CITY OF PACIFICA
CITY COUNCIL AGENDA
Council Chambers
2212 Beach Blvd
Pacifica, CA 94044
Mayor Sue Vaterlaus
Mayor pro Tem Sue Beckmeyer
Councilmember Mary Bier
Councilmember Tygarjas Bigstyck
Councilmember Christine Boles
City Council Regular Meeting 1 October 28, 2024
SPECIAL and REGULAR MEETING
October 28, 2024 (MONDAY) – 6:00 PM
www.cityofpacifica.org
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BEFORE THE MEETING: Written public comments may be submitted in advance by 12:00 p.m. on the meeting date by email to: [email protected]. Written public comments submitted by email should adhere to the following:
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Written public comments received by 12:00 p.m. on the meeting date will be provided in their entirety to the City Council and posted to the City’s website prior to the meeting but will not be read verbally at the meeting.
AT THE MEETING: Materials in writing provided at the meeting should provide seven (7) copies to provide for each Councilmember, City Clerk and City staff.
City Council Regular Meeting 2 October 28, 2024
6:00 PM OPEN SESSION
Call to Order
Roll Call
Reading of Land Acknowledgment
The City of Pacifica acknowledges that we occupy the unceded ancestral homeland of the Ramaytush Ohlone peoples, who are the original inhabitants of the San Francisco Peninsula. We honor the Ramaytush Ohlone peoples for their enduring commitment to Mother Earth. As the Indigenous protectors of this land and in accordance with their traditions, the Ramaytush Ohlone have never ceded, lost, nor forgotten their responsibilities as the caretakers of this place, as well as for all peoples who reside in their traditional territory. We affirm their sovereign rights as First Peoples and wish to pay our respects to the ancestors, elders, and relatives of the Ramaytush Ohlone peoples.
Salute to the Flag led by Councilmember Bier
SPECIAL PRESENTATIONS
A. Proclamation - Arbor Day
CONSENT CALENDAR
Persons wishing to address the Council on any Consent Calendar item may do so at this time. Each speaker will be allotted three minutes. Those wishing to address the Council on any item listed on the agenda should submit a speaker card to the City Clerk.
Public meetings are a limited public forum, meaning that there are rules for commenting at these meetings. Comments on consent agenda items must relate to that specific item.
If comments do not relate to a specific agenda item, then City will provide you with an initial warning to stay on topic. If the warning is not followed, the Mayor will direct the City Clerk to cut off the microphone.
Items on the consent calendar will be adopted by one motion unless a Councilmember requests, before the vote on the motion, to have an item discussed. Time limit on comments is three minutes or less.
1. Approval of Minutes
PROPOSED ACTION: Move to approve the minutes for the September 9, 2024 City Council Special and Regular Meeting.
2. Repeal and Replace Administrative Policy No. 8: Records and Information Management Program Policy, to Update References to Public Records Act and Revise Policy Section
4.15 and other Minor Edits and to Revise the Records Retention Schedule to Amend Retention Periods and other Changes Relating to Police Services Records.
PROPOSED ACTION: Move to adopt the attached resolution Repealing and Replacing City Council Regular Meeting 3 October 28, 2024
Administrative Policy No. 8: Records and Information Management Program Policy, to update references to Public Records Act and revise Policy Section 4.15 to Confirm the City Manager is Authorized to Amend the Retention Schedules and other minor edits and to revise the Records Retention Schedule to amend Retention Periods and Make Other Changes relating to Retention of Police Services Records.
3. Pacifica Police Department Militarized Equipment Ordinance Adoption PROPOSED ACTION: Move to Waive the Second Reading of and Adopt by Title the, “Ordinance of the City Council of the City of Pacifica Repealing and Replacing Chapter 19, “Acquisition and Use of Military Equipment” of Title 4 “Public Safety” of the Pacifica Municipal Code Renewing the Military Equipment Policy.”
PUBLIC COMMENTS ON ITEMS NOT ON THE POSTED AGENDA
This portion of the Agenda is available for the public to address the City Council on any issue that is not on the Agenda. Any person wishing to address the Council shall be recognized by the Mayor during this time, provided, however, that only items not on the Agenda for that meeting may be addressed. Comments on non-agendized items must address matters within the subject matter jurisdiction of the City. If comments do not address matters within the subject matter jurisdiction of the City, the City will provide you with an initial warning to stay within the subject matter jurisdiction of the City. If the warning is not followed, the Mayor will direct the City Clerk to cut off the microphone.
Councilmembers shall not enter into debate with speakers under Public Comments on Items Not on the Posted Agenda. A maximum of three minutes will be allowed for any speaker.
COUNCIL COMMUNICATIONS
The purpose of Council Communications is for Councilmembers to inform each other of items of potential interest to other Councilmembers, such as interagency meetings.
STAFF COMMUNICATIONS
The purpose of Staff Communications is for the City Manager to offer announcements as appropriate.
PUBLIC HEARINGS
4. Consideration of a Resolution of the City Council of the City of Pacifica Certifying that the Revised Certification Draft Local Coastal Land Use Plan (LCLUP) with Alternative Modifications is intended to be carried out in a manner fully in conformity with the California Coastal Act; Adopting the Revised Certification Draft LCLUP with Alternative Modifications; Directing the City Manager to transmit the Revised Certification Draft LCLUP with Alternative Modifications to the California Coastal Commission For Certification; and Finding that Approval of the Revised Certification Draft LCLUP with Alternative Modifications is Exempt from the California Environmental Quality Act (CEQA).
PROPOSED ACTION: 1) Receive a presentation from staff and confirm alternative modifications to the Revised Certification Draft LCLUP; and 2) Approve the Resolution of the City Council of the City of Pacifica Certifying that the City Council Regular Meeting 4 October 28, 2024
Revised Certification Draft Local Coastal Land Use Plan (LCLUP) with Alternative Modifications is intended to be carried out in a manner fully in conformity with the California Coastal Act; Adopting the Revised Certification Draft LCLUP with Alternative Modifications; Directing the City Manager to transmit the Revised Certification Draft LCLUP with Alternative Modifications to the California Coastal Commission for Certification; and Finding that Approval of the Revised Certification Draft LCLUP With Alternative Modifications is Exempt from the California Environmental Quality Act (CEQA).
CONSIDERATION - NONE.
ADJOURN
NOTICE: If you challenge a city's zoning, planning or other decision in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice, or in written correspondence delivered to the City Council at, or prior to, the public hearing. Judicial review of any city administrative decision may be had only if a petition is filed with the court not later than the 90th day following the date upon which the decision becomes final. Judicial review of environmental determinations may be subject to a shorter time period for litigation, in certain cases 30 days following the date of the final decision The City of Pacifica will provide assistance for disabled citizens upon at least 24 hours advance notice to the City Manager’s Office (650) 738-7301, or send request via email to:
[email protected] if you need sign language assistance or written material printed in a larger font or taped, advance notice is necessary. All meeting rooms are accessible to the disabled.
The Pacifica Municipal Code is available online at the City’s website (www.cityofpacifica.org/municode);
HOW TO OBTAIN CITY COUNCIL AGENDAS
Posted agendas:
Agendas are posted no later than Friday prior to the City Council meeting date, at the entrance to the City Hall location at 170 Santa Maria Avenue, Pacifica.
View on the Internet:
Follow the link to Council agenda, at www.cityofpacifica.org E-mail subscription:
Send a request to Sarah Coffey, at [email protected] City Clerk’s Office/City Manager’s Office
City Hall, 170 Santa Maria Ave.
Council meetings:
Agendas are available at the City Council meeting
HOW TO REACH YOUR GOVERNMENT OFFICIALS
• Governor Gavin Newsom, State Capitol Building, Sacramento CA 95814 (916) 445-2841 • State Senator Josh Becker, 1528 So. El Camino Real, Suite 303, San Mateo CA 94402 (650) 212-3313 • Assembly Member Marc Berman, 721 Colorado Ave, Suite 101, Palo Alto CA 94303 (650) 324-0224 • Congresswoman Anna Eshoo, 698 Emerson Street, Palo Alto CA 94301 (650) 323-2984 • Senator Alex Padilla, B03 Russell Senate Office Building, Washington DC 20510 (202) 224-3553 • Senator Laphonza Butler, SD-G10 Dirksen Senate Office Building, Washington DC 20510 (202) 224-3841 • President Joseph R. Biden, 1600 Pennsylvania Ave. NW, Washington DC 20500 City Council Regular Meeting 5 October 28, 2024
CITY COUNCIL
• Mayor Sue Vaterlaus, [email protected]
• Mayor pro Tem Sue Beckmeyer, [email protected]
• Councilmember Mary Bier, [email protected]
• Councilmember Tygarjas Bigstyck, tbigstyck@ pacifica.gov • Councilmember Christine Boles, [email protected]
CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
10/28/2024
1 SUBJECT:
Approval of Minutes
RECOMMENDED ACTION:
Move to approve the minutes for the September 9, 2024 City Council Special and Regular Meeting.
STAFF CONTACT:
Sarah Coffey, City Clerk
650-738-7307
[email protected]
BACKGROUND/DISCUSSION:
Move to approve the minutes for the September 9, 2024 City Council Special and Regular Meeting (Attachment A).
FISCAL IMPACT:
Within budgeted operational expenses.
ORIGINATED BY:
City Clerk
ATTACHMENT LIST:
Attachment A: Minutes of 09-09-2024 Special and Regular Meeting (PDF) 1 Packet Pg. 6
CITY OF PACIFICA
CITY COUNCIL MINUTES
Council Chambers
2212 Beach Blvd
Pacifica, CA 94044
Mayor Sue Vaterlaus
Mayor pro Tem Sue Beckmeyer
Councilmember Mary Bier
Councilmember Tygarjas Bigstyck
Councilmember Christine Boles
City Council Regular Meeting 1 September 09, 2024
SPECIAL AND REGULAR MEETING
September 09, 2024 (MONDAY)
www.cityofpacifica.org
Mayor pro Tem Sue Beckmeyer called the meeting to order on September 9, 2024 at 6:14 PM 6:00 PM OPEN SESSION
Call to Order
Mayor pro Tem Beckmeyer called the meeting to order at 6:14 p.m.
Attendee Name Title Status Arrived
Sue Vaterlaus Mayor Remote
Sue Beckmeyer Mayor pro Tem Present
Mary Bier Councilmember Present
Tygarjas Bigstyck Councilmember Present
Christine Boles Councilmember Present
City Clerk Coffey took a verbal roll call.
Mayor pro Tem Vaterlaus requested participation remotely via Zoom pursuant to AB 2449 Emergency Circumstances clause.
Mayor pro Tem Beckmeyer asked her to describe for the record the general circumstances related to her need to appear remotely.
Mayor Vaterlaus stated that she is currently suffering from a medical emergency.
Mayor pro Tem Beckmeyer stated that Mayor Vaterlaus is also required to identify whether any other individual, 18 years of age, is present in the room at her remote location and identify the general nature of the relationship with any individuals physically present in her location.
Mayor Vaterlaus stated that she is in her home, and her husband is present but in a separate room.
Mayor pro Tem Beckmeyer opened public comments and, seeing no one, closed public comments.
Councilmember Bier moved to approve Mayor Vaterlaus’ remote participation pursuant to the
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Attachment: Attachment A: Minutes of 09-09-2024 Special and Regular Meeting (5780 : Approval of Minutes) City Council Regular Meeting 2 September 09, 2024
Emergency Circumstances; seconded by Councilmember Boles. City Clerk Coffey asked for a roll call vote of Council to approve Mayor Vaterlaus’ participation via Zoom due to emergency circumstances. She then took a vote by verbal roll call.
APPROVE REMOTE PARTICIPATION PURSUANT TO AB2449 - VATERLAUS (EMERGENCY CIRCUMSTANCES)
RESULT: ADOPTED [UNANIMOUS]
MOVER: Mary Bier, Councilmember
SECONDER: Christine Boles, Councilmember
AYES: Bigstyck, Vaterlaus, Beckmeyer, Bier, Boles
Staff Present: Kevin Woodhouse, City Manager; Michelle Kenyon, City Attorney; Denise Bazzano, Asst. City Attorney; Yulia Carter, Asst. City Manager; Alan Cohen, Asst. City Attorney (Zoom); Kavitha Kumar, Interim Community Development Director; Stefanie Cervantes, Interim Community Development Dep. Director; Maria Sarasua, Police Chief; John Mullins, Interim PW Director; Scott Leslie, Acting PB&R Director; Louis Sun, PW Dep. Director-Wastewater Div.; Brianne Harkousha, Sr. Planner (Zoom); Bill Glasgo, Police Captain; Eric Martinez, Police Corporal; Sarah Coffey, City Clerk; Emily La, Dep. City Clerk.
Reading of Land Acknowledgment
Mayor pro Tem Beckmeyer read the Land Acknowledgement.
Salute to the Flag led by Councilmember Bigstyck
SPECIAL PRESENTATIONS
A. Special Presentation - Fog Fest Organizing Group - 37th Pacific Coast Fog Fest Fog Fest Organizing Group President John Beckmeyer reported on the artwork created for the event and encouraged everyone to come out to Fog Fest. He shared their process and urged all community groups to show up and support Fog Fest and thanked the Board for the incredible job they did to make the Fog Fest happen. He thanked the Pacifica Lions Club and the City of Pacifica for the financial support and help from staff, in addition to other individuals like Robby Bancroft and the sponsorship committee. He felt it was heartwarming to see all these groups step up to make Fog Fest happen and he encouraged everyone to come.
Mayor pro Tem Beckmeyer thanked Mayor Vaterlaus for being Council’s liaison for Fog Fest and lending her expertise and advice over this year.
B. Proclamation - Suicide Prevention Month - September 2024 Mayor pro Tem Beckmeyer read the proclamation for Suicide Prevention Month.
Ms. Sylvia Tang stated she is a staff member of the San Mateo County Behavioral Health & Recovery Services - Office of Diversity & Equity and co-chairs San Mateo County Suicide Prevention Committee along with Martha Cervantes and Walter Ng at Star Vista Crisis Center.
She thanked Pacifica for joining other cities and county in proclaiming Suicide Prevention Month. She stated the theme this year was Love Over Loneliness. She stated that the County Board of Supervisors passed a resolution in January to proclaim loneliness as a public health
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Attachment: Attachment A: Minutes of 09-09-2024 Special and Regular Meeting (5780 : Approval of Minutes) City Council Regular Meeting 3 September 09, 2024
crisis. She shared data on these issues and mentioned some upcoming events. She thanked everyone in Pacifica, including Councilmember Bier, for supporting this issue.
Councilmember Bier thanked Ms. Tang for what she does and added that San Mateo County was lucky to have her.
Councilmember Bigstyck thanked Ms. Tang for the work she does and Councilmember Bier for her work and what she brings into many communities in San Mateo County. He shared his thoughts on the difficulties that may come with living and stated that having conversations about suicide might be helpful regarding loneliness.
Mayor Vaterlaus thanked Councilmember Bier and Ms. Tang for everything they do. She stated that, during college, she worked on a suicide prevention hotline and received a suicide call and luckily there was a doctor nearby who helped the person. She thanked them all again for their services.
Councilmember Boles stated she also wanted to thank Ms. Tang and Councilmember Bier. She stated that Councilmember Bier was an example of valuing each human life who comes to these meetings. She then acknowledged the difference Ms. Tang is making in whatever number of lives she saved.
Ms. Tang thanked everyone for speaking and acknowledged encouraging people to be the one to reduce stigma around suicide, mental health, and substance abuse, as one person can make a difference. She appreciated the comment on humanizing many people as it takes one person to reduce stigma and humanizing issues and they are making a difference.
CONSENT CALENDAR
Mayor pro Tem Beckmeyer asked if any councilmembers wanted to pull any items from the Consent Calendar. Seeing no one, she opened public comments. There were no public comments.
Councilmember Boles stated that she has a quick correction to the minutes: On packet page 46, it says “including an exact sense of patios” that she corrected to say “including any deck, fences, patios...” She stated that there was an extra “not” further down where the sentence began “She wanted to point out ... there are some exceptions here, not including...” and the word “not” must be removed.
Mayor Vaterlaus moved to approve the consent calendar as amended; seconded by Councilmember Bier.
City Clerk Coffey took a vote by verbal roll call.
RESULT: ADOPTED AS AMENDED [UNANIMOUS]
MOVER: Sue Vaterlaus, Mayor
SECONDER: Mary Bier, Councilmember
AYES: Vaterlaus, Beckmeyer, Bier, Bigstyck, Boles
Mayor pro Tem Beckmeyer referred to Council Communications and asked to push them to the end of the meeting.
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Attachment: Attachment A: Minutes of 09-09-2024 Special and Regular Meeting (5780 : Approval of Minutes) City Council Regular Meeting 4 September 09, 2024
City Attorney Kenyon stated we cannot start the adjourned regular meeting until 7:00 p.m.
Council agreed to defer Council Communications to the end of the meeting.
1. Approval of Disbursements for 08/01/24 through 08/31/24.
PROPOSED ACTION: Receive and file the Monthly Check Register Report for the month of August 2024.
2. Approval of Minutes
PROPOSED ACTION: Move to approve the minutes for the June 26, 2024 City Council Special Meeting.
3. Continuation of Proclamation of Local Emergency of the Pacifica Coastline from Westline Drive to the End of Beach Boulevard.
PROPOSED ACTION: Accept report and make a determination that conditions of local emergency continue to exist within the Pacifica Coastline from Westline Drive to the end of Beach Boulevard.
4. Continuation of Proclamation of Local Emergency at the Anza Pump Station.
PROPOSED ACTION: Accept Report and Make a Determination that Conditions of Local Emergency Continue to Exist at the Anza Pump Station at the Pacifica State Beach.
5. Response to San Mateo County Civil Grand Jury Report Titled “Restaurant Exteriors:
The Neglected Space”
PROPOSED ACTION: Move to approve the response to San Mateo County Civil Grand Jury Report Titled “Restaurant Exteriors: The Neglected Space.”
PUBLIC COMMENTS ON ITEMS NOT ON THE POSTED AGENDA
Errol Hunter, Pacifica, stated he has attended meetings in the past to share his concerns about the Calera Creek park situation in Vallemar, and he expressed his gratitude, appreciation, and positive thoughts on the letter the City Manager sent to Vallemar residents as follow-up.
COUNCIL COMMUNICATIONS
Mayor pro Tem Beckmeyer stated that Council will defer Council Communications unless there is something urgent that needs to be brought to the public.
Councilmember Boles stated that the Pacifica Beach Coalition is organizing Coastal Clean Up Day on September 21, and there will be a big party afterwards.
Councilmember Bigstyck stated Fog Fest is coming up on September 28 and 29. The Pacifica Resource Center’s big fundraiser, Palm-a-Palooza, is on September 21 and is the 50th Anniversary of PRC.
Mayor pro Tem Beckmeyer thought the very same day, September 21, is Sanchez Adobe Rancho Day on Linda Mar Boulevard.
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Attachment: Attachment A: Minutes of 09-09-2024 Special and Regular Meeting (5780 : Approval of Minutes) City Council Regular Meeting 5 September 09, 2024
STAFF COMMUNICATIONS
City Manager Woodhouse shared that Saturday, September 14, is the first Pacifica Children’s Business Fair outdoors at the Civic Center, which is a unique event that corresponds to the Second Saturday event that occurs in Sharp Park highlighting local merchants. This event will feature 20 businesses managed by 27 young entrepreneurs who create a product or service, develop a brand, build a marketing strategy, and open for customers at this one-day marketplace. He stated it is an exciting first-time event of youth entrepreneurs at the Civic Center.
Mayor pro Tem Beckmeyer asked to share it with the Pacifica School District so they can share it through the various school sites.
Councilmember Bier thought it would be helpful to both school districts.
City Manager Woodhouse stated that completes his communications.
Mayor pro Tem Beckmeyer followed on and thanked John Beckmeyer for the presentation and echoed his statements about how much all the different city departments support Fog Fest. She thought about PB&R and the Fun Fest and stated it is the 40th Fun Fest as it preceded Fog Fest. She stated it is a lot of fun and met Dr. Bill Michaelis at San Francisco State years ago when she worked there. She referred to all the help from the Sanchez Art Center and work with photographs, competition, and parade, and she hopes everyone can turn out for it.
Mayor Vaterlaus reminded everyone that the parade is at 10:00 a.m. on Saturday and everyone should come out. She is so excited that we can continue this special event for Pacifica.
PUBLIC HEARINGS - NONE.
CONSIDERATION
6. Automated License Plate Reader Technology to Enhance Public Safety in the City of Pacifica.
PROPOSED ACTION: Adopt a resolution of the City Council of the City of Pacifica, authorizing the City Manager to implement the Automated License Plate Reader (ALPR) program and execute the agreements with Flock Safety for ALPR technology and Axon Enterprises to activate ALPR capacity on existing hardware.
City Manager Woodhouse wanted to make an introductory comment before the Police team provides a very detailed presentation. He stated that we are always striving for new technology at work. There has been some delay because of resource constraints, but over the years, regardless of the department, we are always looking for technology improvements as they help public safety and save lives. He added that this is a technology enhancement critical to the city’s resources and efficiency of operations.
Chief Sarasua began the staff report.
Corporal Eric Martinez continued the staff report.
Captain Bill Glasgo continued the staff report.
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Attachment: Attachment A: Minutes of 09-09-2024 Special and Regular Meeting (5780 : Approval of Minutes) City Council Regular Meeting 6 September 09, 2024
Chief Sarasua completed the staff report.
Mayor pro Tem Beckmeyer asked if any councilmembers have any clarifying questions before going to public comment.
Councilmember Bigstyck stated that he did not have questions because Council had an opportunity with the Chief to learn about the technology beforehand. He is sensitive to the fact that not all members of the community have that opportunity and Council will be listening to any community concerns or questions that might arise.
Mayor pro Tem Beckmeyer opened public comments.
San Mateo County District Attorney Steve Wagstaff, Redwood City, stated he supports the request of the Chief and Police Department for the cameras, stating that they have an excellent program, and he shared his thoughts and experiences on the impact of this kind of program.
Holly Smallie, Pacifica, stated she is the local director of a cannabis retail store and shared her personal experiences and thoughts in support of this program.
Gary Furlong, Pacifica, stated that he has served on the Police Department’s Chief Advisory Panel and shared his thoughts in support of this program.
Chris Redfield, Pacifica, stated he was in support of this program and he appreciated the information from District Attorney Wagstaff. He shared his thoughts on this program.
Clif Lawrence, Pacifica, stated he has been waiting for this for 2-1/2 years and shared his positive thoughts on approving the program.
Carrie Lujan, Pacifica, stated she is a spouse of a Pacifica Police officer and shared an experience she had and was in support of this program.
Mayor pro Tem Beckmeyer closed public comments.
Councilmember Bigstyck thought nearly the entire Police Department is present and he thanked them for supporting their department and interest of the public. He stated he is in favor of this.
Mayor Vaterlaus stated she was in support of the program. She looked forward to the police being able to use this to help them. She thanked staff for doing this as it is appreciated by the entire community.
Councilmember Boles was also in favor of this program. She thanked Chief Sarasua, Captain Glasgo and Corporal Martinez for all the research and outreach they did ahead of time to listen to the community, groups, and Council and making those concerned about privacy to be sure that their concerns were met. She asked staff if we need more than ten. She understands all the vehicles will be getting them too and that multiplies our numbers. She asked if there was ever a time that it would be useful to keep the data more than 30 days.
Chief Sarasua thought staff did a tremendous amount of research to be strategic about the number of cameras and the location of the cameras, and now they have to implement them and reevaluate bi-annually to see if it is enough cameras. Staff will look at some important data points regarding crimes, and she thinks ten is a satisfactory number. She will be able to report
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Attachment: Attachment A: Minutes of 09-09-2024 Special and Regular Meeting (5780 : Approval of Minutes) City Council Regular Meeting 7 September 09, 2024
back to Council when she knows more about the efficacy in the implementation phase.
Regarding the retention period, after much discussion with community groups and our detectives in the Police Department, 30 days, while the least amount of time, will allow staff to follow up on critical investigative leads. She stated that, as staff continue to evaluate the technology, we can make a determination at a later time if that needs to change.
Councilmember Bier thanked them for the well done and thorough presentation and appreciated their community outreach as it is the most important thing we can do in our community, i.e., create relationships. She thanked all the officers for their service in protecting us. She stated she is in favor of it.
Mayor pro Tem Beckmeyer echoed the appreciation to the Chief and the officers who worked on this as their briefing was thorough and prepared and listened to Council’s feedback with their knowledge of the community in suggesting areas of individual groups that they might want to check in with. She is proud of the effort in their outreach. She thanked them for bringing this reasonable and well-executed project.
Councilmember Bigstyck moved to adopt a resolution of the City Council of the City of Pacifica, authorizing the City Manager to implement the Automated License Plate Reader (ALPR) program and execute the agreements with Flock Safety for ALPR technology and Axon Enterprises to activate ALPR capacity on existing hardware; seconded by Mayor Vaterlaus.
City Clerk took a vote by verbal roll call.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Tygarjas Bigstyck, Councilmember
SECONDER: Sue Vaterlaus, Mayor
AYES: Vaterlaus, Beckmeyer, Bier, Bigstyck, Boles
7. Designation of Voting Delegate for League of California Cities Annual Conference PROPOSED ACTION: Designate a voting delegate and alternate(s) who will attend the 2024 League of California Cities (Cal Cities) Annual Conference General Assembly Meeting on Friday, October 18, 2024.
City Clerk Coffey presented the staff report.
Mayor pro Tem Beckmeyer asked if Councilmembers have questions. Seeing none, she opened public comments. There were no public comments.
Councilmember Bier suggested Councilmember Boles as delegate.
Mayor pro Tem Beckmeyer agreed.
Councilmember Boles stated she was willing to but was going to suggest Councilmember Bigstyck as delegate.
Councilmember Bigstyck stated that it is often the honor of the mayor to be chosen as the delegate and he is content that his turn was taken and if someone else would like a turn at this time, understanding that both Mayor pro Tem Beckmeyer and former Mayor Bier have both had the opportunities of being the voting delegates.
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Attachment: Attachment A: Minutes of 09-09-2024 Special and Regular Meeting (5780 : Approval of Minutes) City Council Regular Meeting 8 September 09, 2024
Mayor Vaterlaus nominated Councilmember Boles as the delegate and Councilmember Bigstyck as the alternate; seconded by Councilmember Bier.
City Clerk Coffey took a vote by verbal roll call.
RESULT: ADOPTED [UNANIMOUS]
MOVER: Sue Vaterlaus, Mayor
SECONDER: Mary Bier, Councilmember
AYES: Vaterlaus, Beckmeyer, Bier, Bigstyck, Boles
Mayor pro Tem Beckmeyer adjourned the regular meeting at 7:44 p.m and reconvened the adjourned special regular meeting of August 26, 2024 for continuation of the short-term rental item at 8:02 p.m.
8. Short Term Rental Study Session (Continuation of Council Deliberations from 8/26/2024) PROPOSED ACTION: Receive updates on the Short-Term Rental Program and provide direction on potential revisions to the City’s Short-Term Rental regulations - Continuation of Council Deliberations from 8/26/2024
Mayor pro Tem Beckmeyer stated that it will be a continuation of Council deliberation. She explained that public comment for this item was taken at the last meeting and we are not having public comment at this meeting. She encouraged anyone wishing to make a public comment to email the Council.
Asst. City Manager Carter presented the staff report.
Interim Community Development Dep. Director Cervantes stated she will walk them through the remaining policy considerations. She stated that the first will be allowances of STRs in multifamily residences. After reviewing the existing STRs multi-family properties in the city and reviewing other jurisdiction example ordinances, staff is recommending two things: 1) to limit STR permits for multi-family residential building with 5 or more units sharing a common wall and 2) in multi-family residential buildings consisting of 4 or less units, when sharing a common wall, each STR should obtain a separate STR permit as well. She opened it for Council deliberation.
Councilmember Boles asked if we would be able to pull up a list of STR properties with multiple units from the previous agenda packet on page 107. She stated, while we pull it up, she referred to bullet point #2 and thought we were already doing one STR permit per unit.
Interim Dep. Director Cervantes stated that we are.
Mayor Vaterlaus stated that we are not limiting the number, i.e., if you have four units, you can have four STR units as long as you have one permit per unit. She asked if that is what it says.
Asst. City Manager Carter answered affirmatively. She explained that an exemption would apply to buildings with up to five units for allowing STRs, and for buildings with five units, you will start restricting it at one STR per unit.
City Manager Woodhouse stated, for four units or less, there is no change; every unit has to have a permit. Buildings with 5 or more units would only be allowed one STR permit.
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Attachment: Attachment A: Minutes of 09-09-2024 Special and Regular Meeting (5780 : Approval of Minutes) City Council Regular Meeting 9 September 09, 2024
Councilmember Boles stated that, at the last meeting, we talked about a primary residency requirement. She asked if staff is suggesting that does not apply here in the recommendations.
She asked if an owner would need to live in one of the units.
Asst. City Manager Carter stated that those units could be owned by different parties, so the primary residence requirement is a separate requirement that we would revisit. For multiple units, like a four-plex, it may have different owners.
Mayor pro Tem Beckmeyer stated they could have four or one. She was puzzled as she was thinking of an apartment building which would, in Pacifica, mostly have one owner of the building that rents the units out. In New York, people own apartments.
Councilmember Boles stated that is a condominium, which is a different ownership structure.
Mayor pro Tem Beckmeyer thinks so.
Councilmember Bigstyck stated in a meeting he had, he had suggested, in the case of these STR management companies, the idea that they do not own these units, and somebody owns them and they have Marbella Lane manage them.
Mayor pro Tem Beckmeyer thinks she is hearing him say is he is differentiating between the named owner and the actual manager of the property.
Councilmember Bigstyck answered affirmatively.
Mayor pro Tem Beckmeyer stated our permit process allows an owner to designate someone else as an operator of the STR and thus is the permit holder presently and it could be someone other than the owner of the property so long as the owner signs off that they allow, which is how she believes it is currently.
Interim Dep. Director Cervantes stated she is correct.
Mayor pro Tem Beckmeyer stated that what we want to do is discuss this issue in light of how it is now and how they wish it to be in the future.
Councilmember Boles stated staff confirmed that they are changing their application so it is the owner that applies, not an operator for the STRs, and we have the owner’s information.
Councilmember Bier appreciated their work but she disagrees. Having lived in multi-family residential buildings, she does not think that calling out a shared common wall matters. She thinks we should look at all multi-family residential buildings and only allow one permit per multifamily residential buildings. If you have three, four, or five units, you can only have one STR, and that is what she is pushing for because it is the naturally affordable housing in our community and, if we continue to get rid of them, we are hurting our community.
Councilmember Boles stated that she agrees. She stated, if the units are owned individually, she is assuming they are condominiums and they could fall under the rules that we have established previously of a primary residence, i.e. you are allowed to rent it for a certain period if you are the owner and live there as the primary residence.
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Mayor Vaterlaus stated that we did not make that rule yet.
Councilmember Boles thought there were certain things that we had deliberated and agreed to but maybe we need to go back.
Mayor pro Tem Beckmeyer agreed we need to go back.
Councilmember Boles stated that, if it is a condominium and they are owned and built differently, she would want to limit it to one per building.
Mayor pro Tem Beckmeyer concluded she is in agreement with Councilmember Bier.
Councilmember Boles responded affirmatively.
Mayor Vaterlaus knows a building on Beach Boulevard that rents all four units as STRs, and they would not be affordable as rentals but they would be rentals available if they were not STRs. If we limit one per multi-family building, then it should be one per multi-family building not necessarily four or more. She stated that condominiums are individually owned and how can you determine what somebody else does in their unit, adding that those are separate.
Mayor pro Tem Beckmeyer asked if Asst. City Attorney Bazzano had a question.
Asst. City Attorney Bazzano reiterated the discussion of whether a condominium would be considered a multi-family dwelling and she thinks Council is of the mind that it is.
Mayor Vaterlaus stated they are not. She stated that a condominium is individually owned and are mostly all planned unit developments which are considered single families anyway; but if you have a building of 50 condominiums, how do you say that one in the entire complex can be a short-term rental.
Councilmember Boles stated that counts as a single-family residence and whatever rules we apply for a unit otherwise. She asked if we have particular examples of buildings that look like apartment buildings that are individually owned on this list.
Interim Dep. Director Cervantes stated she will get back to that. She stated that, if there are two or more condominiums, they are typically still considered multi-family land uses; that is how zoning in the land use works. We would need to clarify what this recommended language applies for, i.e., multi-family apartment buildings or multi-family condominium buildings or an umbrella multi-family. She stated that is where staff would want some additional direction.
Mayor pro Tem Beckmeyer stated it sounds to her that we need to differentiate condominiums from apartments.
Councilmember Bier agreed.
Mayor pro Tem Beckmeyer thanked staff for clarifying from a land use designation standpoint and stated the two are the same.
Councilmember Bigstyck stated in the case of buying and managing condominiums, how many of those condominiums would we like the company to be able to buy and flip into STRs. He stated that is not naturally occurring in affordable housing as it is not in an apartment complex.
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Councilmember Boles thinks the other point she raised last time is that most condominiums have HOAs. She suggested asking on the application whether it is an HOA or asking for a letter of whether or not they feel they can enforce it so we know and notify the HOA. She spoke to three different organizations with HOAs: Fairmont Homeowners Association and Sky Ridge have a lot of units and have language that limit rentals to 30 days. Pacific View Villas is a small HOA that is struggling with enforcement against STRs. She would like to see how we can encourage people to do the right thing.
City Manager Woodhouse stated that this is an example where there can be lots of different permutations and arrangements and legalities. We can develop the ordinance and do more research and talk to Coastal Commission staff and then bring it back. It may help to say that it is Council’s intention that an individual unit that is individually owned is not subject to this; in other words, a typical duplex or triplex or more that is in an apartment building, those are not typically individually owned units, but different permutations, townhomes, or condominiums, etc., typically individually owned would be a way to think of it. If the direction is a situation where there are individual units that are individually owned, then they fall to the other STR rules and not to the multi-family residential building.
City Attorney Kenyon agreed, adding that the way to view a condominium multi-family structure is to view it more like multiple single-family residences; we have discussed other restrictions we want to place on single family-owned property to try to address the issue with large corporations that may want to buy up properties for the purpose of STRs. She appreciated that context and thought that was a good way to look at condominiums and we can save the discussion on how we want to deal with condominiums until after we have the discussion regarding how to deal with natural persons versus corporations versus primary residency requirements. She thinks that will address some concerns with corporate entities owning properties.
Councilmember Bier stated she has a question about process. She stated that Council gave a lot of direction before we adjourned the last meeting, and she is not clear about that. She asked if we are going to hear the direction Council already gave or are we talking about it again.
City Manager Woodhouse stated that Asst. City Manager Carter’s first slide had item #1 where we received direction on a lot of topics. He stated that there are some clarifications that we need to go back to because they bleed over into whatever Council may decide on these new policy considerations. We will be going back, recapping, revisiting, and discussing further the direction that was received on the earlier ones.
Mayor pro Tem Beckmeyer agreed and added to pick up what was not completed last time and focus on those before going back over all of it at the end of this meeting.
City Manager Woodhouse stated that, a general comment is that on any of these given policy considerations, except for one, we have not done the fiscal analysis yet; after Council gives direction and staff come back to Council, staff will need to say the decision about the multifamily portion of the program is X fiscal impact to the City’s General Fund.
Councilmember Boles stated that, if that is part of their future deliberations, she thinks we need the economic analysis in general as to how much the STRs make and how much are they costing the city.
City Manager Woodhouse stated that was a great point about fiscal impact analysis. He stated
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that there are some basic and direct impacts to TOT to the city that we can do. If Council is interested in a very substantial and robust fiscal impact analysis that factors in how much does a renter bring into a community versus how much does a short term renter bring in to the community, that is going to be a separate, distinct, costly, and complicated fiscal analysis for the city; we will have to pursue that separately and it will take a long time. San Francisco is not Pacifica and you cannot generalize those provisions and we would have to do it specific to Pacifica and to employ economic consulting firms that can do that analysis. He wants to set that expectation clearly as that is a very complex analysis, like the retail leakage analysis or guidelines. There is a lot of research which is beyond staff’s capacity and we would have to hire a consultant to do that.
Mayor pro Tem Beckmeyer had one question on that piece, i.e., how much the city has looked at costs associated with enforcement of short-term rental ordinance, i.e. code enforcement, police, building inspection, etc. Some of the ideas Council discussed involve having a physical inspection of a property and how would the cost of that inspection be born and what other policies do we have in other inspections that the city requires and who bears those inspection costs. She thinks that is some of the information she needs to hear.
Councilmember Boles thought Airbnb in the last letter they sent talked about occupancy rates and there is a dollar amount of how much a person spends, whether it is an STR or resident. If you are vacant for a certain amount of time, it is still revenue to the city, and she has a problem just looking at one side of the equation.
Mayor pro Tem Beckmeyer agreed, adding that the reality that we do have this analysis. She stated that former Mayor John Keener opened her eyes to the difference between the revenue generated from TOT and the revenue generated from sales tax. She referred to Councilmember Boles’ point about when there is vacancy, nobody is generating either TOT or sales tax revenue, and the notion is well-taken of the idea of a year-round supportive businesses with residential occupancy, businesses like the veterinarian and optometrist, etc., that in all likelihood would not be frequented by short term rental guests. She stated that is the level of detail that City Manager Woodhouse says we need to hire specialized staff firm to do that kind of analysis.
City Manager Woodhouse agreed, adding that she mentioned many variables and they would go into that kind of calculation.
Mayor Vaterlaus stated one example was a letter from Cotton Crustacean saying that a lot of his business comes from short-term rentals. She asked how do you know who is going to restaurants, and who is spending money in different places. She thinks that is a very complicated issue.
Mayor pro Tem Beckmeyer agreed.
Councilmember Boles referred to the discussion on the multiple units and affordable housing.
She stated that, in our Housing Element, duplexes are a lower price for people to buy whether they are individually owned or you own the whole building and you rent out the other to help you pay it. She stated that it makes her nervous to have too many of these being taken up by businesses when we have such a shortage of housing. She stated that some of them are residents. She stated that there are some duplexes next to her and she knows the owners, and if they want to rent out their own place, the rules we have for homes could also apply.
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Mayor pro Tem Beckmeyer thought we should concentrate on that as we have the topic of natural person and issues about primary residency, etc., and did not think we concluded it during our last meeting. She feels like Council needs to nail that down in terms of giving direction to staff. She asked about the process.
City Manager Woodhouse asked if Council was interested, for the multi-family properties policy consideration, in parking that for now while we revisit some of the others and come back to it or do we want to set preliminary direction to staff, and if so, what will that direction be.
Councilmember Bier would like to set preliminary directions to staff. She said her direction was one unit for multi-family residential buildings.
Mayor pro Tem Beckmeyer clarified whether that building has 2 or 12 units.
Councilmember Bier agreed.
Mayor Vaterlaus thought it could be a percentage. She asked about a tiered approach.
Councilmember Boles stated that the other point that was made was that, when you’re living in close quarters, people coming in and out have a much bigger impact than if you are separated as a house. She does not feel comfortable with a lot. She does not know how many buildings we have that are more than five units.
City Manager Woodhouse stated that, in staff’s analysis, one of the factors that they looked at was, per Councilmember Boles’ point, when you are in close quarters, people coming in and out are a big impact; if there is one unit that is an STR in a duplex, triplex, or fourplex, that could potentially be a big impact to those others in that unit as opposed to, if all of the units up to four are short-term rentals. Then, it is less of an impact to each of those because they are all shortterm rentals. He stated that staff looked at that and the list they have in front of them about what the reality is that exists and that is how they came up to the recommendation.
Councilmember Boles asked if we have data about how many duplexes, triplexes, 4-plexes, etc. we have in Pacifica.
Mayor pro Tem Beckmeyer agreed.
Interim Dep. Director Cervantes stated that we do not have that available at this time.
Councilmember Boles stated it is dangerous once you open that up.
Asst. City Manager Carter stated that Council has a cap that is in place.
Councilmember Boles thinks we will come back to this one.
Mayor pro Tem Beckmeyer was inclined toward one per building with the caveat, as she does not know how many buildings we have that have 10 or more apartments so that is what she wonders about. She thought the idea of some ratio may be relevant. She is not sure if one in a duplex is equivalent to one in a 30-unit building. She understands and agrees with the point that apartment living is generally more affordable and the notion of naturally affordable housing is something that we have used in many discussions and was the basis of their ADU ordinance.
She feels that we need to leave this one for the moment and come back to it and, in light of
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other discussions, that will shed an open eye on how one situation could apply to another.
City Manager Woodhouse stated that sounds great. He clarified the distinction between one individually owned unit, i.e., each individual unit that is owned. He wanted to try to make the distinction between some Councilmembers who say we are not talking about condominiums or townhomes that are typically individually owned. He stated that, as preliminary direction, Council does not have to give it on that but he wants to make sure that is another variable.
Mayor pro Tem Beckmeyer stated, to Councilmember Boles’ point, the unit that is a condominium and has eight units versus Creekside condominiums where she lives that have 70 or more units are not exactly comparable; some amount of scale is something we will have to address to make this intelligible.
Interim Dep. Director Cervantes moved onto the next policy consideration is the density of shortterm rentals. Council had requested that staff look into limiting the number of STRs per neighborhood, for business district, or for street or block. Staff evaluated a number of ordinances and found that many do not have this type of restriction and the evaluation is that; if Council is interested in going with something similar with putting a cap per neighborhood or for business district or street or block, staff would need to do further evaluations on the financial impact of that policy and consider how it would impact the active legal STR operations in visitordriven areas. She stated some things to consider with this is that, currently, since we do not have any provision that limits the number of STRs per neighborhood, the City is likely to have, if Council does direct staff to put some sort of caps on neighborhood or for street or block, the possibility that some of our existing STRs in some areas would already be at that cap or exceed that cap so it does create an issue there. There is also already a cap of 150 STRs per citywide as well.
City Attorney Kenyon stated that the other issue she wants Council to think about when thinking about limiting the number of STRs per neighborhood is that would require some determination in the event that we have more than the number we have limited it to. She stated that then the question comes up, how do you issue permits. It can be on a first come, first serve basis, but a lot of times, this could involve more administrative determination lottery. She asked if first come, first served the fairest, or if it would be more equitable to have a lottery system so that every year you have a system on who is going to receive the permits for that neighborhood. She stated that there is more than just the Council limiting the number.
Mayor Vaterlaus stated that we are generally going to have a higher concentration in the coastal zone because that is where people want to come and stay and that will be affected by Coastal Commission. She stated that there is a lot involved in the density issue.
Councilmember Boles stated, for the people who live in those neighborhoods, they are greater impacted. She stated that Cindy Abbott put the statistics together but we have, between Shoreview and Sharp Park, 63 STRs (about 37%) now, and they are impacted more than any other part of Pacifica.
Mayor Vaterlaus stated that they are impacted more by the tourists also, but if you live by the ocean, you are going to have different impacts than someone who does not live by the ocean.
Councilmember Boles stated that they did not necessarily sign up for that when they bought their house.
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Mayor Vaterlaus stated that, if you live where she lives, you are not going to have the tourist traffic that you have in Sharp Park.
Councilmember Boles stated she is not talking about tourist traffic but people coming into the house next door to you every day.
Mayor pro Tem Beckmeyer stated we are hearing painful stories from people who live on a court in the back of the valley or on a street up at the end of a long residential street or at the top of the Talbot area. She stated that the impact is more frequent because there is more of them in Sharp Park and Pedro Point, but even where there are not as many of them, the issue of pain in the community is consistent.
Mayor Vaterlaus acknowledged it is widespread.
Mayor pro Tem Beckmeyer stated that is what she wants to address, to figure out how they take away most of that pain.
Councilmember Boles stated some of the other policies we are considering that we talked about previously will help alleviate some of the density issues in this area.
Mayor Vaterlaus agreed with that.
Councilmember Bier stated that there are some policies out there that state that there needs to be 500 feet between parcels or something like that.
Interim Dep. Director Cervantes stated that there was one jurisdiction that had a “55-foot buffer between STRs and no more than 15% of parcels per block”.
Mayor Vaterlaus stated 55 feet would not make much difference here because most lots are 50 feet wide.
Councilmember Boles stated it would just mean you could not have two right next door.
Interim Dep. Director Cervantes added “...and no more than 15% of parcels per block would be allowed to operate as an STR”.
Councilmember Bigstyck thought the 55 feet does not seem like a large space but it does begin to address the condominium issue.
City Attorney Kenyon stated that Council can make different regulations, depending upon the type of residence: If you want to have a larger buffer in some areas and not others, i.e. the condominiums, you could change that and it could be 55 feet for single family residence.
Councilmember Boles stated that we could do it by zoning, i.e. R1 has a specific kind of buffer.
She then stated Half Moon Bay also has an exception in certain visitor-serving commercial zones where regular restrictive regulations do not apply and people do not have to have a primary resident fee and people can book even longer. She stated that was one of the reasons she was asking for the zoning map previously. She stated that there might be instances where we do not have to be as restrictive and instances where we want to be more restrictive.
Councilmember Bier thinks we need to have the maps.
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Mayor pro Tem Beckmeyer agreed about the different zoning and referenced an example from the Sharp Park Specific Plan.
Councilmember Boles thinks we are currently updating our zoning map with the Housing Element work. She asked if hotels are not permitted by right in any zone now and that it takes a use permit application.
Asst. City Attorney Bazzano believes that is correct and believes that Interim Dep. Director Cervantes mentioned that at the previous meeting.
Mayor pro Tem Beckmeyer asked about hotels being permitted by right in any of our zoning.
Interim Dep. Director Cervantes stated she would look into it.
Councilmember Bier appreciated that Councilmember Bigstyck thought about the condominiums and how the 55 feet would address that and it gave Council something to build on as she thinks it needs to be further for the single family homes. She thinks that is the beginning of the conversation and she asked how we delve further.
Councilmember Bigstyck stated that at the forefront of his mind are those corporate entities who have bought up multiple dwellings or a unit that possesses multiple dwellings and flipped it into that which it was not intended to be. He stated that, if he had a way to pinpoint that and remedy it, he thinks that is the best way to begin.
Mayor Vaterlaus asked if that entity owns all those units or are they managing those units.
Councilmember Bigstyck stated that they are managing those units.
Mayor Vaterlaus stated that she looked up Beach Boulevard and Belfast, two of our biggest complaint-driven STRs, and they are owned by separate people.
Councilmember Bigstyck stated that, at the end of the day, the problem is the short-term rental management, namely the ones from complaint-driven STRs. He expressed the challenges in the issue with finding the means first and figuring out if there is a better way later.
Mayor Vaterlaus thought, like Mayor pro Tem Beckmeyer said, if we go back to the small details, like two people per bedroom or two cars total, we may start out with all those regulations and then later get into density or some of the other ones like hosted or unhosted. It seems like, if we make these regulations, like three strikes or lying on applications, that could take out a lot of the bad actors.
Councilmember Boles asked if we have an idea of how many are right next to each other. She thought staff had prepared a map.
Mayor pro Tem Beckmeyer thought she saw that too. She knows we have a table.
Interim Dep. Director Cervantes stated she would need to find that map first. In response to the question regarding the hotels and if there is any zoning district where they are permitted by right, the answer is yes and no. In C1/C2 zoning districts in the coastal zone, we have a provision that says visitor-serving uses are permitted by right. Hotels/motels are considered a
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visitor-commercial use; however, in any scenario that she can think of, we would still need some sort of planning discretionary application because, you are either converting an existing building and changing it from residential use or some other commercial use into the motel/hotel use, which would intensify that use, so you would need a Coastal Development Permit or you are constructing a brand new hotel from scratch or remodel. In any scenario she can think of, there would be some sort of planning application discretionary action, but the use itself would be allowed by right in the coastal zone.
Mayor pro Tem Beckmeyer confirmed in the coastal zone.
Interim Dep. Director Cervantes stated that there are no zoning districts outside of the coastal zone that would allow it by right and they do require a use permit.
Mayor pro Tem Beckmeyer understood.
Mayor Vaterlaus asked if the small hotel on Pedro Point was there by right.
Interim Dep. Director Cervantes stated that the small hotel off San Pedro Avenue, Anchor Inn, does have a discretionary permit and, at minimum, a Coastal Development Permit.
Councilmember Bier appreciated what Mayor Vaterlaus was saying about looking at the little things, and she also wants to delve further while they have the opportunity.
Mayor pro Tem Beckmeyer agreed.
Councilmember Boles stated that the reason she requested the map was to understand how many were next to each other now as implementing 55 feet would mean we cannot have one right next to another. She asked how many instances is there of that rule.
Mayor pro Tem Beckmeyer stated staff is looking for that map.
Councilmember Bigstyck stated that we can make the radius larger than 55 feet.
Mayor pro Tem Beckmeyer mentioned the issue of zoning differences, coastal zone versus noncoastal zone. She stated that was brought up by people not in the coastal zone. Her recollection is in the coastal zone we will have to have Coastal Commission review of any change and we will not be able to make it effective until that occurs; but in the non-coastal zone, it can be effective much sooner. She mentioned the room being split on the notion of what is your neighborhood and expecting more visitors in the coastal zone. She likes the idea of having buffers. She thought the distance would make sense but it will take some time.
City Manager Woodhouse stated the data on the ground is going to change so all of the other restrictions on the program will result, i.e. how many STRs are in neighborhoods. Regarding different phases of the program, he asked if Council wants to go through a complex and challenging lottery system when that may not be necessary for that block because of other restrictions on the program. He stated that there are many intertwining things here and one construct is we have these phases of the program regarding enforcement. He stated that is a policy making construct that Council can consider in this dialogue at this meeting.
Councilmember Bigstyck stated, in the immediate term, will the buffers address the STRs identified in complaints and public comment.
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Mayor pro Tem Beckmeyer stated not necessarily. She stated it is about behavior, enforcement, and limitations.
Councilmember Bier agreed and mentioned 1 STR per natural person, how many people can stay in a room, and how many cars.
Councilmember Boles emphasized neighborhood cohesion if we get too many in one area, which is not necessarily controlled by those factors. It might reduce them, but the 55 feet could be a starting point.
Mayor Vaterlaus referred to her previous comment and felt sorry for people who live next to people who are bad actors. She did not think, when you purchased your house or planned on living there, that you ever expected anyone to do the things that some of these people do.
Mayor pro Tem Beckmeyer asked if we want different regulations for coastal zone and noncoastal zone, only to the degree that we could begin enforcing.
Councilmember Bier agreed.
Councilmember Boles thinks the density issue is more important in the coastal zone. She did not think we needed different policies for the others but we could address the density one way.
She suggested putting a pin in this when we can come back with how many are right next to each other and we can see how far apart they are and we can consider regulations.
Councilmember Bigstyck stated he wanted to introduce the idea of revisiting the cap because of the ideas possibly thinning out the density. He is not suggesting that conversation at this meeting, but it occurs to him that if several STRs went away, then the cap may be reduced.
Mayor pro Tem Beckmeyer understood but added that the cap presently does not differentiate between hosted and unhosted.
Councilmember Bier asked if it also does not differentiate between units.
City Manager Woodhouse stated that each STR permit represents one unit.
Mayor Vaterlaus stated that the four-unit building has four permits now.
Councilmember Bier stated that the five-unit apartment building has five permits but one business license for five STRs.
City Manager Woodhouse clarified that, in terms of the cap, each of those five counts towards the cap.
Mayor pro Tem Beckmeyer stated that one owner may have five permits.
City Manager Woodhouse wanted to make a clarification with zoning differences between the coastal and non-coastal zone. He stated whatever ordinance changes the Council directs and adopts, they go into effect after 30 days in the non-coastal zone and then we go down the Coastal Commission process for the coastal zone. He stated that one of the questions is about enforcement rights and those policy changes get applied immediately to the non-coastal zone.
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He stated that the question about zoning differences is having different policies for the coastal versus non-coastal.
Mayor pro Tem Beckmeyer stated she did not understand what the advantage is because she is focused on the negative impact on neighborhoods.
City Manager Woodhouse stated staff’s recommendation is to not have different policies for coastal and non-coastal.
Mayor pro Tem Beckmeyer asked if Council can think of a reason for separate different ones.
Councilmember Boles thought the policies we are trying to solve are going to help the coastal zone too, and it would be easier to keep them the same. She wants people to make sure they know that is probably not going to be a perfect ordinance and Council may make changes.
City Attorney Kenyon stated she would like to explain how this process generally works.
Council started years ago the regulatory program and are now doing what a lot of jurisdictions do, which is trying to address ways to make the ordinance better and there are different mechanisms to do that. Staff have started to more aggressively address complaints through active enforcement. She stated active enforcement is different than what Council is doing at this meeting. What Council is doing now is creating the tools upon which we will base that active enforcement in the future. Whatever actions Council takes will make this regulatory program better. In the future, some Council will be back here discussing how this program is working and asking if there are things they can do to better it.
Mayor pro Tem Beckmeyer thinks the zoning differences were covered.
Interim Dep. Director Cervantes stated that was the last policy that Council had not previously discussed and now we are going to go through some of the policy considerations that they had discussed at the end of August, and there are a couple where staff needs some clarification.
She stated that the first is hosted versus unhosted STRs. The direction was to create definition for hosted versus unhosted STR properties. One of the things we need further direction on is the number of days that the Council would like to limit for unhosted STRs.
Mayor pro Tem Beckmeyer stated that her recollection is that people were centering on 90 days and she feels like there has not been pros and cons discussed. She certainly expects for some current year-round operators a limit of 90 days is not going to be financially sufficient for them to want to continue doing business. She stated, if the goal is eliminating some of the businesses that are operating in residential neighborhoods, she thinks it will accomplish that. The real issues is which ones it will impact. She asked for input from Council.
Councilmember Bier thinks most of the ordinances she has looked over and people have sent them are 60 days and she went back and forth last time thinking about 90 for the exact same reason she needed, but it seems like most of them are 60.
Mayor Vaterlaus stated she was thinking 120.
Councilmember Boles thought that was where the discussion was, that 90 was a good compromise.
Mayor pro Tem Beckmeyer stated that is why they landed on 90 days.
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Councilmember Boles stated that this is a limit to STRs of less than 30 days, but she has seen Airbnb platforms and homes that are rented for more than 30 days and these regulations do not apply to that; therefore, someone could rent STR for 90 days and then they could rent to a visiting nurse or college interns or professor on sabbatical for less than a year.
Councilmember Bigstyck asked Mayor Vaterlaus if, once you have rented out a place for more than 30 days, are there occupancy laws that are coming into effect that weigh heavily into that decision-making process.
Mayor Vaterlaus responded affirmatively, adding that then you are a tenant and no longer STR after 30 days and none of the regulations would apply then as you are not an STR.
Mayor pro Tem Beckmeyer has talked to people who are working with teachers that are placed on contract who are not here for a whole year, nurses and other medical personnel, etc. and they can afford to pay a lot as the companies are covering their expenses. She asked how that works, i.e., she understands legally that tenancy issues pertain with anything over 30 days, but there is also a contract.
Mayor Vaterlaus stated that you have to do a full eviction even after 30 days if they do not leave. She stated that it gets removed from the STR category as it is no longer STR. She stated that none of these rules would apply. She stated that is different, i.e., a tenancy, and you would have a tenancy lease agreement with them.
Councilmember Bigstyck asked City Attorney Kenyon if he is correct that the city does not have the ability to limit the amount charged in any fashion by any of these STR operators.
City Attorney Kenyon answered no.
Mayor pro Tem Beckmeyer stated she is hearing 30, 60, 90, or 120 days unhosted.
City Manager Woodhouse added that this is one of those program changes that we do not know what the behavior of each of the STR owner is going to be. Council mentioned scenarios of renting out part year, and it could also be the case that the owner likes to come to Pacifica occasionally and they choose for it to sit vacant the rest of the non-60 or -90 days so their family members or friends can use it. He added that, in Council questions, the direct TOT fiscal impact is estimated and Asst. City Manager Carter can talk about it if Council is interested regarding assumptions made to show what the difference between 60, 90, and 120 days is.
Councilmember Bier stated that we can also incorporate minimum days rented.
Mayor pro Tem Beckmeyer stated that there is a must be rented certain amount of dates.
Mayor Vaterlaus stated two to three days minimum.
City Manager Woodhouse asked if Council means consecutive nights. He stated Council directed two consecutive nights.
Mayor Vaterlaus expressed her reservations regarding limitations on unhosted STRs. She stated previously that she owned an unhosted Airbnb in Arizona, and she only rented it for several months and she did not want to rent long-term because she wanted the availability to be
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there. Her thoughts are that she does not like any time period for hosted, as the rest of the items will take care of that issue.
Mayor pro Tem Beckmeyer asked Mayor Vaterlaus if she means to say she is okay with no limit at all on how many nights an unhosted STR may operate.
Mayor Vaterlaus responded affirmatively, adding that she knows it is not in consensus with the rest of Council. She thinks that, if we have all the other additional regulations, it may address some of the issues. Many people who are currently unhosted are not having issues and they came to Council and talked about their issues. She thought, if they did inspections, two cars maximum, two people per bedroom, limit 2-3 days, and all the other regulations, such as three strikes and no lying, those are going to limit the problems with unhosted STRs.
Mayor pro Tem Beckmeyer mentioned the position of neighborhoods and operating commercial businesses in neighborhoods.
Mayor Vaterlaus stated that we have pages of at-home businesses, and one Councilmember has an at-home business. She asked if we are limiting business in residential districts.
Mayor pro Tem Beckmeyer disagreed regarding home occupancy businesses.
Councilmember Boles stated that they are tiny and you have them at very maximum square footage, thus not a big business where people are coming in and out all the time.
Councilmember Bigstyck asked, with the occupancy uses, there is somebody who lives there with their business, but what we are specifically talking about are people who are not living with their business. He stated that is the difference.
Mayor Vaterlaus wanted to clarify that many public comments say there should not be businesses in residential districts, although there are many businesses in residential districts.
Councilmember Bier thinks many letters say they do not want hotel type businesses in residential.
Mayor pro Tem Beckmeyer agreed and asked what Council wants to do with this.
Councilmember Boles stated that we still need limits. She stated that is some of the research that San Francisco did that she brought up at the last meeting. She stated that making it not such a money-making opportunity that it is causing more units to be taken away from residents who want to live here. She stated, for the people who do live next door, while the unhosted are not always a problem, the unhosted tend to be the ones that are problematic. She stated that the effects for the people wo live next door are greater. She stated that everyone she talks to lives next door to one would like to have 60 days to minimize the impact to their lives. She feels strongly needing a limit and finding the right line.
Mayor pro Tem Beckmeyer asked Councilmember Bigstyck if his preference was 30.
Councilmember Bigstyck stated his preference is that houses are not bought specifically with the notion that they be flipped into a makeshift hotel room and whatever cap they put on it disincentivizes that purchase tendency.
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Councilmember Bier stated that it is not banning unhosted.
Councilmember Boles agreed to not banning unhosted, as someone may go on vacation and have the ability to rent the house and pay for their home improvements and trip.
Councilmember Bigstyck does not know what that number winds up being but he cannot vote for more than 90. He added that, as he said previously, he may not vote with consensus.
Mayor Vaterlaus stated her thought was not with consensus as well. She stated that she can look at the chart that says the loss of income for the city by limiting the numbers.
City Manager Woodhouse stated he would specifically and transparently talk about that estimate. This is just based on some assumptions for the TOT General Fund revenue impact and the number is, if Coastal Commission were to approve that limit and that limit was implemented citywide, then at that point in time, a 60-day limitation would reduce our TOT by a range of $800,000 to just over $1 million per year; 90-day limit would be a reduction of $680,000 to $880,000; and 120-day limit would be a reduction of TOT to $560,000 to $720,000. City Manager Woodhouse stated that is our best calculation at this point in time, and once it is in effect, he will be coming back with budget recommendations to close the deficit for $1 million or so. It does not factor in all of those other potential effects, as each year we have to take the tax revenues that come in to balance our budget, but in isolation for this variable to this program, that is the best knowledge we have about the fiscal impact to the city.
Asst. City Manager Carter stated that this is a quick estimate of the impact of TOT just on one policy direction so they have not factored in all the discussions Council has had that will also have financial impacts. She stated, for this specific issue, we assume, based on the information we have so far, as renewal will show a little bit more data here, we have between 80% and 90% of all STRs of unhosted now, and we also assumed roughly 70% occupancy for those STRs which is the consistency we have seen so far. She stated to keep in mind that this assumes every current STR operator will continue with the new restrictive conditions, which is very unlikely. She stated that we do not know how the market and STR operators will react. She stated that the impact, at least in the first few years, is likely to be greater.
Councilmember Boles recalls that in Half Moon Bay, the TOTs went up after they put in their restrictions and, even with the 60 days, they had more applications.
Asst. City Manager Carter added a point about Half Moon Bay, i.e., their city is three times smaller than Pacifica, it has 19 hotels, about 700 rooms compared to 300 rooms in Pacifica.
Councilmember Boles stated that 70 STRs for a population that is one-third of ours and we have 150, so in terms of the STRs, it is about the same percentage.
Asst. City Manager Carter stated, based on the information we have in our research, the official number of permitted STRs is very low in Half Moon Bay.
Mayor pro Tem Beckmeyer stated Half Moon Bay’s TOT went up because the total number of operators increased. Once the regulations were put in place, people knew what the rules of the game were, and they started doing it more; thus, the income went up. She stated that it is undeniable that we will bring in less TOT with any one of these changes. She is thinking about what are our costs for operating this program, with regard to code enforcement and permit management, and it sounds to her like we are more than doubling the length of the permit
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application, and there is going to be an increase in staff time to manage the permit themselves which is an increase in cost. She stated that it is not just reducing the TOT we earn but making the whole overall program more complicated and that will take more staff to manage. We are reducing the money and increasing the cost, and that will have a big impact which is the reality.
Councilmember Boles stated we can increase the fees and increase the fines to help pay for the enforcement. She knows it is a problem, but what else can we do to make some of this up.
Mayor pro Tem Beckmeyer stated it was undeniable and the fact is that we have to do something and cannot keep it the way it is.
Councilmember Boles stated that the way it is now is not working for the community.
Mayor Vaterlaus agreed.
Asst. City Manager Carter stated that there are certain clear directions from Council so we may be able to review those first and come back to this point.
Councilmember Boles asked if we need to finish deliberation on this.
Asst. City Manager Carter stated no, adding that she is suggesting that we come back after reviewing the rest of the directions.
Councilmember Boles thought we were getting close on 1B.
Mayor pro Tem Beckmeyer stated, in terms of the number, it is either 60 or 90 days.
Councilmember Bier stated that, with 90 days, that allows for 7.5 days a month. She does not want to lose sight of how destructive the unhosted STRs can be to their neighborhoods, and she does not want to take away business from people who are doing good business. She thinks it is hard to find a balance, and she thinks we should start with 90 days.
Councilmember Bigstyck stated that he can be pushed that far.
Mayor Vaterlaus stated she can go down to 90 days.
Mayor pro Tem Beckmeyer stated that we leave it at 90 and go on.
Councilmember Boles stated that she is okay with 90.
Mayor pro Tem Beckmeyer asked about primary residency requirement. She thought the solution to this was specifying a natural person and now she is hearing there are legal challenges to that language. She asked if we can limit the owner to a natural person.
City Attorney Kenyon understands this discussion and clarified that the City Attorney advises Council on the risk associated with whatever action they are about to take. She stated that the conversation that she has heard secondhand is all these other jurisdictions are doing this, and why can Pacifica not. She stated that we can, and she stated that the risks associated with it are that we could make an ordinance that would only define natural person as people but the reality is, under state law, natural persons are defined as people and corporations. That risk associated with that is one that Council can consider, but there are other mechanisms that we
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can put into this ordinance that will address the corporate concerns, one being one STR permit per single-family residence or per unit and that will address the issue of one entity or persons owning multiple permits.
Councilmember Boles stated that you could have a different corporation for each house and still under the same ownership.
City Attorney Kenyon suggested that Council look at all the other regulations being discussed, i.e. limited unhosted with a provision that requires that the owner of the permit have that permit be part of their primary residence and that would require a corporate entity to have one of their officers have that property be their primary residence. The reality is that there are many state regulations that require corporations to take many regulated actions in order to prove that they are a viable corporation. She stated that there is no guarantee that we will not have a corporation trying to use our single family residences as money-making operations, but the reality is, given the other enforcement tools recommended that the city incorporate into the ordinance, their profit margin, given the limit on unhosted rentals, given the requirement that natural person or entity have this be their primary residence, given that there is only one permit per owner, the majority of the concerns related to corporate ownership would be eliminated, albeit not all of them. She thinks a majority of them would be eliminated by these enforcement tools they have been talking about at this meeting.
Councilmember Boles stated, if we need to confirm, if we are okay with the primary residence, that is okay with her and we do not need necessarily a natural person and we can revisit it for any loopholes.
Mayor pro Tem Beckmeyer asked what would be the type of methods by which that would be determined, i.e. when they submit the application, what do they have to submit through that.
Councilmember Bier stated you have to prove that you live there.
Interim Dep. Director Cervantes stated that we have a general list in the staff report for documentation, including driver’s license, tax information, or a copy of any lease or evidence proving the host is actually living in the dwelling unit.
City Attorney Kenyon stated that we would expand that as now we would have to deal with corporate entities. She added that we have had to verify corporate ownership and residency requirements on other issues and we would apply those types of verification at the application stage. She would imagine that we would always have the ability to audit. She stated, if there were complaints for any corporate entity ownerships, the city would begin the more direct enforcement with regard to a primary residence and a corporate officer living at that location.
Mayor Vaterlaus stated that she looked up two properties today, one on Beach Blvd., and one on Belfast, and each of them are individual owners and each of them said to the County that they were owners occupying the property.
Mayor pro Tem Beckmeyer stated that is what she is saying as they are not occupying.
Councilmember Boles stated that is where, if we have our strict regulations and our strikes, we can take someone off if they lied on the application.
Councilmember Bier asked is that two strikes or three.
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Mayor Vaterlaus stated that was one and that was it.
City Attorney Kenyon stated, with that particular example, she was hopeful with our new application requirements, we would have identified that initially. She thinks, regarding Councilmember Boles’ point, the City Attorney’s Office’s best advice now is to move forward with these new enforcement tools. She thought those enforcement tools would eliminate a lot of the concerns with corporate ownership, not all of them, as they could have a corporate ownership that believes that there is a profit to be made in Pacifica with only 90 unhosted days, but she does not think that will pencil out in their performance for the majority of them.
Councilmember Boles asked if Council was okay with the primary residence requirement.
There was Council consensus.
Councilmember Boles asked if we want to make any exceptions for people who have been permitted for a certain amount of time but do not live here. She stated that we could offer up to five or a certain number. She is asking a question on behalf of those people or if it is in certain zones and we are okay with longer and it does not need to have someone who lives there.
Mayor Vaterlaus asked how you regulate one person over another.
Councilmember Boles agreed it is easier to keep the primary.
Mayor pro Tem Beckmeyer understood. She added that we addressed this question at the last meeting and she was emphatic about no grandfathering. She is not opposed to the notion of looking at other metrics and she is persuaded by the metric of is this a commercial zone. She thought we should look at that as it goes to that issue of how many in a neighborhood. She acknowledged that not every neighborhood has commercial zones.
Mayor Vaterlaus stated that is a permanent thing and zoning is much different.
Interim Dep. Director Cervantes added that, for this provision, one of the things we are asking is for the minimum time period. Initially staff had thought that they would take 365 days and subtract it by whatever Council recommended in 1B but, if Council has a different idea with what that minimum time period should be, staff would like to know that. For an unhosted STR, based on the recommendation on 1B, you would be able to host for 90 days and the rest of the year, as written in the report, it would require a primary resident to live in that unit. She clarified that the limited number of days for an unhosted STR is 90 days. This is a time period for which the primary resident or corporate officer is required to live in that unit.
City Attorney Kenyon stated that has not been discussed yet; thus, the discussion point for the Council is there is a primary residency requirement that we are going to add. Apart from anything else, she asked how long does Council want the permittee to have to reside in the home during the year in order to be considered their primary residence. She was anticipating they would have to have this as their primary residence for 365 days minus 90 which is 275.
She stated that the City Manager raised was that it means they would have to live in the home for 275 days and what about the non-corporate permittee who wants to have it unhosted for 90 days but also wants to have a long-term lease of three months. She stated that would eliminate the ability of single-family property owners, not corporations, to have 90 days of unhosted and possibly three months of a lease. There are implications to the determination of how long the
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Council wants the permittee to live in the home in order to substantiate primary residence.
Councilmember Boles asked how we would verify that.
City Attorney Kenyon stated that , in terms of enforcement, the most effective enforcement tool in this scenario is the application process. If the Council’s primary concern is corporate ownership with the primary residency requirement, then it would not be an issue with how many days you are requiring primary residency; but if you are trying to address primary residency in general, for both single-family owners, natural people, as well as corporate ownership, this kind of primary residency requirement, if it is too onerous, could impact their ability to rent out their home, even for long-term leases.
Mayor Vaterlaus thinks, if we want to do an insurance rental the rest of the time, generally 6 or 8 months, then we are limiting people from renting out houses, and that is contrary to why we are doing this, as we want more rentals.
Councilmember Boles thought the primary residency requirement was enough.
Mayor pro Tem Beckmeyer agreed but wants to explore what she is not thinking about.
City Manager Woodhouse stated that one of the challenges with this will be enforcement. It is based on self-reporting and, if there is an egregious example that it seems like it is being violated, then it is going to be expensive and lengthy to try to determine the records. He stated that operationally and enforcement on the ground is going to be challenging, but there is the deterrent effect of possible revocation. He stated that it would be complicated to enforce it.
City Attorney Kenyon stated that is exactly why her opinion is that the best way to secure a primary residence requirement is to make it an onerous application process to assure that this is that person’s primary residence as they get the permit. She added that the reality is that enforcement after the fact is going to be difficult. She does think that, in terms of addressing the corporation issue, just having a primary residency requirement without limiting the number of days they have to be there, without policing the issue, along with the other enforcement tools that we are thinking of putting in, will help address that problem. If your issue is that you want single-family homeowners to reside in the residency for a certain period of time, that will impact their ability to use that residence if they want to lease it out.
Councilmember Bier stated that we do not want to do that.
Mayor Vaterlaus asked if we were additionally talking about, when you purchase it, you have to live there for 30 days before you can rent it out.
Mayor pro Tem Beckmeyer stated that was a good point and referred to another city’s program where you could not apply as a STR until you lived on the property a certain amount of time.
City Attorney Kenyon stated she has heard of those, not for the purpose regarding corporations, and it would have to be a longer period of time than 30 days. She would think a corporation would not mind paying for somebody to live there for 30 days and depict that as a primary residence.
Mayor pro Tem Beckmeyer thought it was a year and one year after the date the owner took occupancy or ownership, then you can come to the city and apply for an STR permit, but not
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before. She thinks they were trying to address was the vacation rental situation and trying to drive owners toward it being resident owners that may not be there all year long.
City Attorney Kenyon thought that would be an effective tool to incorporate into the ordinance. If we eliminate putting any time periods for determining residency, she would strongly recommend a substantial time limit on ownership purchase and then use of the premises as an STR. She agreed with a year.
Mayor pro Tem Beckmeyer referred to the point Councilmember Bigstyck was making about buying it to flip it into an STR.
Councilmember Bigstyck responded affirmatively.
Mayor Vaterlaus stated that we took away many incentives with the unhosted time periods.
City Manager Woodhouse asked if he was hearing Council’s consensus to implement a waiting period policy after purchase.
Mayor pro Tem Beckmeyer stated that staff will have to help Council understand how we do that.
Councilmember Bier stated what if they already owned it such as for 12 years.
City Attorney Kenyon stated it would apply from the time of purchase, whenever that was.
Mayor Vaterlaus stated that many bad actors have owned their properties for more than a year.
Councilmember Boles stated that it keeps new ones from wanting to do that.
Mayor pro Tem Beckmeyer agreed.
Mayor Vaterlaus does not know how she feels about this one.
Mayor pro Tem Beckmeyer stated that is why she wants to talk about it, such as pitfalls.
City Attorney Kenyon stated that we may need to hear from the Mayor on what she can see in terms of this concerning pitfalls.
Mayor Vaterlaus stated that, in many properties, people have owned them longer than a year and they can say they considered this their primary residence for the last year, and we cannot prove that they lived there beginning at that time. She does not know if you can tell a person that you can only buy this property if you plan on living in it, as realtors cannot say they have to buy the property and live in it.
City Attorney Kenyon stated that, if we were telling them they have to live there in order to purchase the property, that would be a problem, but that is not what we are saying. They can purchase the property, but if they want an STR permit, they need to own it for a year.
Mayor Vaterlaus stated that would be a realtor issue because she has a property and if someone wants to buy it, she asks, if you want to make this into a STR, you are going to have to read these regulations first.
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Mayor pro Tem Beckmeyer stated if someone buys and applies to the city for an STR permit, staff will say, you need to have owned this property for a year before you come and apply for an STR permit. She thinks we are using the term interchangeably, but in the event that they are not living in it, they at least have to hold it for a period of time, and a year sounds good to her, before they flip it or try to use it as the STR.
Mayor Vaterlaus understands what Mayor pro Tem Beckmeyer is saying.
City Manager Woodhouse stated that Council was asking about different scenarios and one could be that they rent it out for a year and they kick out that tenant and flip it to an STR and then you have an issue there.
Mayor pro Tem Beckmeyer stated that they can only do that for 90 days.
Councilmember Bigstyck stated that at that point they have to be the primary resident.
Councilmember Boles agreed that they have to prove that they are a primary resident.
City Manager Woodhouse is saying in that scenario where they own it for a year, to make money off their investment, rent it for up to a year with a tenant and then kick that tenant out and turn it into the STR program under all the other restrictions that the city has. It does not serve the goal of the need Council has regarding long-term rental housing. It is possible after a year they realize that the person is a great renter and they will keep going with this.
Interim Dep. Director Cervantes asked if we had any further discussion or direction on No. 2.
Mayor Vaterlaus asked if the time period is a year occupied by the primary resident.
Councilmember Bigstyck stated, after the initial year has passed, and they are signing up for the 90-day unhosted, how much time do they have to be living there.
Asst. City Attorney Bazzano stated that they have direction on the purchase requirement for the purchase time period of one year. It sounded like the primary residence requirement was for no minimum period.
Mayor Vaterlaus stated just owned.
Councilmember Bier agreed.
Councilmember Bigstyck thinks that the idea is that some corporate entity is buying a house specifically for the purpose of turning it into a hotel room to make personal profit, they are probably being disincentivized to the point where, whether or not they are living in the year or not. There is a question on year two, i.e., is there a requirement for how many days of the year they are occupying the house and should there be.
Mayor pro Tem Beckmeyer stated that is what we are saying and we said no.
Mayor Vaterlaus stated that, after the year, then they are a STR and you have unhosted regulations.
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Councilmember Bigstyck stated that a part of the unhosted regulations we are discussing is whether or not there is a timed occupancy requirement once those unhosted regulations go into effect. He feels that, at some point, there is the point where we can revisit any regulation we are putting into place and adjust it up or down, depending on the circumstances. He stated that he tends not to be comfortable with this level of regulation.
Mayor pro Tem Beckmeyer stated she does not want a limitation on it in the second year. She wants to leave flexibility for a family, couple, or long-term resident contributing to the economy of Pacifica in that way.
Interim Dep. Director Cervantes summarized the direction for No. 3 that Council directed one STR permit for entity or person and we will define entity and person. For No. 4, occupancy limits, she summarized that the direction was maximum of two occupants per bedroom and the max would not apply to children under the age of 12.
Councilmember Boles does not like that last exception.
Mayor pro Tem Beckmeyer asked how does it work in real estate.
Mayor Vaterlaus stated two per bedroom plus one person. She stated that we can limit this. If you have a three bedroom, you cannot deny rental to seven people. If it had eight people, you could say no.
Mayor pro Tem Beckmeyer stated Mayor Vaterlaus does not like the idea.
Mayor Vaterlaus stated this is fine. She likes it the way it is written.
Mayor pro Tem Beckmeyer stated, on the notion that you want a rental where you can bring a family to go to the beach, she is uncomfortable with the idea of limiting children.
Mayor Vaterlaus agreed and stated that is why it would not apply.
Councilmember Boles asked why put no limits at all for kids. She stated she has not seen an exception like that in any other city.
Councilmember Bier asked if we can say maximum to 2 occupants per bedroom.
Mayor pro Tem Beckmeyer stated it seemed like we had to be consistent with the way it is interpreted for real estate but we do not.
Mayor Vaterlaus stated we do not.
Mayor pro Tem Beckmeyer stated two per bedroom and no reference to children.
Councilmember Boles stated plus one extra person total.
City Attorney Kenyon stated it is two occupants per bedroom plus one.
Asst. City Attorney Bazzano stated that there may be a situation where you have a pullout couch in one of the rooms, and that plus one would cover that space. She thought that would be appropriate.
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Councilmember Bigstyck proposed you have three bedrooms and each bedroom is occupied by two parents and each parent has one child.
Councilmember Bier thought it would be hard to enforce that.
Mayor Vaterlaus stated that a lot of this is going to be hard to enforce.
Councilmember Bier stated two people to a bedroom and then you bring your kids.
City Manager Woodhouse thought when he was a parent with two young infants and they would never consider sleeping in a separate bedroom than their six-month-old and two-year-old. He stated that this ordinance would not allow that to happen in Pacifica.
Mayor pro Tem Beckmeyer thought it seemed a little onerous.
Mayor Vaterlaus stated leave it as is.
Mayor pro Tem Beckmeyer stated leave it as it is as written in No. 4.
Councilmember Boles asked leaving as many kids as you want under 12.
Mayor Vaterlaus responded affirmatively.
Councilmember Boles asked if this policy came from another city.
Interim Dep. Director Cervantes stated that this came from Palm Springs, whose regulations say no more than two people per bedroom, no more than eight total, up to two children under the age of 12. She stated it would be eight total and up to two children under the age of 12 would not count towards the eight.
Councilmember Boles would be okay with two children under the age of 12, but not eight total.
Mayor pro Tem Beckmeyer stated it was a four-bedroom house.
Interim Dep. Director Cervantes stated it would be eight adults plus up to two kids under the age of 12 for a total of ten people.
City Attorney Kenyon thinks we want to keep it as occupants per bedroom and then decide how many additional children would be acceptable. What we thought was that children under 12 did not have significant impacts. There are a couple of options if Council believes they might. She stated that we could either limit the number of children, limit the maximum that would not apply to children under a certain age, or come up with two occupants per bedroom plus a certain number.
Mayor pro Tem Beckmeyer thought something like under the age of 5.
Councilmember Bier disagreed. She stated that under the age of 12 is fine as it is.
City Manager Woodhouse stated there are parents where the same thing applies, and they will sleep in a room with their eight-year-old or ten-year-old, especially when they are on vacation.
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City Attorney Kenyon does not think this situation will arise often. She thought we have two councilmembers who have indicated that they would like to leave the language as is and we have suggestions for other amendments. She asked if another councilmember wants to leave it as is, that would be a consensus.
Councilmember Boles stated if three agree, that is okay with her.
Mayor pro Tem Beckmeyer thinks we should leave it as is and move on.
There was Council consensus.
Interim Dep. Director Cervantes stated, for No. 5 parking requirements, the direction provided was to show the minimum number of off-street parking standards should be consistent with the city’s off-street parking standards and designs for the zoning district and all the parking spaces should be made available for renters of the unhosted STRs, at least one space available for hosted STRs.
Councilmember Bigstyck asked regarding the language for available garage space for the way it is worded for the unhosted.
Interim Dep. Director Cervantes stated that essentially any of the parking on-site that is designated parking for the resident would need to be available for the renters of an unhosted STR; where there is a hosted STR, there has to be at least one parking space available.
Councilmember Boles stated that is in conjunction with No. 1 also, so each property will have a certain number of required parking spaces based on the number of bedrooms.
Interim Dep. Director Cervantes stated that single-family homes are required to have a two-car garage and then multi-family residences are based on the number of bedrooms.
Councilmember Boles thought it was a two-car garage plus parking in front of the garage.
Interim Dep. Director Cervantes stated that, for single-family residences, they do not have any requirements on open parking spaces, and the only requirements are on two-car garages. She stated that many homes are designed to have the driveway available because we have setback requirements for garages which is 20 feet and does allow enough space for parking, but the code does not say anything like two parking spaces plus two driveway spaces. It just says the garage needs to be set back 20 feet.
Mayor Vaterlaus stated that there are many houses in Pacifica that have a one-car garage because it was not the current city’s off-street parking standards.
Mayor pro Tem Beckmeyer asked what the mayor thinks it should be.
Mayor Vaterlaus stated two cars maximum. She stated at least if it is two cars, they are not blocking all the neighbors’ parking which is one of our biggest complaints.
Councilmember Boles asked if she was saying two onsite parking spaces.
Mayor Vaterlaus stated no, two parking generally. She said there are all these houses that
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have one-car garages. She thinks two cars per rental.
Mayor pro Tem Beckmeyer stated maximum of two cars per rental and Mayor Vaterlaus is not differentiating whether they park them on property or anywhere.
Mayor Vaterlaus responded affirmatively.
Mayor pro Tem Beckmeyer wants them to host at least one of those cars on the property as she does not want them on the street where it is in the coastal zone and there is nowhere to park anyway. She does not think the Coastal Commission would like that either.
Mayor Vaterlaus stated that is fine.
Councilmember Bier agreed with that.
Mayor pro Tem Beckmeyer stated two maximum and at least one of which is on property.
Mayor Vaterlaus responded affirmatively.
City Manager Woodhouse stated that, if you have a four-bedroom or five-bedroom STR, to limit cars to two, a couple of things will happen. He questions what Coastal Commission staff will say as that is going to be interference with visiting to the coastal zone. Also, ten people showing up at an STR with only two cars is not feasible and not enforceable when they park around the block on the street.
Councilmember Bier asked if it is one car per bedroom.
Councilmember Boles stated that we are asking for a map and a diagram of the parking.
Mayor Vaterlaus stated that we cannot change the regulations for each STR because that is impossible to enforce and a lot of suggestions from the public were one car per bedroom.
Mayor pro Tem Beckmeyer stated we also had suggestions of on the property, not on the street.
City Manager Woodhouse stated there was the off-street parking requirement, what is required, one car or two in the driveway or in a garage, and the idea of are we trying to limit the total number of cars related to the STR. He stated, just like a single-family residence has its offstreet parking requirement, there is nothing that prevents an individual from owning four cars that they park around on the street.
Mayor pro Tem Beckmeyer added adult children.
Councilmember Bier stated that they live there.
Councilmember Bigstyck added neighbors that you have to figure out how to code system.
Mayor Vaterlaus stated she has a neighbor with 12 cars and they all deal with it.
Councilmember Bier stated that because they live there and they are her neighbors and not like a party. She stated one car per bedroom.
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Mayor pro Tem Beckmeyer stated one or two on the property.
Councilmember Boles was thinking of planning regulations in other cities where there is a minimum parking per house, but when you have a bigger house with 4, 5, or 6 bedrooms, you are supposed to provide more off-street parking. It is the overflow that they are trying to limit.
Councilmember Bigstyck stated, if we are doing a site check when they get the permit, we make sure the garage is clear for whatever cars are going to be involved.
Councilmember Boles states she does not know what the answer is.
Mayor pro Tem Beckmeyer asked staff, if we have a four-bedroom house in Pacifica, what would the number of off-street parking spaces we would require.
Interim Dep. Director Cervantes stated a single-family residence is required to have a two-car garage.
Councilmember Boles assumed, even if you have eight bedrooms, it would still be the same requirement.
Interim Dep. Director Cervantes responded affirmatively.
Mayor pro Tem Beckmeyer thought we should look into that but settled on two.
Mayor Vaterlaus suggested one per bedroom.
Councilmember Boles asked what is the biggest STR and how many bedrooms.
Interim Dep. Director Cervantes stated she does not have that information right away.
Councilmember Bigstyck heard of one with five or six bedrooms.
Councilmember Boles stated that would be six cars.
Mayor pro Tem Beckmeyer stated that was a lot.
Interim Dep. Director Cervantes stated that there were some concerns about requiring STRs to meet the minimum number of off-street parking standards, consistent with the zoning district.
The concern was that it was going to mean that some STRs will not be able to operate, but it would be the same if we have a regulation that requires a number of parking spots per bedroom. That will also limit some units that will not be able to meet that requirement and would not be able to operate as an STR. She stated it is what would be the easiest to implement. She stated that there will still be some STRs that will not be able to meet either one of those and will not be able to operate.
Mayor pro Tem Beckmeyer asked what is easier from staff’s point of view.
Interim Dep. Director Cervantes stated, from a staff point of view, it would be easier to require the STRs to be compliant with the parking requirements of the zoning district, which are already those codified, versus number of parking spaces per bedroom.
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Mayor pro Tem Beckmeyer stated she was alright with doing that. She asked Councilmember Bier if she was okay with that as she had said one per bedroom.
Councilmember Bier stated she is going back with most of the feedback from the community, which was one per bedroom.
Mayor Vaterlaus asked, if you have a two-bedroom house, your minimum number is one.
Interim Dep. Director Cervantes stated all single-family residences in Pacifica are required to have a two-car garage. There are some that are non-conforming that were built prior to our current ordinance which only have one parking space.
Mayor Vaterlaus stated almost everything in Pacifica was built prior to the current standards.
She referred to Fairmont.
Councilmember Boles added that there is no parking in any of those neighborhoods.
Mayor Vaterlaus stated that there is no parking on the street there because each curb space is not big enough for an extra car.
Councilmember Bigstyck asked, in those instances with those zoning regulations, would STRs be able to operate there.
Interim Dep. Director Cervantes stated staff’s recommendation would not allow nonconforming parking buildings to be operated as an STR.
Councilmember Boles did not think that was fair to the people living in those neighborhoods, especially for those living in affordable homes. She suggested saying that they have to provide one off-street parking.
Interim Dep. Director Cervantes stated that the recommendation is for hosted STRs to require at least one space.
Councilmember Boles stated, if they go on vacation, they could not rent it out.
Interim Dep. Director Cervantes stated, if they wanted to do an unhosted STR and it is a single family home with only one garage space, they would not be able to operate.
Councilmember Bigstyck asked for what regulation would fit that scenario.
Councilmember Boles thought we could say one off-street and one maximum extra car in those neighborhoods if they are noncompliant.
Councilmember Bigstyck stated for a non-standard lot.
Mayor Vaterlaus stated that is how they were built.
Councilmember Bigstyck stated they are not up to current code.
Councilmember Boles asked Mayor Vaterlaus if she was okay with two cars with at least one off-street for those properties.
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Mayor Vaterlaus stated that was her suggestion in the beginning was two cars per building.
Councilmember Boles did not want to limit it to two cars everywhere. She stated that we are going to have regulations based on the parking standards except in areas that are nonconforming that allow two cars.
Mayor Vaterlaus stated that staff recommendation would not allow any STRs if you did not have the two car garage that you are supposed to have.
Councilmember Boles stated she is suggesting something different than what staff recommended so that they can be allowed in those neighborhoods.
Mayor Vaterlaus asked one off-street parking.
Councilmember Boles stated one maximum off-street parking.
Mayor pro Tem Beckmeyer asked, if part of Council’s agenda is to thin out the number in neighborhoods with a high density of STRs, is the parking requirement one of the methods by which that occurs.
Mayor Vaterlaus stated she owns a two-bedroom house that has no garage at all but it does have space for two cars to park. She raised concerns about the number of one-car garages.
City Manager Woodhouse stated what he is hearing as a potential suggestion for the nonconforming parking residences, where there is just one car garage instead of two, the requirement for an STR would be one off-street and a limitation of one on-street for that STR.
He asked if there was a majority on that concept.
Councilmember Bigstyck stated, to his point, this might be one place where we want to make a differentiation between the coastal zone and the non-coastal zone.
Mayor pro Tem Beckmeyer stated that because of the need to preserve coastal access for day visitors, not visitors staying overnight in an STR. She knows that Coastal Commission cares about parking access in the coastal zone.
Councilmember Bigstyck concluded we would keep Councilmember Boles’ solution in Fairmont, but we keep staff’s solution in the coastal zone.
Mayor Vaterlaus thought those were the same.
Councilmember Boles stated that Mayor pro Tem Beckmeyer and Councilmember Bigstyck were talking about breaking out the coastal zone to not allow more parking than is on-site.
Mayor pro Tem Beckmeyer responded affirmatively. She stated that, in the coastal zone, you cannot park on the street and you have to park on site.
City Attorney Kenyon thought the Coastal Commission will have an issue if we are limiting visitors to the area by limiting available parking.
Mayor pro Tem Beckmeyer thinks the Coastal Commission will have an issue if we take up all
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the street parking with overnight guests staying in STRs because the people who come to the beach for the day cannot park.
City Manager Woodhouse thinks the Coastal Commission staff and the Coastal Commission are going to have a robust discussion about that balancing act between these two programs.
Councilmember Bier stated that we are also having a lot of complaints for property out of the coastal zone with all the cars
Mayor pro Tem Beckmeyer thought it was a good point.
Councilmember Bier suggested one car per bedroom.
Councilmember Boles stated one car per bedroom is not going to work in smaller properties.
Mayor pro Tem Beckmeyer agreed, adding that is what Mayor Vaterlaus is saying.
City Attorney Kenyon thought we should explore this concept. She stated that this whole issue arose because of non-conforming properties. She stated that we can easily address that issue without having to separate out the coastal zone versus the non-coastal which will complicate the ordinance. She thinks that the issue is one that the majority of Council feels can be solved by treating the non-conforming lots differently than lots that can conform to this minimum number of one and two parking requirements. She asks what is the reasonable deviation from the standard parking requirements that Council would find acceptable in those non-conforming areas. She reminded Council that the goal of this ordinance is to treat all non-conforming properties the same.
Councilmember Boles suggested staff to provide a diagram that shows where you can park and you can park wherever you can fit on-site plus one off-street if you’re non-conforming.
City Attorney Kenyon asked how that is implemented. She said that, ideally, we should have a regulation language in the ordinance that tells the potential operator what they need to do in order to get an STR permit so they have notice. She recommends that we figure out what that standard would be so we can put it into the language of the ordinance itself. She would like to see if Council is able to come up with what is the standard for the non-conforming lots; we can also define non-conforming lots for purposes of this ordinance that only apply with regard to the parking standard and limit it accordingly. If we limit that only to the issue of parking, what is that minimum parking requirement that Council would want for the non-conforming lots.
Councilmember Boles stated that conforming lots would have two parking spaces, and if you only have one parking space, then you are only allowed to have 2 cars.
Mayor pro Tem Beckmeyer stated that would mean one on the property and one on the street.
There was Council consensus.
Mayor pro Tem Beckmeyer stated for confirming lots it would be the minimum number of offstreet parking standards consistent with city’s off-street parking standards.
Councilmember Boles stated that is only 2 plus a driveway. She asked if the driveway was part of the parking standards. She also asked if they have that setback that would be conforming,
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and if they had a 2-car garage without setbacks, that would be non-conforming.
Interim Dep. Director Cervantes responded affirmatively.
Mayor pro Tem Beckmeyer stated that she remembers hearing, from back in the valley, that they wanted those cars on the property, not on the street.
Mayor Vaterlaus agreed, adding that if you had a 2-car garage, you could have 4 cars because you have 2 in the garage and 2 on the property generally.
Councilmember Boles stated if you are confirming you can have 4 cars.
Mayor Vaterlaus asked if we want them all on the property. If so, we are going to give the people that do not conform more access to parking than the conforming people.
Mayor pro Tem Beckmeyer agreed, but that is only because there is no road to park in the nonconforming.
City Attorney Kenyon asked if there was a consensus for the parking requirements.
Councilmember Boles stated Council had consensus for non-conforming and now we are talking about conforming.
City Attorney Kenyon asked if we were talking about No. 5, in terms of staff recommendation.
Councilmember Boles stated that this does not say how many cars you can bring, just that you have to have that parking but not that you cannot bring eight cars.
Mayor pro Tem Beckmeyer agreed and suggested adding a qualifier that states a maximum.
Councilmember Bier stated one car per bedroom.
Mayor Vaterlaus agreed.
City Manager Woodhouse summarized that STR permits for conforming lots would follow the city’s off-street parking standards and the maximum number of cars is one per bedroom.
Mayor per Tem Beckmeyer agreed, adding that in non-conforming it is one on property and one on the street, two maximum.
Councilmember Bigstyck moved to extend the meeting to midnight; seconded by Mayor Vaterlaus.
City Clerk Coffey took a vote by verbal roll call.
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EXTEND MEETING TO 12:00 AM
RESULT: ADOPTED [UNANIMOUS]
MOVER: Tygarjas Bigstyck, Councilmember
SECONDER: Sue Vaterlaus, Mayor
AYES: Vaterlaus, Beckmeyer, Bier, Bigstyck, Boles
Mayor pro Tem Beckmeyer called a short break and then reconvened the meeting.
Interim Dep. Director Cervantes referred to No. 6 on staff recommendations, the minimal rental duration and the direction was to enforce a two consecutive night stay and prohibit events at STR units with active STR permits.
Mayor Vaterlaus agreed with two nights. She thought a lot about events and she could have a baby shower at her house or a birthday party at her house.
Councilmember Bigstyck stated, if other people lived in their house 365 days a year, they would not have a baby shower every day of the week or every weekend.
Councilmember Bier thinks we have to define event.
City Manager Woodhouse stated defining event is important.
Councilmember Boles suggested to limit the number of visitors. She specified the number of guests that are not the ones that are legally staying there for the application and you can limit them to certain hours, such as 8:00 a.m. to 10:00 p.m.
Councilmember Bigstyck asked if there would be discussion around noise-monitoring devices.
Mayor pro Tem Beckmeyer agreed and requested a limit on amplified music.
Councilmember Boles suggested, if you are allowed to have eight guests staying there, you can have half that number of additional visitors, limited to the hours of 8:00 a.m. to 10:00 p.m.
There was Council consensus.
City Manager Woodhouse stated it was the number that are allowed to stay there plus 50%.
Mayor pro Tem Beckmeyer stated between 8:00 a.m. and 10:00 p.m. and no amplified music.
City Manager Woodhouse mentioned that music may not need to be amplified to be loud.
Councilmember Boles asked if our noise regulations specify particular decibels.
Councilmember Bigstyck referenced noise monitors being required.
Mayor pro Tem Beckmeyer asked if it is exterior noise monitors.
City Manager Woodhouse stated that we have a noise ordinance. However, what has happened on some STRs is that, after violations, part of the notice of violation is noise monitors become required and some STRs have implemented noise monitoring systems. He hears
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Council talk about making it mandatory for every STR.
Mayor Vaterlaus stated that after the first noise violation a noise monitor is required.
City Manager Woodhouse stated that there is a difference between founded and unfounded violations.
Mayor Vaterlaus added after a founded noise violation.
Councilmember Boles was concerned about violations that may occur but are unfounded.
Councilmember Bigstyck agreed. He said having external noise monitors as a requirement would be good. He also shared that Airbnb sent a note saying that was a provided service.
Mayor pro Tem Beckmeyer did not care about their expense.
Councilmember Boles stated some people put them inside and outside, but outside is what we are mostly concerned about.
City Attorney Kenyon stated, for the record, she would recommend that we make it an initial requirement as opposed to after the first violation for all the reasons in terms of enforcement.
There was Council consensus.
Interim Dep. Director Cervantes moved on to No. 7, inspections and permit processing. She stated that direction from Council is to require onsite inspections at minimum from the Building and the Code Enforcement Divisions for unhosted STRs and a self-inspection for criteria prepared by the city for hosted STRs and review existing permit violations and other items prior to issuance of an STR permit.
Mayor Vaterlaus stated the permittee pays for it.
Councilmember Boles stated she would like an inspection for unhosted STRs.
Mayor pro Tem Beckmeyer agreed.
Interim Dep. Director Cervantes asked Councilmember Boles if she referred to hosted STRs.
Councilmember Boles agreed, saying we should inspect all of them, at least initially.
City Attorney Kenyon stated, for clarity, that Council is talking about having this as a requirement prior to issuance of an STR permit, so the application process would require a site inspection prior to issuance of any STR permit.
Mayor pro Tem Beckmeyer asked how the permittee would do that.
City Attorney Kenyon recommended staff to figure out what that process would look like and bring it back to Council.
Interim Dep. Director Cervantes moved on to No. 8, notice to permittees, so staff will notify permit holders of potential ordinance changes.
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Mayor pro Tem Beckmeyer asked if this points to the issue of re-upping permits and the deadline of October 31.
Interim Dep. Director Cervantes stated yes, for the renewal fee.
Mayor pro Tem Beckmeyer stated it was previously said that Council can change the ordinance midstream after the permit has been renewed. She is concerned about legal repercussions and asked about the language to be included regarding upcoming ordinance changes.
Asst. City Manager Carter stated between the last meeting and this meeting, we have been working with HDL on finalizing the renewal notices. What is included in the notice is that the Council is currently working on the new ordinance provisions and the new ordinance will go into effect at some point in this permit year; staff did not go into any additional discussion because the Council has not finished providing directions on all the provisions.
City Attorney Kenyon stated that No. 8 is saying that we will provide notice that there are ordinance changes coming; we are not providing notice of what the implications are for them.
Everyone needs to renew their permit and, once that renewal occurs, everybody will be bound by these new regulations.
Mayor Vaterlaus asked what happens if you have a 4-unit building and you have four permits, one for each unit, and then you can only have one unit as an STR.
City Manager Woodhouse stated from previous discussions certain ordinance provisions can be implemented in mid-permit year, but other provisions, such as making certain STRs inoperable would be more difficult legally to implement in the middle of the permit year. We would have to wait for the renewal time to do that and that includes things like an STR that does not meet the new parking requirements or an STR in the multi-family dwellings. He added if the unhosted night limitations starts when the ordinance goes into effect, for non-coastal zones, from that point on only 90 days.
City Attorney Kenyon stated there will be different regulations that will go into effect immediately and some that will be implemented most likely when they renew their permits. She stated that is a legal determination we have to go through on a case-by-case basis.
Mayor pro Tem Beckmeyer stated her concern was about operators hindering their community about to renew their permits for a year. She asked if we could delay the permit until Council confirms closure of all these changes.
City Attorney Kenyon stated that is an excellent point.
Mayor pro Tem Beckmeyer thinks HdL already sent the letters.
Asst. City Manager Carter stated we are already in the process.
City Manager Woodhouse stated that any ordinance changes in the coastal zone will not be in effect for a long while. This would mean some sort of delay or extra enforcement in the noncoastal zone, depending on when the ordinance goes into effect under Council adoption.
Councilmember Boles that the current ordinance says you can revoke the STR permit even with
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one strike and she asked if we can direct greater enforcement now.
City Attorney Kenyon stated that we would enforce revocation whether Council is directing them to do that or not. There are four active cases now going through an investigation to determine if we have enough facts to revoke and, if we do, we will revoke. She stated that Council does not need to direct staff to pursue revocation investigation as we are actively doing that.
Councilmember Boles asked when we started doing the investigations.
City Attorney Kenyon thought we have always been attempting to enforce.
City Manager Woodhouse stated that we have taken enforcement action pre-COVID-19 on STRs. He stated that the acceleration of enforcement has been in the last couple of years. It is a lengthy, cumbersome process and why the ordinance revisions are important to make it less so and make it clear so we have more enforcement capability.
City Attorney Kenyon stated we have been moving forward with enforcement. The issue is enough facts to support going through a revocation procedure, and we have not to date. The City Manager directed the City Attorney’s Office to expedite enforcement, and as of today, we have four cases that we are actively working on. In the last six months, we have been attempting to expedite and focus our effort on not just drafting of a new ordinance but also active enforcement which is what we have done. She stated that we are at a much closer place to begin revocation proceedings if we, in fact, have the proven evidence to support it. She stated, in terms of what Council is trying to achieve in terms of eliminating bad actors, she does not think eliminating bad actors is needed through delay of issuing new permits to new permittees. She thinks it is continuing to focus on the ongoing enforcement revocation efforts.
Councilmember Boles mentioned the fines as one possible revision that can be done now or until the ordinance goes into effect.
City Attorney Kenyon stated that the fines have to wait until the ordinance goes into effect. She added that, as the City Manager said, the ordinance is going to go into effect in the coastal zone not until after the Coastal Commission certifies it so that will likely take close to a year. We are looking at some permit holders who will be issued permits even though we have adopted this ordinance that will not be impacted by it other than we will still actively enforce all violations.
Councilmember Boles asked if one or two of these revisions tonight can be enforced immediately or any suggestions of what we can do and add to the ordinance.
City Attorney Kenyon stated that what we are talking about tonight is the future. What we need to deal with to address the bad actors is to continue along the enforcement path. Given the timing, we are going to be issuing permits to certain permittees who may want more permits for a four-plex and we are not going to be able to address that except through enforcement proceedings if they become bad actors.
Councilmember Bier added unless we did not issue any more permits until after that.
City Attorney Kenyon did not think there is a way to delay the permitting at this point as we are already in the midst of the process.
Mayor pro Tem Beckmeyer stated she is looking at No. 7 requiring onsite inspections for all of
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the hosted and unhosted STRs. She stated that the idea there is in advance of them getting a permit and rule out properties that would be problematic. We know that they presently have properties that are permitted and are problematic because it was self-reported. The idea now is the only way to catch those is through code enforcement and a building inspector which is based on a complaint. She stated that it is a form of enforcement but the only thing that is prompting it is if there is a complaint that looks like a health and safety violation.
City Attorney Kenyon referred to the point about conducting inspections prior to issuance of a permit and stated that staff needs to look at our ordinance to see if it prohibits inspection.
Councilmember Boles emphasized for this cycle as the permits are about to renew.
Asst. City Manager Carter added that we have been working very closely with City Attorney’s Office on administrative policies and procedures and regulations that we already have authority to develop and implement under the current ordinance; this would be something we might be able to do, but previous conversations on this specified that operators have to let us come on the premises to inspect. If they refuse to do it, then unless we have very strong evidence of code enforcement or any reasonable code violations, we cannot enter the premises unless the ordinance allows them to do.
City Attorney Kenyon stated that is true. The way she would think to address that to provide more leverage, especially for those properties with complaints, and that we have determined as a violation, they may require more evidence than another permittee because we have gotten complaints. She agreed that they may refuse it, but she also believes that we have more authority, depending on the facts and circumstances, make that a basis to not reissue.
Asst. City Manager Carter agreed and added that was exactly what the City Attorney mentioned with the four active cases; staff will look at them individually as one property is going through a revocation process and a few others are not going to be renewed for this cycle.
Mayor pro Tem Beckmeyer stated that is a partial measure.
Asst. City Manager Carter wanted to highlight that, over the last six months, we have done a lot of work internally between Code Enforcement, Police Department, Administrative Services, City Manager’s Office, City Attorney’s Office, and HdL to align all these efforts. The internal process has been improved and some provisions, such as three strikes, have been discussed among staff and can be enforced now.
Councilmember Boles asked, if the new ordinance goes into effect, we cannot revoke someone in a 4-unit building, but we are now restricting the number of people, based on the number of bedrooms, and she asked if that was something we could enforce once we adopt the ordinance.
City Attorney Kenyon stated it is possible but she does not have a definitive answer. She stated that we need to determine what are the tools that we can immediately begin enforcement on.
Councilmember Bier thought we will be able to understand that as we will have that information the next time staff comes back to Council.
City Attorney Kenyon answered affirmatively.
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Interim Dep. Director Cervantes stated that No. 9 is the 24-hour contact requirement. Council had directed a requirement for STR operators to list a contact person who must be available 24/7 and respond to complaints by phone within 30 minutes and in person within one hour if an in person resolution is necessary.
Mayor Vaterlaus asked about the neighbor who wants to complain and if they have access to that representative.
Councilmember Bigstyck asked if Mayor Vaterlaus was suggesting some form of exterior indication of the representative.
Mayor Vaterlaus stated possibly. She suggested for the future a website that had the address and the contact person for each STR.
Councilmember Bigstyck stated that an exterior marking could also be a QR code in a conspicuous place.
Mayor Vaterlaus agreed, adding something that the neighbors know who to call.
Councilmember Boles stated it was important to have a place that people can look up if it is a legally permitted STR or not without having to call someone and find a list of posted information.
Mayor Vaterlaus and Mayor pro Tem Beckmeyer agreed.
Councilmember Bier liked the exterior posting.
Mayor pro Tem Beckmeyer stated that we have seen that with businesses.
Mayor Vaterlaus stated that, in Tahoe, they have a sign outside of each STR with a number associated with their license. She thought a QR code that a neighbor can find and eventually the website is a good idea.
Councilmember Bier agreed.
Interim Dep. Director Cervantes then went to No. 10, the administrative policies and procedures and the direction was to streamline enforcement procedures for permitted STRs and revocation procedures with three-strike provision for non-compliant permit holders.
Mayor Vaterlaus asked if this was where the fines come in.
Councilmember Bigstyck asked if that was the $1500, $3000, $5000 times.
Mayor Vaterlaus stated, if you are operating an unpermitted STR, you should be fined.
Asst. City Manager Carter stated, in order to implement the new fines, a new ordinance needs to be in place. She stated the three strikes is something we can start doing now, and there is a citation every time there is a Notice of Violation.
Councilmember Boles stated she would rather have two strikes instead of three.
Councilmember Bier agreed.
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Mayor Vaterlaus stated that she is okay with two, but the strikes need to be founded.
Councilmember Bier agreed that we have to define what falls into the strike zone.
City Attorney Kenyon stated it is any violation of the ordinance, any violation of any provision, in addition to all the enforcement rules that would be added, would be a violation of any existing enforcements.
Mayor Vaterlaus asked if any violation in the ordinance.
City Attorney Kenyon reiterated that any violation of our ordinance.
Mayor Vaterlaus stated that she said any violation of the ordinance, and she stated sound violation, noise violation, or number of people at at the house violation.
City Attorney Kenyon responded affirmatively.
Mayor pro Tem Beckmeyer stated that lying on the application would be automatic revocation.
City Attorney Kenyon agreed.
Asst. City Manager Carter stated that we included language on the new applications that all information provided on the application subject to audit.
City Attorney Kenyon stated that we should put language in the application that says any false statement on this application will warrant immediate revocation. She added that there should be a signature line for them to make it contractual.
Councilmember Bier asked if she heard a consensus for two strikes.
There was Council consensus.
City Manager Woodhouse had some questions that needed clarifying: the earlier discussion about multi-family, as well as STR density. He thought we have gone through many requirements that may reflect on those. He asked if there was anything else Council wants to revisit and discuss on those. He also wants to get direction about next steps, especially related to consultation with Coastal Commission staff, to create expectation around that.
Councilmember Boles stated, regarding multi-family, if we are requiring a primary resident, that would be true for multi-family too. She stated that will limit investors owning apartment buildings if they do not live there.
Councilmember Bigstyck added the one year leads up to being able to apply for an STR permit.
Mayor pro Tem Beckmeyer was concerned about the number of units in a multi-family residence.
Councilmember Bier stated that is why she keeps going back to one.
Mayor Vaterlaus stated two.
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Councilmember Bier asked if we are talking about a gradient scale.
Mayor Vaterlaus stated that would not work because of the number of units in each apartment.
Councilmember Bier agreed and stated it should only be one.
Councilmember Boles stated a maximum percentage with a minimum of 1, i.e. if you said 10% and you have five units, you could have one; if you had 10 units, you could have 1; and if you have 20, you could have 2.
Mayor Vaterlaus stated that sounds good.
Mayor pro Tem Beckmeyer thinks that there will still be the issue of proximity, we would not want them right next to each other or a concentrated way burdening part of the complex. She stated that it is like a single-family home and the distance between them, but it would have to be different in a multi-family.
Councilmember Bier stated we need information about density to talk about that.
Mayor pro Tem Beckmeyer agreed.
Mayor Vaterlaus asked if certain multi-family units in the city could apply to become a hotel.
Interim Dep. Director Cervantes stated she would have to double check the zoning but most likely no because the city only allows hotels and motels in commercial zoning districts.
Councilmember Boles stated that is reason to limit them in a residential district.
Councilmember Bier agreed.
Mayor pro Tem Beckmeyer referred to density.
City Attorney Kenyon asked about the recommendation.
Councilmember Boles stated 10% of the number of units or 1 minimum.
City Attorney Kenyon asked if Council is fine with No. 1.
Mayor pro Tem Beckmeyer and Mayor Vaterlaus stated no.
Interim Dep. Director Cervantes asked if the 10% or one applied to all multi-family units regardless of the number of units.
Councilmember Bier stated, if we leave it to 5 or more units, then many complexes can be all STRs and she is afraid of that.
Interim Dep. Director Cervantes stated that is why she wanted clarification. She stated that it sounds like Council wants to limit to no more than 10% or one on multi-family residential buildings, regardless of the number of units.
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Mayor pro Tem Beckmeyer thinks so.
Mayor Vaterlaus stated that, when we were originally doing this, we started talking about condominiums, and she would have decided that condominiums are not part of this and subject to their own HOAs and cannot be considered multi-family.
Mayor pro Tem Beckmeyer stated, from a land use standpoint, they are, but from an ownership occupancy standpoint, they are not.
Councilmember Bier stated that density and radius might address this.
City Manager Woodhouse stated, to capture one point, for traditional multi-family, not condominiums or homeowners, the number of STRs allowed would be 10% of the number of units with a minimum of 1, i.e. from 2 units up to 19 would be 1, from 20 to 29 would be 2, from 30 to 39 would be 3, etc.
Councilmember Bier stated it sounds good to her.
City Manager Woodhouse stated it segues into the density or buffer concept if Council wants to talk about condominiums and HOAs.
Mayor pro Tem Beckmeyer asked Mayor Vaterlaus how to address this with condominiums.
Mayor Vaterlaus thought we would leave it up to the homeowners association to make their decisions. She thought Council cannot make determinations on their legal proceedings.
Councilmember Bier asked if the townhomes on Oddstad and Terra Nova Blvd. have HOAs.
Mayor Vaterlaus stated that they do, naming Rosita, Terra Nova, Oddstad, Pacific View, etc.
Councilmember Boles asked if we can request a letter from the HOA, even if we cannot fully enforce it.
Mayor Vaterlaus stated if a condominium comes and they want to become an STR, we would ask for a letter stating that it is okay with their association.
Councilmember Boles responded affirmatively. She stated we would be notifying the condominium association that someone is applying before the permit is granted, which would be part of the neighborhood notification.
Mayor Vaterlaus asked if we were notifying the neighborhoods.
Mayor pro Tem Beckmeyer stated that we talked about it last time but we did not pin down the radius of notification.
Mayor Vaterlaus concluded that we did not talk about that at this meeting.
Mayor pro Tem Beckmeyer asked if Council had talked about that.
Councilmember Bigstyck does not recall.
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Mayor pro Tem Beckmeyer thought Council may have talked about it outside of the meeting.
City Manager Woodhouse stated the concept of notification came up but it was not talked about in details. He has some questions about notification, like what does someone do with notification, as there is not a hearing or approval of the permit. He asked about its purpose.
Councilmember Boles stated that it lets them know that there is a permit pending and it points them to the regulations so they can help look out to make sure that STR is complying.
Councilmember Bigstyck stated, if there is a permit pending, there is a contact number on that permit, vis a vis updated regulations where you can get in contact 24/7; it is letting them know if you have an issue with the STR that is going to be in your neighborhood, the notification has the 24/7 contact information that should allow them to address any concerns.
City Manager Woodhouse asked if the city is expected to do the notification.
Councilmember Boles stated that the applicant can pay for it as part of the application process.
She stated the city would do it but have the applicant pay for it as an extra fee as part of the application process.
Mayor Vaterlaus stated that they cannot appeal the decision.
Councilmember Boles agreed it is just a notification.
Mayor Vaterlaus did not see the benefit to it. If we are going to allow them, anybody can look up the short-term rental regulations, and we can also find out on our website or at the property who the contact person is if there are any issues. She stated that it seems like a lot of work to send notifications to the neighbors from staff.
Councilmember Boles stated that there are companies that provide that service and we could make the applicant do it directly, as that is the way San Francisco does it for other permits; we would have them send us one that goes into the file records.
City Attorney Kenyon stated there is a lot of difference between the City of San Francisco and the City of Pacifica in terms of the amount of bureaucracy that is every day with San Francisco.
She thinks that, in including additional regulations like this, we need to think about for what purpose and what is the impact going to be that is going to address whatever secondary impact you are trying to address. She asked what this provision is going to provide that will address the negative impact that we are trying to eliminate.
Councilmember Boles stated that, in reading the staff report, everything was difficult to enforce or know and we would give the community and residents around this house the information that this property is getting a permit for an STR and here are the regulations.
City Manager Woodhouse stated that this is going to be a huge workload for staff because what will happen is the neighbors will send their complaints to Council and staff and say show me how this applicant is compliant. He is not sure what to do with that information when we receive that, as they do not have any part in the approval of the permit. He stated the city’s response would be their permit is approved and they are compliant, but the city’s workload is going to be generated by Council and staff receiving those letters, concerns and comments about a pending application. He stated that it may happen regardless with any permit once issued, but he is
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saying that the notification process will trigger that without any ability, from the City’s perspective, to do anything.
City Attorney Kenyon added that she has seen in other jurisdictions that have imposed these notifications requirements on issues where there is no action for the residents to take and they will come to Council meetings with questions and comments and ask why they provide them notice if there is nothing they can do about it and if they cannot stop the city from issuing the permit what can they do. She stated that we want to make sure, if we are providing the notice, that we know what we want the residents to do with it and make it clear. She stated that, in this case, if we are saying that we want them to have the information available to them so if there is a complaint, they know what to do, a QR code or a notice would be more beneficial, in terms of giving residents immediate access to resolving the problem as opposed to giving them a notice months before the event occurs. She questioned if that will be as beneficial as sort of a sign or a QR code or something on our website that indicates STR properties and, if they have an issue with them, this is the contact information. She asked what the benefit is that the city will be getting by providing them with an initial notification as soon as we issue the permit.
Mayor Vaterlaus did not think we needed to do a notification. If there is no event that they can fix with the notification, she does not think we should do it.
Councilmember Bigstyck stated that he is hearing everyone and thought, if there is a conspicuous marking on the outside of any given STR that clearly indicates who you should be calling if there is a problem, he is okay with that.
Councilmember Boles stated she was okay for that now. She stated that we talked about notifying an HOA, but if we are requiring a letter, and they have to check off if there is an HOA or not, then we do not need to notify the HOA either.
Mayor Vaterlaus stated no.
Councilmember Boles extended the meeting to 12:30 a.m.; seconded by Councilmember Bigstyck.
City Clerk Coffey took a vote by verbal roll call.
EXTEND MEETING TO 12:30 AM
RESULT: ADOPTED [UNANIMOUS]
MOVER: Christine Boles, Councilmember
SECONDER: Tygarjas Bigstyck, Councilmember
AYES: Vaterlaus, Beckmeyer, Bier, Bigstyck, Boles
City Manager Woodhouse stated that we need to talk about density or buffer.
Councilmember Boles thinks we need a map and more information to make that determination.
City Manager Woodhouse concluded that we put this one on hold for now.
Mayor pro Tem Beckmeyer stated that we need to see maps to get an idea of the amount.
Mayor Vaterlaus stated that we can add that sometime later once we see how these items we
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addressed affect the STR properties.
City Manager Woodhouse asked if the Council was saying what Mayor Vaterlaus just said or saying that we want another hearing with more information to Council to talk about density.
Councilmember Boles stated, when staff brings back the ordinance, staff can bring that information.
City Manager Woodhouse asked about Council’s expectation about staff putting together this package of program changes and consulting with Coastal Commission staff. He added that, in that consultation process, he knows how busy the Coastal Commission staff is now and how busy Pacifica staff is with issues with Coastal Commission staff and that is going to take a while.
He stated that Council’s previous direction on these issues is, before we get to the point of considering adoption of an ordinance, and spending legal fees to develop the ordinance, we should have some consultation with Coastal Commission Staff to get their sense of staff might see as recommendable to the Coastal Commission. He thinks the most prudent thing to do would be to do that consultation and either develop the ordinance based on that or come back to Council and state we heard differently from Coastal Commission staff and ask for further direction from Council on what do we want to do with it before developing ordinance language.
Mayor pro Tem Beckmeyer thought staff needs to discuss it with Coastal Commission and, if there is a lot of feedback that needs clarification, such as strong recommendations against or for, Council should know that upfront.
City Manager Woodhouse stated most likely the consultation is that Coastal Commission staff will ask for information and data to back up these policy recommendations. He felt staff needs to have that initial conversation and absorb that feedback and determine whether we are ready to present an ordinance to Council or if we need another study session.
Mayor pro Tem Beckmeyer agreed, as talking early with Coastal Commission staff would give a better chance of working out the differences early.
Mayor Vaterlaus agreed.
Councilmember Bier asked if it was possible to talk about the 15% of a street.
Councilmember Bigstyck thought that was in the context of the 55-foot buffer and no more than 15% of any given street.
Interim Dep. Director Cervantes stated that one agency required 55 feet between STRs and no more than 15% of parcels per block with STR operations. She stated that there was another agency that provided that no more than 15% of parcels could have an STR per block and that one did not have a buffer.
Councilmember Bier thought if we at least do that, we can take more time to talk about the rest.
Mayor pro Tem Beckmeyer thinks we have to do this and put some kind of constraint and stops on it. She asked if 55 feet and 15% of the street seem reasonable.
Councilmember Bier thinks that is kind of low.
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Mayor pro Tem Beckmeyer stated that could be next door.
Mayor Vaterlaus agreed.
Councilmember Bier suggested 200 feet and 15%.
Mayor Vaterlaus asked if we were talking 200 feet on one side and 200 feet on the other side or 200 feet total.
Mayor pro Tem Beckmeyer stated all the way around with a radius.
Mayor Vaterlaus stated that it seems like another map issue. She thought many of the things that Council provided are going to impact existing STRs. She would like to see a map to draw a radius around it and see how big that is, e.g. in some blocks, that could be 20 houses.
Mayor pro Tem Beckmeyer agreed, all the way to the next block.
Mayor Vaterlaus thought not that many but possibly if you are doing circles.
Councilmember Bigstyck stated it is also in the context of 150-unit cap. If they are eliminating STRs because of the density, what are the odds that someone is going to buy a vacant house for 90-day rental after a year of not renting it out as an STR.
Mayor Vaterlaus agreed. She added if you have several that are on the same block, how do you determine who gets it and who does not. She stated that we talked about that in the lottery and how are we going to determine who wins if we still want to do it.
Councilmember Bier stated we have to wait on that one.
City Attorney Kenyon stated that it would be helpful to understand what are the impacts we are trying to address. If we start from that, then perhaps staff can help try to figure out what that might look like. She stated that we will not be able to fully flesh that out tonight as she does not have a diagram of where all these STRs are located. She recommends that we bring back this issue to discuss. She asked what we would like to see in terms of a buffer, such as a 200-foot buffer. She asked Council to think of it in terms of a block, how long are the blocks normally and how many homes do we want to see per block. She stated that staff bring it back and come back to Council with some ideas that try to address their issues. She wants to try to understand what the issues with this whole density buffer.
Mayor pro Tem Beckmeyer stated it is a concentration of too many STR homes in a neighborhood, like an undue number relative to the number of not STR homes. When there is a short block that has ten houses on it and three of them are STRs, that is too many.
Councilmember Bier stated because of the impact it has on the neighborhood.
City Attorney Kenyon stated because of the complaints, parking, and those types of issues.
She is trying to understand.
Councilmember Boles stated that it is because you do not know your neighbors anymore.
Mayor pro Tem Beckmeyer stated it becomes a hotel zone.
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City Attorney Kenyon was thinking if Council was looking at this in terms of trying to get rid of bad actors, but Council was looking at it for purposes of addressing the impact, like parking, neighborhood ambience, etc.
Mayor pro Tem Beckmeyer responded affirmatively.
City Attorney Kenyon stated that is good for staff to know. She asked if there are other issues.
Mayor pro Tem Beckmeyer thinks those are primarily it for her. She stated that the outcome is that Beach Boulevard is 53% STRs. This ordinance will prevent that, just like our cannabis ordinance which forced it to be spread out and not concentrated in one.
Councilmember Bier stated that it was clear to the permittees where they could be.
Mayor pro Tem Beckmeyer agreed because we already have existing permits, we can make a map and need the metric so, if someone comes in to apply, they can find out right away that their street already has two on it and until one of those two stops being an STR, we are full.
City Attorney Kenyon stated that this is helpful. She thinks that, unless Council has other directions and other issues they are trying to solve with this buffer and density issue, she asked that Council let staff look at this analysis and bring something back with a draft.
Mayor pro Tem Beckmeyer thinks that makes sense.
Mayor Vaterlaus agreed that it is big complaint that people do not know their neighbors and, if there are multiples, it just amplifies it for them to think that their neighborhood is gone.
Councilmember Bier agreed that people should be able to enjoy their homes.
Mayor pro Tem Beckmeyer stated that is what it is about.
Councilmember Bier thanked City Attorney for the questions as they were very helpful.
Commissioner Bigstyck stated he did not want to see coordinating with the Coastal Commission get in the way of the ordinance that we have articulated we want, which means for the noncoastal zone, even though the Coastal Commission may have an alternative view in what they would wish to see and will take time to get to the point. When the ordinance is ready, we could put in place with the non-coastal zone, and at the will of Coastal Commission, if it needs to be adjusted, coastal zone specific.
Mayor pro Tem Beckmeyer stated that we will then have two sets of regulations, one for coastal and one for non-coastal.
Councilmember Boles stated that is a good idea and get us moving as quickly as we can.
Councilmember Bigstyck asked if there was any other direction or questions.
Councilmember Boles thinks we need to say these can only be legally permitted dwelling units, i.e. no ADUs, no RVs, no tents, no mobile homes, no future buildings, etc.
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Mayor pro Tem Beckmeyer agreed.
Councilmember Boles stated that some other cities had a no transfer of STR permits, and if you sell your house partly through, then you have to reapply; you cannot just take over a permit as a different primary resident.
Mayor pro Tem Beckmeyer stated no transfer.
Councilmember Boles stated that some had insurance requirements and sometimes, as a property you only have so much, but if you are renting it out, then there is the possibility for other damage to other neighbors and she has seen some cities with a $500,000 insurance requirement. She asked if that is something we might need to consider. She stated that the main thing is that other cities, especially Half Moon Bay, San Francisco, and Santa Monica have requirements for the platform themselves. She wants to make sure we get that in here, requiring them to have a listing number as one of those things but also being able to collect fines. She stated that the fines are based on them being able to collect a percentage of their fees, and that is what has been stood up in court.
Councilmember Bier asked about the data for platforms to provide.
Councilmember Boles stated that she would like to ask them to share the data. She stated Airbnb does not do that now.
City Attorney Kenyon stated that the argument that Airbnb will likely make, as they have in other jurisdictions, is that it is proprietary information. She stated that is what they like to say in terms of disclosure, but that is not to say that we cannot impose it. They do not like to provide cities with a lot of information. She stated that is something that we should consider. She will need to look into what Airbnb’s position is on that.
Councilmember Boles is just looking for ways to help us with enforcement and verification.
City Attorney Kenyon stated that we do not want to be imposing regulations that we cannot enforce and that we do not know how practical it would be to enforce it. She stated that we could put that obligation in, but will Airbnb cooperate and provide the city with that information.
If they do not, is it worth it for the city to go through enforcement proceedings against Airbnb.
She would like to find out is how enforceable is a provision like that.
Councilmember Boles asked if we can research that and, in the meantime, ask for this information from the owners.
City Attorney Kenyon agreed, adding that the City Manager raised a good point that we can require from a permit holder that information.
Councilmember Boles asked if we would do that quarterly.
City Manager Woodhouse thinks that is a good question but it comes down to a requirement for self-reporting that they are limited to 90 days. At the end of a year, before their next permit renewal, if we have reason to believe that they are exceeding that, the city would have to launch a costly and difficult auditing procedure to try to prove that and revoke their permit.
Councilmember Boles stated that she does not want to wait a whole year. They pay their TOT
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quarterly and can we ask for that data quarterly, such as how many rental days have they had.
She stated that it is self-reporting but at least the city is tracking and can make sure they know they cannot rent for more days. She stated we can engage early and not wait a whole year.
Councilmember Bigstyck stated regarding the point around Airbnb providing information, that we got information of what a government relations representative looks like. He thinks that, after this meeting, it would be good to follow up with our government relations people to ask those questions.
City Attorney Kenyon stated that we always have had a government relations person but we may not always get their attention.
Councilmember Bigstyck stated he is happy that they reached out asit is good to have that resource.
Councilmember Bier clarified that we would not be able to legislate what kind of data we want to get from all the platforms.
City Attorney Kenyon stated she is not saying we cannot do that but that we can put all of the tools in the ordinance, but the issue is how enforceable are they going to be. She referred to putting this obligation on the permit holders, who will have much more incentive to comply with that than Airbnb. We need cooperation from Airbnb to make this work for the city and we do not have a lot of leverage with Airbnb. We can put provisions in the ordinance, but she would like to find out from Airbnb what their temperature is with compliance with that obligation. The only way the city can force them to comply is take them to court. She stated that we should know that before we start including a provision in the ordinance that would be expensive for the city to implement.
City Manager Woodhouse wanted to be clear that Asst. City Manager Carter has been working with Airbnb and their government relations folks for a long time.
Councilmember Bigstyck appreciated that we have been working with them for a long time. He stated he has several conversations about the STRs, some from two years ago, and predicted the work to take three years. He stated that it has been on their work plan for upwards of 2 1/2 years, and he has been happy to meet some of the unhosted operators and dismayed that they came into this conversation at the last possible moment. He would love to have seen a task force between the unhosted operators, affected homeowners, and neutral positions to determine what would have been more equitable at the end of the day. He stated that, once this has passed, anybody operating in Pacifica has every right to petition Council to come out to that goal setting time in March to ask for that process to be placed as a priority to figure out what would be more equitable if this is not.
Mayor Vaterlaus stated she can see both sides. She thanked them all for patience.
Mayor pro Tem Beckmeyer thanked everyone for one of many long nights on this topic, and we will look forward to the ordinance recommendations and information coming back from staff.
ADJOURN
Mayor pro Tem Beckmeyer adjourned the meeting at 12:28 a.m.
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Transcribed by Barbara Medina, Public Meeting Stenographer.
Respectfully Submitted,
Sarah Coffey, City Clerk
__________________________
Sue Vaterlaus, Mayor
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CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
10/28/2024
1 SUBJECT:
Repeal and Replace Administrative Policy No. 8: Records and Information Management Program Policy, to Update References to Public Records Act and Revise Policy Section 4.15 and other Minor Edits and to Revise the Records Retention Schedule to Amend Retention Periods and other Changes Relating to Police Services Records.
RECOMMENDED ACTION:
Move to adopt the attached resolution Repealing and Replacing Administrative Policy No. 8:
Records and Information Management Program Policy, to update references to Public Records Act and revise Policy Section 4.15 to Confirm the City Manager is Authorized to Amend the Retention Schedules and other minor edits and to revise the Records Retention Schedule to amend Retention Periods and Make Other Changes relating to Retention of Police Services Records.
STAFF CONTACT:
Sarah Coffey, City Clerk
(650) 738-7307
[email protected]
Maria Sarasua, Police Chief
(650) 738-7314
[email protected]
BACKGROUND:
On November 9, 2020, the City Council repealed and replaced the existing Administrative Policy No. 8 to adopt a new city-wide Records and Information Management Program Policy to ensure efficient and effective municipal records management (“Policy”). The new Policy included a Records Retention Schedule which replaced the “Records and Tape Recording Retention, Storage, and Destruction” policy, which was established in 1981. The more comprehensive and city-wide Policy (See Exhibit A) was intended to comply with State and Federal record retention requirements and aid City staff in defining and managing the City’s records.
DISCUSSION:
In implementing the Policy, the Police Department recognized that certain retention periods for body worn camera video and other Police records in the Records Retention Schedule needed to be amended to conform to legal requirements as well as the industry standards for maintaining police records and/or to clarify the retention period. For example, the current retention periods in the Records Retention Schedule do not identify the different types of incidents where body worn camera video would be retained and does not identify any retention period for dashboard camera video.
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Pacifica City Council 2
October 28, 2024
Below is a summary of some of the proposed changes but the complete list of proposed amendments are attached in Exhibit B.
Record Original Retention Period Proposed Amendment to
Retention Period
Internal Affairs/investigations AC (After Completion/Closure) + 5 years
EY (Event Year) +5 years for
not sustained findings; and
EY+15 for sustained findings
Use of Force Reports CY (Current Year) +5 years EY +5 for not sustained determinations; and EY + 15
for sustained findings
Body Worn Camera and/or
Dashboard Camera VideoIncident with no detention
Not Specified 2 years
Body Worn Camera and/or
Dashboard Camera VideoFelonies Permanent
Not Specified P (Permanent)
Complaints (i.e., Form
completed by citizen alleging
officer misconduct or
wrongdoing and subject to
formal investigation)
Not Specified EY +5 for not sustained
complaints; and EY +15 for
sustained complaints
In addition to the foregoing proposed amendments to the Records Retention Schedule, staff is also requesting an amendment to Policy section 4.15 to confirm that the Records Retention Schedule can be amended by the City Manager.
When the Council approved the Policy on November 9, 2020, the Staff Report and Resolution reflect an intent to authorize the City Manager to approve amendments to the Records Retention Schedule attached to and referenced in the Policy. However, any amendments to the Policy would need to be amended by the Council. Unfortunately, Policy section 4.15 included a statement “…’Record Retention Schedules’, and any amendments or updates, are approved by City Council resolution”, which conflicts with Policy section 5.2 which stated that the City Manager approved the amendments to the Record Retention Schedules. As a result of these conflicting Policies, staff is requesting that the Council amend Policy section 4.15 to delete the reference to City Council approval and add the City Manager as approving any amendments or updates to the Record Retention Schedules. (See Exhibit B).
Additionally, proposed amendments to references in the Policy and in the Record Retention Schedules were made to Government Code references to the California Public Records Act (CPRA) as a result of the recodification of the California Public Records Act pursuant to the CPRA Recodification Act of 2021, which took effect January 1, 2023. The provisions of the California Public Records Act via Assembly Bills 473 and 474, which were passed and approved by the Governor in 2021, reorganizes the CPRA from Government Code sections 6250 – 6276.48 to Government Code sections commencing with Section 7920.000. 2 Packet Pg. 62
Pacifica City Council 3
October 28, 2024
If Council adopts the proposed amendments to the Policy and Retention Schedules, the revised Policy and Record Retention Schedules will go into effect immediately.
ALTERNATIVE ACTION:
Deny the proposed amendment and provide further direction to staff.
RELATION TO CITY COUNCIL GOALS AND WORK PLAN:
“Stewardship of City Infrastructure” - The creation of a new city-wide Records Information Management Program Policy plays a part in context to the Civic Center’s plans for remediation of conditions at the Civic Center facilities. The Records Retention Schedule will allow records to be periodically purged when appropriate, freeing up the volume of paperwork that has accumulated over years of normal business practices.
FISCAL IMPACT:
No significant fiscal impact is anticipated with this amendment.
ORIGINATED BY:
City Clerk
Police
ATTACHMENT LIST:
Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean CopyPDF) (PDF) Exhibit B – Proposed Amendments to Records Retention Schedule -10-00-00 Police Services and Proposed Amendment to Policy Section 4.15 (Clean Redline Copy-PDF) (PDF) 2 Packet Pg. 63
Pacifica City Council 4
October 28, 2024
RESOLUTION NO. _________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA REPEALING AND REPLACING ADMINISTRATIVE POLICY NO. 8: RECORDS AND INFORMATION
MANAGEMENT PROGRAM POLICY TO UPDATE REFERENCES TO THE PUBLIC RECORDS ACT AND REVISE POLICY SECTION 4.15 TO CONFIRM CITY MANAGER IS
AUTHORIZED TO AMEND RETENTION SCHEDULES AND OTHER MINOR EDITS AND TO
REVISE THE RECORDS RETENTION SCHEDULE TO AMEND THE RETENTION PERIODS
AND MAKE OTHER CHANGES RELATING TO RETENTION OF POLICE SERVICES
RECORDS
WHEREAS, Section 34090, et seq., of the Government Code of the State of California provides a procedure whereby a city record which has served its purpose and is no longer required may be destroyed as long as the destruction record will not interfere with the services and functions of the City’s Departments; and
WHEREAS, the keeping of certain City records is not necessary after a certain period of time for the effective and efficient operation of the City Clerk, City Manager, Finance, Human Resources, Planning, Public Works, Parks, Beaches, and Recreation, Wastewater, and Police Departments; and
WHEREAS, on November 9, 2020, the City Council replaced the City of Pacifica Administrative Policy No. 8 established in October 1981 with the “Records and Information Management Program Policy” and associated Records Retention Schedule, which established guidelines for the retention, storage, and destruction of City records; and WHEREAS, the adoption and implementation of this retention schedule and Records and Information Management Policy (“Policy”) is an important risk management measure expected to create efficiency, conserve resources, and reduce costs; and WHEREAS, certain revisions to Policy section 4.15 to confirm that the City Manager is authorized to amend the Records Retention Schedule and certain revisions to the Records Retention Schedule relating to 10-00-00, Police Services have been identified as necessary.
NOW, THEREFORE, be it resolved by the City Council resolves as follows:
Section 1: Administrative Policy No. 8, “Records and Information Management Program Policy” and associated Records Retention Schedule is hereby repealed and replaced as set forth in Attachment A, attached hereto and hereinafter incorporated by reference.
Section 2: This Resolution does not authorize the destruction of records required to be retained by statute.
Section 3: With the consent of the City Clerk, City Manager, and City Attorney, updates are hereby authorized to be made to the Records Retention Schedule without further action by City Council.
Section 4: The Resolution shall become effective immediately upon passage and adoption.
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Pacifica City Council 5
October 28, 2024
• • • • •
PASSED AND ADOPTED at a special and regular meeting of the City Council of the City of Pacifica, California, held on this 28th day of October 2024, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
Sue Vaterlaus, Mayor
ATTEST: APPROVED AS TO FORM:
Sarah Coffey, City Clerk Michelle Marchetta Kenyon, City Attorney 2 Packet Pg. 65
Pacifica City Council 6
October 28, 2024
ATTACHMENT A
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CITY OF PACIFICA
ADMINISTRATIVE POLICY
No.
8 RECORDS AND INFORMATION MANAGEMENT PROGRAM
POLICY
DATE ISSUED:
11/09/2020
Revised 10/28/2024
(Proposed)
1. PURPOSE
This Records and Information Management Program Policy (“Policy”) establishes comprehensive and uniform methods for the cost effective and efficient management of the City’s public records (including creation, utilization, maintenance, security, retention, storage, preservation, and destruction), in accordance with legal requirements and professional standards.
2. SCOPE
This Policy is established by the City in accordance with all relevant federal, state, and local laws, and contractual requirements. In particular, this Policy is established in accordance with the State Record Retention laws (Government Code §34090, et seq.) as well as the California Public Records Act (Government Code §7920.000, et seq.). Additionally, where relevant to the particular needs of the City’s management of records, the City has incorporated provisions from professional standards and guidelines. All written or electronic documents, sound, or video works created by employees in the course of executing the City’s business are records under this policy regardless of whether they are managed in a formal process by the employee’s department or kept by an employee or their work unit for reference or any other purpose.
3. AUTHORITIES
The legal authorities and professional guidelines applicable to the management of City records include the following:
3.1. Federal and State Law Numerous Federal and State laws related to minimum record retention requirements and statutes of limitations apply to different types of records. Each record series listed in the Record Retention Schedules will have applicable laws cited.
3.2. Government Code §34090 et seq. The principal provisions of California law applicable to City Record Retention requirements are addressed in Government Code §34090, et seq., which generally require original public records to be retained for a minimum of two years, and sets forth other requirements for the retention and destruction of specific public records. This Policy establishes the procedures consistent with the provisions within the state law for the destruction of original public records which have been retained for at least the minimum retention period and are no longer required by the City for business or historical purposes. The Policy also addresses the destruction of records which have been replaced by “Trusted Copies” (GC §34090.5) and the destruction of “Duplicate Copies” (GC §34090.7). Per subsections of the code, the state law provisions do not authorize the destruction of:
a. Records affecting title to real property or liens thereon b. Court records
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c. Records required to be kept by statute
d. Records less than two years old
e. The minutes, ordinances, or resolutions of the legislative body or of a city board, agency or commission
3.3. Government Code §6200 et seq. Except as otherwise provided by Government Code §34090 et seq., Government Code §6200 et seq. provides that any City employee who is found guilty of willfully destroying (including altering, falsifying, mutilating, defacing, or stealing, in whole or in part) a public record may be punished by imprisonment of up to four years.
3.4. Government Code §7920.000 et seq. The California Public Records Act (Government Code §7920.000 et seq.) provides definitions for “writings” and “public records” for the purpose of determining which public documents are required to be disclosed to the public upon request, and which public documents are confidential or otherwise exempt from disclosure.
3.5. Professional Standards and Suggested Retention Guidelines Selected professional associations and other governmental agencies, such as the California Secretary of State, the Department of Justice, and the City Clerk’s Association of California, have published standards, model retention guidelines, and/or articles recommending retention periods for different types of records. Although these standards and guidelines are not binding upon the City, the City will take these documents into consideration in establishing the City’s Record Retention Schedules and, where applicable, the City will identify deviations from these suggested guidelines within the Record Retention Schedules.
4. DEFINITIONS
4.1 Writing: As defined by Government Code §7920.545, “Writing” means any handwriting, typewriting, printing, photo stating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored.”
Thus, “Writing” is a comprehensive definition that includes the subsets of public records, trusted copies, confidential records, duplicate copies, non-record writings, vital records, historical records, active records, inactive records, electronic records and transitory records, as defined within this Policy.
4.2 Non-record Writing: Any writing which is not within the definition of a Record. Examples of “Nonrecord Writings” include writings that are not directly related to the conduct of the City’s business and/or are used specifically for reference including, but not limited to, text books, brochures, catalogs, or seminar announcements.
4.3 Record: For retention purposes, a Record includes any writing containing information relating to the conduct of the business prepared, owned, used, or retained by the organization regardless of physical form or characteristics. Records include the subsets of trusted copies, confidential records, vital records, historical records, active records, inactive records, electronic records, including electronic records relating to the conduct of the business retained on personal devices or accounts, and transitory records, as defined within this Policy.
4.4 Record Series: A set of records which, as a whole, are created, stored and maintained together. “Record Series” are used as a method to organize records by function and/or document type within the City. Examples of different “Record Series” include, but are not limited to, the following:
• Contracts
• Purchase Orders
• Resolutions
• Minutes of official meetings
• Time Cards
• Financial Statements
4.5 Trusted System: As defined by Government Code §12168.7(c), “Trusted System” means a combination of techniques, policies, and procedures for which there is no plausible scenario in
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which a document retrieved from or reproduced by the system could differ substantially from the document that is originally stored.”
Thus, a “Trusted System” includes any method of creation, management and/or storage of an Official Record, as defined within this Policy.
4.6 Trusted Copy: A “Trusted Copy” is a copy of an originally created record if the copy is created on a Trusted System. “Trusted Copies” are photographically or electronically generated documents controlled by daily operational procedures and policies to ensure reasonable expectations of document integrity, free from physical or electronic additions, subtractions or other modifications that would change the content of the original document.
Once a “Trusted Copy” is created, it will replace the original source document, and the “Trusted Copy” must then be retained as the Official Record in accordance with the requirements of this Policy and the Record Retention Schedules.
4.7 Official Record: An “Official Record” is the original record or “Trusted Copy” having the legally recognized and enforceable quality of any writing containing information related to the conduct of the City’s business.
4.8 Duplicate Copy: A record that is a copy of an Official Record if the copy is not within the definition of a “Trusted Copy”. In addition to hard-copies of Official Records, “Duplicate Copies” also include, but are not limited to, database backups or other copies of electronic records.
4.9 Confidential Record: There are many sources of legal authority that define a “Confidential Record” including, but not limited to, the California Public Records Act, Government Code §7920.000 through §7930.215. Therefore, it would be impractical to list all definitions of a “Confidential Record” within this Policy. If there is any question as to whether a record is a Confidential Record, staff should consult with the City Clerk and/or City Attorney prior to disclosure.
In general, a “Confidential Record” is any record not disclosed to the public unless directed by court order. Examples of a “Confidential Record” may include, but are not limited to, the following:
a. Personnel records:
Examples include any personnel, medical or similar files, the disclosure of which would cause an unwarranted invasion of personal privacy.
b. Pending litigation or claims:
In general, Government Code §7927.200 provides that when litigation or a claim is filed against the City, the records pertaining to the litigation or claim are exempt from public disclosure until the litigation or claim has been adjudicated or settled. c. Attorney/client privilege and attorney work product:
As a general rule, it should be presumed that all communications from the City Attorney’s office on behalf of the City are subject to attorney/client privilege, and the communications should be protected accordingly.
d. Police records and investigative reports:
Examples include, but are not limited to, a wide variety of records such as:
• Police investigations, intelligence, analysis and conclusions • Information that may endanger the safety of any person • Juvenile records
• Active case files
e. Feasibility studies for property acquisition or public contracts:
Unless required to be disclosed by eminent domain law, feasibility studies relative to the acquisition of property, or to prospective public supply and construction contracts, are not disclosed until all of the property has been acquired or until the contract or agreement has been executed.
f. Proprietary information obtained by the City:
Proprietary information will not be disclosed if any of the following apply:
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a. The outside party providing the information submits the information with the expressed intention to maintain the confidence.
b. The information has not previously been disclosed to others. c. The outside party has a reasonable expectation that the information will be maintained in confidence based upon the manner by which the City obtained the information.
Examples include, but are not limited to, financial information or computer source code submitted as a condition of a license, permit or certificate. g. State Board of Equalization data:
The City may collect and store confidential information about taxpayers and send (delete) this information to the California State Board of Equalization (Board). The City and the Board have a responsibility under the law to protect this information from unauthorized access, use, and disclosure.
Taxpayers may authorize the transmission of confidential information via e-mail by providing written authorization to the City or to the Board. If authorization is provided, the confidential information will only be sent to individuals who have a legitimate business need to view the information (the taxpayer and/or their representative).
In addition, the City also receives information from the Board that is confidential information regarding the sales tax generated by specific businesses in Union City that, under State law, is confidential.
Public Interest Balancing Test
If a writing does not fit a specific category of exemption, the writing may still be exempt if it meets the Public Interest Balancing Test. According to GC §7922.000, “The agency shall justify withholding any record by demonstrating that the record in question is exempt under express provisions of [the Public Records Act] or that on the facts of the particular case the public interest served by not disclosing the record clearly outweighs the public interest served by disclosure of the record.” Since there is a significant body of case law analyzing this balancing test, City staff must consult with the City Attorney’s office when determining whether a record may be disclosed upon request.
4.10 Vital Record: Includes records that are needed to continue or resume basic City operations in the event of a disaster.
4.11 Historical Records: Records valuable to future researchers that document accomplishments, changes, and growth of the City.
4.12 Active Records: Records referenced and readily accessible in the general conduct of current City business.
4.13 Inactive Records: Records that are no longer referenced, nor required to be readily accessible, in the general conduct of current City business. Such records may be stored at an off-site storage location or within the work area during their required retention period.
4.14 Retention Period: A “Retention Period” is the length of time that a particular record is retained by the City before it is disposed of in accordance with this Policy. The “Retention Periods” for City records are identified on the Record Retention Schedules.
4.15 Record Retention Schedules: “Record Retention Schedules” list all record series’ which are prepared, owned, used, or retained by the City, and identify the required retention period for each record series. The “Record Retention Schedules”, and any amendments or updates, are approved by the City Manager.
4.16 Citation(s): “Citations” listed in the Record Retention Schedules are the legal bases for a minimum retention period, as required by federal, state, regional and/or local governmental agencies.
4.17 Office of Record (OOR): The department within the City that is responsible for maintaining a particular record series in accordance with this Policy and the Record Retention Schedules is considered the “Office of Record”. The Record Retention Schedules identify the “OOR” for each
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record series. Typically, the “OOR” is the department that originates the record. Exceptions may be noted on the Record Retention Schedules.
4.18 Transitory Records: A writing with only transitory (short-lived) value since the information is used for a relatively short period of time. Examples include, but are not limited to, the following documents that are not retained in the ordinary course of business:
• Preliminary drafts
• Notes
• Interagency/intra-agency memoranda
• Voicemail
• Handheld recorders
4.19 Electronic Records: Records that contain information readable by machine or computer, and which may include information such as text, numbers, graphs, line drawings, pictures, images, video or sound are considered “Electronic Records”. Examples of “Electronic Records” include, but are not limited to, the following:
• Audio or video recordings
• Electronic mail
• Databases
• Digital images
• Presentation graphics
• Word processing files
• Spreadsheet files
• Voicemail
“Electronic Records” reside on, but are not limited to, media such as magnetic disks or tapes, audio or video cassettes, optical disks, DVDs, CDs, hard drives, or memory sticks.
4.20 Electronic Mail (E-mail): Messages and communications transmitted over internal and external networks are considered “Electronic Mail”. The City considers “Electronic Mail” a transitory record, and the City’s policy on “Electronic Mail” is addressed in Section 6.1.7 and referenced by resolution.
4.21 Databases: “Databases” consist of electronic files and fields of data, which manage and store information useful to the department or division. “Databases” are modified over time through the addition, deletion, or modification of data. “Databases” may be maintained by the City or hosted by outside sources. The specific policy regarding databases can be found in Section 6.1.8.
4.22 Media: The physical format in which a record is maintained including, but not limited to, paper, photographic, micrographic, computer storage, and any other recording or storage method.
4.23 Indexes and Metadata: Information supporting a record that is unique and distinguishes one record from another. “Indexes” and “Metadata” may include, but are not limited to, record titles, record series codes, sequential identification numbers, dates, Office of Record, project number, account number, or other source information describing the record’s contents. Such information, in and of itself, does not constitute a record.
5 RESPONSIBILITIES
Active management of the City’s records is required to ensure that the records are properly maintained. This section identifies elected officials and staff members responsible for managing the City’s records.
5.1 City Council
The City Council reviews and approves this Policy, the original Record Retention Schedules, and any amendments to the Policy.
5.2 City Manager
The City Manager (or designee) shall be responsible for administering this Policy and approving amendments to the Record Retention Schedules.
5.3 City Attorney
The City Attorney (or designee) shall be responsible for the following:
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a. Providing legal review and approval to any proposed amendments to this Policy or the Record Retention Schedules.
b. Providing legal review of changes in the law relating to this Policy and the Record Retention Schedules.
c. Notifying the affected OOR and the City Clerk when the City must suspend the destruction of records due to pending or potential litigation, discovery requests, or for any other reason. d. Reviewing all requests for records destruction and exercising discretion to approve or deny requests for destruction in accordance with this Policy. e. Forwarding all approved requests for destruction to the City Clerk.
5.4 City Clerk
The City Clerk (or designee) shall be responsible for the following:
a. Implementing and coordinating the City’s Records and Information Management (RIM) program.
b. Providing review and approval to any proposed amendments to this Policy or the Record Retention Schedules.
c. Appointing a Deputy City Clerk to assist the City Clerk in the administration of this Policy. d. Disseminating information and providing RIM program training to departments. e. Establishing and maintaining a program to assist departments in the destruction of records once their respective retention periods have expired.
f. Assisting all departments in complying with this Policy. g. Providing written notification to the City Manager and Department Director of violations of the Record Retention Schedules and this Policy.
h. Performing periodic audits to assist departments in complying with the Record Retention Schedules and this Policy.
i. Providing written notification to the City Manager and Department Director of audit discrepancies within departments.
j. Providing review of changes in records management practices relating to this Policy and the Record Retention Schedules.
k. Receiving City Attorney approved requests for records destruction for final review and processing.
l. Maintaining the Official Record of all documents related to the City’s RIM program, and any amendments or updates thereto, including the following:
• Policy
• Record Retention Schedules
• Lists of Records Coordinators and alternates
• Master Index of Record Series, as submitted by each department • Requests for Destruction of Records
• Authorizations to Destroy Records
• Certifications of Destroyed Records
5.5 Department Directors
Department Directors are responsible for the following:
a. Administering the City’s RIM program in their respective departments and overseeing that Policy parameters are implemented in a timely manner.
b. Appointing a Records Coordinator, and an alternate, to work with the City Clerk’s Office to implement this Policy. Large departments with several divisions may have multiple Records Coordinators and alternates.
c. Establishing and maintaining an inventory of departmental records and providing an updated electronic copy to the City Clerk, when requested. The inventory shall identify the following aspects of each record:
• Associated records series
• Activity status (e.g. active, inactive)
• Media format of the Official Record
• Importance (e.g. vital, historical, confidential), where applicable
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d. Coordinating with the City Clerk’s Office in the development of a departmental Record Retention Schedule.
e. Periodically reviewing its departmental Record Retention Schedule to ensure that the schedule is complete, current and accurate.
f. Providing the City Clerk’s Office written proposed amendments to the Record Retention Schedule, when needed.
g. Ensuring the security of records that have been identified as confidential. h. Notifying the City Clerk’s Office of any information received regarding legal issues related to the retention of records within their department.
i. Reviewing proposed changes to the Record Retention Schedule, as prepared by the City Clerk’s Office and City Attorney.
j. Reviewing requests for the destruction of departmental records as authorized by this Policy and the Record Retention Schedules, and forwarding such requests to the City Attorney. k. Approve the destruction of Duplicate Copies, Transitory Records, and Non-Records in accordance with this Policy.
l. Providing written notification to the City Manager and the City Clerk’s Office of any discrepancies or violations of this Policy or the Record Retention Schedule within their department.
5.6 Records Coordinators
The Records Coordinator(s) for each department, under the direction of the Department Director, are responsible for:
a. Creating an index of department records series, and working with the City Clerk, or designee, to develop a Record Retention Schedule.
b. Informing and updating employees in the department about this Policy and the department’s Record Retention Schedule.
c. Ensuring that active records within the department are maintained according to methods described in this Policy and the department’s Record Retention Schedule. d. Maintaining the security of records that have been identified as confidential. e. Maintaining a master inventory of all department records kept internally and at off-site storage facilities.
f. Ensuring that packaged records are properly labeled and accurately reference information consistent with the Uniform Document Index system.
g. Monitoring all records that are sent off-site for storage to ensure the records are properly packaged and labeled, accurately and completely inventoried, and assigned proposed disposition dates. Coordinating all requests to retrieve documents from off-site storage and ensuring that documents are returned to off-site storage in a timely manner. h. Annually reviewing records and preparing a list of records eligible for destruction when the retention period has expired, as described in this Policy and the Record Retention Schedule. i. Securing the Department Director’s approval for destruction of records when the retention periods has expired.
j. Ensure the destruction of Duplicate Copies, Transitory Records, and Non-Records in accordance with this Policy.
k. Providing written notification to their Department Director of any discrepancies or violations of this Policy or the Record Retention Schedule within their department. l. Ensure quality control of document imaging for imaging records.
5.7 City Staff
Any City staff member who routinely works with the City’s records, as required by their assignment, is responsible for:
a. Reviewing this Policy and their department’s Record Retention Schedule. b. Maintaining the security of records that have been identified as confidential. c. Retaining Duplicate Copies, Transitory Records and Non-records only as long as they are of direct importance to the current operation of their department. d. Surrendering any and all City records to their supervisors, the City Clerk, City Manager, or City Attorney, when requested.
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e. Providing written notification to their Records Coordinator(s) and Department Director of any non-compliance with this Policy or the Record Retention Schedule. 6 POLICY
The Policy for the management, storage and preservation, and destruction of records is as follows:
6.1 Management of Records
6.1.1 Access Controls
All documents, writings, or other forms of information produced or acquired by employees in the course of their duties are the exclusive property of the City. Employees shall have no expectation of privacy relating to City records.
When it is necessary for employees to work on physical documents away from the City, those documents must be returned to the City, and all copies deleted from the outside location, within 72 hours of final use or reference. Employees shall not have any City physical records in such places as private homes.
When it is necessary for employees to work on electronic documents away from the City, those documents must have access via the City’s virtual private network (VPN), and no copies shall be stored on private computer equipment or other electronic media.
6.1.2 Migration of an Original Record to a Trusted Copy To ensure the accuracy of a Trusted Copy, employees of the OOR must follow the department’s approved process before replacing an original record. The process must be approved by the City Clerk.
Before designating a record as a Trusted Copy, legibility must be validated and indexes or metadata confirmed as accurately reflecting the content of the original record.
Once the Trusted Copy has been validated and designated as the Official Record, the original record shall be immediately destroyed in the approved manner, unless maintenance and retention of the physical records is required by statute, such as governing body Minutes, Resolutions and Ordinances.
6.1.3 Vital Records
Vital Records are those records needed to continue business operations in the event of a disaster, and will be identified as such on the Record Retention Schedules. Each department will be responsible for defining a Business Continuity Plan that includes the protection and maintenance of vital records. Examples of protection include, but are not limited to:
• Storing hard copies in a fire-resistant filing cabinet or area, or in a locked vault, either on site or off site.
• Storing duplicate hard copies at a secure offsite facility for the duration of the retention life of the vital record.
• Providing regular back-ups for electronic vital records. • Printing vital records on acid-free, archival quality paper. • Maintaining:
o A list of physical locations of vital records storage facilities and systems. o Access codes, passwords and/or keys for facilities and systems. o Equipment used to store vital records, or needed to access electronically stored vital records.
o An inventory of vital records within the facility.
o Procedures for accessing the vital records.
6.1.4 Historical Records
Historical Records are records that are valuable to future researchers to document the accomplishments, changes and growth of the City. Record Series’ that may contain historical records will be identified within the Record Retention Schedules. Historical Records may be
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maintained within each department based on individual departmental procedures, or forwarded to the City Clerk’s office for archival storage.
In the normal course of business, the historical value of a record may not be apparent. Routine business practices may cause certain records to be destroyed before or after historical value is determined.
6.1.5 Confidential Records
There are many sources of legal authority to exempt a record from disclosure including, but not limited to, the California Public Records Act, Government Code §7920.000 through §7930.215. It would be impractical to list all definitions of “confidential” records in this Policy. If there is any question as to whether or not a particular record should be designated as “confidential,” the Department Director will consult the City Attorney.
Confidential records must be maintained with sufficient security, and in accordance with applicable laws, to protect their contents from unauthorized access. Departmental procedures to ensure the security of confidential records will be the responsibility of the Department Director.
6.1.6 E-mail Communication
E-mail messages and any electronic attachments will be reviewed regularly to determine relevance to current City business. When relevant, the e-mail must be converted to an electronic record, or printed in hard copy, and retained with the associated topic or record series (e.g. project file, purchase order, professional services agreement) for the required retention period as designated in the Record Retention Schedules.
Routine e-mail messages are comparable to telephonic communications and are considered either Transitory Records or Non-records. Such e-mail is not intended to be retained in the ordinary course of City business, and the informational content of such communications is neither necessary nor intended to be preserved for future City use or reference.
E-mail systems are not intended to be, and will not be, used for the electronic storage or maintenance of official records, or as document management systems. E-mail communications are retained as follows:
• E-mail will automatically be removed and deleted permanently from the user’s Inbox after 180 days.
• E-mail communications relocated to the e-mail folder system will be automatically removed and deleted permanently from the corresponding folder after 2 years.
6.1.7 Databases
For Record Retention purposes, the City considers all databases, whether residing on City systems or hosted by an outside source, to be Transitory Records. The blanket retention period for databases is “Until Superseded” to reflect that only the current version has informational value to the City.
The OOR that uses, maintains and modifies a database must assure the information contained within the database is correct and accurate, and has the obligation to produce information from the database, as needed, to perform City business. Due to the transitory nature of databases, periodic reports produced from a database, and used for administrative, fiscal, legal or historical purposes, may become Official Records. Reports designated as Official Records must be maintained in accordance with the Record Retention Schedules.
For example, the City’s Annual Budget Report captures the financial position at the end of a fiscal year, and is used to inform the City Council, staff and citizens of the City’s financial state. Thus, the report must be retained for the retention period designated in the Record Retention Schedule to reflect operational needs.
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6.2 Storage and Preservation of Records
6.2.1 Active Records
Storage and preservation methods for active Official Records must be approved by the City Clerk and meet all of the following minimum specifications:
a. Records must be stored and maintained using complete inventories and accurate indexes which allow them to be identified, retrieved and disposed of in an expeditious manner. b. Records must be maintained so they are readily accessible to conduct current City business. c. Storage systems for Official Records will accommodate hard-copy or electronic records, and must also conform to the requirements of a Trusted System. Migration of original records to electronic form requires a process that complies with Section 6.1.3 of this policy.
6.2.2 Inactive Records
Inactive records may be stored in a secured City facility or stored by a commercial service provider. An Off-site storage facility must:
a. Meet applicable state and local codes.
b. Provide protection from fire and intrusion.
c. Provide reasonable access to records in a timely manner.
Each department shall maintain an inventory of its inactive records in storage and forward an electronic copy of said inventory to the City Clerk’s Office. Prior to sending records to storage, Duplicate Copies, Transitory Records, and Non-Records must be removed and destroyed in accordance with this Policy.
6.2.3 Hosted Electronic Records
Hosted electronic records must follow the City’s record retention schedules. The hosting company must:
a. Meet applicable state and local codes.
b. Provide protection from fire and intrusion.
c. Provide reasonable access to records in a timely manner.
6.3 Destruction of Records
6.3.1 Destruction of Original Records After Migration to a Trusted Copy Once an original record has been migrated to a Trusted Copy, in accordance with the procedures for creating a Trusted Copy, the original record shall be immediately destroyed in the approved manner unless maintenance and retention of the physical records is required by statute, such as governing body Minutes, Resolutions and Ordinances.
6.3.2 Destruction of Duplicate Copies
No Duplicate Copy will be maintained longer than the retention period of the Official Record, and may be destroyed at any time within the retention period.
Department Directors will ensure that employees follow the established procedures within Section 7 of this Policy. Prior to the destruction of a Duplicate Copy, the employee shall ensure that:
a. The writing is, in fact, a Duplicate Copy and not an Official Record. b. The writing is no longer required for the operational needs of the department.
Duplicate Copies of certain records may be requested by, and provided to, outside entities via the California Public Records Act, legal discovery or other valid and approved methods of dispersion.
The City realizes that it neither has control over, nor can it enforce the storage, management and disposal of, Duplicate Records released to outside entities.
6.3.3 Destruction of Transitory Records
A Transitory Record may be destroyed at any time. Prior to the destruction of a Transitory Record, the employee shall ensure that:
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a. The writing is, in fact, a Transitory Record and not an Official Record. b. The writing is no longer required for the operational needs of the department.
6.3.4 Destruction of Non-Records:
A Non-Record may be destroyed at any time. Prior to the destruction of a Non-Record, the employee shall ensure that:
a. The writing is, in fact, a Non-Record.
b. The writing is no longer required for the operational or reference needs of the department.
6.3.5 Destruction of Information on Obsolete Electronic Equipment Certain electronic equipment, including Trusted Systems, used by the City may contain methods of electronic storage of City information. This information may be captured and stored as the equipment is used in the normal course of business.
The City understands that, as electronic equipment and technology change, information processing systems and new storage methodologies may allow for the capture of confidential and non-confidential City information.
Prior to decommissioning the equipment, the responsible department shall ensure that all information relating to City business will be deleted or otherwise made illegible from any data storage systems on or within the equipment. Under no circumstances shall any electronic equipment be released from City property for recycling, destruction or other disposition until the City information has been deleted. Written confirmation of the destruction of the information will be provided to the City Clerk.
6.3.6 Destruction of Non-paper Media Records
Official Records stored on non-paper media must be destroyed in a manner consistent with this Policy. Documentation for the destruction of these records shall be prepared and retained in accordance with Section 7 of this Policy.
After all Official Records stored on non-paper media (e.g. magnetic tape, disks, diskettes or other magnetic medium) have been destroyed, the medium itself may be reused, recycled or destroyed.
7 PROCEDURES
The Procedures for the management, storage and preservation, and destruction of records are as follows:
7.1 Access to Electronic Records Systems
A Department Director, or designee, shall approve access to electronic records systems for any employees, contract employees, consultants, or volunteers, as needed to fulfill the requirements of their employment.
Any electronic records system is subject to audit on a periodic basis. An audit may include operations performed on the database, the date and time an operation occurred and by whom, the database record number, the database index and/or metadata associated with the record, or any other pertinent data where practical.
7.2 Process for Scanning and Imaging of City Records and Documents Laserfiche is the City’s document management system for archiving electronic Trusted Copies and for electronic copies of documents for which there is no legal authorization for destruction (e.g. records affecting title to real property or liens thereon; minutes, ordinances, or resolutions of the legislative body or of a city board, agency or commission). These documents must be stored within Laserfiche as a Portable Document Format for Archiving (PDF/A), indexed as required by this Policy, and searchable utilizing Optical Character Recognition (OCR).
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Laserfiche is also used by departments as an operational tool for access and storage of documents related to current City business.
Procedures for scanning a hard-copy document as a PDF/A image for storage in Laserfiche as an Official Record shall be established and reviewed periodically by each department, based upon their specific needs. Priority shall be given to those records that must be retained on a permanent basis, and to those records which need to be frequently retrieved. Examples of records eligible for scanning include, but are not limited to, the following:
• Ordinances & Resolutions
• Minutes
• Plans and Permits
• Contracts and Agreements
• Approved Construction Plans
• Purchase Orders, Time Cards and other financial records Departments shall review and purge unnecessary documents from their records prior to scanning.
Purging involves evaluating documents within a record, and discarding documents determined to be Transitory Records, Duplicate Copies or Non-Records.
After the PDF/A images are created, the department shall verify the images are legible and complete.
Images will be verified, indexed, and the OCR process completed as soon as possible after scanning occurs.
When creating an electronic Trusted Copy, the department must determine that the original record has been successfully transferred into electronic format as defined above. The original record will then be destroyed in accordance with this Policy.
Non-scanned images must be imported into Laserfiche in PDF/A format, indexed and the OCR process completed, thereby meeting all the same requirements as described above for scanned images.
These procedures will be evaluated by the City Clerk and updated, as needed.
7.3 Destruction of Official Records
Official Records, for which the retention period identified on the Record Retention Schedules has elapsed, will be destroyed in accordance with this Policy. Unless placed on legal hold by the City Attorney, records designated for destruction must be destroyed within the calendar year after the record expires.
A record that expires during the current calendar year must be destroyed by December 31st of the following calendar year. For example:
If expiration occurs on: Then destroy no earlier than: or no later than:
January 1, 2015 January 1, 2016 December 31, 2016
December 31, 2015 January 1, 2016 December 31, 2016
Periodic reviews of records will be performed by Records Coordinators. Additionally, to ensure compliance with this Policy and the Record Retention Schedules, the City Clerk will annually designate a date for departments to review their records and prepare requests for destruction.
Records for which the retention period has elapsed must be identified and included on a Destruction Approval Form, which is signed by the Department Director and forwarded to the City Clerk. The City Clerk will review the form for completeness and then forward the form to the City Attorney (or designee) for approval along with a complete inventory listing of the records to be destroyed.
Upon approval, the City Attorney shall return the form and inventory listing to the City Clerk for final review and processing.
Hard-copy records approved for destruction must be destroyed by the City Clerk (or designee) using one of the following methods:
• Recycle Bin: Expired documents that are not confidential.
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• Shredding: All other records approved for destruction.
NOTE: Confidential documents must be shredded by the City Clerk’s designee responsible for the destruction of those records. Commercial services may be used for destruction of paper documents, provided that destruction is completed at City facilities.
Destruction of Official Records in electronic format must follow the same approval process as outlined above for the destruction of hard-copy records. Upon approval, electronic records must be destroyed by the City Clerk (or designee) using methods that permanently delete the records.
The destruction process must include all Duplicate Copies of the Official Record.
Following the destruction of records, the City Clerk (or designee) shall certify that the records have been destroyed. All certificates of destruction shall be maintained by the City Clerk.
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Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean Copy-PDF) (5782 : Replacing Admin City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
01-00-00
Legend:
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
01-01-00 Administrative Materials
01-01-01 General Information Includes general subject information, reports, emails 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.
01-01-02 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. 80
Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
01-00-00
Legend:
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
01-01-11 Time Cards/Sheets Departments maintain the original and send "pay mate" to Payroll.
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
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.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.
2.a
Packet Pg. 81
Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
01-00-00
Legend:
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
01-02-09 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
01-03-00 Materials from Agencies & Other Cities - Non-project Related 01-03-01 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.
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.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.
2.a
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Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
01-00-00
Legend:
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
01-04-02 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.
01-04-03 CDBG 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+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.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.
2.a
Packet Pg. 83
Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
01-00-00
Legend:
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
01-05-03 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.
2.a
Packet Pg. 84
Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
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
02-01-00 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.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.
2.a
Packet Pg. 85
Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
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
02-02-05 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.
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.
2.a
Packet Pg. 86
Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
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.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.
2.a
Packet Pg. 87
Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
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
02-04-02 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.
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
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.
2.a
Packet Pg. 88
Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
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
02-04-06 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
federal funded grant.
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
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.
2.a
Packet Pg. 89
Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
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
02-05-10 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.
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 ™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.
2.a
Packet Pg. 90
Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
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
02-05-05 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.
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
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.
2.a
Packet Pg. 91
Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
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
02-06-06 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
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.
2.a
Packet Pg. 92
Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
03-00-00
Legend:
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
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
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
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.
2.a
Packet Pg. 93
Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
03-00-00
Legend:
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
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
03-01-09 Liability Loss Reports Monthly reports for open and closed claims. OSHA reports are sent to HR.
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
03-02-00 City Attorney Records City Attorney Records Subject to City Attorney Retention and Review
03-02-01 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.
03-02-02 Departmental Projects Includes legal opinions and review of documents for the departments.
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.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.
2.a
Packet Pg. 94
Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
03-00-00
Legend:
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
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
03-02-05 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.
03-03-02 Project Files May include feasibility studies.
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
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.
2.a
Packet Pg. 95
Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
03-00-00
Legend:
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
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
03-03-06 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.
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
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.
2.a
Packet Pg. 96
Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
03-00-00
Legend:
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
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
03-06-00 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.
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.
03-06-02 IT Help Desk Support database that tracks requests for service and support.
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
03-07-01 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.
03-07-02 Software Installations Includes executable software systems. Previous versions maintained for a period.
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.
™ UFIRST trademarked by Records Control Services, Inc. 1999. © Citations and Legal Basis copyrighted by Records Control Services, Inc. 2020. All rights reserved.
2.a
Packet Pg. 97
Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index
REV. 10/28/2024
03-00-00
Legend:
Series
Code
Series Name Description of Documents, As Needed Office of Record
Special
Attributes
Total
Retention
© Citations & Legal Basis
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
03-07-07 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.
03-08-02 Server Backup System Provides daily incremental and weekly full backups for servers. System overwrites based on policy.
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.
2.a
Packet Pg. 98
Attachment: Attachment A - Proposed Amendments to Records Retention Policy and Schedule (Clean City of Pacifica
Record Retention Schedules and UFIRST Index