY 2023-24 Budget of $2.5 million factors-in all debt service payment obligations according to the current debt service schedules and includes the payment on the Pension Obligation Refunding Bonds and the Civic Center improvement project financing. The Debt Service Fund represents around 2% of the City’s total budget.

Additional details on any individual funds and their projected fund balances can be found in Attachment 7.

Master Fee Schedule & Charges
The Master Fee Schedule, which includes all City user fees, charges for services, and business license tax rates, is revised annually, as required by Pacifica Administrative Policy No.2. The proposed Master Fee Schedule for FY 2023-24 is provided as Attachment 1 to this report. Some fees charged for City services are set at a flat dollar amount meeting the consistency benchmark with the neighboring agencies and the needs of the community (i.e., recreation class fees). At the same time, others may result from a comprehensive study and also depend on the amount of time spent on services (i.e., development review). In this latter case, the City uses an hourly rate that reflects the staff costs to provide the service. The Cost Allocation Plan and Fee Study, last developed in 2013, helped determine the cost of providing the service and have been used as a budget baseline since that time, adjusted annually by CPI. Fee Increases must be revisited and analyzed annually to be consistent with legal restrictions and regulatory guidelines.

The City’s methodology used to formulate the proposed changes has been derived from the December 2022 Consumer Price Index from the U.S Bureau of Statistics for Western Metropolitan Area (San Francisco-Oakland-Hayward).

The FY2023-24 proposed fee changes reflect an approximate increase by the change in the Consumer Price Index (CPI) of 4.9% if deemed appropriate by the department administering the fees or specified in the Municipal Code for most fees, excluding fees governed by regulatory or other restrictions or allowable cost recovery recommendations. Any proposed new fees are highlighted in orange in the Master Fee Schedule attachment.

Staff recommendations for new fees and fees that are subject to a substantial increase above the CPI price index are based on the internal analysis of staff’s time and related 3rd-party costs associated with these services. The analysis was done to make sure the City accurately accounts for the true cost of providing these programs and services, and ensure adequate recovery of such cost, especially for services that provide private benefit (e.g. majority of building and planning services), while some public safety services or children & senior activities may be subsidized as they provide public benefit, in which case the fees may have stayed unchanged or received an small increase below the CPI.
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The significant amendments other than routine annual CPI adjustments are summarized below:

There are eight categories of fees that correspond to the department administering the fees.

Below are the highlights of the changes for each department.

Finance:
o The Short-Term Rental application permit fee is recommended to increase from $158 in FY23 to $1,622. This increase will help fund the STR compliance program included in the FY 2023-24 work plan (Attachment 5). o Credit/Debit Card Service Fee: Effective July 1, 2023, it is recommended all credit or debit card payments will be subject to a service fee of 2.9% to help offset the credit card processing companies’ billing of the City. Customers can avoid these fees by paying with cash or checks.

Parks, Beaches, and Recreation (PB&R):
o Community Picnic Areas: An Inflatable Bounce House fee of $30 is added.

This is a new pilot program driven by community support. This fee is in line with surrounding city’s fees for this type of permit.
o Oceana Pool Rental and Pool Party Program: The fee was increased by $5, which is less than the 4.9% COLA. This increase was needed to assist in supporting the rising cost of pool chemicals and staffing. The $5 increase is in line with market rates.
o Recreation Swim, Water Aerobics, Lap Swim: The All-Access Pass for Adults was increased by $3, which is less than the 4.9% COLA. This increase was needed to assist in supporting the rising cost of pool chemicals and staffing. The $5 increase is in line with market rates.
o Senior Programs: a replacement of Membership card is added for $5. o Child Care Registration Fees: The One-time Non-Refundable Fee per child at the time of entry into the full-cost program (pre-school and school-age) was increased by $5, which is slightly above the 4.9% COLA. This fee is justified by the rising cost of staffing, materials, and supplies and is still below the market rate.

The Annual registration per child for the summer program slot and Annual registration non-refundable fee per child at the time of entry into the program (state pre-school) has been deleted as they were redundant and captured in other fees.
o Kindergarten/School-age School Year (Sept-June) Monthly Rates per Child:

The Annex Programs “Before School, Before and After School, and State Sponsored Child-Care Before and After and Breaks have all had a fee increase of $10, which is below the 4.9% COLA. This increase is needed to assist in supporting the rising cost of staffing, materials, and supplies, rent, etc. o Surf Camps: A new fee of $200 is added for non-profit surf camps/schools permitted to run camps at Pacifica State Beach. This nominal fee will cover the departmental administrative costs of the program.
o Film Photo Shoots: Major commercial filming for $1,200 per day (Additional fees may be determined based on vehicles/additional staff/time/impact on area) is raised above the 4.9% COLA. This aligns with the market rate for major film shoots that would potentially be more disruptive than smaller shoots.

Planning:
o General Planning Fees: Heritage Tree Permits and Heritage Tree Permit Appeal Fee is removed from PW- Engineering to Planning. A tree Permit Appeal 11 Packet Pg. 383
Pacifica City Council 10 June 12, 2023
of $577 (raised from $426) is adjusted to align with the other City appeals fees. o Building Permit Fees: Building permit fees are calculated based on the progressive rate structure, which might be lower than prior years' amounts to correct prior year mistakes.
o Plan check and Other Building Permit and Inspection Fees: Staff has adjusted the General Plan Maintenance Fee to 0.252% of construction value (0.05%) to reflect the consultant, staff, and city attorney costs associated with the next comprehensive General Plan update and two Housing Element updates that will occur in the next 20-year planning period. These estimates are based on actual costs incurred for the 2040 General Plan update process and costs to-date for the 2023-2031 Housing Element Update. Revenue from this fee over the next 20 years is estimated to be approximately $1.9 million. o Solar Photovoltaic System: The fee is capped by Government Code section 66015, which allows up to $440 + additional fees based on system size for residential systems and $1000 + additional fees based on commercial systems.

We’ve previously estimated one hour total of the reviewer and permit tech time for residential permits and 1.5 hours of reviewer time and permit tech time for commercial permits.
o In Solar Thermal Systems: Solar thermal systems needs to be broken out as their own fee, as required by law.

ALTERNATIVE ACTION:

The City Council is asked to provide input and direction on the FY2023-24 Proposed Budget. No alternative action is identified.

RELATION TO CITY COUNCIL GOALS AND WORK PLAN:

A balanced and structurally sustainable budget is consistent with all City Council strategic goals.

Maintaining the Master Fee Schedule is consistent with the City’s goal to achieve long-term financial sustainability by allowing the City to ensure that City-wide revenue meets the cost of providing City-wide services.

FISCAL IMPACT:

Because the recommendation is to review and discuss budget options, no direct fiscal impact is associated with this item. City Council direction on the proposed budget options will be factored in the FY 2023-24 Budget document that will be brought forward for adoption on June 26, 2023.

ORIGINATED BY:

City Manager's Office
ATTACHMENT LIST:

Attachment 1- Master Fee Schedule FY23-24 Final (PDF)
Attachment 2 - Summary of FY2023-24 Recommended Budget Program Options (PDF) Attachment 3 - FY2023-24 Recommended Budget General Fund Revenues (PDF) Attachment 4 - FY2023-24 Recommended Budget General Fund Expenditures (PDF) Attachment 5 - FY2023-24 General Fund Budget Options - Budget Forms (PDF) 11 Packet Pg. 384
Pacifica City Council 11 June 12, 2023
Attachment 6 - FY2023-24 Other Funds Budget Options - Budget Forms (PDF) Attachment 7 - FY2023-24 Revenue Amendment Options - Budget Forms (PDF) Attachment 8 - FY2023-24 Projected Fund Balance (PDF)
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RESOLUTION NO. ________

RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA TO APPROVE AND

INCREASE CERTAIN USER FEES AND CHARGES AS DESCRIBED IN ADMINISTRATIVE POLICY NO. 2
WHEREAS, Administrative Policy 2 sets forth procedures for the review and approval of City fees and charges; and
WHEREAS, it is City policy to establish fees and charges for City services which fully reimburse the City or maximize the City cost recovery for the associated services; and WHEREAS, all fees and charges shall be reviewed and updated annually in conjunction with the review of the City’s budget to insure that they are adequate and to relate them to their associated program cost;
WHEREAS, the Assistant City Manager has requested City departments to review their fees and charges to utilize the previously performed fee study to ensure compliance with the City policy for full recovery of City costs; and
WHEREAS, regular review and modifications to fees and charges are necessary to insure that they are adequate; and
WHEREAS, the City of Pacifica uses the San Francisco – Oakland – Hayward (Bay Area) Price Index for All Urban Consumers (CPI-U) in December of each year as a guideline for future annual increases, which was 4.9% in December 2022; and WHEREAS, staff has modified fees and charges as is described in the Administrative Policy 2 attached hereto as Attachment 1; and
NOW THEREFORE THE PACIFICA CITY COUNCIL RESOLVES AS FOLLOWS:

BE IT RESOLVED that based on evidence in the record, the amounts recommended for fees and charges, including increases, do not exceed the reasonable cost of providing the services.

BE IT FURTHER RESOLVED THAT:

1. The modifications to fees and charges set forth as subject to regular CPI increase (or below CPI), and marked as such in Attachment 1 are hereby approved and become effective on August 13, 2023 or 60 days following the public hearing on June 12, 2023

2. The modifications to fees and charges set forth as new fees and/or fees that are proposed to increase above the CPI price index, marked as such in Attachment 1 are hereby approved and become effective on August 13, 2023 or 60 days following the public hearing on June 12, 2023

3. All fees and charges listed in the Attachment 1 - City of Pacifica Fees & Charges Master Fee Schedule will become part of Administrative Policy 2. Any fees and charges that have been previously adopted by resolution and are not being modified in Attachment 1 are incorporated for ease of reference only and without modifying or amending such fees or the underlying approvals in any manner.
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PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 12th day of June 2023, by the following vote:

AYES, Councilmembers:

NOES, Councilmembers
ABSENT, Councilmembers:

ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney 11 Packet Pg. 387
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ATTACHMENT 1
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Fee Description
Proposed
2023-2024
Adopted
2022-2023

CITY CLERK
City Council Agenda Packets
Photocopies
(per page; 8 1/2" x 11"/black) $0.25 $0.25
Storage Media Fee (CDs, thumb drives, etc.) $17.00 $16.00 Photocopies Per page Fee Per page Fee
8 1/2" x 11"; black (per page) $0.25 $0.25
8 1/2" x 11"; color (per page) $1.00 $1.00
8 1/2" x 14"; black (per page) $0.50 $0.50
8 1/2" x 14"; color (per page) $1.50 $1.50
11" x 17"; black (per page) $1.00 $1.00
11" x 17"; color (per page) $2.00 $2.00
Photocopies - Large Format Per Sq. Ft. Per Sq. Ft.
24" x 36" or larger; black (per Square Foot Fee) $3.00 $3.00 24" x 36" or larger; color (per Square Foot Fee) $4.00 $4.00 Appeals to the City Council $577.00 $550.00
Short-Term Rental - Appeal Notice of Violation,
Suspension or Revocation to Hearing Officer $577.00 $550.00 * All debit or credit card payments will be subject to 2.9% service fees effective FY2024 Color Legend:

Purple highlighted
Brown highlighted
Yellow highlighted
Blue highlighted
Green Fonts Fee remained unchanged
Fee increased more than 4.9% CPI
New Fees
City of Pacifica
2023-2024 Fees & Charges Master Schedule
Fees Removed
Fee increased less than 4.9% CPI

11.a
Packet Pg. 389 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Fee Description
Proposed
2023-2024
Adopted
2022-2023

FINANCE
Fireworks Permit
Part 1 (Per Booth due March 31) $839.00 $800.00
Part 2
8% of gross receipts due
September 1, 2023
8% of gross receipts due
September 1, 2022
Business License
See the Finance
Department for fee
calculation
See the Finance
Department for fee
calculation
Sidewalk Vendor Permit Fee $112.00 $107.00
Annual Cannabis Operation Registration Fee (PMC
Sec. 3-18.05(c)) $525.00 $500
Photocopies (per page) See City Clerk Page See City Clerk Page Storage Media Fee (CDs, thumb drives, etc.) $17.00 $16.00 On Website Free Free
Non-Sufficient Funds Charge $26.00 $25.00
Short Term Rental Application Fee $1,622.00 $158.00
City of Pacifica
2023-2024 Fees & Charges Master Schedule

11.a
Packet Pg. 390 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Fee Description
Proposed
2023-2024
Adopted
2022-2023
FIRE
Operational Permits
Annual Fire Code Permits (Each) $272.00 $259.00
Permitted activities less than 90-days. Hourly charge. Temporary Permit Required. Per Hour - 1 hour minimum $192.00 $183.00
Plan Review New Construction and/or Tenant Improvements Base rate- all occupancies. New Construction, major changes, additions, or as-builts Initial fee includes first hour, hourly charge thereafter. $320.00 $305.00 Plan Check Re-Submittals, minor changes, additions, or as-builts for approved plans ; initial fee includes first hour; hourly charge thereafter. $192.00 $183.00 Misc. items w/o sq. footage- e.g. Install hazardous material, storage tank, HVAC smoke detection, partition wall, etc. hourly charge. $192.00 $183.00 Additional Plan review beyond the first hour.; per hour $192.00 $183.00 Subdivision map review; per hour fee. $205.00 $195.00
Construction Permits
Underground
Alteration/repair of existing underground pipe system. Includes hydro/flush, rough and final each - Flat Rate "Plan review fee may be required check with Fire Marshal" $469.00 $447.00
Commercial underground pipe system installations. Includes hydro/flush, rough and final each - Flat Rate $662.00 $631.00
Fire Suppression Systems
Fire Sprinklers and standpipes
New commercial & residential sprinkler installations. Includes hyrdro/flush, rough and final inspections. $.15 per square foot - Minimum $577.00 $550.00 New manufactured home sprinkler systems. Includes hyrdro/flush, rough and final inspections each - Flat Rate $616.00 $587.00
Standpipe system installation, includes hydro/flush, rough and hydro, flow test, and final inspections each - Flat Rate $807.00 $769.00 Tenant improvements. 9 or less sprinkler heads Unlimited head changeouts each - Flat Rate $183.00 $174.00 Tenant Improvements- installation/alteration of 10 or more heads. (Head change-outs are not included in count). $.15 per square foot - Minimum $333.00 $317.00 City of Pacifica
2023-2024 Fees & Charges Master Schedule

11.a
Packet Pg. 391 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Plan Review and Field Inspection/ Acceptance $692.00 $660.00 Other Fire Protection Systems, New & Upgraded installations (Hood and Duct, FM 200, Fixed Extinguisher, Pre-engineered) each - Flat Rate $950.00 $906.00
Fire Alarms
Existing Fire Alarm Panel Upgrades. includes rough and final inspections. $.15 per square foot - Minimum $333.00 $317.00
Installation of additional devices on existing system, includes rough and final inspections - Minimum $521.00 $497.00
New installations. , includes rough and final inspections. $.15 per square foot - Minimum $616.00 $587.00
New installations-- Other Fire Protection Systems, includes rough and final inspections. $.15 per square foot - Minimum $577.00 $550.00 Fire alarms- repair or exchange devices and radio transmitters - Per Device $183.00 $174.00 Requested Services
All Other Reports. Cost per report. $49.00 $47.00
Digital Photographs- CD, plus 1 for CD cost $87.00 $83.00 Digital Photographs- Print. Plus $1.40 per photo cost. $93.00 $89.00 Fire Code Variance Application - per request and none-refundable. $792.00 $755.00 Fire incident reports (per report charge) $49.00 $47.00 Non-Subpoenaed Fire Investigation Reports (per report) $49.00 $47.00 Pre-Inspection I Consultation for daycare facilities, construction projects, etc. Initial $162.00 $154.00
Pre-Inspection of care facilities with 25 or fewer occupants. (Flat Fee) $162.00 $154.00 Pre-Inspection of care facilities with 26 or more occupants. (Flat Fee) $304.00 $290.00 Processed Photographs, plus cost of developing $98.00 $93.00 Site Inspections
Additional inspections beyond the first, Inspection for which no fee is indicated. $183.00 $174.00
Installation of hazardous materials storage tank $240.00 $229.00 Removal of hazardous material storage tank. Per tank charge. Temporary permit required. $183.00 $174.00
Replacement of hazardous material storage tank piping, dispensers. Per tank charge. If piping work is done as part of tank installation, there is no charge. $240.00 $229.00
Inspection Outside Normal Business Hours (Per hour, OT rate) O.T. Rate O.T. Rate Penalties
Unpermitted construction work Fee plus 2 times fee
False Alarms- 1st Response $0.00 $0.00
False Alarms- 2nd Response $383.00 $365.00
False Alarms- 3rd Response $488.00 $465.00
False Alarms- 4th+ Response $698.00 $665.00
Annual Fire Safety Inspection & Re-inspections
A 1 -4 Assembly Occupancies $213.00 $203.00
B Business Office Occupancies $123.00 $117.00

11.a
Packet Pg. 392 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) E Educational Occupancies $213.00 $203.00
F Factory Occupancies $213.00 $203.00
H Hazard Occupancies $213.00 $203.00
I Institutional (Nursing Homes) Occupancies $213.00 $203.00 M Mercantile Occupancies $160.00 $153.00
M Mercantile Occupancies (Motor Fuel Sales) $176.00 $168.00 R-1 Occupancies Hotels $213.00 $203.00
R-2 Residential 3 to 20 units $109.00 $104.00
R-2 Residential 21 - 40 Units $130.00 $124.00
R-2 Residential41- 70 Units $160.00 $153.00
R-2 Residential 71- 90 Units $193.00 $184.00
R-2 Residential 91 - 120 Units $252.00 $240.00
R-2 Residential Over 120 units $317.00 $302.00
R-3 Residential Care less than 24 hours $176.00 $168.00 R-3.1 Licensed Residential Care 24 hour 6 or less $213.00 $203.00 R-4 Residential care 6 or more $213.00 $203.00
S Storage Facilities $176.00 $168.00
U Utility Structures $176.00 $168.00

11.a
Packet Pg. 393 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Fee Description
Proposed
2023-2024
Adopted
2022-2023

PARKS, BEACHES & RECREATION
Special Classes
General recreation class fees will be adjusted as required to insure that program revenues fund 100% of total program costs. The non-resident fee is $5.00 more than the resident fee. All registration transactions have a $7.00 administrative fee. Senior Discount: 10% at age 60.

Please contact 738-7381
for more information
Please contact 738-
7381 for more
information
Recreational Facilities Rental other than the Pacifica Community Center The following rental charges shall apply for the use of recreational buildings or portions thereof. Rates are per hour and shall not be prorated for part of an hour. If additional City personnel are needed to assist with rental, the additional amount will be actual cost of salary, plus administrative charges.

Community Picnic Areas
Frontierland Park – Small Group Picnic Area $79.00 $75.00 Frontierland Park – Large Group Picnic Area $262.00 $250.00 Fairmont/Oddstad Park $105.00 $100.00
4th of July - info/craft booth $52.00 $50.00
4th of July - food booth $68.00 $65.00
Inflatable Bounce House Fee $30.00
Aquatic Classes
Evening - 8 lessons/30 min. per lesson:

Semi-Private $136.00 $130.00
Private $210.00 $200.00
Little Bobbers and Tiny Tots $76.00 $72.00
Preschool Levels I, II, III $84.00 $80.00
Learn to Swim Levels I - III $84.00 $80.00
Learn to Swim Levels IV - VI $84.00 $80.00
Daytime - (summer only):

Semi-Private $86.00 $82.00
Private $131.00 $125.00
Little Bobbers and Tiny Tots $47.00 $45.00
Preschool Levels I, II, III $52.00 $50.00
Learn to Swim Levels I - VI $52.00 $50.00
Oceana Pool Rental
Swim meets $180.00/hour $175.00/hour
PSL swim team (home team) $131.00 $125.00
Pool Party Program $180.00/hour $175.00/hour
City of Pacifica
2023-2024 Fees & Charges Master Schedule

11.a
Packet Pg. 394 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Recreation Swim, Water Aerobics, Lap Swim
Youth (17 and younger) $5.00 $5.00
Adults (18 to 59) $6.00 $6.00
Senior Citizens (60 & over) $5.00 $5.00
All Access Pass: Adults
$75/mo, $215/qrt., or
$795/yr.
$72/mo, $206/qrt., or
$792/yr.

All Access Pass: Seniors 60+
$65/mo, $185/qtr., or
$715/yr.
$65/mo, $185/qtr., or
$713/yr.

Swim Pass (20 swims) - Adults $104.00 $99.00
Swim Pass (20 swims) - Children/Senior Citizens $89.00 $85.00 Swim Pass (10 swims) - Adults $57.00 $54.00
Swim Pass (10 swims) - Children/Senior Citizens $47.00 $45.00 Water Polo Drop In $6.00 $6.00
Recreation Playground Program

Membership Fee: September thru June $288.00 $275.00
Membership Fee: July/August $288.00 $275.00
J-Teen Center/Afterschool Program
Membership Fee: September-May $367.00 $350.00
NEW -Membership Fee: January-May $262.00 $250.00
LITE (Leadership in Training Education) $79.00 $75.00
LITE Fieldtrip fees for additional weeks 26.00/week 25.00/week Special Interest Classes
For special interest classes where no fee has been charged because instructor volunteers his/her time, a $5.00 per student fee will be assessed to cover program administration costs.

Please contact 738-7381
for more information
Please contact 738-
7381 for more
information
Senior Programs
Annual membership (includes monthly newsletter and additional costs for special events) $30.00 $25.00
Replacement Membership or CaR Card $5.00
Child Care Services
Child care registration fees:

Wait list fee $26.00 $25.00
One-time, non-refundable fee per child at the time of entry into full cost program (pre-school and school age). $80/child $75/child Annual registration per child for summer program slot. Remove Fee $0 $25.00/yr per child Annual registration, non-refundable fee per child at the time of entry into program (state preschool). Remove Fee $0 $10/yr per child Late Payment per month for payment after 10th operating day. $26.00 $25.00 Late Pick-up: for pick-up after 6:01 p.m. or other designated closing time. $2.00 per minute $2.00 per minute Preschool Monthly Rates -- Per Child:

Flat rate. (includes field trips.) 7a.m. -6 p.m. $990/mo $980/mo Preschool ½ day (Ocean Shore School) $445/mo $435/mo
State Preschool ½ day (Fairmont Park & Sunset Ridge School) $660/mo $650/mo

11.a
Packet Pg. 395 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Kindergarten/School‐age School Year (September‐June) Monthly Rates Per Child
Annex Program: Before school and includes additional time during breaks and June after school ends. $295/mo $285/mo
Annex Program: Before and/or after school-School age. Includes school breaks and last two weeks in June. $585/mo $575/mo
State Sponsored Child Care Program: Before and/or after school, School-age.

Includes school breaks and last two weeks in June. $665/mo $655/mo Daily rate: drop in - school year; non-school days, 24-hours notice for space availability; additional charge for field trips and special events; both Kindergarten and School age.

Kindergarten/School-age Summer Rates (July-August) Monthly Rates Per Child
Annex Summer Program: Flat rate per month for families who are currently enrolled in the year-round program, includes field trips. $595/mo $585/mo Annex Summer Program: 4 week Summer School / Thinkbridge 1/2 day program.

Non-operational in FY
2023-24
Non-operational in FY
2022-23
State Sponsored Child Care Summer Program: Flat rate per month for families includes field trips. $800/mo $800/mo
Drop-in: per blocks of 10 days: 24 hour advance notice for space available or each day used; field trips & special events are extra.

Non-operational in FY
2023-24
Non-operational in FY
2021-22
Field trip charge per child, per event, drop-ins. $16.00 $15.00 Beach Parking
Annual Beach Parking Pass $76.00 $72.00
Daily Parking
0 - 4 hours $7.00 $ 7.00
5 - 8 hours $9.00 $ 9.00
Pacifica Beach Resource Parking Pass (annual) $26.00 $ 25.00 *eligibility - income is 80% or less of the median income level (of where they reside in California) determined by the Pacifica Resource Center Beach Use (not including surf events): Contest/beach event - (small beach events with 50 or fewer participants and spectators). Fees based on city staff time required for general review, administrative duties and approval. $210/day/event $200/day/event

11.a
Packet Pg. 396 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Surf Events/Skatepark Events - (security/cleaning deposit required) Whole skatepark contest
$370/day plus cleaning
deposit of $251
$350/day plus cleaning
deposit of $251
Half day skatepark
$225/day plus cleaning
deposit of $125
$200/day plus cleaning
deposit of $125
Surf event for local surf clubs, local businesses and non-profit groups. $370 per day $350 per day Out of town and commercial groups per surf contest/event with. Maximum participants are 150. An event with vendors, demonstrations, major sponsors, expo-like environment, fees based on city staff time required for general review, administrative duties and approval, as well as impact on public works department and police department.
$800 per day
(Additional fees MAY be
determined based on
impact on the area and
staff FOR ALL EVENTS.)
$650 per day
(Additional fees MAY
be determined based
on impact on the area
and staff FOR ALL
EVENTS.)
Skate Park Camp Fee $100 per hour
Surf Camps
Small Camp (maximum 12 students) & Large Camp (maximum 25 students) for a facility use permit per year, covers all camps in a calendar year. Camp operators must have a Pacifica business license, insurance and adhere to Parks, Beaches and Recreation surf camp requirements. Rates change each January.

Small Camp $1,175.00 $1,120.00
Large Camp $1,406.00 $1,340.00
Community Access Partner Permit/Non-profit (25 students) $200.00 *pending Coastal Commission approval
Film/Photo Shoots
Student/amateur rate/non-profit; Students must show current student ID and non-profits must submit non-profit status letter. $100 per day $100 per day Commercial filming (less than 3 support vehicles) $600 per day $600 per day Major commercial filming. (Additional fees may be determined based on vehicles/additional staff time/impact on area.) $1200 per day $900 per day Weddings/Ceremonies/Races on Beaches, Pier, Trails or in Parks 99 or fewer participants $250 per day $250 per day
100 or more participants (maximum 150) $350 per day $350 per day Recreation Trail Use $175.00 per day/event $150.00 per day/event Community Center Rentals - Weekdays (per hour)
Pacifica Community Center Rental
All rates are hourly. Warming Kitchen ($100.00 flat fee with rental of Auditorium) and additional rooms may be added for an additional fee.

Weekend rates begin Friday after 1:30pm through Sunday.

Please contact 738-7381
for more information
Please contact 738-
7381 for more
information
Resident - Weekdays
Auditorium $63.00 $60.00
Dance Studio $47.00 $45.00
Card Room $42.00 $40.00
Portola Room $42.00 $40.00
Craft Room $37.00 $35.00
Ceramics Room $21.00 $20.00
Game Room $21.00 $20.00
Art Gallery $21.00 $20.00
Meeting Room $21.00 $20.00

11.a
Packet Pg. 397 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Non-Resident - Weekdays
Auditorium $105.00 $100.00
Dance Studio $63.00 $60.00
Card Room $47.00 $45.00
Portola Room $47.00 $45.00
Craft Room $42.00 $40.00
Ceramics Room $26.00 $25.00
Game Room $26.00 $25.00
Art Gallery $26.00 $25.00
Meeting Room $26.00 $25.00
Non-Profit - Weekdays
Auditorium $37.00 $35.00
Dance Studio $26.00 $25.00
Card Room $21.00 $20.00
Portola Room $21.00 $20.00
Craft Room $16.00 $15.00
Ceramics Room $16.00 15.00
Game Room $16.00 $15.00
Art Gallery $16.00 $15.00
Meeting Room $16.00 $15.00
Commercial - Weekdays - provided no items are sold
Auditorium $131.00 $125.00
Dance Studio $89.00 $85.00
Card Room $52.00 $50.00
Portola Room $52.00 $50.00
Craft Room $47.00 $45.00
Ceramics Room $31.00 $30.00
Game Room $31.00 $30.00
Art Gallery $31.00 $30.00
Meeting Room $31.00 $30.00
Community Center Rentals - Weekends (per hour)
Resident - Weekends
Entire Building $220.00 $210.00
Auditorium $105.00 $100.00
Dance Studio $84.00 $80.00
Card Room $79.00 $75.00
Portola Room $79.00 $75.00
Craft Room $68.00 $65.00
Ceramics Room $52.00 $50.00
Game Room $52.00 $50.00
Art Gallery $52.00 $50.00
Meeting Room $52.00 $50.00

11.a
Packet Pg. 398 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Non-Resident - Weekends
Entire Building $278.00 $265.00
Auditorium $157.00 $150.00
Dance Studio $115.00 $110.00
Card Room $84.00 $80.00
Portola Room $84.00 $80.00
Craft Room $73.00 $70.00
Ceramics Room $58.00 $55.00
Game Room $58.00 $55.00
Art Gallery $58.00 $55.00
Meeting Room $58.00 $55.00
Non-Profit
Entire Building $205.00 $195.00
Auditorium $79.00 $75.00
Dance Studio $63.00 $60.00
Card Room $58.00 $55.00
Portola Room $58.00 $55.00
Craft Room $47.00 $45.00
Ceramics Room $47.00 $45.00
Game Room $47.00 $45.00
Art Gallery $47.00 $45.00
Meeting Room $47.00 $45.00
Commercial - Weekends - provided no items are sold
Entire Building $288.00 $275.00
Auditorium $178.00 $170.00
Dance Studio $126.00 $120.00
Card Room $84.00 $80.00
Portola Room $84.00 $80.00
Craft Room $79.00 $75.00
Ceramics Room $58.00 $55.00
Game Room $58.00 $55.00
Art Gallery $58.00 $55.00
Meeting Room $58.00 $55.00
Philanthropic/City-Sponsor
Philanthropic, non-profit events that financially benefit the City by a minimum of $10,000. Rental charges for the event shall be waived for the usage of the Community Center. Organization will be responsible for any additional cost pertaining to janitorial or garbage. Building attendant will be provided. Organization will be responsible for obtaining and paying for any insurance or permits required for event. Event must be presented to the PB&R Director (or designee) and approved by City Manager (or designee).

11.a
Packet Pg. 399 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Fee Description
Proposed
2023-2024
Adopted
2022-2023
POLICE
False Alarms
First Response No Charge No Charge
Second through fifth responses $160.00 $153.00
Six or more responses $250.00 $238.00
False Alarms without permit
First Response No Charge No Charge
Second through fifth responses $250.00 $238.00
Six or more responses $250.00 $238.00
Photograph (digital)
Disc of photos $87.00 $83.00
Audio/Video Request
Audio/Video Request $101.00 $96.00
Audio/Video Request with Redaction Required (per hour) $189.00 $180.00 Arcade Permit
Annual Renewal Fee $64.00 $61.00
Application Fee $38.00 $36.00
Block Party Permits $65.00 $62.00
Masseur/Masseuse
New -Non State Certified (Non-Practicioner) $424.00 $404.00 Non-State Certified Live Scan (Plus DOJ & FBI Fee) $34.00 $32.00 New - State Certified (Owner-Practicioner) $65.00 $62.00 Renewal $33.00 $31.00
Amendment to City Registration Certificate $33.00 $31.00 Administrative Fee for Firearms (Per Penal Code 12021.3Jl) For release to owner $430.00 $410.00
Taxi Cab Operation
Permit / Background Investigation $165.00 $157.00
Taxi Cab Permit Live Scan (Plus DOJ & FBI Fee) $34.00 $32.00 Vehicle Inspection $127.00 $121.00
City of Pacifica
2023-2024 Fees & Charges Master Schedule

11.a
Packet Pg. 400 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) General
Case Reports (Per Public Records Act) No Charge No Charge Good conduct letter for Visa (record review) $68.00 $65.00 Bingo Permit: New $38.00 $36.00
Bingo Permit: Annual Renewal Fee $38.00 $36.00
Second Hand Dealers $166.00 $158.00
Tow Service Contract $252.00 $240.00
Tow Driver Live Scan (Plus DOJ & FBI Fee) $34.00 $32.00 Alarm Permit $106.00 $101.00
Alarm Permit Renewal $56.00 $53.00
Subpoena Deuces Tecum for Records (1563(b)(6) CA
Evidence Code $17.00 $16.00
Fortune Telling $73.00 $70.00
Private Property abatement $281.00 $268.00
Vehicle Release Administrative Costs (all but victims) $170.00 $162.00 Franchise Tow Fee $50.00 $50.00
General Research (per hour) $100.00 $95.00
Storage of Property (Per Civil Code 2080.1(b) 1.00/Per Day 1.00/Per Day Tobacco Retailer License $97.00 $92.00
Ink Roll Fingerprinting $31.00 $30.00
Live Scan Fingerprinting $31.00 $30.00
San Mateo County Booking Fee
Based on Current
County Fee
Based on Current
County Fee
DUI with Incident
Cost of hours and
car
Cost of hours and
car
Tape Transaction Cost of Outside Service
Cost of Outside
Service
Cost of Outside
Service
Dance Permit $63.00 $60.00
Repossession Fee (Per G.C. 26751) $16.00 $15.00
Temporary Recreational Vehicle Loading/Unloading Permit $16.00 $15.00

11.a
Packet Pg. 401 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Municipal Code Violations
4-10.118(a)(5) Parked in Unmarked Parking $43.00 $43.00 4-10.304(a) Parking w/o Valid Permit $43.00 $43.00
4-10.304(a) Parking w/o Valid Permit (Pacifica State Beach) $50.00 $50.00 4-7.1101(a) Parked in Posted No Parking Zone $43.00 $43.00 4-7.1102(a) Making Repairs on Roadway $43.00 $43.00
4-7.1104(b) Parking Where Prohibited $43.00 $43.00
4-7.1106(b) No Parking on Narrow Street-Where Posted $43.00 $43.00 4-7.1108(b) Parking in Violation of Temporary No parking Sign $43.00 $43.00
4-7.1109(a) Parked the Wrong Way on One-Way Street $43.00 $43.00 4-7.1109(b) Parked the Wrong Way on Divided Highway $43.00 $43.00 4-7.1110(b) Improper Angle-Marked Angle Parking (Not
within Marks) $43.00 $43.00
4-7.1111 Failed to Curb Wheel – 3% Grade $43.00 $43.00
4-7.1112 Trailer Parked over 12 Hours $78.00 $78.00
4-7.1113(a) Selling from Vehicle without Permit $43.00 $43.00 4-7.1114(b) Occupied Motorhome on Public Property $53.00 $53.00 4-7.1201 Parked in Excess of Posted Limit $43.00 $43.00 4-7.1203(2) Restricted parking (Council Chambers) $43.00 $43.00 4-7.1204(c) Unlawful Parking of Oversized Vehicle $78.00 $78.00 4-7.1302(b) Red Curb $43.00 $43.00
4-7.1306(d) No Stopping/Standing/Parking in Bus Zone $43.00 $43.00 4-7.1403 Operate vehicle on Fassler/Sharp Park Rd. with Weight over 14,000 GVWR $43.00 $43.00
4-7.1404 Parking Commercial Vehicle in Commercial Area
(0200-0600) 10,000 GVWR $78.00 $78.00
5-1.13 Abandon Vehicle $203.00 $203.00
5-2.03(a) Vehicle Parked over 72 Hours $43.00 $43.00
5-13.03 Operate Vehicle - Private Property without written Permission $53.00 $53.00
5-18.03 Operate/Park/Stand Vehicle Off Road (Beach Area) $53.00 $53.00 9-4.2808(a) Parking on Residential Property (other than driveway) $43.00 $43.00
9-4.2809(a) Parking Commercial in Residential Area Anytime (10,000 GVWR) $78.00 $78.00
9-4.2809(b) No Parking in Vacant Lot $43.00 $43.00
9-4.2809(e) Parking on Commercial Property. Not in
Conjunction with Business $78.00 $78.00
9-4.2801(a) Repairing Vehicle on Vacant Lot $43.00 $43.00

11.a
Packet Pg. 402 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Administrative Violations

4.3.202(a) Sale, Use, or Discharge of dangerous Fireworks $1,000.00 $1,000.00 4-3.202(b) Possession of 25 pounds or less of dangerous fireworks* $1,000.00 $1,000.00
4-3.203(a) Discharge of "safe and sane" fireworks during prohibited hours $200.00 $200.00
Second Offense $400.00 $400.00
Third Offense $1,000.00 $1,000.00
4-3.203(b) Discharge of "safe and sane" fireworks at
prohibited location $200.00 $200.00
Second Offense $400.00 $400.00
Third Offense $1,000.00 $1,000.00
4-3.203(c) Prohibited discharge of "safe and sane" by minors (under 18 years of age) $200.00 $200.00
Second Offense $400.00 $400.00
Third Offense $1,000.00 $1,000.00

4.3204(a) Sale of "safe and sane" fireworks without a valid permit $200.00 $200.00
Second Offense $400.00 $400.00
Third Offense $1,000.00 $1,000.00
4-3.204(b) Sale of "safe and sane" fireworks outside of approved stand $200.00 $200.00
Second Offense $400.00 $400.00
Third Offense $1,000.00 $1,000.00
4-3.204(c) Sales of "safe and safe" fireworks duirng
prohibited hours $200.00 $200.00
Second Offense $400.00 $400.00
Third Offense $100.00 $1,000.00
4-3.204(d) Sales of "safe and sane" fireworks to minors $200.00 $200.00 Second Offense $400.00 $400.00
Third Offense $1,000.00 $1,000.00
4-3.209 (a) Adult responsible for minor strictly liable for dangerous fireworks violation $1,000.00 $1,000.00
4-3.209(a) Adult responsible for minor strictly liable for "safe and sane" fireworks violation $200.00 $200.00
Second Offense $400.00 $400.00
Third Offense $1,000.00 $1,000.00

11.a
Packet Pg. 403 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) 4-3.209(b) Social Host strictly liable for dangerous fireworks violation $1,000.00 $1,000.00
*In addition to the fine, the citee shall be assessed and shall be liable for the payment of the actual costs associated with the collection, transportation, and disposal of any seized fireworks.
5-28.04(b) Social Host-allow minor to be in possession, consume or served alcohol, alcoholic beverage, cannabis, or controlled substance at any gathering.** $1,000.00 $1,000.00 5-28.05 Allow a loud or unruly gathering after a first
response warning has been issued** $500.00 $500.00
Second Offense** $750.00 $750.00
Third Offense** $1,000.00 $1,000.00
Cannabis Public Safety License Fee - Phase 1 (Plus
Background Fee) $425.00 $425.00
Cannabis Public Safety License Fee - Phase 2 $787.00 $750.00 Cannabis Operation - Employee Background : Live Scan (Plus DOJ & FBI Fee) $31.00 $30.00
Cannabis Operation- Owner/Operator Background: Live
Scan (Plus DOJ & FBI Fee) and Consultant
Background Fee (Payable to City Consultant) $346.00 $330.00 Cannabis Public Safety License Fee - Yearly License Renewal $24,732.00 $23,577.00

11.a
Packet Pg. 404 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Fee Description
Proposed
2023-2024
Adopted
2022-2023

PLANNING
Planning Division
Planning / Engineering Hourly Rate $250.00 $238.00

All development applications shall require a deposit based on estimated number of staff hours to process an application (including materials, postage, etc.). The deposit will be expended during application processing according to the adopted hourly rate, billed at each quarter hour. Additional funds may be requested if necessary. Remaining deposit will be returned at project completion.

Deposit based on estimated
number of staff hours.

Deposit based on
estimated number of staff
hours.

City Attorney's Review of Projects and Permits - If necessary, an additional deposit amount will be required for City Attorney review of projects.

Deposit based on estimated
number of attorney hours.

Hourly cost of Contract
Attorney
Deposit based on
estimated number of
attorney hours. Hourly
cost of Contract Attorney
Study Sessions - payment of deposit and staff hourly rate as stipulated above.

Payment of deposit and staff
hourly rate as stipulated
above
Payment of deposit and
staff hourly rate as
stipulated above
Request for extension of Development Application permits $750.00 $713.00 Applicant shall pay CEQA document filling fees adopted by the San Mateo County Clerk and California Department of Fish and Wildlife. These fees are pass through to other agencies and amounts are not controlled by the City of Pacifica. See Planning Division staff for current fee schedules or visit
https://www.wildlife.ca.gov/Conservation/CEQA/Fees
Fees as adopted by State of
California and San Mateo
County Clerk.

Fees as adopted by State
of California and San
Mateo County Clerk.

Specialized Planning Services inc. Environmental Document Preparation with Supporting Technical Studies
Applicant shall pay full consultant cost. Full Contract amount Full Contract amount General Planning Fees
General Research Fee
$250.00/hr, plus actual
material cost
$238.00/hr, plus actual
material cost
Business License request for zoning consistency (half-hourly rate) $125.00 (half hour of staff
time)
New fee required if License is
denied and resubmitted
$119.00 (per half hour of
work)
New fee required if
License is denied and
resubmitted
Home Occupation Permits $125.00 $119.00
City of Pacifica
2023-2024 Fees & Charges Master Schedule

11.a
Packet Pg. 405 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Tree Permit (removal, encroachment, or substantially trim) not associated with a building permit; hourly rate (PMC Title 4, Chapter 12)
$1,000.00 N/A
Tree Permit (removal, encroachment, or substantially trim) associated with a building permit application; hourly rate $250.00 $238.00 Tree Permit Appeal Fee $577.00 $426.00
Other Administrative Permits; hourly rate plus actual material cost. $250.00/hr $238.00/hr
Appeal of Planning Director/Zoning Adminstrator administrative approvals and zoning interpretations $577.00 N/A
General Plan maintenance fee
See Building Division section
of schedule
See Building Division
section of schedule
Review of Building Permit (hourly rate) $250.00/hr $238.00/hr Zoning verification letter $125.00 $119.00
Biennial Wireless Communications Facility Certification (PMC 9-

4.2608(a)(7) $250.00/hr $238.00/hr
Banner /Temporary Signage Requests (private property) $125.00 $119.00 Requests for Public Necessity and Convenience Determinations for ABC License $250.00 $238.00
Special Events on Private Property $250.00 $238.00
Pumpkin /X-Mas Tree Lots
$750.00, plus $500
refundable deposit
$714.00, plus $500
refundable deposit
Requests for Address Assignment/Change $250.00 $238.00
Growth Management Allocations pursuant to PMC Title 9,
Chapter 5 $250.00 $238.00
Mobile Home Fair Return Adjustment Requests
Deposits and payment of
actual costs based on
estimated number of staff
hours, Hearing Officer costs,
and City Attorney costs.

Deposits and payment of
actual costs based on
estimated number of staff
hours, Hearing Officer
costs, and City Attorney
costs.

General
Planning Agenda Packets, Planning Related Documents, and oversized plan sets Actual Cost of Reproduction
Actual Cost of
Reproduction
Code Books or Other Technical Manuals
Publisher's Cost + 10%
Handling Fee
Publisher's Cost + 10%
Handling Fee
Building Division
Building Permit Fee (Based on Dollar Valuation)**
$1.00 to $500 $71.00 $67.00
$501 to $2,000
$71.00 for first $500 plus
$4.00 for each additional
$100 or fraction thereof.
$67.00 for first $500 plus
$4.00 for each additional
$100 or fraction thereof.
$2,001 to $25,000
$131.00 for first $2,000 plus
$19.00 for each additional
$1,000 or fraction thereof.
$135.00 for first $2,000
plus $19.00 for each
additional $1,000 or
fraction thereof.

11.a
Packet Pg. 406 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) $25,001 to $50,000
$568.00 for first $25,000 plus
$17.00 for each additional
$1,000 or fraction thereof.
$591.00 for first $25,000
plus $17.00 for each
additional $1,000 or
fraction thereof.
$50,001 to $100,000
$993.00 for first $50,000 plus
$9.00 for each additional
$1,000 or fraction thereof.
$1,054.00 for first
$50,000 plus $9.00 for
each additional $1,000 or
fraction thereof.
$100,001 to $500,000
$1,443.00 for first $100,000
plus $8.00 for each additional
$1,000 or fraction thereof.
$1,109.00 for first
$100,000 plus $8.00 for
each additional $1,000 or
fraction thereof.
$500,001 to $1,000,00
$4,643.00 for first $500,000
plus $6.00 for each additional
$1,000 or fraction thereof.
$5,095.00 for first
$500,000 plus $6.00 for
each additional $1,000 or
fraction thereof.
$1,000,000 and above
$7,643.00 for first $1,000,000
plus $5.00 for each additional
$1,000 or fraction thereof.
$8,303.00 for first
$1,000,000 plus $5.00 for
each additional $1,000 or
fraction thereof.
** Building Valuation Data is published by the ICC. Construction cost valuation is adjusted by the Building Cost Index (BCI) in the San Francisco Bay Area, published in the Engineering News Record (ENR) by McGraw-Hill Publishing Company.

Plan Check and Other Building Permit and Inspection Fees Plan Check fee 65% of Permit Fee 65% of Permit Fee
Building Standards Administrative Fee
$1– 25,000 valuation = $1 fee
$25,001 – 50,000 valuation = $2 fee
$50,001 – 75,000 valuation = $3 fee
$75,001 – 100,000 valuation = $4 fee
Every $25,000 or fraction thereof above $100,000 Add $1 Fees shall be calculated at a
rate of $4 per $100,000 of
permit valuation, but not less
than one dollar, with
appropriate fractions thereof,
as shown to the left.

Fees shall be calculated at
a rate of $4 per $100,000
of permit valuation, but
not less than one dollar,
with appropriate fractions
thereof, as shown to the
left.

Education Fee $2 per permit $2 per permit
General Plan Maintenance 0.252% of construction value

0.05% of construction
value
Archive Fee
$15 plus one dollar per plan
page for sheets larger than
11x17
$15 plus one dollar per
plan page for sheets
larger than 11x17
Certified Assess Specialist Consultation Fee
Actual Consultant Cost + 10%
Administrative Fee
Actual Consultant Cost +
10% Administrative Fee
Hourly plan check fee - Planning, Engineering, Wastewater, etc. $250.00 $238.00 Swimming Pools and Spas
Building Permit fee based on
contract valuation. All other
applicable fees apply
Building Permit fee based
on contract valuation. All
other applicable fees
apply

11.a
Packet Pg. 407 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Inspections outside normal business hours
For contracted positions, fee
is actual consultant cost. For
in-house City employee
positions, fee is time and a
half, two hour minimum
For contracted positions,
fee is actual consultant
cost. For in-house City
employee positions, fee is
time and a half, two hour
minimum
Grading Permits Actual Time and Materials Actual Time and Materials Changes to existing permits
Hourly plan review fees based
on rates for all Departments
required to review revised
permit. Additional Building
Permit fees may apply if
valuation is affected by
modification.

Hourly plan review fees
based on rates for all
Departments required to
review revised permit.

Additional Building Permit
fees may apply if
valuation is affected by
modification.

Inspection Fee. Hourly rate with a minimum 30 minutes.

For contracted positions, fee
is actual consultant cost. For
in-house City employee
positions, fee is time and a
half, two hour minimum
For contracted positions,
fee is actual consultant
cost. For in-house City
employee positions, fee is
time and a half, two hour
minimum
Building without Permit Double Building Permit Fee
Double Building Permit
Fee
See Engineering for other encroachment, plan check, drainage fee, and other applicable fees
Solar Photovoltaic System, pursuant to Government Code
Section 66015
Residential
$250 flat fee, plus $15 per
kilowatt (kw) above 15 kw.

State required SMIP and
Building Standards Fee based
on valuation will be applied.
$220 flat fee, plus $15 per
kilowatt (kw) above 15
kw. State required SMIP
and Building Standards
Fee based on valuation
will be applied.

Commercial
$375 flat fee up to 50 kw,
plus $7 per kw between 51-
250 kw and plus $5 per kw
above 250kw. State required
SMIP and Building Standards
Fee based on valuation will
be applied.
$387 flat fee up to 50 kw,
plus $7 per kw between
51-250 kw and plus $5 per
kw above 250kw. State
required SMIP and
Building Standards Fee
based on valuation will be
applied.

11.a
Packet Pg. 408 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Solar Thermal System, pursuant to Government Code Section 66015 Residential
$250 flat fee, plus $15 per kilowatt
thermal (kwth) above 10 kwth.

State required SMIP and Building
Standards Fee based on valuation
will be applied. N/A
Commercial
$375 flat fee up to 30 kwth, plus
$7 per kwth between 31-260 kwth
and plus $5 per kw above
260kwth. State required SMIP and
Building Standards Fee based on
valuation will be applied. N/A
Strong-Motion Instrumentation Program (SMIP) Fees pursuant to California Codes, Public Resources Code Section 2700-2709.1 SMIP (All other structures) 0.00028 times valuation 0.00028 times valuation SMIP (Residential up to three stories) 0.00013 times valuation 0.00013 times valuation Electrical Permit Fees
Private Swimming Pools $83.00 $79.00
Nonresidential Appliances; cost for each $7.00 $7.00
Temporary Power Service; cost for each $42.00 $40.00
(N) Residential Bldg.; cost per square foot $0.13 $0.12 Electrical Services (<=200 AMP); cost for each $52.00 $50.00 Electrical Services (<200 to 1000 AMP); cost for each $107.00 $102.00 Electrical Services (<1000 AMP); cost for each $215.00 $205.00 Residential Appliances; cost for each $7.00 $7.00
(N) Multi-Family Bldg.; cost per square foot $0.12 $0.11 Signs, Outline Lighting and Marquees; cost for each $29.00 $28.00 Misc. Apparatus, Conduits and Conductors; cost for each $33.00 $31.00 Light Fixtures (First 20 fixtures); cost for each $1.00 $1.00 Light Fixtures (Additional fixtures); cost for each $1.00 $1.00 Power Apparatus (Up to and including 1) $7.00 $7.00
Power Apparatus (Over 1 and not over 10) $21.00 $20.00
Power Apparatus (Over 10 and not over 50) $43.00 $41.00 Power Apparatus (Over 50 and not over 100) $86.00 $82.00 Power Apparatus (Over 100) $129.00 $123.00
Receptacles, Switch & Light Outlets (First 20 fixtures); cost for each $1.00 $1.00
Receptacles, Switch & Light Outlets (Additional fixtures) $1.00 $1.00 Electrical Permit Issuance; cost for each $43.00 $41.00 Electrical Permit Issuance (Special Cases) $16.00 $15.00

11.a
Packet Pg. 409 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Mechanical Permit Fees $0.00
Furnace (<=100k BTU) $28.00 $27.00
Furnace (>100k to 500k BTU) $37.00 $35.00
Appliance Vents $15.00 $14.00
Boilers, Compressors, and Absorption Systems (<=3hp or 100k BTU) $26.00 $25.00
Boilers, Compressors, and Absorption Systems (<=15hp or 500k BTU) $50.00 $48.00
Boilers, Compressors, and Absorption Systems (<=30hp or 1000k BTU) $69.00 $66.00
Boilers, Compressors, and Absorption Systems (<=50hp or 1750k BTU) $101.00 $96.00
Boilers, Compressors, and Absorption Systems (>=50hp or 17500k BTU) $101.00 $96.00
Hood $21.00 $20.00
Air Handlers (<=10k CFM) $21.00 $20.00
Air Handlers (>10k CFM) $35.00 $33.00
Evaporative Cooler $21.00 $20.00
Vent Fan (Single Duct) $15.00 $14.00
Vent System $21.00 $20.00
Incinerators (Residential) $21.00 $20.00
Incinerators (Comm) $21.00 $20.00
Miscellaneous Mechanical $21.00 $20.00
Mechanical Permit Issuance $43.00 $41.00
Mechanical Permit Issuance (Special Cases) $16.00 $15.00 Plumbing Permit Fees
Fixtures & Vents; $15.00 $14.00
Fixtures & Vents (Repair/Alteration) $15.00 $14.00
Cesspool $19.00 $18.00
Sewage Disposal System $73.00 $70.00
Grease Interceptors $13.00 $12.00
Rainwater systems $19.00 $18.00
Water Piping $19.00 $18.00
Water heater $19.00 $18.00
Public Spa $112.00 $107.00
Gas Piping $9.00 $9.00
Public Pool $170.00 $162.00
Private Pool $112.00 $107.00
Private Spa $112.00 $107.00
Sewer $28.00 $27.00
Backflow $19.00 $18.00
Backflow device over 2" $19.00 $18.00
Miscellaneous Plumbing $19.00 $18.00

11.a
Packet Pg. 410 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Plumbing Permit Issuance; cost for issuing each permit. $43.00 $41.00 Plumbing Permit Issuance (Special Cases). For issuing each supplemental permit for which the original permit has not expired, been cancelled or finalized. $16.00 $15.00
New Construction Development Impact Fees (calculated by Public Works, Engineering Division)
In-Lieu Park Dedication Fee (PMC 10-1.803 and 8-19.02)
Contact Engineering Division for fee calculation
Oceana/Manor/Palmetto Mitigation Fee (PMC8-18.04)
Contact Engineering Division for fee calculation
See Engineering Section for other encroachment, plan check, drainage fee, and other applicable fees
Capital Improvement Fee
As required by Pacifica
Municipal Code Title 7,
Chapter 4.

As required by Pacifica
Municipal Code Title 7,
Chapter 4.

Sewer Connection, Inspection, and Plan Check Fees

Plant Section of Master Fee
Schedule

Treatment Plant Section
of Master Fee Schedule
Code Enforcement
Administrative Citations (PMC1-6.06)
First Violation $100.00 $100.00
Second Violation $200.00 $200.00
Third Violation $500.00 $500.00
Misdemeanor Citation $1,000.00 $1,000.00
Late Fees - Failure to pay a civil fine within 10 calendar days of citation issuance, or within 10 calendar days following decision on an appeal to uphold the citation when a hardship waiver has been granted for the appeal hearing shall result in the following late charge.
50% of fine, plus full fine
amount
50% of fine, plus full fine
amount
Public Nuisance Abatement Assessment
Actual abatement cost - 100%
to property owner plus 10%
administrative fee
Actual abatement cost -
100% to property owner
plus 10% administrative
fee

11.a
Packet Pg. 411 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Fee Description
Proposed
2023-2024
Adopted
2022-2023

PUBLIC WORKS
Encroachment permits and inspection; hourly charge rate basis $250.00 $238.00
Sidewalk repair and street openings by private contractor; hourly charge rate basis $250.00 $238.00
Penalties
Unpermitted construction work
Double Engineering Permit
Cost
Double Engineering Permit
Cost
Publication vending machine permit $540.00 $515.00
City Maps 24" x 36'
Printed: 24" x 36" or larger; $3/sq ft - black; $4/sq ft - color Per Square Foot Fee Per Square Foot Fee Electronic Copy on CD $17.00 $16.00
Electronic Copy on USB Portable Thumb Drive $51/4MB Drive $51/4MB Drive Photocopies Per page Fee Per page Fee
8 1/2" x 11"; black (per page) $0.25 $0.25
8 1/2" x 11"; color (per page) $1.00 $1.00
8 1/2" x 14"; black (per page) $0.50 $0.50
8 1/2" x 14"; color (per page) $1.50 $1.50
11" x 17"; black (per page) $1.00 $1.00
11" x 17"; color (per page) $2.00 $2.00
Photocopies - Large Format Per Sq. Ft. Per Sq. Ft.
24" x 36" or larger; black (per Square Foot Fee) $3.00 $3.00 24" x 36" or larger; color (per Square Foot Fee) $4.00 $4.00 Engineering Standard Drawing
Picked up Per page fee Per page fee
Mailed (Regular mail -Series 100) Per page fee + Mailing Per page fee + Mailing Mailed (Regular mail -Series 200) Per page fee + Mailing Per page fee + Mailing Mailed (Regular mail -Series 300) Per page fee + Mailing Per page fee + Mailing Street Excavation Handbook $40.00 $38.00
City of Pacifica
2023-2024 Fees & Charges Master Schedule

11.a
Packet Pg. 412 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) General
General Engineering Development Application Reviews; hourly charge $250.00 $238.00 Residential and non-residential public improvement plan checking and inspection; hourly charge $250.00 $238.00
Final Subdivision Map Checking. Staff may require an initial deposit equivalent to 10 hours minimum. All costs for contract or consultant services including legal shall be charged separately to the applicant as additional cost and may require additional deposit. 10 hours minimum and contract or consultant services including legal shall be charged separately to the applicant as additional cost. Total $5,000 initial deposit.
$5,000 initial deposit;
charged at the rate of
$250/hour and for Contract
or consultant services
$5,000 initial deposit;
charged at the rate of
$238/hour and for Contract
or consultant services
Certificate of Compliance, notices of violation, property mergers, parcel map waivers, minor boundary line adjustments, reversions to acreage, and parcel map checking; hourly charge. Staff may require an initial deposit equivalent to 10 hours minimum and contract or consultant services including legal shall be charged separately to the applicant as additional cost. Total $5,000 initial deposit. Applicant shall pay full consultant services cost plus 10% of contract amount for administration $5,000 initial deposit;
charged at the rate of
$250/hour and for Contract
or consultant services
$5,000 initial deposit;
charged at the rate of
$238/hour and for Contract
or consultant services
Street/curb openings by utilities; hourly charge $250.00 $238.00 Subdivision Improvement Plan check and construction inspection, hourly charge. Staff may require an initial deposit equivalent to 10 hours minimum and contract or consultant services including legal shall be charged separately to the applicant as additional cost. Total $5,000 initial deposit. Applicant shall pay full consultant services cost plus 10% of contract amount for administration
$5,000 initial deposit;
charged at the rate of
$250/hour and for Contract
or consultant services
$5,000 initial deposit;
charged at the rate of
$238/hour and for Contract
or consultant services
Subdivision Improvement Plan check and construction inspection, hourly charge. Staff may require an initial deposit equivalent to 10 hours minimum. All costs for contract or consultant services shall be charged separately to the applicant as additional cost and may require additional deposit. Applicant shall pay full consultant services cost plus 10% of contract amount for administration
$2,226 initial deposit;
charged at the rate of
$250/hour
$2,226 initial deposit;
charged at the rate of
$238/hour
Applicant shall pay full consultant services cost plus 10% of contract amount for administration
Contract amount plus 10%
admin fee
Contract amount plus 10%
admin fee
Barricade Rentals for Block Party (8 Barricades Minimum) $2/Barricade +$50 deposit $2/Barricade +$50 deposit Surface Mining and Reclamation Annual Inspection Fee; hourly charge $250.00 $238.00 Surface Mining Violation (found during inspection)
Paint Driveway Curb Tips $250.00 $238.00

11.a
Packet Pg. 413 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Pollution Prevention Inspection Fee, Hourly charge, Per Municipal Code Sec. 6-12.301 $250.00 $238.00
New Construction Development Impact Fees
Highway 1 Improvement Fee (PMC 8-15.04)
As required by Pacifica
Municipal Code PMC 8-15.04
As required by Pacifica
Municipal Code PMC 8-

15.04 Contact Engineering Division for fee calculation
In-Lieu Park Dedication Fee (PMC 10-1.803 and 8-19.02)
As required by Pacifica
Municipal Code PMC 10-

1.803 and 8-19.02, and
updated by Ordinance 878-
C.S., adopted May 9, 2022.

As required by Pacifica
Municipal Code PMC 10-

1.803 and 8-19.02, and
updated by Ordinance 878-
C.S., adopted May 9, 2022.

Contact Engineering Division for fee calculation
Oceana/Manor/Palmetto Mitigation Fee (PMC8-18.04) As required by Pacifica Municipal Code PMC8-18.04
As required by Pacifica
Municipal Code PMC8-18.04
Contact Engineering Division for fee calculation
Capital Improvement Fee
As required by Pacifica
Municipal Code Title 7,
Chapter 4.

As required by Pacifica
Municipal Code Title 7,
Chapter 4.

Contact Building Department for fee calculation
Subdivision Drainage Fee (PMC 7-4.101)
As required by Pacifica
Municipal Code PMC 7-4.101
As required by Pacifica
Municipal Code PMC 7-

4.101
Contact Engineering Division for fee calculation
Rockaway Beach Specific Plan Parking In‐Lieu Fee (PMC 3‐13.02(d)(6), Updated by Resolution 22‐2020) $45,628.00 $43,497.00
Per Parking Space. (Fee adjusted each year based on CCI as of July 1st as required by Pacifica Municipal Code PMC 7-4.02.)
Sharp Park Specific Plan Parking In‐Lieu Fee (Established by Resolution 25‐2020) $45,628.00 $43,497.00
Per Parking Space. (Fee adjusted each year based on CCI as of July 1st as required by Pacifica Municipal Code PMC 7-4.02.)

11.a
Packet Pg. 414 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Utility Pavement Cut Fee*
Adopted 2022-2023 Unit
Cost Cut Area (Percent
Section Area)
<10% of Section Area
<10 years $2.50
≥10 years $1.50
<10 years $1.50
≥10 years $1.00
*Proposed 2023-2024 Unit Cost Cut Area as required by Pacifica Municipal Code PMC 7-2.214
Construction Vehicle Impact Fee
Per Square Foot
Residential Unit / MultiFamily FeeResidential Unit / MultiFamily Fee $1.25/ sq. ft. $1.19 / sq. ft.

Accessory Dwelling Units (ADU): Construction Vehicle Impact Fees shall not be charged for any ADU that is under 750 square feet or an ADU of any size when the ADU is being constructed at the same time, under the same permit, as a new main residential unit or an expansion of the main unit that make payment of the fees as required.

Functional Class Age Group
Arterials/Collectors
Partial or Full Credit Utility Cut Fees for Developments with Pavement Improvements: A credit my be applied against the Utility Cut Fees for completing frontage roadway paving.

Reduced Utility Cut Fees Related to Sewer Lateral Repairs Not Requiring a Lateral Compliance Certificate: A minimal fee of $500 will be charged for pavement cuts fees related to fixing a sewer lateral not requiring a Sewer Lateral Compliance Certificate.

Residential
Accessory Dwelling Units (ADU): Utility Pavment Cut Fee shall not be charged for any ADU that is under 750 square feet or an ADU of any size when the ADU is being constructed at the same time, under the same permit, as a new main residential unit or an expansion of the main unit that make payment of the fees as required.

11.a
Packet Pg. 415 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Fee Description
Proposed
2023-2024
Adopted
2022-2023

WASTEWATER TREATMENT PLANT

DEVELOPMENT CONNECTION FEES
(Account No. 34.900000.46751.0000.000)
Connection Fees (Sec. 6-11.102)
Water Meter Size Cost Cost
1" $12,391
1 1/2" $24,782
2" $39,651
3" $74,346
4" $123,910
6" $247,820
8" $369,512
Water Meter Size Cost Cost
1" $12,391 x Commercial Strength Factor
1 1/2" $24,782 x Commercial Strength Factor
2" $39,651 x Commercial Strength Factor
3" $74,346 x Commercial Strength Factor
4" $123,910 x Commercial Strength Factor
6" $247,820 x Commercial Strength Factor
8" $369,512 x Commercial Strength Factor
City of Pacifica
2023-2024 Fees & Charges Master Schedule
Commercial Units
Fee shall be increased
based on CCI as of July 1st
as required by Pacifica
Municipal Code PMC 6-

11.102 and updated by
Ord. 879-C.S., eff. June 22,
2022
Residential Units (Single, Town, Condo)
and Multi-Family Dwellings
Fee shall be increased
based on CCI as of July 1st
as required by Pacifica
Municipal Code PMC 6-

11.102 and updated by
Ord. 879-C.S., eff. June 22,
2022

11.a
Packet Pg. 416 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Cost Per DFU $652
Inspection and Plan Review Fee
Plan review and
inspection; hourly
charge rate basis
$250 $238

SEWER SERVICE CHARGES
(Account No. 18.940000.46755.0000.000)
Annual Sewer Service Charges (Sec. 6-6.401
to 6-6.408) Measurement Period March 2022 to February 2023 March 2021 to February 2022 Annual Minimum
Service Charge
$967.38 (48 Annual Units
of Water Consumption x
$20.15374)
$934.67 (48 Annual Units of Water
Consumption x $19.47221)
Annual Service Charge
Actual Annual Units of
Water Consumption x 90%
x $20.15374
Actual Annual Units of Water
Consumption x 90% x $19.47221
Commercial Annual Service Charge
Actual Annual Units of
Water Consumption x
$20.15374 x strength
factor
Actual Annual Units of Water
Consumption x $19.47221 x strength
factor
Residential 1 Gymnasium 0.9
Cleaners 1.2 Car washes 0.9
Restaurants with functioning grease traps 1.6 Laundromats 0.75 Restaurants without functioning grease traps 1.8
Any Other Business 1
**Drainage Fixture Unit Values are based on the latest Uniform Plumbing Code Table 702.1 Residential
*Strength Multiplier / Factor = 44% + (28% x (BOD + TSS)/175)

1. BOD = Biochemical Oxygen Demand

2. TSS = Total Suspended Solids
Typical Strength Multiplier/Factor
Fee shall be increased
based on CCI as of July 1st
as required by Pacifica
Municipal Code PMC 6-

11.102 and updated by
Ord. 879-C.S., eff. June 22,
2022
Cost Per ADU Total DFU x $652.16
or Calculated Value whichever is higher
Accessory Dwelling Unit "ADU"
Cost will be based on the Total Drainage Fixture Unit "DFU" as defined in the latest Uniform Plumbing Code Table 702.1
Multiply by Cost Per DFU

11.a
Packet Pg. 417 Attachment: Attachment 1- Master Fee Schedule FY23-24 Final (5377 : Public Hearing - Master Fee Schedule and Budget Study Session FY23-24) Attachment 2

GENERAL FUND
FY 2023-24

GENERAL
FUND
FY 2023-24
Adj. Base Recommended
Beginning Fund Balance 18,538,367 18,538,367
Operating Revenue 47,385,500 47,632,200
Operating Expenditures (43,715,226) (44,564,056)
Operating Transfers In 1,291,900 1,291,900
Operating Transfers Out (3,376,200) (3,376,200)
Capital Transfer Out (One-time cost) (650,000) (650,000) Structural Surplus/(Deficit) 935,974 333,844
Ending Fund Balance 19,474,341 18,872,211
Total Ending Fund Balance as % of Operating Expenses 41% 39% Undesignated Fund Balance as % of Total Expenses 19% 18% Dept
CM
PR
Dp
PR
Onetime Description
Ongoing
Program Change
Increase to GF
Budget
Impact to
General Fund
Police Y 1 2 x Community Wellness and Crisis Response Pilot Program - Mental Health Clinician - 140,000
Police Y 2 1 Axon contract for in-car & body worn camera system and taisers 100,000 100,000 Public Works Y 4 1 x Three-year LT Maintenance Worker I - 122,000 Planning Y 8 1 STR Compliance Enhancement Program Funding 42,000 42,000 Admin. - Ec. Dev. Y 10 1 x Implementation of Economic Opportunity Study - 60,000 Admin. - Ec. Dev. Y 11 2 x Partial year funding for marketing and Shop Pacifica/Workation programs - 25,000 Admin. - HR /Citywide Y 12 3 Citywide Summer Internship Program 35,000 35,000 PB&R Y 13 1 Adjustment to salary range for vacant Recreation Manager position 25,300 25,300 PB&R Y 14 2 Increase in citywide special event budget 30,000 30,000 PB&R Y 15 3 Creating a Teen Program at the Community Center (half-year) 4,600 4,600 City Council Y 16 1 Additional Council training budget $ 22,900 $ 22,900 Total $ 259,800 $ 606,800
Dept
CM
PR
Dp
PR
Onetime Description Fund Impact to Other
Funds
Fire Y 3 1 x Purchase of Fire protective gear and radios 74 399,378 Public Works Y 5 3 Addition of a full-time Project Manager position funded through CIP project management cost altready included in the CIP Budget ($197,008) 22 197,000 Public Works Y 7 2 x Additional allocation in Vehicle Replacement fund towards the purchase of new vehicles per replacement schedule 72 500,000
Fire Y 9 2 x
Appropriation of the $70,000 in Vehicle Replacement Fund for initial deposit (if needed - subject to contract terms) on the Fire Aparatus lease purchase with ongoing commitment to lease pymnts of $125K starting in FY25-26. 72 70,000
Total $ 1,166,378
Dept
CM
PR
Dp
PR
Onetime Description Fund Impact to Other
Funds
Administration Y 6 1
Depositing 50% of the Excess ERAF revenues in the Housing in Lieu Fund 24, with the remaining 50% to continue funding the Disaster Accounting Fund 24 1,673,750
ADDITIONAL RESOURCE REQUESTS:

FY 2023-24 OTHERS FUND PROGRAM EXPENSE OPTIONS
ADDITIONAL RESOURCE REQUESTS:

FY 2023-24 OTHERS FUND PROGRAM REVENUE OPTIONS
FY 2023-24 GENERAL FUND PROGRAM OPTIONS
FY 2023-24 GENERAL FUND PROGRAM EXPENSE OPTIONS

11.b
Packet Pg. 418 Attachment: Attachment 2 - Summary of FY2023-24 Recommended Budget Program Options (5377 : Public Hearing - Master Fee Schedule and Attachment 3
Description FY 2021-22
Actual
FY 2022-23
Mid-Yr.

Revised
Budget
FY 23-24
Base Budget
5/8/23
FY 2023-24
Adj Base
Budget
6/12/23
FY 2023-24
Proposed
Budget
$ Change
Proposed over
Adj. Base
Budget
% Change
Proposed
over Adj.

Base Budget
Taxes $ 28,851,076 $ 34,555,707 $ 35,896,500 $ 36,021,500 $ 36,021,500 $ - 0.0% Property Tax 14,500,404 15,554,100 16,204,900 16,204,900 16,204,900 - Vehicle License Fees 4,355,327 6,986,807 5,508,600 5,508,600 5,508,600 - Business License Tax 460,964 453,000 520,700 520,700 520,700 - Cannabis Tax 839,527 825,000 825,000 950,000 950,000 - 0.0% Sales Tax 3,136,434 3,356,000 3,401,000 3,401,000 3,401,000 - Measure Y - 650,000 2,800,000 2,800,000 2,800,000 -
Transient Occupancy Tax 1,492,502 2,643,000 2,669,500 2,669,500 2,669,500 - Utility Users Tax 2,265,330 2,400,000 2,700,000 2,700,000 2,700,000 - Other Taxes 1,800,589 1,687,800 1,266,800 1,266,800 1,266,800 - Intergovernmental 7,233,142 6,887,165 2,276,700 2,431,700 2,431,700 - 0.0% Other Revenue - 88,000 88,000 88,000 88,000 -
Charges for Services 6,366,388 8,015,598 8,793,700 8,844,300 9,091,000 246,700 2.7% Sub-total $ 42,450,605 $ 49,546,470 $ 47,054,900 $ 47,385,500 $ 47,632,200 $ 246,700 0.5% Transfers In 1,130,919 1,130,900 1,291,900 1,291,900 1,291,900 - 0.0% Total $ 43,581,524 $ 50,677,370 $ 48,346,800 $ 48,677,400 $ 48,924,100 $ 246,700 0.5% City of Pacifica
General Fund Revenue Detail
FY2023-24 Proposed Budget

11.c
Packet Pg. 419 Attachment: Attachment 3 - FY2023-24 Recommended Budget General Fund Revenues (5377 : Public Attachment 4
Expenditure By Category FY 2021-22
Actual
FY 2022-23
Mid-Yr.

Revised
Budget
FY 23-24
Base Budget
5/8/23
FY 2023-24 Adj
Base Budget
6/12/23
FY 2023-24
Proposed Budget
$ Change
Proposed
over Adj.

Base Budget
% Change
Proposed
over Adj.

Base
Budget
Salaries & Benefits $ 27,270,356 $ 30,677,431 $ 30,749,426 $ 30,517,926 $ 31,031,756 $ 513,830 1.7% Contract Services 7,201,485 11,041,884 9,554,300 9,566,600 9,871,600 $ 305,000 3.2% Material/Supplies/Maintenance 3,610,220 3,611,531 3,563,200 3,630,700 3,660,700 $ 30,000 0.8% Sub-Total 38,082,061 45,330,846 43,866,926 43,715,226 44,564,056 848,830 1.9% Transfers/Allocations Out 2,105,875 2,445,381 3,227,200 3,376,200 3,376,200 - 0.0% Transfers Out - Capital 3,000,000 655,000 650,000 650,000 - 0.0% Total $ 43,187,936 $ 48,431,227 $ 47,094,126 $ 47,741,426 48,590,256 $ 848,830 1.8% Expenditure By Deparment FY 2021-22
Actual
FY 2022-23
Mid-Yr.

Revised
Budget
FY 23-24
Base Budget
5/8/23
FY 2023-24 Base
Budget
FY 2023-24
Proposed Budget
$ Change
Proposed
over Adj.

Base Budget
% Change
Proposed
over Adj.

Base
Budget
General Government $ 6,196,094 $ 7,911,434 $ 6,902,440 $ 7,032,440 $ 7,155,340 122,900 1.7% Police Department $ 10,739,867 11,506,318 11,763,585 11,763,585 12,003,585 240,000 2.0% Fire Department $ 7,857,056 7,821,755 8,027,268 7,969,668 7,969,668 - 0.0% Planning & Building $ 3,056,701 5,394,439 5,541,088 5,541,088 5,831,718 290,630 5.2% Public Works $ 4,371,547 5,101,675 4,806,522 4,774,022 4,901,022 127,000 2.7% Parks, Beaches & Recreation $ 4,777,197 5,658,925 5,703,623 5,794,323 5,862,623 68,300 1.2% Non-Departmental $ 6,189,472 5,036,681 4,349,600 4,866,300 4,866,300 - 0.0% Total $ 43,187,936 $ 48,431,227 $ 47,094,126 $ 47,741,426 $ 48,590,256 $ 848,830 1.8% General Fund Expenditures
City of Pacifica
FY2023-24 Proposed Budget

11.d
Packet Pg. 420 Attachment: Attachment 4 - FY2023-24 Recommended Budget General Fund Expenditures (5377 : Public FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger Account- TBD
REQUEST TITLE: Community Wellness and Crisis Response Team – Two-Year Pilot Program Request Summary
Hire a full-time Star Vista clinician to enhance police response to incidents involving individuals experiencing mental health crisis, substance abuse, and homelessness in Pacifica. This police-mental health response team will be a two-year pilot program to evaluate efficacy. The clinician’s salary with benefits is $140,000 per year.

Factors Driving the Request for Change
Nationally, the increased response of law enforcement to mental health calls has led to incidents with adverse consequences resulting in trauma, injury, or death. Moreover, the justice system is often ineffective and inefficient when addressing the needs of mental health consumers and people experiencing homelessness.

Over the past calendar year, the Pacifica Police Department has responded to approximately 300 calls for service in which someone was experiencing a mental health crisis. During these incidents, mental health consumers can behave unpredictably and even violently. The presence of uniformed police officers can, at times, further escalate the situation. People experiencing homelessness have also communicated an unwillingness to report crimes to the police due to fear or other concerns.

A Star Vista Clinician will respond with officers to calls for service regarding mental health issues, homelessness, and substance abuse with a focus on conflict management, de-escalation, and linking people to supportive services. The clinician will also serve as a liaison with the unhoused community and case manager to follow up with clients and families. These robust services will be much more effective than the traditional approach of repeatedly placing an individual on a “5150 hold”, or psychiatric detention.

Another benefit of a Star Vista Clinician is to increase the knowledge of mental health conditions and effective intervention strategies among the Pacifica Police Department personnel. The clinician will provide consultation, training, and support to enhance our service delivery and increase the safety of mental health consumers and first responders.

The Pacifica Police Department will align the co-response model after StarVista’s Community Wellness and Crisis Response Team. This successful pilot program was a partnership between San Mateo County Behavioral Health and Recovery Services and four San Mateo County police departments. Data collected supported a reduction of repeat calls for service, the reduction of criminal or violent acts committed by mental health consumers, and a reduction in the use of force incidents between mental health consumers and police.

The impact of this change would be measured by collecting data to determine if there is a reduction in number of repeat calls for service for the same community member, a reduction in criminal or violent acts committed by those experiencing mental health crisis, and the reduction in response times and total hours police department personnel spend on calls for service involving mental health crisis, substance abuse, and homelessness. Anecdotal evidence derived from interviews with the Pacifica Resource Center and clients would also provide useful information to gauge program efficacy.

Priority Tracking Council Strategic Goal
Department Priority 2 Organizational and Fiscal Stability ☒ City Manager Priority 1 Stewardship of City Infrastructure ☐ Affordable Housing ☐
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☒ ☐ On-going (Annual) ☒ One-time

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Packet Pg. 421 Attachment: Attachment 5 - FY2023-24 General Fund Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 Base Budget Expense Amendment Page 2 of 2
Impact of Change (section to be completed for reduction submissions only) N/A
Alternatives
A mental health-police response model is an established best practice in public safety. No other researched or vetted alternative exists that would significantly enhance police response to incidents involving individuals experiencing mental health crisis, substance abuse, and homelessness in Pacifica.

Cost Summary
The base annual salary for a clinician, vetted by Star Vista, is $115,000/year. The total cost of the annual salary with benefits is $140,000.

Line Item Description Fund Org Number Object Code Total Amount Operating Expense (list detail description below)
PD Patrol Division Salaries 1 500560 51200 $115,000
PD Patrol Division Benefits 1 500560 51600 $25,000
Total Operating Costs $ 140,000
Offsetting Cost Savings or Revenues (Enter as
negative number. If none, leave blank.)
Net Operating Costs $ 140,000

11.e
Packet Pg. 422 Attachment: Attachment 5 - FY2023-24 General Fund Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger Account- 01.500560.52800
REQUEST TITLE: Update our BWC, In-Car Cameras and Tasers with Axon Request Summary
The Pacifica Police Department would like to update our body worn camera system, In-car camera system and Taser’s with Axon. Our current body worn cameras contract is expiring, and our in-car camera system and tasers are becoming obsolete. A preliminary quote from Axon revealed the average cost to be $130,00 a year for a five- year contract. Our current budget for BWC is $33,000 a year, so our request is to increase the above account number an additional $100,000 a year, for the next 5 years.

Our current contract with Intrinsic (body worn camera) is expiring in October 2023. We have experienced numerous problems with uploading data, transferring data, and book- marking evidence in preparation for court. Our current in-car camera system (Data 911) operating systems are becoming obsolete. We have yet to receive a camera system needing replacement for one of our vehicles. This request was made in November of 2022. Currently this data needs to be uploaded onto a server, rather than the cloud. Our IT team has informed us that if we continued our service with Data 911, a new server would need to be purchased, which is very costly. Finally, our current model of Tasers will eventually be phased out, and a newer generation/model is needed to meet the needs of our officers.

By entering into an agreement with Axon, they will be able to be a one stop shop for all our needs. Axon currently integrates with our Records Management System, unlike our current vendors. This creates a smooth workflow from our officers to the property clerk, records staff and the District Attorney’s Office.

At this point, we don’t have any other options as these are necessary equipment purchases needed to ensure our officers are equipped properly and to ensure the communities expectations are met all while providing the utmost transparency.

Cost Summary
 $100,000 - General Fund
Line Item Description Fund Org Number Object Code Total Amount Operating Expense (list detail description below)
Police Patrol Contractual Service 1 500560 52800 100,000.00 Total Operating Costs $ 100,000.00
Offsetting Cost Savings or Revenues (Enter as
negative number. If none, leave blank.)
Net Operating Costs $ 100,000.00
Priority Tracking Council Strategic Goal
Department Priority 1 Organizational and Fiscal Stability ☒ City Manager Priority 2 Stewardship of City Infrastructure ☒ Affordable Housing ☐
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☒ ☒ On-going (Annual) ☐ One-time

11.e
Packet Pg. 423 Attachment: Attachment 5 - FY2023-24 General Fund Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger Account- Engineering – Salaries - Regular REQUEST TITLE: Limited-Term 3-year Full-Time Maintenance Worker I Request Summary
The City’s Public Works Department deals with aging infrastructure, extreme weather events, and limited staff resource issues. Additionally, recent changes to the City’s tree ordinance require increased staff efforts related to assessing, trimming, and removing City trees. The City has also experienced a significant increase in the number of calls and concerns from residents regarding City trees due to the recent winter storms and concerns about future El Nino storm events. These winter storm events have caused more damage around the City that needs to be addressed by Public Works staff that staff has not completed due to staff resource issues, therefore, causing a backlog of work. There is a need for additional maintenance staff to help before, during, and after these destructive storm events. To help Field Services address their work backlog and anticipated upcoming emergency storm events, Public Works is requesting a Limited-Term, 3-year Maintenance Worker I position. Additional help to address the Field Services work backlog warrants the Limited-Term, 3-year Maintenance Worker I position.

The Maintenance Worker I’s highest annual salary range for FY 22-23 is $75,625 + $46,375 for benefits.

Based on this, $122,000/year will be needed for the reclassification to cover salary and benefits. Staff requests that the Finance Department confirm the actual costs of the salary and benefits.

Factors Driving the Request for Change (section to be completed for additions only) The backlog of Public Works infrastructure repair work will continue to grow without this added limitedterm position. The position will help lower crew stress levels that are at an all-time high due to the 13 atmospheric rivers that cause substantial damage around the City. Also, support from this position in the Field Services section both before and during storm events will help to minimize future infrastructure damage in the City from these events. The impacts of having this Limited-Term 3-year position will be assessed based on back-load reduction and storm preparedness.

Alternatives:

The alternative is for the position to not be added. This would result in the Field Services section continuing to struggle with critical backlog work that needs to be completed. This work will fall on existing Field Services staff members adding increased stress to the Field Services staff likely resulting in continued and possibly higher staff turnover in the section.

Cost Summary
 How much will the change cost for the next year (by major category of cost)? $122,000 of General Fund.

Priority Tracking Council Strategic Goal
Department Priority 1 Organizational and Fiscal Stability ☒ City Manager Priority 4 Stewardship of City Infrastructure ☒ Affordable Housing ☐
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☐ ☐ On-going (Annual) ☒ One-time

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Packet Pg. 424 Attachment: Attachment 5 - FY2023-24 General Fund Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 Base Budget Expense Amendment Page 2 of 2
Line Item Description Fund Org Numbe Object Code Total Amount Operating Expense
Salaries & Benefits - Regular 1 700751 61,000.00
Salaries & Benefits - Regular 1 700754 61,000.00
Total Operating Costs $ 122,000.00
Offsetting Cost Savings or Revenues (Enter as
negative number. If none, leave blank.)
Net Operating Costs $ 122,000.00

11.e
Packet Pg. 425 Attachment: Attachment 5 - FY2023-24 General Fund Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger Account- GF TBD
REQUEST TITLE: Short-Term Rental (STR) Program Ordinance and Compliance Enhancements Request Summary
Establish the City’s STR compliance program by updating the ordinance and improving enforcement and compliance. Ordinance update budget includes estimated consultant and City Attorney time. Enforcement and compliance improvements service will include establishing the Senior Code Enforcement Officer classification and funding this position together with addional legal budget related to STR-related disputes requiring legal review. The cost of the program will be partially offset by the revenues from the increased short-term rental (STR) permit fees (as presented in the Master Fee Schedule). This position will supervise the Code Enforcement Officer classification and focus significant investigative and enforcement resources on oversight of the expanded operating requirements for individual STRs that exist in the current and updated STR ordinances. Increased code enforcement resources at the Senior Code Enforcement Officer level dedicated to investigating STR complaints and ensuring compliance will improve quality-of-life in neighborhoods across the city.

Factors Driving the Request for Change (section to be completed for additions only)  The City’s establishment of STR operating requirements in 2018 has required increasing commitment of code enforcement resources to respond to complaints of non-compliance. STR ordinance updates are expected to expand operating requirements that will require additional code enforcement resources to investigate and achieve compliance.
 Increasing resident concerns about quality-of-life impacts from STRs requires additional code enforcement resources to investigate complaints and enforce the Pacifica Municipal Code when violations are substantiated.
 Currently, investigation of STR complaints is diverting significant code enforcement staff resources away from other priority investigative and enforcement work.

Alternatives
The City could update the STR ordinance using primarily City staff time; however, that would divert Planning Department resources from other Strategic Plan goals/strategies. For enforcement, the City could use STR permit revenues to contract with a third-party code enforcement provider. However, the sensitivity and complexity of STR code enforcement matters favors City staff involvement in those activities to improve confidentiality and coordination with other City staff, and ensure consistent enforcement for all STR permittees.

Cost Summary
 How much will the change cost for the next year (by major category of cost)? The top step of the Sr. Code Enforcement Officer positon is budgeted at $165,300. Updating of the STR ordinance would be a General Fund expense increase of roughly $70,000 which would be a One time expense, plus an additional $50,000 of Legal expenses as on-going allocation for potential legal challenges related to STR program.
 Are there any off-setting revenues or cost savings?
Staff recommends increasing the current $158 STR permit fee to $1622 (for unhosted STRs) which could generate about $243,300 per year (under 150 cap on STRs) which would help partially offset the cost of the program, potentially reducing it to $42,000 as requested for funding in FY 2023-24.

Priority Tracking Council Strategic Goal
Department Priority 1 Organizational and Fiscal Stability ☒ City Manager Priority 8 Stewardship of City Infrastructure ☐ Affordable Housing ☒
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☒ ☒ On-going (Annual) ☐ One-time

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Packet Pg. 426 Attachment: Attachment 5 - FY2023-24 General Fund Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 Base Budget Expense Amendment Page 2 of 2
Line Item Description Fund Org Number Object Code Total Amount Operating Expense (list detail description below)
Short Term Rental Ordinance Update 1 70,000
Senior Code Enfrocement Officer 1 165,300
Additional Legal Costs 50,000
Total Operating Costs 285,300
Offsetting Cost Savings or Revenues
Short Term Rental Permit Fees (243,300)
Net Operating Costs 42,000

11.e
Packet Pg. 427 Attachment: Attachment 5 - FY2023-24 General Fund Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: Administration - Econ. Development – GL Acct: 01.200230.52800.0000.000 REQUEST TITLE: Implementation of the Economic Opportunities Study Recommendations Request Summary
Allocation of $60,000 for the Implementation of the Economic Opportunities Study recommendations to include preparation of the RFP for the Beach Blvd. site as appropriate subject to the Surplus Land Act (SLA) process, as well as obtaining an official appraisal (MAI or Value Statement) of the Beach Blvd site, and conducting a feasibility assessment and developing an implementation plan for establishing a special / tax increment financing districts such as CRD or EIFD for the Sharp Park and/or Rockaway districts.

Factors Driving the Request for Change (section to be completed for additions only) The City completed the Economic Opportunities Study this year, which resulted in a comprehensive list of opportunities and implementation steps categorized between the short (1-2 years), medium (3-4 years), and long-term (over five years). The recently adopted Strategic Plan includes the Implementation of the EOS as one of the high priorities for the upcoming year and beyond. Investing in the City’s economic development activities will bring additional revenues to the local economy.

Impact of Change (section to be completed for reduction submissions only)  N/A
Alternatives
Alternatives to this request include not funding or funding below the proposed amount. Should Council choose an alternative action, this may impact the staff’s ability to implement the Council’s strategic goals.

Cost Summary
Line Item Description Fund Org Number Object Code Total Amount Operating Expense (list detail description below)
Economic Development Div- 01.200230.52800.0000.000 1 200230 52800 60,000 Total Operating Costs 60,000
Offsetting Cost Savings or Revenues (Enter as
negative number. If none, leave blank.)
Net Operating Costs 60,000
Priority Tracking Council Strategic Goal
Department Priority 1 Organizational and Fiscal Stability ☒ City Manager Priority 10 Stewardship of City Infrastructure ☒ Affordable Housing ☒
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☒ ☐ On-going (Annual) ☒ One-time

11.e
Packet Pg. 428 Attachment: Attachment 5 - FY2023-24 General Fund Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: Administration - Econ. Development – GL Acct: 01.200230.52800.0000.000 REQUEST TITLE: Continue Shop Pacifica / Workation Promotional programs for six-months Request Summary
The current year’s budget includes a $50,000 allocation of one-time ARPA funds for the purpose of continuing marketing Pacifica as a destination and expand the Shop Pacifica and Workation programs launched this year by requesting to continue them in FY2023-24. The FY2023-24 Recommended allocation reduces this budget to $25,000 in General Fund Requesting $25k be allocated for promoting the Shop Pacifica and Workation programs for the first half of the FY 2023-24. Funds will be used to run large-scale promotions, increasing local spending, bringing in new revenues to the City’s local economy.

A portion of these funds will return to the City in the form of Sales Tax Revenues.

Factors Driving the Request for Change (section to be completed for additions only) “Fiscal Stability” includes investing in economic development to increase revenues. In an effort to invest in the local Pacifica economy post-pandemic, keep tax dollars local, and drive economic recovery, the City is proposing a one-time $25k allocation to the Shop Pacifica e-Gift card program. The one-time allocation would enable the Economic Development Division to continue running Shop Pacifica e-Gift Card and Workation promotions for six additional months.

These funds will stay in the community and directly and broadly benefit both Pacifica residents and Pacifica Businesses. If approved, success would be measured by the increase of sales tax revenues to the City for the duration of the year.

Impact of Change (section to be completed for reduction submissions only)  N/A
Alternatives
Alternatives to this request include not funding, or funding below the proposed amount. Should Council choose an alternative action, the benefits identified should no longer be anticipated.

Cost Summary
 $25,000 - General Fund
Line Item Description Fund Org Number Object Code Total Amount Operating Expense (list detail description below)
Economic Development 01.200230.52800.0000.000 1 200230 52800 25,000 Total Operating Costs 25,000
Offsetting Cost Savings or Revenues (Enter as
negative number. If none, leave blank.)
Net Operating Costs 25,000
Priority Tracking Council Strategic Goal
Department Priority 2 Organizational and Fiscal Stability ☒ City Manager Priority 11 Stewardship of City Infrastructure ☐ Affordable Housing ☐
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☒ ☐ On-going (Annual) ☒ One-time

11.e
Packet Pg. 429 Attachment: Attachment 5 - FY2023-24 General Fund Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger Accounts- 01.51300.0000.000 (Part-Time) REQUEST TITLE: Summer Interns City Wide
Request Summary
The City recently hired seven interns to work over the summer in various departments city wide, using salary savings, and desires to continue this successful program in the future. Internship program as an effective way to augment staff’s work and create a path forward for potentially recruiting new employees in the future. The current participating departments include the City Manager’s Office, Human Resources, Finance, Public Works, Waste Water, Planning, and PB&R. The program is budgeted as $5,000 per department to the total funding of $30,000 in the General Fund and $5,000 in the Waste Water Enterprise Fund.

Factors Driving the Request for Change (section to be completed for additions only) ◼ To provide staffing support City wide on a temporary and part-time basis.

Impact of Change (section to be completed for reduction submissions only) ◼ N/A
Alternatives
An alternative is to not fund this initiative or fund it at a reduced level.

Cost Summary
◼ $30,000 - General Fund
◼ $5,000 – Waste Water Fund
Line Item Description Fund Org Number Object Code Total Amount Operating Expense (list detail description below)
Part Time Salaries 1 Various 52300 30,000.00
Part Time Salaries 18 940741 51300 5,000.00
Total Operating Costs $ 35,000.00
Offsetting Cost Savings or Revenues (Enter as
negative number. If none, leave blank.)
Net Operating Costs $ 35,000.00
Priority Tracking Council Strategic Goal
Department Priority 3 Organizational and Fiscal Stability ☒ City Manager Priority 12 Stewardship of City Infrastructure ☐ Affordable Housing ☐
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☐ ☒ On-going (Annual) ☐ One-time

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Packet Pg. 430 Attachment: Attachment 5 - FY2023-24 General Fund Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger Account-

REQUEST TITLE: Salary Adjustment for Recreation Manager Position Request Summary
The currently vacant Recreation Manager position serves a critical role for the Parks, Beaches, and Recreation Department. The position oversees day to day operations and provides support to the Senior Services, Childcare, Recreation, and Aquatics Divisions. The direct support to frontline supervisors that the Rec Manager provides is critical for high level service delivery. Oversight of payroll, accounts payable and receivable, budget, grants and mandated financial reporting are ongoing tasks that need additional oversight and support. The position also reports directly to the department Director and plays an important role in developing new programs, opportunities, and a pathway forward. The Recreation Manager position has been vacant for over 12 months.

The PB&R Department finds it an inappropriate use of time and resources to run a recruitment for a position that the current salary does not match the level of responsibility, is far below equal position salaries in neighboring benchmark cities and will not attract the level of management experience within the Parks and Recreation profession necessary for this position. It is important to note that several bay area cities have run similar recruitments with more competitive salary and benefits packages.

As part of the Midyear Budget review, the Director of Parks, Beaches and Recreation recommended adjusting the salary range of this position. Being able to recruit and retain talent of a higher level of expertise and management experience will strengthen the overall quality and effectiveness of the Department. The new suggested salary range is consistent with the management salaries in other City of Pacifica departments such as the Human Resources Manager, and still falls below other city management positions such as Field Services Manager and others. Staff believes that the new range would allow the City to stay competitive and attract a top talent-qualified pool of candidates. One of City Council’s top goals for the next 7 years is to be able to recruit and retain staff, and current staff believes this is a critical adjustment that must be made.

Alternatives
The alternative is to not approve, require staff to run a more than likely unsuccessful recruitment process, and return to council for new direction. This will only delay the process of filling the position, and will result in lost resources and time.

Priority Tracking Council Strategic Goal
Department Priority 1 Organizational and Fiscal Stability ☒ City Manager Priority 13 Stewardship of City Infrastructure ☐ Affordable Housing ☐
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☐ ☒ On-going (Annual) ☐ One-time

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Packet Pg. 431 Attachment: Attachment 5 - FY2023-24 General Fund Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 Base Budget Expense Amendment Page 2 of 2
Cost Summary
Salary ranges for all City positions are established by City policy, which is set at an average salary of ten (10) previously negotiated and agreed upon comparison agencies.

The new Recreation Manager monthly salary range would be set at $10,530 - $12,989. The maximum fiscal impact of this reclass is about $25,300 (based on the top step comparison). However, the actual fiscal impact will be dependent on the future employee's placement salary step with the organization.

Based on the City's current practices, most appointments are made at the mid-range salary scale, so the actual annual cost is likely to be lower in the first few years of the position being filled.

Recreation Manager Recreation Manager
Current Scale Proposed Scale
$9,684 - $11,137 $10,530 - $12,989
Line Item Description Fund Org Number Object Code Total Amount Operating Expense (list detail description below)
Salaries - Regular 25,300.00
Benefits
Total Operating Costs $ 25,300.00
Offsetting Cost Savings or Revenues (Enter as
negative number. If none, leave blank.)
Net Operating Costs $ 25,300.00

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Packet Pg. 432 Attachment: Attachment 5 - FY2023-24 General Fund Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger Account- 01.800870.52300.0000.000 REQUEST TITLE: Increase in City Wide Special Events Budget Request Summary
The PB&R department is planning on increasing the size and scope of our City-Wide special events. As the most significant portion of the pandemic subsided, the community has shown that they are ready to return to attending large scale special events. These events are a staple for any healthy community. In addition to increasing the size and scope, the additional funding will allow the department to add new and exciting activities and attractions, play an enhancement role at many of the already established community events, and focus on creating new platforms for building community. The overall department revenue will increase by $210,000 which will offset this cost.

Factors Driving the Request for Change (section to be completed for additions only) ◼ As we move further away from the worst part of the pandemic, Pacificans have once again began to attend more civic events as well as show an interest in attending group programs. ◼ We will be able to facilitate improved events, increase attendance, and offer payment to contract instructors that will also bring in new streams of revenue. ◼ Number of attendees at events and programs. Survey participants for quality of experience, new revenue.

Impact of Change (section to be completed for reduction submissions only) ◼ Special events would actually down scale as outside costs rise, and our ability to assist with other civic events would be diminished. Community Center programming would stall and new offerings would be scarce
◼ What is the direct and/or indirect impact to the General Fund and Community? The community will see an immediate impact. City-wide events will improve and so will civic pride. The ability to provide enhanced family focused events is paramount to the community’s success and support of each other and the city as a whole
Alternatives
This line item is extremely underfunded and has resulted in special events and contract instruction being stagnant.

Priority Tracking Council Strategic Goal
Department Priority 2 Organizational and Fiscal Stability ☒ City Manager Priority 14 Stewardship of City Infrastructure ☐ Affordable Housing ☐
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☒ ☒ On-going (Annual) ☐ One-time

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Packet Pg. 433 Attachment: Attachment 5 - FY2023-24 General Fund Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 Base Budget Expense Amendment Page 2 of 2
Cost Summary
◼ $47,200 Total General Fund with a current budget of $17,200 for a total Budget increase of $30,000. ◼ Are there any off-setting revenues or cost savings? Yes, new revenues of $40,000 will come in as a result of enhanced program scope and participation.
◼ What are the specific line items (and additional amounts) affected by this request in FY23-24? Line Item Description Fund Org Number Object Code Total Amount Operating Expense (list detail description below)

01.800870.52300.0000.000 1 800870 52300 30,000.00
Total Operating Costs $ 30,000.00
Offsetting Cost Savings or Revenues (Enter as
negative number. If none, leave blank.)
Net Operating Costs $ 30,000.00

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Packet Pg. 434 Attachment: Attachment 5 - FY2023-24 General Fund Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger Account- 01.800820.51300.0000.000 REQUEST TITLE: Funding for dedicated Teen Space at the Community Center Request Summary
The PB&R department will be opening a dedicated Teen Space at the Community Center. This space will be located on the southern end of the building with direct access to and from the skatepark. We will outfit the room with the help of teen input, staff, and program the space.

Factors Driving the Request for Change (section to be completed for additions only) The City of Pacifica is intent on providing increased services to our Teen population. The Youth Advisory Board has returned, use of the skatepark by teens has increased, and positive spaces are in dire need for this age group.
◼ Teens will have an increased sense of ownership of the community center property, as well new doors will be opened for services to be identified and provided ◼ Number of attendees to the program, Teen feedback via survey, Parent/Guardian feedback Impact of Change (section to be completed for reduction submissions only) ◼ This a modest request of an $8k enhancement. This will result in new services provided to teenagers that are finding it increasingly more difficult to find places for them to congregate (Sea Bowl closure, etc)
◼ Number of Teens in program, daily attendance, guardian feedback ◼ $8,000 cost
Cost Summary
◼ $16,000 total budget which would be an increase of $8,000 but will have an offsetting revenue increase of $3,400 from program operation. Total net increase would be $4,600 of General Fund expenses.

Line Item Description Fund Org Number Object Code Total Amount Operating Expense (list detail description below)
PBR Teen Part Time Salary 1 800820 51300 8,000.00
Total Operating Costs $ 8,000.00
Offsetting Cost Savings or Revenues (Enter as
negative number. If none, leave blank.) 1 000000 46810 (3,400.00) Net Operating Costs $ 4,600.00
Priority Tracking Council Strategic Goal
Department Priority 3 Organizational and Fiscal Stability ☒ City Manager Priority 15 Stewardship of City Infrastructure ☐ Affordable Housing ☐
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☒ ☒ On-going (Annual) ☐ One-time

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Packet Pg. 435 Attachment: Attachment 5 - FY2023-24 General Fund Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger Account- 01.100110.51700.0000.000 REQUEST TITLE: Councilmember Conference & Training
Request Summary
This budget expense amendment is to implement the Council accepted budget policy decision for Fiscal Year 2023-24 to allocate a budget of $7,000 per Councilmember and $10,000 per newly-elected Councilmember for use toward registration, travel, lodging, and related expenses for attendance at conferences and trainings related to their elected City official role. The increased budget allocation for newly-elected is to cover additional trainings that are related to good governance practices and familiarizing newly elected officials with municipal government operations and best practices. Prior to this policy decision, there was no specific budget allocation for this purpose per Councilmember.

Factors Driving the Request for Change (section to be completed for additions only) ◼ Provide for standard process / budget allocation per Councilmember. ◼ The FY 2022-23 budget allocation to this expense category of $13,500 will increase to $38,000, assuming 4 Councilmembers and one newly elected Councilmember.

Impact of Change (section to be completed for reduction submissions only) ◼ N/A
Cost Summary
◼ How much will the change cost for the next year (by major category of cost)? Increase by $24,500. Ongoing, the expense may fluctuate depending on how many newly elected Councilmembers there are in a given year.
◼ How does this compare with current costs?
Current cost is $13,500
◼ Are there any off-setting revenues or cost savings?
$1,600 offset cost re-allocated from City Council–Departmental Expense (01.100110.52300.0000.000) to City Council – Conferences & Training (01.100110.51700.0000.000) Line Item Description Fund Org Number Object Code Total Amount Operating Expense (list detail description below)
City Council - Conferences & Training 01.100110.51700.0000.000 24,500.00 City Council - Departmental Expense 01.100110.52300.0000.000 (1,600.00) Total Operating Costs $ 22,900.00
Offsetting Cost Savings or Revenues (Enter as
negative number. If none, leave blank.)
Net Operating Costs $ 22,900.00
Priority Tracking Council Strategic Goal
Department Priority 1 Organizational and Fiscal Stability ☒ City Manager Priority 16 Stewardship of City Infrastructure ☐ Affordable Housing ☐
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☒ ☒ On-going (Annual) ☐ One-time

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Packet Pg. 436 Attachment: Attachment 5 - FY2023-24 General Fund Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger AccountREQUEST TITLE: Firefighting Safety Gear & Portable Radios Replacement Request Summary
• Replacement of Structural Firefighting Safety Gear (Protective Clothing) and Portable Radios.

Factors Driving the Request for Change (section to be completed for additions only) • Replacement of Structural Firefighting Safety Gear (Protective clothing) per NFPA 1971 Firefighting and Firefighter Safety and 10 Year Use Standard. • Structural Firefighting Safety Gear which is slated to occur during calendar year 2023. • Structural Firefighting Gear is required for firefighter safety and performance. • Replacement of outdate portable radios which have reached and exceeded a 10-year usable lifespan.
• Radio reliability has diminished, and repair costs have increased • New portable radios meet current fire service standards and facilitate inter-agency compatibility across multiple band widths with enhanced reliability & firefighter safety.

Alternatives
• None
Cost Summary
Line Item Description Fund Org Number Object Code Total Amount Operating Expense (list detail description below)
Structural Firefighting Gear (Protective Gear) 74 630 52300 169,634.00 Portable Radios Replacement 74 630 52300 229,744.00
Total Operating Costs $ 399,378.00
Offsetting Cost Savings or Revenues (Enter as
negative number. If none, leave blank.)
Net Operating Costs $ 399,378.00
Priority Tracking Council Strategic Goal
Department Priority 1 Organizational and Fiscal Stability ☒ City Manager Priority 3 Stewardship of City Infrastructure ☒ Affordable Housing ☐
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☒ ☐ On-going (Annual) ☒ One-time

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Packet Pg. 437 Attachment: Attachment 6 - FY2023-24 Other Funds Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger Account- Engineering – Salaries - Regular REQUEST TITLE: New Project Manager Position Public Works Engineering Request Summary
The Public Works Engineering Section uses consultant construction engineering staff to oversee construction of important City Capital Improvement projects (CIP) including the City’s annual street resurfacing project, the annual ADA improvement/concrete project and numerous other CIP and land development projects that required project management/inspection oversight. The City’s currently proposed Capital Improvement Program for FY 2023 to FY 2028 includes costs to pay for consultant project management services. These funds would be used to support a permanent City Project Manager position. Consultant project management/inspection services cost the City more than what will be paid for this position and consequently, this new position will be more cost effective for the City than using consultant services.

The Project Manager’s highest annual salary range for FY 22-23 is $148,120 + $48,880 for benefits for a total of $197,000. Staff requests that the Finance Department confirm the actual costs of the salary and benefits.

Factors Driving the Request for Change (section to be completed for additions only) This will be a more cost-effective way to manage the construction of the City’s Capital Improvement Program rather than only using consultant construction management services. This change will also allow the City to use higher-level staff for project management delivery as many consultant services offer staff with minimal project management experience. Higher-level construction experience for project managers also minimizes construction change orders on CIP projects lowering project overall costs. This will also offer opportunities for lower-level City Engineering staff to move into this higher-level classification with experience, allowing for succession planning in Engineering.

Alternatives
The alternative is to continue using consultant services for management of the construction on every City CIP project. This would result in paying higher costs for construction management staff with (likely) less project management experience. Additionally, this could lead to greater project change orders making City projects more expensive.

Line Item Description Fund Org Numbe Object Code Total Amount Operating Expense
Salaries - Regular 22 700723 51200.0000.000 148,120.00
Benefits 22 700723 51600.0000.000 48,880.00
Total Operating Costs $ 197,000.00
Offsetting Cost Savings or Revenues (Enter as
negative number. If none, leave blank.)
Net Operating Costs $ 197,000.00
Priority Tracking Council Strategic Goal
Department Priority 3 Organizational and Fiscal Stability ☒ City Manager Priority 5 Stewardship of City Infrastructure ☒ Affordable Housing ☐
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☐ ☒ On-going (Annual) ☐ One-time

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Packet Pg. 438 Attachment: Attachment 6 - FY2023-24 Other Funds Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger Account- Vehicle Replacement Fund REQUEST TITLE: Vehicle Replacements
Request Summary
The Public Works Motor Pool Section seeks to replace vehicles/equipment from the City’s Vehicle Replacement Fund 72. All the vehicles/equipment have mileage over 100k and need to be replaced due to high maintenance costs and deterioration. The recommended vehicles include four police vehicles and 1 Fire Depart. Service truck, one tractor loader, and 1 Ford Escape to replace a PW traffic vehicle.

The estimated cost of the vehicles is $500,000.

Factors Driving the Request for Change
Replacement of vehicles/equipment when they have outlived their service life provides lower maintenance costs and safer and more reliable vehicles to perform City work.

Alternatives
The alternative is to continue using the old vehicles, which may break down and not be usable, preventing the completion of important staff work.

Cost Summary
Line Item Description Fund Org Numbe Object Code Total Amount Operating Expense
Capital Outlay 72 920760 55110.0000.000 500,000.00
Total Operating Costs $ 500,000.00
Offsetting Cost Savings or Revenues (Enter as
negative number. If none, leave blank.)
Net Operating Costs $ 500,000.00
Priority Tracking Council Strategic Goal
Department Priority 2 Organizational and Fiscal Stability ☒ City Manager Priority 7 Stewardship of City Infrastructure ☒ Affordable Housing ☐
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☐ ☐ On-going (Annual) ☒ One-time

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Packet Pg. 439 Attachment: Attachment 6 - FY2023-24 Other Funds Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 BASE BUDGET
EXPENSE AMENDMENT – PROGRAM CHANGE FORM
PROGRAM: General Ledger Account- Vehicle Replacement Fund REQUEST TITLE: Simple Request Title – Fire Engine Replacement Request Summary
Facilitate the replacement purchase of a new Fire Engine at an estimated cost of $1,100,000 with an industry standard lifespan of 10 years in frontline and 5-10-year reserve status for a total lifespan of 20 years. Reduction in maintenance costs for older vehicle(s).

Factors Driving the Request for Change (section to be completed for additions only) Currently, one frontline fire engine is a 13-year-old. The industry standard is a 10-year frontline service with 5-10-year reserve status. Currently, one reserve fire engine is 23-year-old which is three years beyond the industry standard. Benefits of up-to-date fleet results in less downtime, a reduction in maintenance costs, and the ability to procure replacement parts. The current fire engine build time, if ordered in 2023, is three years, with delivery in approximately 2026.

Alternatives
Lease purchase over a 7 to 10-year basis spreads the cost over multiple years, with the first payment due 12 months after ordering instead of paying cash in which half the purchase price is required upfront.

Consider utilizing the vehicle replacement annual contribution to cover the lease payments.

Cost Summary
An additional allocation of $70,000 from the available Vehicle Replacement Fund balance (Fund 72) is added for the initial deposit (if required, subject to lease purchase agreement terms) for the lease purchase of a new Fire Engine. Approval of this budget option also includes the ongoing future commitment of about $125K of annual lease payments for the next ten years, starting in FY 2025-26.

Line Item Description Fund Org Number Object Code Total Amount Operating Expense (list detail description below)
Vehicle Replacement Fund 72 920760 55110 70,000.00
Total Operating Costs $ 70,000.00
Offsetting Cost Savings or Revenues (Enter as
negative number. If none, leave blank.)
Net Operating Costs $ 70,000.00
Priority Tracking Council Strategic Goal
Department Priority 2 Organizational and Fiscal Stability ☒ City Manager Priority 9 Stewardship of City Infrastructure ☒ Affordable Housing ☐
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☐ ☐ On-going (Annual) ☒ One-time

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Packet Pg. 440 Attachment: Attachment 6 - FY2023-24 Other Funds Budget Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget FY 2023-24 BASE BUDGET

REVENUE ADJUSTMENT FORM
PROGRAM: General Ledger Account – Fund-Dept/Organization/Program-Object Code REQUEST TITLE: Reprioritizing a portion of Excess Educational Revenue Augmentation Funding (ERAF) toward funding for affordable housing
Request Summary
Reprioritize a portion of Excess ERAF toward funding for affordable housing. Excess ERAF revenues are not considered a stable ongoing source of annual revenue and is therefore allocated as one-time funding every year as follows.
• $83,000 toward the Pacifica Resource Center
• $5,000 toward the Pacific Beach Coalition
• Remaining balance is deposited in the Disaster Accounting Fund (Fund 38) per previously approved Council policy
Occasionally a share of Excess ERAF has been allocated toward other critical capital projects, such as the Civic Center project last year.

Due to the Council's emphasis on Affordable Housing in the recently adopted new Strategic Plan, the City Manager recommends splitting the balance remaining after the community grants allocation to the NGOs, between Fund 38 and the Housing In-lieu fund to start accruing fund balance for future potential affordable housing projects. The Remaining Excess ERAF Revenues are budgeted at $3,345,500 million in FY2023- 24, therefore 50% of it or $1,673,750 would go into the Affordable Housing Fund, while the remaining 50% or $1,673,750 will continue replenishing the Disaster Accounting Fund 38.

Factors Driving the Request for Change (section to be completed for additions only) With the increase of Housing demands and state regulations and requirements for the City and the overwhelming need for Affordable Housing, this ongoing policy change related to Excess ERAF allocation will position the City to better address the community’s housing needs and update the Housing Element as needed.

Alternatives
N/A
Cost Summary
$1,673,750 of ERAF funds deposited in the Housing In-Lieu Fund (24) Line Item Description Fund Dep/Org Number Object Code Total Amount Revenue (list detail description below)
Housing In-Lieu Fund 24 TBD 1,673,750
Total Revenue $ 1,673,750.00
Offsetting Expenses (Enter as a negative
number. If none, leave blank.)
Net Revenue Adjustment $ 1,673,750.00
Priority Tracking Council Strategic Goal
Department Priority 1 Organizational and Fiscal Stability ☐ City Manager Priority 6 Stewardship of City Infrastructure ☐ Affordable Housing ☒
Council Accepted Climate Change Adaptation and Mitigation ☐ Council Rejected Public Communication and Collaboration ☐ ☐ On-going (Annual) ☒ One-time

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Packet Pg. 441 Attachment: Attachment 7 - FY2023-24 Revenue Amendment Options - Budget Forms (5377 : Public Hearing - Master Fee Schedule and Budget Attachment 8
City of Pacifica
FY 2023-24 Proposed Budget
Fund Balances Summary
GENERAL FUND $ 18,538,367 $ 48,924,100 $ 48,590,256 $ 333,844 $ 18,872,211

ENTERPRISE FUNDS
18 Sewer Charge Fund 2,932,291 19,071,000 17,116,167 1,954,833 4,887,124 34 Sewer Facility Construction Fund 18,242,292 3,000 10,488,000 (10,485,000) 7,757,292 35 Beach Parking Fund 444,570 665,000 462,064 202,936 647,506 Total Enterprise Funds 21,619,153 19,739,000 28,066,231 (8,327,231) 13,291,922

SPECIAL REVENUE AND CAPITAL FUNDS
07 SLES Fund 228,063 130,000 128,300 1,700 229,763
09 Measure A Fund 3,201,778 1,463,000 2,626,900 (1,163,900) 2,037,878 10 Gas Tax Maintenance Fund* 247,021 2,245,900 1,763,100 482,800 729,821 11 Measure W Fund - 560,000 550,000 10,000 10,000
12 Highway 1 Improvement Fund 587,298 29,500 59,796 (30,296) 557,002 13 Street Improvement Fund - 1,821,000 1,610,000 211,000 211,000 14 Manor Drive Improvement Fund 575,891 2,700,000 3,060,000 (360,000) 215,891 15 Aircraft Noise Project 411 - - - 411
16 NPDES Stormwater Fund 311,184 203,000 334,600 (131,600) 179,584 19 Planned Local Drainage Fund (95,190) 477,000 2,100 474,900 379,710 22 General Capital Improvement Fund 5,514,964 4,391,000 4,612,000 (221,000) 5,293,964 23 Frontierland Remediation 475,905 75,000 280,000 (205,000) 270,905 24 Housing In-Lieu Fund 244,014 1,673,750 - 1,673,750 1,917,764 25 Parking In-Lieu Fund 14,142 - - - 14,142
26 Park In-Lieu Capital Improvement 480,827 120,000 - 120,000 600,827 27 PB&R Roy Davies Trust 1,552,614 - 135,400 (135,400) 1,417,214 28 PB&R Special Revenue Fund 1,919,326 - 200,583 (200,583) 1,718,743 29 Tree Special Revenue Fund - - - - -
31 Pacifica Library Fund 121,143 34,000 34,700 (700) 120,443 38 Disaster Accounting Fund* 5,993,411 1,673,750 1,455,000 218,750 6,212,161 Total Special Revenue and Capital Funds 21,372,802 17,596,900 16,852,479 744,421 22,117,223

INTERNAL SERVICE FUNDS
65 Self Funded Dental Plan 270,127 248,500 181,100 67,400 337,527 66 Self-Insurance Fund W/C 566,919 1,100,000 1,100,000 - 566,919 67 Self-Insurance Fund Liability 721,080 2,030,300 2,380,300 (350,000) 371,080 71 Motor Pool Operations Fund 249,705 1,200,000 1,190,712 9,288 258,993 72 Motor Pool Replacement Fund 712,095 125,000 570,000 (445,000) 267,095 74 Fire Equipment Fund 147,232 282,300 399,378 (117,078) 30,154 Total Internal Service Funds 2,667,158 4,986,100 5,821,490 (835,390) 1,831,768

DEBT SERVICE FUNDS
40 Debt Service Fund 5,317,384 2,499,800 2,499,800 - 5,317,384 Total Debt Service Funds 5,317,384 2,499,800 2,499,800 - 5,317,384 Total Other Funds 50,976,497 44,821,800 53,240,001 (8,418,201) 42,558,296 Total All Funds $ 69,514,864 $ 93,745,900 $ 101,830,257 $ (8,084,357) $ 61,430,507 Revised
Projected Fund
Balance
6/30/2023
Revenues &
Transfers In
Proposed Budget
Expenditures &
Transfers Out
Proposed
Budget
Revenue Over
(Under)
Expenditures
Projected Fund
Balance
6/30/2024
* The FY 2022-23 Projected Ending Fund Balance has been reduced by $1.9 million per required deposit to the State of California Condemnation Fund (City Council Agenda -6-12-2023).

Fund Name

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Packet Pg. 442 Attachment: Attachment 8 - FY2023-24 Projected Fund Balance (5377 : Public Hearing - Master Fee

Pacifica City CouncilJune 12, 2023

Pacifica City Council
June 12, 2023