Agenda packet — Portola Valley City Council, April 23, 2025

TOWN OF PORTOLA VALLEY
Regular Meeting of the Town Council
Wednesday, April 23, 2025
7:00 PM

HYBRID MEETING
AGENDA
Judith Hasko, Mayor
Craig Taylor, Vice Mayor
Rebecca Flynn, Councilmember
Mary Hufty, Councilmember
Helen Wolter, Councilmember
HISTORICSCHOOLHOUSE - 765PortolaRoad,PortolaValley,CA 94028 Remote Public Comments: Meeting participants are encouraged to submit public comments in writing in advance of the meeting. Please submit your public comments by using the online form, by 1:00 PM on the day of the meeting. Time permitting, your correspondence will be uploaded to the website. All received questions will be forwarded to the Portola Valley Town Council for consideration during the meeting and included in the public record. Members of the public may also provide comments in person at the meeting. The agenda and staff report will be posted on the Town’s website by approximately 5:00 PM the Friday prior to the meeting.

In-Person Public Comments: Please fill out and submit a Public Comment card to the Town Clerk or Mayor prior to speaking. The Mayor will call your name at the appropriate time. Each speaker’s time is limited to three (3) minutes. The Mayor reserves the right to limit speakers’ time, depending upon the number of speakers or other circumstances.

Assistance for People with Disabilities: In compliance with the Americans with Disabilities Act, if you need special assistance to participate in this meeting, please contact the Town Clerk at (650) 851-1700 or by email at [email protected]. Notification 48 hours prior to the meeting will enable the Town to make reasonable arrangements to ensure accessibility to this meeting.

1. CALL TO ORDER / ROLL CALL

2. PRESENTATIONS / PROCLAMATIONS
a. Presentations from CalWater and Woodside Fire Protection District regarding future preparedness and infrastructure that may be needed in the event of increased population in Portola Valley (10 minutes each)

3. TOWN MANAGER REPORT
There are no written materials, and the Town Council does not take action under this agenda item.

VIRTUAL PARTICIPATION VIA ZOOM
To access the meeting by computer:
https://us06web.zoom.us/j/83646678093?pwd=VbohbyTvDbKRfe0bI02S0BLBxJDu2I.1 Webinar ID: 836 4667 8093
Passcode: 048294
To access the meeting by phone: 1-669-900-6833 or 1-888-788-0099 (toll-free) Mute/Unmute – Press *6 / Raise Hand – Press *9

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Town Council Agenda
April 23, 2025

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4. ORAL COMMUNICATIONS
Persons wishing to address the Town Council on any subject may do so now. Please submit a speaker’s slip located at the back of the room to the Town Clerk or Mayor, prior to speaking. Please note the Council is not able to undertake extended discussion or action on items not on the agenda. Each speaker’s time is limited to three (3) minutes.

5. CONSENT AGENDA
a. Adopt Special Meeting Minutes of March 31, 2025
b. Adopt Regular Meeting Minutes of April 9, 2025
c. Approve Warrant List of April 23, 2025
d. Waive Second reading and adopt Ordinance No. 2025-452, Ordinance of the Town Council of the Town of Portola Valley amending Title 18 [Zoning] of the Portola Valley Municipal Code for the Town of Portola Valley to Address the Issues Raised by the State Housing and Community Development (HCD) in their Technical Assistance Letter dated October 16, 2024 (Residential Multi-Family)
e. Waive Second Reading and adopt Ordinance No. 2025-453, Ordinance of the Town Council of the Town of Portola Valley Amending Title 18 [Zoning] of the Portola Valley Municipal Code for the Town of Portola Valley to Address the Issues Raised by the State Housing and Community Development In their Technical Assistance Letter dated October 16, 2024 (Mixed Use) f. Adopt a Resolution approving updated Records Retention Schedules

6. REGULAR AGENDA
a. Presentations by Bicycle, Pedestrian and Traffic Safety Committee and Trails and Paths Committee (10 minutes ea.)

7. COLLEAGUE MEMORANDUM / AGENDA SETTING

8. COUNCIL SUBCOMMITTEE, LIAISON COMMITTEE, AND REGIONAL

AGENCIES REPORTS
Oral and written reports arising out of Council subcommittee and liaison appointments to both in-town and regional committees and initiatives. The Town Council does not take action under this agenda item.

9. ADJOURNMENT
The next Regular Town Council meeting will be held on May 14, 2025, at 7:00 p.m.

Land Acknowledgement: The Town of Portola Valley acknowledges the colonial history of this land we dwell upon the unceded territory of the Ramaytush (rah-my-toosh) Ohlone, Tamien Nation, and Muwekma (mah-WEK- mah) Ohlone, who endured a human and cultural genocide that included removal from their lands and their sacred relationship to the land. Portola Valley recognizes that we profit from the commodification of land seized from indigenous peoples and now bear the ecological consequences. We seek to understand the impact of these legacies on all beings and to find ways to make repair.

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#2 and #6
There are no written materials for the above Agenda items

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Volume 47
March 31, 2025

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PORTOLA VALLEY TOWN COUNCIL SPECIAL MEETING MINUTES – MARCH 31, 2025

1. CALL TO ORDER / ROLL CALL
Mayor Hasko called the meeting to order at 5:05 p.m. Roll call was taken.

Present: Councilmembers Rebecca Flynn, Mary Hufty (Arrived 5:15 p.m.), Helen Wolter, Vice Mayor Craig Taylor and Mayor Judith Hasko

Absent: None
Others: Interim Town Manager Mark Linder, Assistant Town Manager Corie StockerPedalino, Finance Director Anthony McFarlane

2. STUDY SESSION
a. Discussion of developing the FY 2025-2026 Operating Budget - Revenues.

Finance Director McFarlane provided an informational presentation on Town revenues.

Mayor Hasko invited public comment:

Public Comment
• Karen Askey
• Caroline Vertongen
• Danna Breen
No action was taken on the agenda item.

3. ADJOURNMENT
Mayor Hasko adjourned the meeting at 6:33 p.m.
_______________________________ _______________________________ Judith Hasko, Mayor Corie Stocker-Pedalino, Asst. Town Mgr.

Submitted for approval to the Town Council at its April 23, 2025 meeting.

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Volume 47
April 9, 2025

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PORTOLA VALLEY TOWN COUNCIL REGULAR MEETING MINUTES – APRIL 9, 2025

1. CALL TO ORDER / ROLL CALL
Mayor Hasko called the meeting to order at 7:00 p.m. Town Attorney Engberg confirmed remote attendance for Councilmember Mary Hufty, participating from Archbold Biological Field Station, Archbold Archives Room, 123 Main Drive, Venus, FL 33960. Roll call was taken by the Clerk.

Present: Councilmembers Rebecca Flynn, Mary Hufty, Helen Wolter, Vice Mayor Craig Taylor and Mayor Judith Hasko

Absent: None
Others: Interim Town Manager Mark Linder, Asst. Town Manager Corie StockerPedalino, Town Attorney Catherine Engberg, Finance Director Anthony McFarlane, Interim Planning and Building Director Terrence Grindall, Clerk Consultant Christine Boland

2. PRESENTATIONS / PROCLAMATIONS
None.

3. TOWN MANAGER REPORT
Interim Town Manager Linder invited the public to attend upcoming “Town Hall” and Special Council meetings regarding budget preparations for the next fiscal year.

4. ORAL COMMUNICATIONS
Mayor Hasko invited public comments.
• Danna Breen

5. CONSENT AGENDA
Consent Agenda item 5e was pulled for separate discussion.

Motion and second (Taylor and Flynn) moved to approve Consent Agenda items 5 a – d.

The motion passed unanimously by roll call vote.
a. Adopt Special Meeting Minutes of March 26, 2025
b. Adopt Regular Meeting Minutes of March 26, 2025
c. Approve Warrant List of April 9, 2025
d. Accept 2025 Committee Report from Wildfire Preparedness Committee e. Accept update of Town Council Priorities for 2025

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Volume 47
April 9, 2025

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Motion and second (Taylor and Flynn) moved to approve Consent Agenda items 5 e. The motion passed unanimously by roll call vote.

6. PUBLIC HEARING
a. Rezoning to Address State Housing and Community Development Technical Assistance Letter
Hold a public hearing, waive first reading, and consider introduction of ordinances to:
• Amend Zoning Code Table 18.15.050: Development Standards – Multi-Family Residential Zoning Districts to include note 2: A 2.48 acre portion of the Dorothy Ford Park Site (APN 077-272-010) (included in Table 6-6 of the housing element) shall be developed as High Density Housing and that owneroccupied and rental multifamily uses are allowed by-right for developments in which 20 percent or more of the units are affordable to lower-income households on the Dorothy Ford Park Site (APN 077-272-010). • Amend Zoning Code Chapter 18.23 M-U (Mixed-Use) District Regulations,

18.23.070 to require a minimum of 50 percent of the square footage in a mixed-use development to be residential.
• Rezone Parcel 077-272-010 (Dorothy Ford Housing Element Site) from Open Space O-A (R-E/2A/SD-2, Open Area 2 acres) to High-Density Residential (RMF-23, Multi-Family Residential 23 du/ac), or provide alternate direction to staff.

Interim Planning and Building Director Grindall presented the report.

Mayor Hasko opened the public hearing and invited public comment.

Public Comment:
• Dan McDonough
• Ellen Hoffman
• Kristi C
• Deke Hunter
• Nona Chiariello
• Betsy Morgenthaler
• Dale Pfau
• Randy Gabrielson
• Caroline Vertongen
• Patty Dewes
• Karen Askey
• Rita Comes Whitney
• Greg
By consensus, the public hearing closed.

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Volume 47
April 9, 2025

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Discussion ensued regarding the Mixed-Use Zoning Ordinance first. Mayor Hasko recused herself from the discussion due to a conflict of interest and left the meeting at 9:29 p.m. Vice Chair Taylor presided over the meeting.

Motion and second, (Wolter and Flynn) moved to waive reading the Ordinance in its entirety and introduce Ordinance No. 2025-453, Amending Zoning Code Chapter

18.23 M-U (Mixed Use) District Regulations, 18.23.070 to require a minimum of 50 percent of the square footage in a mixed-use development to be residential. The motion carried 4-0-1 by roll call vote, with Mayor Hasko recused from the vote.

Mayor Hasko returned to the dais and chaired the remainder of the meeting.

Motion and second (Flynn and Hufty) moved to waive reading the Ordinance in its entirety and introduce Ordinance No. 2025-452, amending Zoning Code Table

18.15.050: Development Standards – Multi-Family Residential Zoning Districts to include note 2: A 2.48 acre portion of the Dorothy Ford Park Site (APN 077-272- 010) (included in Table 6-6 of the housing element), which shall exclude the deed restricted ball fields, shall be developed as High Density Housing and that owneroccupied and rental multifamily uses are allowed by-right for developments in which 20 percent or more of the units are affordable to lower-income households on the Dorothy Ford Park Site.

The motion carried 4-1, with Vice Mayor Taylor voting no.

7. REGULAR AGENDA
None.

8. COLLEAGUE MEMORANDUM / AGENDA SETTING
a. Request from Councilmember Flynn regarding placing an item on a future agenda regarding Public Safety
Councilmembers discussed whether to agendize the item for a future meeting.

Public Comment
• Dale Pfau
Motion and second (Taylor and Flynn) moved to bring the item back to a future agenda. The motion carried by unanimous roll call vote. b. Request from Councilmember Wolter regarding placing an item on a future agenda regarding FireWise Communities for Wildfire Safety
Councilmembers discussed whether to agendize the item for a future meeting.

Public Comment
• Dale Pfau
Motion and second (Taylor and Flynn) moved to bring the item back to a future agenda. The motion carried by unanimous roll call vote.

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Volume 47
April 9, 2025

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9. COUNCIL SUBCOMMITTEE, LIAISON COMMITTEE, AND REGIONAL AGENCIES

REPORTS
Councilmembers reported on several local and regional meetings they attended recently.

10. ADJOURNMENT
Mayor Hasko adjourned the meeting at 11:08 p.m.
_______________________________ _____________________________ Judith Hasko, Mayor Christine Boland, Clerk Consultant
Submitted for approval to the Town Council at its April 23, 2025 meeting.

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______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Tony McFarlane, Finance Director
DATE: April 23, 2025
RE: Review and Accept Warrant List
RECOMMENDATION:

1. Review and accept the following Warrant List for the month of April:
04/23/2025 Warrant List

REPORT SUMMARY
The following table lists warrant activity by date, tracks starting and ending warrant numbers, and total amount of warrants issued.

The following table lists payments by fund.

The following table lists the warrants issued as EFT/ACH payments. EFT/ACH payments are recurring payments for contributions related to retirement and deferred compensation, workers’ compensation premiums, and utilities, etc.

Date
Ending
Warrant #
Warrant 4/23/2025 5045 5085 41 1,224,271.74 4/10/2025 4/9/2025 5044 Attached are Warrant Lists for:

Prior Warrant List
Type of Warrant Date
Starting
Warrant #
Ending
Warrant #
Total
Warrants Amount
Warrants
Released
Fund Date Amount
General 4/23/2025 1,034,309.89
Public Safety Sales Tax 4/23/2025 8,250.00
Public Safety/COPS 4/23/2025 125,000.00
Gas Tax 4/23/2025 900.00
Measure M Sales Tax 4/23/2025 1,195.00
Measure W Sales Tax 4/23/2025 4,459.00
Customer Deposits 4/23/2025 50,157.85
Total $ 1,224,271.74
Payments by Fund

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY

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Warrant List April 09, 2025
The following table lists the warrants that were voided and the reason for the voided transaction.

The following table lists the warrants issued outside of the scheduled warrant list cycle for various reasons, such as processing error, reissuing a voided check, or employee separation.

DISCLOSURE
Included in this warrant list is the second and final payment for FY 2024-25 Sheriff services. During the month of April, the Town received its second installment of property tax revenue of approximately $1.05 million.

For additional information on any item disclosed in this report, please contact the Finance department directly at [email protected].

ATTACHMENTS

1. 04/09/2025 Warrant List Certification
Date Warrant # Issued to Fund Dept Purpose Amount
4/23/2025 5047 Bank of America General Various March Deferred Compensation 5,668.68 $ 4/23/2025 5049 CalPERS General 510 March Retirement / April UAL 31,625.51 4/23/2025 5057 Missionsquare Retirement General Various April Deferred Compensation 1,824.50 4/23/2025 5059 Krupka Consulting Measure W 213 RRFB Project 4,459.00 4/23/2025 5064 PG&E General 610 March Utilities 2,646.83 4/23/2025 5069 San Mateo County Sheriff General 210 Jan - Jun Services 979,908.50 4/23/2025 5072 State Comp Insurance Fund General 610 April Premium plus Surcharges 10,136.41 4/23/2025 5079 Amazon Capital Services General 310 Office Supplies 192.57 Warrants issued as ACH/EFT
Date Warrant # Issued to Fund Dept Reason Amount
Warrants Voided
Date Warrant # Issued to Fund Dept Purpose Amount
Warrants Issued Outside of a Scheduled Warrant List
Date Warrant # Issued to Fund Dept Purpose Amount
4/23/2025 5069 San Mateo County Sheriff General 210 Jan - Jun Services $ 979,908.50 Disclosure

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TOWN OF PORTOLA VALLEY
Warrant Disbursement Journal
April 23, 2025
Claims totaling $1,224,271.74 having been duly examined by me and found to be correct are hereby approved and verified by me as due bills against the Town of Portola Valley.

Date _____________________________ ________________________________ Corie Stocker, Assistant Town Manager
Motion having been duly made and seconded, the above claims are hereby approved and allowed for payment.

Signed and sealed this (Date) _____________________
_______________________________ _________________________________ Anthony McFarlane, Finance Director Mayor

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apachreg Town of Portola Valley mmagahiz 04/16/2025 09:31 Page 1 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date TypeChecks for Cash Account: 910-11011-000 5045 20 ALLIANT INSURANCE SERVICES 454.00 04/23/255046 41 AT&T 307.70 04/23/255047 44 BANK OF AMERICA 5,668.68 04/23/25 EFTPS5048 78 CALIFORNIA WATER SERVICE CO 4,173.33 04/23/255049 80 CALPERS 31,625.51 04/23/25 EFTPS5050 121 SCA OF CA, LLC 2,095.00 04/23/255051 124 COMCAST 516.28 04/23/255052 129 COTTON SHIRES & ASSOC. INC. 12,049.35 04/23/255053 135 CSG CONSULTANTS INC 12,418.00 04/23/255054 195 GOOD CITY COMPANY 56,304.27 04/23/255055 203 GREEN HALO SYSTEMS 114.00 04/23/255056 215 HORIZON 822.00 04/23/255057 218 MISSIONSQUARE RETIREMENT 1,824.50 04/23/25 EFTPS5058 234 J. W. ENTERPRISES 546.88 04/23/255059 275 KRUPKA CONSULTING 4,459.00 04/23/25 ACH5060 276 KUTZMANN & ASSOCIATES 41,935.37 04/23/255061 324 MIRANDAS LANDSCAPE 694.88 04/23/255062 330 NAVIA BENEFIT SOLUTIONS 233.33 04/23/255063 343 OPENGOV INC. 10,417.68 04/23/255064 367 PG&E 2,646.83 04/23/25 EFTPS5065 373 PITNEY BOWES INC. 148.48 04/23/255066 376 PORTOLA VALLEY HARDWARE 172.11 04/23/255067 403 RON RAMIES AUTOMOTIVE INC. 481.99 04/23/255068 411 SAN MATEO LAWNMOWER 258.74 04/23/255069 412 SAN MATEO SHERIFF 979,908.50 04/23/25 EFTPS5070 437 SMALL BUSINESS BENEFIT PLAN TR 2,128.20 04/23/255071 441 SPARTAN ENGINEERING 921.50 04/23/255072 448 STATE COMP INSURANCE FUND 10,136.41 04/23/25 EFTPS5073 485 US POSTMASTER 350.00 04/23/255074 505 WOODSIDE FIRE PROTECTION DISTR 28,531.82 04/23/255075 860 STEPFORD 4,541.50 04/23/255076 864 DAILY POST 2,002.50 04/23/255077 1118 STERICYCLE, LNC. DBA SHRED-LT 119.05 04/23/255078 1125 PV PALOOZA FOUNDATION 4,000.00 04/23/255079 1152 AMAZON CAPITAL SERVICES, INC 192.57 04/23/25 EFTPS5080 1223 ELIZABETH MARTELLI 25.20 04/23/255081 1233 WON CHOI 618.12 04/23/255082 1246 MEGAN RICHARD 65.46 04/23/255083 1247 ERIK MCDONALD 100.00 04/23/255084 1248 SHRAVAN NARAYEN 100.00 04/23/255085 1249 LAUREN SPECTOR 163.00 04/23/25

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apachreg Town of Portola Valley mmagahiz 04/16/2025 09:31 Page 2 Check Register
Check Vendor Vendor Name Check Check BW CheckNumber Number Amount Date Type Check totals: 187,809.74ACH totals: 4,459.00EFTPS totals: 1,032,003.00Wire transfer totals:Payment Manager totals:GRAND TOTALS 1,224,271.74Check totals: 187,809.74ACH totals: 4,459.00EFTPS totals: 1,032,003.00Wire transfer totals:Payment Manager totals:GRAND TOTALS 1,224,271.74

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apapdinv2 mmagahiz Town of Portola Valley Page 1
09:41 04/16/25 Paid Invoices by Date
From: 04/23/2025 to 04/23/2025
Check Check Special Information Net Check Total Invoice Number Date Number Amount Invoices
Paid
Vendor: 20 ALLIANT INSURANCE SERVICES
04/23/25 5045 Premium Town Special Event Liability Insurance 454.00 454.00 4152025 Vendor: 41 AT&T
5046 March Statement 307.70 61.75 000023288120
March Statement 184.20 000023288121March Statement 61.75 000023288122 Vendor: 44 BANK OF AMERICA
5047 March Credit Card Statement 5,668.68 5,668.68 1388-MAR25 Vendor: 78 CALIFORNIA WATER SERVICE CO
5048 Water Service 3/13/25 - 4/11/25 4,173.33 4,173.33 MAR-2025 Vendor: 80 CALPERS
5049 April UAL CLASSIC 31,625.51 10,777.17 100000017875303 April UAL PEPRA 184.67 100000017875314Calpers Fee 200.00 100000017661930Calpers Fee 200.00 100000017691747Calpers Fee 200.00 100000017753650March Retirement- CLASSIC 5,694.68 100000017828489March Retirement- PEPRA 14,368.99 100000017828513 Vendor: 121 SCA OF CA, LLC
5050 March Litter/Street Clean 2,095.00 2,095.00 2025-003413 Vendor: 124 COMCAST
5051 WIFI-4.16.2025-5.15.2025 516.28 516.28 7290-APR25
Vendor: 129 COTTON SHIRES & ASSOC. INC.
5052 March 25 Applicant Charges 12,049.35 12,049.35 2025-MAR Vendor: 135 CSG CONSULTANTS INC
5053 Feb Code Enforcement, Bldg Svcs, In House Plan 12,418.00 12,418.00 FEB-2025 Vendor: 195 GOOD CITY COMPANY
5054 Planning Consultant Services - March 2025 56,304.27 56,304.27 4089 Vendor: 203 GREEN HALO SYSTEMS
5055 Apr Hosting & Access 114.00 114.00 5647
Vendor: 215 HORIZON
5056 Valve Steel Equipment Maintenance 822.00 822.00 1N624572

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apapdinv2 mmagahiz Town of Portola Valley Page 2
09:41 04/16/25 Paid Invoices by Date
From: 04/23/2025 to 04/23/2025
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 218 MISSIONSQUARE RETIREMENT
5057 Deferred Comp - April 15, 2025 1,824.50 1,824.50 APR-202515 Vendor: 234 J. W. ENTERPRISES
5058 Handicap Unit Rental & Services 546.88 315.44 265477 Handicap Unit Rental & Services 231.44 265478
Vendor: 275 KRUPKA CONSULTING
5059 Traffic Planning BEACONS 4,459.00 4,459.00 1453
Vendor: 276 KUTZMANN & ASSOCIATES
5060 March Plan Checks 41,935.37 41,935.37 1552052
Vendor: 324 MIRANDAS LANDSCAPE
5061 Irrigation Landscape Services 694.88 694.88 1674
Vendor: 330 NAVIA BENEFIT SOLUTIONS
5062 Navia Benefit 04/15/2025 233.33 233.33 04152025
Vendor: 343 OPENGOV INC.
5063 OpenGov Procurement 4/1/2025-3/31/2026 10,417.68 10,417.68 INV18933 Vendor: 367 PG&E
5064 March Statement 2,646.83 2,646.83 MAR-2025
Vendor: 373 PITNEY BOWES INC.
5065 Postage Meter Rental, Equipment & Svc 1/02/25 - 04/01/2025 148.48 148.48 1027222274 Vendor: 376 PORTOLA VALLEY HARDWARE
5066 March Statement Tools 172.11 172.11 193-MAR25
Vendor: 403 RON RAMIES AUTOMOTIVE INC.
5067 Mar Fuel Statement 481.99 481.99 G20250331-2
Vendor: 411 SAN MATEO LAWNMOWER
5068 Tools/Equipment Repair 258.74 148.42 245968
Tools/Equipment Repair 110.32 245969
Vendor: 412 SAN MATEO SHERIFF
5069 FY24-25 (01/01/2025 - 06/30/2025) Law Enforcement Services 979,908.50 979,908.50 PS-INV305151 Vendor: 437 SMALL BUSINESS BENEFIT PLAN TR
5070 Dental/Vision 2,128.20 2,128.20 MAY-2025

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apapdinv2 mmagahiz Town of Portola Valley Page 3
09:41 04/16/25 Paid Invoices by Date
From: 04/23/2025 to 04/23/2025
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 441 SPARTAN ENGINEERING
5071 Fire Alarm Monitoring 2/18/25 921.50 187.50 25626
Fire Alarm Monitoring 3/12/25 734.00 25627
Vendor: 448 STATE COMP INSURANCE FUND
5072 Premium 4/06/2025-5/06/2025 10,136.41 1,738.00 1002558370 Premium Surcharges 10/06/2025-10/06/2025 8,398.41 1002910064 Vendor: 485 US POSTMASTER
5073 Annual Bulk Mail Permit Renewal 2025 350.00 350.00 PERMIT#581_2025 Vendor: 505 WOODSIDE FIRE PROTECTION DISTR
5074 CERRP Coordinator Apr, May, Jun 2025 28,531.82 13,845.98 2025 Q2-PV 3/01/25-3/31/25 Fire Mitigation Crew Support 14,685.84 WFPDCREW-202503 Vendor: 860 STEPFORD
5075 Monthly Service Charges 04/01/2025 THRU 04/30/2025 4,541.50 3,920.00 2501748 Veeam Backup and Replication for Disaster Recovery - Apr 25 621.50 2501749 Vendor: 864 DAILY POST
5076 Advertisement- Mar 2,002.50 405.00 91992
Advertisement- Mar 382.50 91993Advertisement- Mar 540.00 91995Advertisement- Mar 675.00 91994 Vendor: 1118 STERICYCLE, LNC. DBA SHRED-LT
5077 Paper Shredding Services 119.05 119.05 8010344449
Vendor: 1125 PV PALOOZA FOUNDATION
5078 PV Palooza Foundation 4,000.00 4,000.00 04152025
Vendor: 1152 AMAZON CAPITAL SERVICES, INC
5079 Office Supplies Paper - Apr 14 25 192.57 14.94 1P11-YWFV-3T33 Office Supplies Sticky Notes Memo Pads - Apr 14 25 36.54 1RCK-KXQY-19MJBus Prime Annual Membership Fee- Apr 11 25 141.09 13CL-FF7L-9V1T Vendor: 1223 ELIZABETH MARTELLI
5080 Mileage Reimbursement 25.20 25.20 FRMR-25-2
Vendor: 1233 WON CHOI
5081 Winter Classes 618.12 618.12 WINTER-2025
Vendor: 1246 MEGAN RICHARD
5082 Reimbursement Conservation Banner 65.46 65.46 FRRC-25-2

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apapdinv2 mmagahiz Town of Portola Valley Page 4
09:41 04/16/25 Paid Invoices by Date
From: 04/23/2025 to 04/23/2025
Check Check Special Information Net Check Total Invoice NumberDate Number Amount Invoices Paid
Vendor: 1247 ERIK MCDONALD
5083 Deposit Refund - Picnic Table 100.00 100.00 PROF-25-26 Vendor: 1248 SHRAVAN NARAYEN
5084 Deposit Refund - Picnic Table 100.00 100.00 PROF-25-9 Vendor: 1249 LAUREN SPECTOR
5085 Deposit Refund - Community Hall Alder Room 163.00 163.00 PRCH-25-28 Check Date Totals 1,224,271.74
Grand Total 1,224,271.74

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apackfnd Checks by Fund - 04/23/25 to 04/23/25 Page 1
Town of Portola Valley 04/16/2025 mmagahiz 09:32
Vendor Name Invoice Description Invoice Amt.

Fund 101 Dept Balance Sheet
CALPERS March Retirement- CLASSIC 5,694.68CALPERS March Retirement- PEPRA 14,368.99ERIK MCDONALD Deposit Refund - Picnic Table 100.00LAUREN SPECTOR Deposit Refund - Community Hal 163.00 MISSIONSQUARE RETIREMENT Deferred Comp - April 15, 2025 1,824.50NAVIA BENEFIT SOLUTIONS Navia Benefit 04/15/2025 233.33 SHRAVAN NARAYEN Deposit Refund - Picnic Table 100.00
-----------------
Fund 101 Dept Total 22,484.50
Fund 101 Dept 115 Town Committees
ALLIANT INSURANCE SERVICES Premium Town Special Event Lia 454.00MEGAN RICHARD Reimbursement Conservation Ban 65.46 PV PALOOZA FOUNDATION PV Palooza Foundation 4,000.00
-----------------
Fund 101 Dept 115 Total 4,519.46
Fund 101 Dept 120 Town Manager
SMALL BUSINESS BENEFIT PLAN TR Dental/Vision 2,128.20STATE COMP INSURANCE FUND Premium 4/06/2025-5/06/2025 1,738.00STATE COMP INSURANCE FUND Premium Surcharges 10/06/2025- 8,398.41 -----------------
Fund 101 Dept 120 Total 12,264.61
Fund 101 Dept 130 Town Clerk
BANK OF AMERICA March Credit Card Statement 25.00
-----------------
Fund 101 Dept 130 Total 25.00
Fund 101 Dept 140 Finance
BANK OF AMERICA March Credit Card Statement 300.00
-----------------
Fund 101 Dept 140 Total 300.00
Fund 101 Dept 210 Police Services
SAN MATEO SHERIFF FY24-25 (01/01/2025 - 06/30/20 846,658.50

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apackfnd Checks by Fund - 04/23/25 to 04/23/25 Page 2
Town of Portola Valley 04/16/2025 mmagahiz 09:32
Vendor Name Invoice Description Invoice Amt.
-----------------
Fund 101 Dept 210 Total 846,658.50
Fund 101 Dept 220 Fire Services
WOODSIDE FIRE PROTECTION DISTR CERRP Coordinator Apr, May, Ju 13,845.98 WOODSIDE FIRE PROTECTION DISTR 3/01/25-3/31/25 Fire Mitigatio 14,685.84 -----------------
Fund 101 Dept 220 Total 28,531.82
Fund 101 Dept 310 Planning Division
CSG CONSULTANTS INC Feb Code Enforcement, Bldg Svc 1,890.00GOOD CITY COMPANY Planning Consultant Services - 18,195.77 -----------------
Fund 101 Dept 310 Total 20,085.77
Fund 101 Dept 320 Building Division
CSG CONSULTANTS INC Feb Code Enforcement, Bldg Svc 8,908.00GREEN HALO SYSTEMS Apr Hosting & Access 114.00KUTZMANN & ASSOCIATES March Plan Checks 41,935.37 -----------------
Fund 101 Dept 320 Total 50,957.37
Fund 101 Dept 330 Code Compliance
CSG CONSULTANTS INC Feb Code Enforcement, Bldg Svc 1,620.00 -----------------
Fund 101 Dept 330 Total 1,620.00
Fund 101 Dept 410 Community Hall
WON CHOI Winter Classes 618.12
-----------------
Fund 101 Dept 410 Total 618.12
Fund 101 Dept 420 Field Rentals
J. W. ENTERPRISES Handicap Unit Rental & Service 315.44J. W. ENTERPRISES Handicap Unit Rental & Service 231.44MIRANDAS LANDSCAPE Irrigation Landscape Services 694.88

Page 19 of 120 ends

apackfnd Checks by Fund - 04/23/25 to 04/23/25 Page 3
Town of Portola Valley 04/16/2025 mmagahiz 09:32
Vendor Name Invoice Description Invoice Amt.
-----------------
Fund 101 Dept 420 Total 1,241.76
Fund 101 Dept 510 Public Works
BANK OF AMERICA March Credit Card Statement 328.01
HORIZON Valve Steel Equipment Maintena 822.00PORTOLA VALLEY HARDWARE March Statement Tools 172.11RON RAMIES AUTOMOTIVE INC. Mar Fuel Statement 481.99SAN MATEO LAWNMOWER Tools/Equipment Repair 148.42 SAN MATEO LAWNMOWER Tools/Equipment Repair 110.32
SPARTAN ENGINEERING Fire Alarm Monitoring 2/18/25 187.50SPARTAN ENGINEERING Fire Alarm Monitoring 3/12/25 734.00 -----------------
Fund 101 Dept 510 Total 2,984.35
Fund 101 Dept 610 Non-Departmental
AMAZON CAPITAL SERVICES, INC Bus Prime Annual Membership Fe 141.09 AMAZON CAPITAL SERVICES, INC Office Supplies Paper - Apr 14 14.94 AMAZON CAPITAL SERVICES, INC Office Supplies Sticky Notes M 36.54AT&T March Statement 61.75AT&T March Statement 184.20AT&T March Statement 61.75BANK OF AMERICA March Credit Card Statement 5,015.67 CALIFORNIA WATER SERVICE CO Water Service 3/13/25 - 4/11/2 4,173.33CALPERS Calpers Fee 200.00CALPERS Calpers Fee 200.00CALPERS Calpers Fee 200.00CALPERS April UAL CLASSIC 10,777.17CALPERS April UAL PEPRA 184.67COMCAST WIFI-4.16.2025-5.15.2025 516.28DAILY POST Advertisement- Mar 405.00DAILY POST Advertisement- Mar 382.50DAILY POST Advertisement- Mar 675.00DAILY POST Advertisement- Mar 540.00ELIZABETH MARTELLI Mileage Reimbursement 25.20OPENGOV INC. OpenGov Procurement 4/1/2025-3 10,417.68PG&E March Statement 2,646.83PITNEY BOWES INC. Postage Meter Rental, Equipmen 148.48STEPFORD Monthly Service Charges 04/01/ 3,920.00STEPFORD Veeam Backup and Replication f 621.50 STERICYCLE, LNC. DBA SHRED-LT Paper Shredding Services 119.05US POSTMASTER Annual Bulk Mail Permit Renewa 350.00 -----------------
Fund 101 Dept 610 Total 42,018.63

Page 20 of 120 ends

apackfnd Checks by Fund - 04/23/25 to 04/23/25 Page 4
Town of Portola Valley 04/16/2025 mmagahiz 09:32
Vendor Name Invoice Description Invoice Amt.
-----------------
Fund 101 Total 1,034,309.89
Fund 202 Dept 210 Police Services
SAN MATEO SHERIFF FY24-25 (01/01/2025 - 06/30/20 8,250.00 -----------------
Fund 202 Dept 210 Total 8,250.00
-----------------
Fund 202 Total 8,250.00
Fund 203 Dept 210 Police Services
SAN MATEO SHERIFF FY24-25 (01/01/2025 - 06/30/20 125,000.00 -----------------
Fund 203 Dept 210 Total 125,000.00
-----------------
Fund 203 Total 125,000.00
Fund 206 Dept 510 Public Works
SCA OF CA, LLC March Litter/Street Clean 900.00
-----------------
Fund 206 Dept 510 Total 900.00
-----------------
Fund 206 Total 900.00
Fund 212 Dept 510 Public Works
SCA OF CA, LLC March Litter/Street Clean 1,195.00
-----------------
Fund 212 Dept 510 Total 1,195.00
-----------------
Fund 212 Total 1,195.00
Fund 213 Dept 710 Roads & Right-of-Way

Page 21 of 120 ends

apackfnd Checks by Fund - 04/23/25 to 04/23/25 Page 5
Town of Portola Valley 04/16/2025 mmagahiz 09:32
Vendor Name Invoice Description Invoice Amt.

KRUPKA CONSULTING Traffic Planning BEACONS 4,459.00
-----------------
Fund 213 Dept 710 Total 4,459.00
-----------------
Fund 213 Total 4,459.00
Fund 701 Dept 340 Customer Deposits
COTTON SHIRES & ASSOC. INC. March 25 Applicant Charges 12,049.35GOOD CITY COMPANY Planning Consultant Services - 38,108.50 -----------------
Fund 701 Dept 340 Total 50,157.85
-----------------
Fund 701 Total 50,157.85
-----------------
**** Grand Total 1,224,271.74
* * * End of Report * * *

Page 22 of 120 ends

______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Terrence Grindall, Interim Planning and Building Director Catherine Engberg, Town Attorney
DATE: April 23, 2025
RE: REZONING TO ADDRESS HCD TECHNICAL ASSISTANCE LETTER –

SECOND READING (MULTIFAMILY DEVELOPMENT STANDARDS)

RECOMMENDATION
Staff recommends that the Council waive the second reading and adopt the attached Ordinance No. 2025-452, amending Zoning Code Table 18.15.050: Development Standards – Multi-Family Residential Zoning Districts to include note 2: A 2.48 acre portion of the Dorothy Ford Park Site (APN 077-272-010) (included in Table 6-6 of the housing element), which shall exclude the deed restricted ball fields, shall be developed as High Density Housing and that owner-occupied and rental multifamily uses are allowed by-right for developments in which 20 percent or more of the units are affordable to lower-income households on the Dorothy Ford Park Site.

BACKGROUND
For background on the Portola Valley Housing Element adoption and certification, Zoning Code amendments, HCD Letters of Technical Assistance, fiscal impact, and other applicable information, please view the April 9, 2025 Town Council agenda packet.

DISCUSSION
On April 9, 2025, the Town Council introduced the Zoning Ordinance (Ordinance No. 2025- 452) following the conduct of a duly noticed continued public hearing. Ordinance 2025-452, which amends Title 18 Zoning Code Table 18.15.050: Development Standards – Multi-Family Residential Zoning Districts to include note 2, set forth above. As required by law, the ordinance appears for second reading and adoption at a regular meeting more than five days past introduction.

It should be noted that Staff has formatted the Zoning Ordinance Amendments into two separate ordinances. Ordinance No. 2025-452 addresses R-MF (Multi-Family Residential) code amendments. Ordinance No. 2025-453 addresses the M-U (Mixed-Use) zone only. The formatting allows for a segmented vote on the two ordinances, enabling Council members with conflicts of interest regarding the M-U zone to recuse themselves from that portion.

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY

Page 23 of 120 ends

Rezoning (Residential Multifamily)
April 23, 2025

Page 2 ends

NEXT STEPS
Following ordinance adoption, staff would submit the companion Zoning Ordinances (Ordinance No. 2025-452 and Ordinance No. 2025-453) to HCD with the hope that HCD will find the Town’s Housing Element in substantial compliance with State Law and recertify the Housing Element.

ATTACHMENT

1. Zoning Ordinance Amendment (Ordinance No. 2025-452)

Page 24 of 120 ends

Housing Element Implementation Zoning Code Amendments Town Council Page 1 Attachment 1
ORDINANCE NO. 2025 – 452

ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA
VALLEY AMENDING TITLE 18 [ZONING] OF THE PORTOLA VALLEY MUNICIPAL

CODE FOR THE TOWN OF PORTOLA VALLEY TO ADDRESS THE ISSUES

RAISED BY HCD IN THEIR TECHNICAL ASSISTANCE LETTER DATED OCTOBER 16, 2024 (RESIDENTIAL MULTI-FAMILY)
WHEREAS, State Housing Element Law (Government Code Sections 65580 et seq.) requires that the Town of Portola Valley (Town) adopt a housing element for the eight-year period 2023-2031 to accommodate the regional housing need allocation (RHNA) of 253 housing units assigned to the Town by the Association of Bay Area Governments; and
WHEREAS, State Housing Element Law also requires the Town to rezone properties as required to make sites available with appropriate zoning and development standards to accommodate the portion of the Town regional housing need for each income level that cannot be accommodated on sites under existing Town zoning; and WHEREAS, on January 24, 2024 the Town Council of the Town of Portola Valley adopted the 2023-2031 Housing Element, which identifies those properties proposed for rezoning to accommodate the Town’s regional housing need; and WHEREAS, on January 30, 2024 HCD determined the Housing Element to be in substantial compliance with State Housing Element Law; and WHEREAS, on March 26, 2024, HCD sent a letter notifying the Town that it was revoking the Department’s finding of substantial compliance for the Town of Portola Valley’s sixth cycle housing element based on a failure to timely implement required rezone programs; and
WHEREAS, on June 12, 2024, the Town Council approved the required rezoning, and the documentation was submitted to HCD. The Town received a Letter of Technical Assistance dated October 16, 2024, which described changes needed to the rezoning actions that had already been approved by the Town Council; and WHEREAS, the Town, as lead agency under the California Environmental Quality Act (“CEQA”), prepared an Initial Study/Mitigated Negative Declaration (IS-MND) for the Housing Element, Safety Element, conforming General Plan amendments and zoning code amendments and circulated it for public review; and
WHEREAS, on March 29, 2023, the Town Council conducted a public hearing on the IS-MND and adopted Resolution No. 2922-2023 adopting the IS-MND, the Updated

Page 25 of 120 ends

Housing Element Implementation Zoning Code Amendments Town Council Page 2 Response to Comments and Text Changes, and the Mitigation Monitoring and Reporting Program (MMRP) (as updated at the March 22 and 29, 2023 public hearings); and WHEREAS, none of the implementing zoning code text amendments require subsequent or supplemental environmental analysis under CEQA described in Public Resources Code Section 21166 and CEQA Guidelines Section 15162. None of the following triggers have occurred: a substantial change to the project; a substantial change to the circumstances under which the project is being undertaken, or new information, which was not known and could not have been known at the time the environmental analysis was completed, becomes available. Therefore, the IS/MND adopted on March 29, 2023 remains valid; and
WHEREAS, on March 19, 2025 the Planning Commission held a public hearing to review the proposed amendments to Title 18 [Zoning] of the Portola Valley Municipal Code and the amendment to the Zoning Map for the Town of Portola Valley to rezone the Dorothy Ford Park site, at which all interested persons had the opportunity to appear; and
WHEREAS, on March 19, 2025, the Planning Commission recommended that Town Council direct staff to:
(1) Evaluate if it is feasible to identify 2.48 developable acres on Dorothy Ford Park, without encroaching on the Ford Field baseball area. If 2.48 developable acres cannot be identified, staff should analyze the development feasibility of a smaller area, including identifying modifications to development standards necessary to make 50 VLI units feasible; and
(2) Transmit a letter to HCD describing the Town’s efforts to comply with requirements, including identifying the Town’s good faith efforts to find alternative development sites to Dorothy Ford Park. The letter should note that for administrative efficiency it would be preferred to avoid upzoning Dorothy Ford Park, only to then need to turn around and downzone it in short order if a viable replacement site is found. The letter should also raise with HCD the Town’s understanding, based on previous dialogue with HCD, that the handling of the Dorothy Ford Park Site in the Town’s General Plan amendments should be sufficient for Housing Element compliance, without requiring rezoning; and WHEREAS, on April 9, 2025, the Town Council held a public hearing, and after considering the Planning Commission recommendation as well as options outlined by staff, the entire record of proceedings, including but not limited to, the staff report and all written and oral comments received, the Town Council voted to approve the ordinance as follows.

NOW, THEREFORE, the Town Council of the Town of Portola Valley does ORDAIN as follows:

1. AMENDMENTS TO CODE. The following Chapter of Title 18 [Zoning] is amended as follows, with additions shown in underlined text and deletions with strike out text. All text that is unmarked remains as is and all Title 18 chapters and sections not referenced below remain unchanged.

Page 26 of 120 ends

Housing Element Implementation Zoning Code Amendments Town Council Page 3 Chapter 18.15.04 Development Standards
Note 2. A 2.48 acre portion of The Dorothy Ford Park Site (APN 77272010) (included in Table 6-6 of the housing element), which shall exclude the deed restricted ball field, shall be developed as high density housing and that owneroccupied and rental multifamily uses are allowed by-right for developments in which 20 percent or more of the units are affordable to lower-income households on the Dorothy Ford Park Site (APN 77272010).

2. CONSISTENCY WITH GENERAL PLAN. This ordinance is found to be consistent with the General Plan of Portola Valley.

3. ENVIRONMENTAL REVIEW. The Town, as lead agency under the California Environmental Quality Act (“CEQA”), prepared an Initial Study/Mitigated Negative Declaration (IS/MND) for the Housing Element, Safety Element, conforming General Plan amendments and zoning code amendments and circulated it for public review. On March 29, 2023, the Town Council conducted a public hearing on the IS/MND and adopted Resolution No. 2922-2023 adopting the IS/MND, the Updated Response to Comments and Text Changes, and the Mitigation Monitoring and Reporting Program (MMRP) (as updated at the March 22 and 29, 2023 public hearings). None of the implementing zoning code text amendments require subsequent or supplemental environmental analysis under CEQA, as described in Public Resources Code Section 21166 and CEQA Guidelines Section 15162. None of the following triggers have occurred: a substantial change to the project; a substantial change to the circumstances under which the project is being undertaken, or new information, which was not known and could not have been known at the time the environmental analysis was completed, becomes available. Therefore, the IS/MND adopted on March 29, 2023 remains valid.

4. CONSISTENCY WITH STATE LAW. This ordinance is intended to be consistent with State Housing Element Law and to the extent there is any inconsistency with such State law requirements, State law shall control.

5. SEVERABILITY. If any section, sentence, clause or phrase of this Ordinance is for any reason held to be invalid or unconstitutional by a decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The Town Council herby declares that it would have passed this Ordinance and adopted this Ordinance and each section, sentence, clause or phrase thereof, irrespective of the fact that any one or more section, subsections, sentences, clauses or phrases be declared invalid or unconstitutional.

6. EFFECTIVE DATE; POSTING. This ordinance shall become effective 30 days after the date of its adoption and shall be posted within the Town in three public places.

INTRODUCED: April 9, 2025
PASSED: At a regular meeting of the Town Council on April 23, 2025 AYES:

NOES:

Page 27 of 120 ends

Housing Element Implementation Zoning Code Amendments Town Council Page 4 ABSTENTIONS:

ABSENT:

RECUSED:

ATTEST:

By: __________________________
Town Clerk Mayor

APPROVED AS TO FORM
Town Attorney
1904618.2

Page 28 of 120 ends

SECOND READING (MIXED USE)

RECOMMENDATION
Staff recommends that the Council waive the second reading and adopt the attached Ordinance No. 2025-453, amending Title 18 Zoning Code Chapter 18.23 M-U (MIXED-USE) DISTRICT REGULATIONS, 18.23.070 to require, where the whole site is redeveloped, a minimum of 50 percent of the square footage in a mixed-use development to be residential.

At its April 9, 2025 meeting, the Town Council held a public hearing and introduced Ordinance 2025-453, which amends Title 18 Zoning Code Chapter 18.23 M-U (MIXED-USE) DISTRICT REGULATIONS, 18.23.070 to require, where the whole site is redeveloped, a minimum of 50 percent of the square footage in a mixed-use development to be residential. The Council discussed the fact that the Zoning Code amendment is already reflected in the Housing Element. Specifically, the Housing Element states on page 199:

Mixed-Use Zoning District
The new mixed-use zoning district will allow for mixed-use residential development between 3 to 6 dwelling units per acre. Objective standards will be included in the Municipal Code including, but not limited to, floor area, height, setback, lighting, and landscaping (see Program 1-1c). If the whole site is redeveloped, the standards will require at least 50% of building floor area to be a residential use and will allow for up to 100% of building floor area to be dedicated to residential uses. This zoning district shall be applied to the 4394 Alpine Road and 4370 Alpine Road housing sites.

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY

Page 29 of 120 ends

Rezoning (Mixed Use)
April 23, 2025

Page 2 ends

DISCUSSION
On April 9, 2025, the Town Council introduced the Zoning Ordinance (Ordinance No. 2025- 453) following the conduct of a duly noticed continued public hearing. As required by law, the ordinance appears for second reading and adoption at a regular meeting more than five days past introduction.

Staff is recommending a minor correction to the ordinance to make it consistent with the Housing Element, and with Council’s intent to mirror the Housing Element language.

Specifically, the corrected langauge adds “Where the whole site is redeveloped” as follows:

Chapter 18.23.070 Required Conditions
K. This zoning district permits one hundred percent residential projects with no commercial component. Where the whole site is redeveloped, at least 50 percent of the floor area of development must be residential. Any non-residential development shall include a residential component at the minimum density specified in Table

18.23.050
It should be noted that Staff has formatted the Zoning Ordinance Amendments into two separate ordinances. Ordinance No. 2025-452 addresses R-MF (Multi-Family Residential) code amendments. Ordinance No. 2025-453 addresses the M-U (Mixed-Use) zone only. The formatting allows for a segmented vote on the two ordinances, enabling Council members with conflicts of interest regarding the M-U zone to recuse themselves from that portion.

ATTACHMENT

1. Zoning Ordinance Amendment (Ordinance No. 2025-453)
1907319.1

Page 30 of 120 ends

Housing Element Implementation Zoning Code Amendments Town Council Page 1 Attachment 1
ORDINANCE NO. 2025 – 453

ORDINANCE OF THE TOWN COUNCIL OF THE TOWN OF PORTOLA
VALLEY AMENDING TITLE 18 [ZONING] OF THE PORTOLA VALLEY MUNICIPAL

CODE FOR THE TOWN OF PORTOLA VALLEY TO ADDRESS THE ISSUES

RAISED BY HCD IN THEIR TECHNICAL ASSISTANCE LETTER DATED OCTOBER 16, 2024 (MIXED USE)
WHEREAS, State Housing Element Law (Government Code Sections 65580 et seq.) requires that the Town of Portola Valley (Town) adopt a housing element for the eight-year period 2023-2031 to accommodate the regional housing need allocation (RHNA) of 253 housing units assigned to the Town by the Association of Bay Area Governments; and
WHEREAS, State Housing Element Law also requires the Town to rezone properties as required to make sites available with appropriate zoning and development standards to accommodate the portion of the Town regional housing need for each income level that cannot be accommodated on sites under existing Town zoning; and WHEREAS, on January 24, 2024 the Town Council of the Town of Portola Valley adopted the 2023-2031 Housing Element, which identifies those properties proposed for rezoning to accommodate the Town’s regional housing need; and WHEREAS, on January 30, 2024 HCD determined the Housing Element to be in substantial compliance with State Housing Element Law; and WHEREAS, on March 26, 2024, HCD sent a letter notifying the Town that it was revoking the Department’s finding of substantial compliance for the Town of Portola Valley’s sixth cycle housing element based on a failure to timely implement required rezone programs; and
WHEREAS, on June 12, 2024, the Town Council approved the required rezoning, and the documentation was submitted to HCD. The Town received a Letter of Technical Assistance dated October 16, 2024, which described changes needed to the rezoning actions that had already been approved by the Town Council; and WHEREAS, the Town, as lead agency under the California Environmental Quality Act (“CEQA”), prepared an Initial Study/Mitigated Negative Declaration (IS-MND) for the Housing Element, Safety Element, conforming General Plan amendments and zoning code amendments and circulated it for public review; and
WHEREAS, on March 29, 2023, the Town Council conducted a public hearing on the IS-MND and adopted Resolution No. 2922-2023 adopting the IS-MND, the Updated

Page 31 of 120 ends

Housing Element Implementation Zoning Code Amendments Town Council Page 2 Response to Comments and Text Changes, and the Mitigation Monitoring and Reporting Program (MMRP) (as updated at the March 22 and 29, 2023 public hearings); and WHEREAS, none of the implementing zoning code text amendments for the Town of Portola Valley require subsequent or supplemental environmental analysis under CEQA described in Public Resources Code Section 21166 and CEQA Guidelines Section 15162. None of the following triggers have occurred: a substantial change to the project; a substantial change to the circumstances under which the project is being undertaken, or new information, which was not known and could not have been known at the time the environmental analysis was completed, becomes available. Therefore, the IS/MND adopted on March 29, 2023 remains valid; and WHEREAS, on March 19, 2025 the Planning Commission held a public hearing to review the proposed amendments to Title 18 [Zoning] of the Portola Valley Municipal Code and the amendment to the Zoning Map for the Town of Portola Valley to rezone the Dorothy Ford Park site, at which all interested persons had the opportunity to appear; and
WHEREAS, on March 19, 2025 , the Planning Commission recommended that Town Council direct staff to:
(1) Evaluate if it is feasible to identify 2.48 developable acres on Dorothy Ford Park, without encroaching on the Ford Field baseball area. If 2.48 developable acres cannot be identified, staff should analyze the development feasibility of a smaller area, including identifying modifications to development standards necessary to make 50 VLI units feasible; and
(2) Transmit a letter to HCD describing the Town’s efforts to comply with requirements, including identifying the Town’s good faith efforts to find alternative development sites to Dorothy Ford Park. The letter should note that for administrative efficiency it would be preferred to avoid upzoning Dorothy Ford Park, only to then need to turn around and downzone it in short order if a viable replacement site is found. The letter should also raise with HCD the Town’s understanding, based on previous dialogue with HCD, that the handling of the Dorothy Ford Park Site in the Town’s General Plan amendments should be sufficient for Housing Element compliance, without requiring rezoning; and WHEREAS, on April 9, 2025, the Town Council held a public hearing, and after considering the Planning Commission recommendation as well as options outlined by staff, the entire record of proceedings, including but not limited to, the staff report and all written and oral comments received, the Town Council voted to approve the ordinance.

NOW, THEREFORE, the Town Council of the Town of Portola Valley does ORDAIN as follows:

1. AMENDMENTS TO CODE. The following Chapter of Title 18 [Zoning] is amended as follows, with additions with underlined text. All text that is unmarked remains as is and all Title 18 chapters and sections not referenced remain unchanged.

Chapter 18.23.070 Required Conditions

Page 32 of 120 ends

Housing Element Implementation Zoning Code Amendments Town Council Page 3 K. This zoning district permits one hundred percent residential projects with no commercial component. Where the whole site is redeveloped, at least 50 percent of the floor area of development must be residential. Any non-residential development shall include a residential component at the minimum density specified in Table 18.23.050.

2. CONSISTENCY WITH GENERAL PLAN. This ordinance is found to be consistent with the General Plan of Portola Valley.

6. EFFECTIVE DATE; POSTING. This ordinance shall become effective 30 days after the date of its adoption and shall be posted within the Town in three public places.

INTRODUCED: April 9, 2025
PASSED: At a regular meeting of the Portola Valley Town Council on April 23, 2025 AYES:

NOES:

ABSTENTIONS:

ABSENT:

Page 33 of 120 ends

Housing Element Implementation Zoning Code Amendments Town Council Page 4 RECUSED:

ATTEST:

By: __________________________
Town Clerk Mayor

APPROVED AS TO FORM
Town Attorney
1904588.1

Page 34 of 120 ends

______________________________________________________________________________________ TO: Mayor and Members of the Town Council
FROM: Corie Stocker-Pedalino, Assistant Town Manager, and Christine Boland, Clerk Consultant
DATE: April 23, 2025
RE: ADOPT RESOLUTION UPDATING RECORDS RETENTION SCHEDULES

RECOMMENDATION
Adopt a Resolution rescinding Resolution No. 2688-2016 and approve the updated Town-Wide Records Retention Schedule as presented.

DISCUSSION
The Town of Portola Valley's records retention policy, last adopted by the Town Council in March of 2016, is outdated. The absence of updates since 2016 has resulted in an accumulation of challenges, hindering efficient records management. Recent evaluations by staff and professional consultant, Diane Gladwell of Gladwell Governmental Services, have identified several areas where the existing policy does not align with current legal, regulatory, and technological contexts. Key provisions of law, including updated state and federal records management statutes, necessitated a thorough reevaluation and update of the Town’s records retention schedules. Updated schedules are essential for legal compliance, operational efficiency, technological advancements and risk mitigation.

They also provide the framework for staff to destroy certain records in a timely manner.

The existing policy has been crucial for governance and records management but significant changes in laws and regulations since its adoption in 2016 necessitate an update. The proposed updated schedules as well as the 2016 schedules are attached.

FISCAL IMPACT
There is no direct fiscal impact associated with the adoption of the updated records retention schedule. Costs associated with the development of the updated schedules and accompanying documents totaled $6,000 which were covered within the existing Town’s Professional Services budget allocations.

ATTACHMENTS

1. Resolution

2. 2025 Records Retention Schedules

3. Resolution No. 2866-2016 and Records Retention
Schedules

TOWN OF PORTOLA VALLEY

STAFF REPORT

TOWN OF PORTOLA VALLEY

Page 35 of 120 ends

RESOLUTION NO. 2965-2025

A RESOLUTION OF THE TOWN COUNCIL OF THE CITY OF

PORTOLA VALLEY, CALIFORNIA, ADOPTING A RECORDS RETENTION

SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY RECORDS WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the Town of Portola Valley; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any Town record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the Town of Portola Valley previously adopted Resolution No. 2688-2016, Adopting a Records Retention Schedule;
WHEREAS, Gladwell Governmental Services Inc. has been consulted to assist in the comprehensive reevaluation and updating of the Town's records retention strategy, ensuring legal compliance, operational efficiency, and adaptation to technological changes, and WHEREAS, the proposed updated Town-Wide Records Retention Schedule for 2024 includes updated retention periods, inclusion of new record types, revised categorization and classification of records, and enhanced compliance with current legal and regulatory mandates, and

NOW, THEREFORE, THE CITY COUNCIL OF THE TOWN OF PORTOLA VALLEY DOES RESOLVE AS FOLLOWS:

Section 1. Resolution No. 2688-2016 is hereby repealed.

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

Section 3: Updates are hereby authorized to be made to the Records Retention Schedule, without any further action by the Town Council, with the consent of the Department Head, Town Clerk, Town Attorney and City Manager.

Section 4. The term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.

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

Page 36 of 120 ends

PASSED AND ADOPTED by the Town Council of the Town of Portola Valley on April 23, 2025, by the following vote:

AYES:

NOES:

ABSTAIN:

ABSENT:
______________________________
Craig Taylor, Vice Mayor
________________________
Christine Boland
Clerk Consultant

Page 37 of 120 ends

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

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

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

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

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

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

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

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

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

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)

Page 38 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

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

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. TW-001 Accident / Incident Reports 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD GC §34090
Lead Dept. TW-002
Affidavits of Publications / Affidavits of Posting Notices / Legal Advertising / Notices / Proofs of Publications / Public Hearing Notices 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD GC §34090
Lead Dept. TC-003
Agreements & Contracts, Amendments (NON-INFRASTRUCTURE, Professional Services Agreements, Tenant / Lease Agreements - NOT IMAGED) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal or Scope of Work), insurance certificatesExamples of Non-Infrastructure:

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

Completion +
10 years
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD
Lead Department places an electronic COPY in OpenGov; Department Preference; Statute of Limitations is 10 years for Errors & Omissions; 4 years for all contracts; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) TOWN-WIDE (Used by All Departments)
PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 39 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-2 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. TC-004
Agreements & Contracts, Amendments - ALL
(INFRASTRUCTURE, OR IF IMAGED, JPAs, MOUs) Agreement or Contract includes all contractual obligations (e.g. Specifications and Successful Proposal or Scope of Work), insurance certificates Examples of Infrastructure: Architects, Buildings, bridges, covenants, development, environmental, Joint Powers, MOUs, park improvements, property & property restrictions, redevelopment, reservoirs, sewers, sidewalks, street & alley improvements, settlement, subdivisions, utilities, water, etc.

P Yes: Before Completion Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Lead Department places an electronic COPY in OpenGov; Department Preference; All infrastructure contracts should be permanent for emergency response; Statute of Limitations is 10 years for Errors & Omissions; 4 years for all contracts; CCP §§337. 337.1(a), 337.15, 343; GC §34090, Contractor has retention requirements in 48 CFR 4.703(a) Lead Dept. TC-005
Agreements & Contracts: ADMINISTRATION (WITHOUT Grant Funding) (Project Administration, Certified Payrolls, Change Orders, Project Schedules, RFP - Request for Proposal or Successful Proposal, etc.)Send all Original Agreements / Contracts, and Insurance certificates to the Town Clerk Completion +
10 years
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD
Town preference; Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 40 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-3 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. TC-006
Agreements & Contracts: ADMINISTRATION (WITH Grant Funding) (Project Administration, Certified Payrolls, Change Orders, Project Schedules, RFP - Request for Proposal or Successful Proposal, etc.)Send all Original Agreements / Contracts, and Insurance certificates to the Town Clerk Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD
Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; CCP §337 et. seq., 2 CFR 200.334; 24 CFR 91.105(h), 92.505, & 570.502(b), 29 CFR 97.42; OMB Circular A-133GC §34090 Lead Dept. TC-007
Agreements & Contracts: UNSUCCESSFUL BIDS, PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD Includes unopened bids; GC §34090 n/a TC-008
Boards, Commissions, & Committees: External Organizations - Agendas, Minutes, Resolutions, or other documents (e.g. County Board of Supervisors) When No
Longer
Required
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD Non-records
Staffing Dept. TC-009
Boards, Committees, Commissions, Advisory Bodies: Citizen Advisory Created by the Town CouncilAGENDAS & STAFF REPORTSSend inactive / sunset Minutes to the Town Clerk Minimum 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Staffing Dept. TC-010
Boards, Committees, Commissions, Advisory Bodies: Citizen Advisory Created by the Town CouncilAUDIO or VIDEO RECORDINGS Minimum 2
years (Mag)
Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 41 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-4 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Staffing Dept. TC-011
Boards, Committees, Commissions, Advisory Bodies: Citizen Advisory Created by the Town Council MINUTESSend inactive / sunset Minutes to the Town Clerk P
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD GC §34090
Staffing Dept. TC-012
Committees: Employee Committees, Employee Staff Meetings / Department Staff MeetingsAGENDAS and MINUTES 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD
Only Citizen Advisory Boards appointed by the Town Council must retain minutes permanently (Council Subcommittees present their recommendations to the full Council); GC §34090 et seq.

Staffing Dept. TC-013
Committees: Subcommittees of the Town Council (Ad-Hoc or Standing Committees)AGENDAS and MINUTES 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD Council Subcommittees present their recommendations to the full Council; GC §34090 et seq.

Lead
(Responding)
Dept.

TC-014 Complaints / Concerns from Citizens (Excludes Police Officers) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Town preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §34090 Lead Dept. TC-015 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD GC §34090.7
Dept. that
Authors
Document
or
Receives the
Town's Original
Document
TC-016
Correspondence - ROUTINE (Content relates
in a substantive way to the conduct of the public's business)(e.g. e-mail, Letters, Memorandums, Administrative, Chronological, General Files, etc.) IF the Content relates in a SUBSTANTIVE way to the conduct of the public's business 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD
ONLY IF the Content relates in a substantive way to the conduct of the public's business; City of San Jose v. Superior Court (2017) 2 Cal.5th 608; GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 42 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-5 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Dept. that
Authors
Document
or
Receives the
Town's Original
Document
TC-017
Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda NOT retained in the ordinary course of business Content NOT Substantive, or NOT made or retained for the purpose of preserving the informational content for future reference(e.g. calendars, checklists, e-mail, social media posting, employee directories, flyers, invitations, instant messaging, inventories, logs, mailing lists, meeting room registrations, speaker cards, staff videoconference chats, notes and recordings, supply inventories, staff videoconferences, chats, notes, recordings, telephone messages, text messages, transmittal letters, thank yous, requests from other cities, preliminary notices for construction projects, undeliverable envelopes, returned mail, visitors logs, voice mails, webpages, etc.) When No
Longer
Required
Mag,
Ppr
Electronic and paper records are categorized, filed and retained based upon the CONTENT of the record. Records where either the Content relates in a substantive way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference are saved by placing them in an electronic or paper (project) file folder and retained for the applicable retention period. If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary draft. GC §§34090, 7927.500; 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (2017) 2 Cal.5th 608 Lead Dept. TC-018 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC & OD As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the Town Attorney to determine if a record is considered a draft. GC §§34090, 7927.500 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 43 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-6 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. TC-019 GIS Database / Data / Layers (both Town-wide and Specialized) When No Longer Required Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq.

Lead Dept. TC-020 Grant Applications funded by the Town's General Fund 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Finance maintains payable information in Accounts Payable; GC §34090 Lead Dept. TC-021 Grants (UNSUCCESSFUL Applications, Correspondence) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Lead Dept. TC-022
Grants / CDBG Administration (Community Development Block Grant) / Reimbursable Claims / FEMA Reimbursements / OES Reimbursements (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required)Applications (successful), grant agreement, copies of invoices, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD
Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090 Lead Dept. TC-023 Newspaper Clippings
When No
Longer
Required
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD Non-records - may be obtained from the newspaper company; GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 44 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-7 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Human
Resources TC-024 Personnel Files (Department Copies) Send all originals to Human Resources Send any
copies to
Human
Resources
upon
Separation or
Transfer
Before
Annual
Evaluation
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD Originals are retained by Human Resources; GC §34090.7 Lead Dept. TC-025 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD
Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq.

Lead Dept. TC-026 Photographs
When No
Longer
Required
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD
Preliminary Drafts (retention is placed on the final record in which the photograph is published in, if any); destroy unnecessary photographs. GC §§34090, 7927.500 Lead Dept.
(Who Uses the
Vehicle)
TC-027
Pre-Trip Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD GC §34090; 13 CCR 1234(c)
Lead Dept. TC-028 Public Relations / Press Releases 2 years Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD GC §34090
Lead Dept.
(Who Ordered
the Appraisal)
TC-029 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc. 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not accessible to the public; GC §§34090, 7928.705 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 45 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-8 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept.
(Who Ordered
the Appraisal)
TC-030 Real Estate Appraisal Reports: Purchased Property, Funded Loans Minimum 5 years Yes: Before Purchase Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Not accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(b); 29 CFR 97.42, GC §34090 Lead Dept. TC-031
Recorded Documents / Real Property: Deeds, Easements, Right of Ways, Abandonments / Vacation, Liens / Lien Releases P
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD GC §34090(a)
n/a TC-032
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc.: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No
Longer
Required
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD Non-Records
Lead Dept. TC-033
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, Administrative Policies, etc.: Produced by YOUR Department Minimum 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Lead Dept. TC-034
Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, Administrative Policies, etc.: Produced by OTHER Departments When
Superseded
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD Copies; GC §34090.7
Lead Dept. TC-035 Reports and Studies (Historically significant - e.g., Zoning Studies) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Administratively and Historically significant, therefore retained permanently; GC §34090 Lead Dept. TC-036 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Information is outdated after 10 years; If historically significant, retain permanently; GC §34090 Lead Dept. TC-037 Special Projects / Subject Files / Issue Files Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Page 46 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN-WIDE STANDARDS Page TW-9 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Lead Dept. TC-038 Subpoenas (appearance or duces tecum) 2 years Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Lead Dept. TC-039
Surveys / Questionnaires (that the Town issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD GC §34090
Lead Dept. TC-040
Training Presented by Town Staff - COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics, Harassment, & Safety Training & Tailgates) 5 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After QC & OD
Department preference; Ethics & Harassment Prevention Training is 5 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1602.31 1627.3(b)(ii), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b); 53237.2(b); LC §6401.9(f), PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 47 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

FINANCE / ADMINISTRATION
Finance /
Lead Div. FIN-001 _Financial Services Database / ERP Database (OpenGov) Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Electronic COPIES of contracts that will result in payments are placed in the database; meets municipal government auditing standards; Data Fields / Records are interrelated; GC §34090 Town
Clerk &
Finance /
Admin.

FIN-002 Audit Reports / Financial Statements / Annual Audit P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (also retained in the Council Agenda Packet Permanently); GC §34090 et seq.

Finance /
Admin. FIN-003 Audit Work Papers
Drafts -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Preliminary Drafts; GC §34090
Finance /
Admin. FIN-004
Bond Official Statements / Certificates of Participations (COPs) See Bank Statements for statement retention.

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

Town Clerk FIN-005 Budgets - Adopted / Final
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference (retained in the Council Agenda Packet Permanently); GC §34090.7 Finance /
Admin. FIN-006 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Preliminary Drafts; GC §34090
PORTOLA VALLEY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 48 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Finance /
Admin. FIN-008 Finance Committee, Measure “F” Oversight Committee - AUDIO or VIDEO RECORDINGS 2 years (Mag) Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.6 Finance /
Admin. FIN-009 Finance Committee, Measure “F” Oversight Committee - MINUTES P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(a) Finance /
Admin. FIN-010 Sales Tax Reports
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Not a City Record (used to project revenue) Finance /
Admin. FIN-011 Single Audits / Transportation Audits / PERS Audit, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets municipal government auditing standards); GC §34090

FINANCE / BUSINESS LICENSING, REVENUE
Finance /
Business
License, Revenue
FIN-012
Accounts Receivable / Revenue / Our Invoices to Outside Entities: Insurance Companies, Franchise Fees, DUI Billing, Transient Occupancy Tax (TOT), Auctions of Surplus Property, Credit Card Payment Receipts, Tenant Billing / Rent, etc. 5 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; (meets municipal government auditing standards); GC §34090 Finance /
Business
License, Revenue
FIN-013 Business License Applications, Registrations and Renewals 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets auditing standards; GC §34090 et seq.

Finance /
Business
License,
Revenue
FIN-014
Checks deposited to Bank (Town scans them for the Bank, rather than physically taking the checks to the bank to deposit them.) Follow Bank
Instructions
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD These are bank instruments, and not Town records; per bank agreement.

Page 49 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FIN-017 1099's, 1096's, DE542 (California Report of Independent Contractors) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090; 29 USC 436 Finance /
General
Accounting
FIN-018
Accounts Payable / Invoices and Backup(Includes Invoices, Purchase Orders, Travel Expense Reimbursements, Warrant Request, etc.) 7 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to pass grant audits (meets municipal government auditing standards); GC §34090 Finance /
General
Accounting
FIN-019
Bank Statements and Trustee Statements, Fiscal Agent Statements, Trustee Statements, Investment Account Statements, Pars Statements, Bank Reconciliations, Wire Transfers 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §§34090, 26 CFR 31.6001-1 Town Clerk FIN-020 Checks / Warrant Register Report (issued) Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference (retained in the Council Agenda Packet Permanently); GC §34090.7 Finance /
General
Accounting
FIN-021 Checks / Warrants (Cashed or Returned / NSF) 5 years Mag, Mfr, OD, Ppr S Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 PORTOLA VALLEY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 50 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for Town-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion) Finance /
General
Accounting
FIN-022
Escheat (Unclaimed money / uncashed checks) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 Finance /
General
Accounting
FIN-023 Fixed Assets - Annual Listing (Source Documents) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance /
General
Accounting
FIN-024
Investments / Arbitrage / Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) Maturity + 5
years
Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; Meets auditing standards; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900 Finance /
General
Accounting
FIN-025 2 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; GC §34090, CCP § 337 Finance /
General
Accounting
FIN-026
Reports, General Ledgers Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, etc.

When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Financial system can re-create reports accurately; GC §34090 Finance /
General
Accounting
FIN-027
Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Fixed Charge Special Assessment Report, Public Self Insurer Report (SIP Report), Street Report, etc. 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 Finance /
General
Accounting
FIN-028 Treasurer's Reports / Quarterly Budget Reports (to Council - Copies) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Meets auditing standards; GC §34090 PORTOLA VALLEY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 51 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

FINANCE / PAYROLL
Finance /
Lead Div. FIN-030 _Payroll Database / ERP Database (OpenGov) Indefinite - Minimum 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; meets municipal government auditing standards; Data Fields / Records are interrelated; GC §34090 Finance /
Payroll FIN-031
CalPERS Reports, Annual Valuation Reports, Actuarial Valuation Reports, Annual Employer Statements 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Most recent records are stored on CalPERS website; Department Preference; Retained to match other auditing periods; GC §34090 Finance /
Payroll FIN-032 Checks / Warrant Register Report - Payroll Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-033 Checks / Warrants - Cancelled - Payroll Only 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090, 26 CFR 31.6001-1 Finance /
Payroll FIN-034
DE-6, DE-7, DE-9 DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance /
Payroll FIN-035 Deferred Compensation (Town Statements) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Produced by Deferred Comp. Provider; GC §304090, 26 CFR 31.6001.1 Finance /
Payroll FIN-036 Payroll File (Deductions, etc.) Separation + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; (meets municipal government auditing standards); GC §34090 PORTOLA VALLEY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 52 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for Town-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion) Finance /
Payroll FIN-037 Payroll Reports (includes Leave Registers, time Transaction Reports, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; (meets municipal government auditing standards); GC §34090 Finance /
Payroll FIN-038 PERS Statements (Books) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Finance /
Payroll FIN-039 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to facilitate
grant audits or claim reimbursements; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090; 29 CFR 516.5 & 516.6(c); Finance /
Payroll FIN-040 W-2's 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 PORTOLA VALLEY, CA. ©1995 - 2023 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 53 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Human Resources, Risk Management)
Page HR-1
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

HUMAN RESOURCES
Human
Resources HR-001 Benefit Plan Documents (CalPERS, Dental, Vision, etc.) Duration of the Contract + 6 years Yes: For Duration of Contract Mag, Mfr, OD, Ppr S / I Yes: After QC & OD EEOC / ADEA (Age) requires 1 year after benefit plan termination; Federal law requires 6 years after filing date for retirement; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; 28 CCR 1300.85.1; GC §34090 Human
Resources HR-002
California Civil Rights Department (CRD) / Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention for personnel files; All State and Federal laws require retention until final disposition of formal complaint; State requires 4 years after "fully and finally disposed"; 2 CCR 11013(c); GC §§12946, 12960, 34090 Human
Resources HR-003
Classification / Reorganization Studies (for employee classifications and department structures) Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090 Human
Resources HR-004 Compensation Surveys & Studies Minimum 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090 Human
Resources HR-005
Contracts for Investigators (Employees Only -Town Manager retains Department Heads)Excludes Police Completion +
5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Statute of Limitations for contractual obligations is 4 years; CCP §§337. 337.1(a), 337.15, 343; GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 54 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Human Resources, Risk Management)
Page HR-2
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Human
Resources HR-007 Employee Investigations Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to match retention for personnel files; statute of limitations for EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years after all employment actions; 29 CFR 1602.31 & 1627.3(b)(1), GC §§12946, 12960, 34090; Human
Resources HR-008 Employment Verifications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Non-records, content is not substantive; GC §34090 et seq.

Human
Resources HR-009
Ethics Training Certificates, Harassment Training Certificates - Employees and Elected Officials / Councilmembers 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§ 3105, 12946, 12960, 34090;; 53235.2(b); 53237.2(b) Human
Resources HR-010 Grievances Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference to match retention for personnel files; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years after all employment actions; ; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; LC 1198.5; 26 CFR 31-6001-1; 53235.2(b); 53237.2(b) Human
Resources HR-011 I-9s Separation + 6 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 55 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Human Resources, Risk Management)
Page HR-3
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Human
Resources HR-012 Job Descriptions / Job Classification / Job Specifications Minimum Superseded + 4 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 4 years after all employment actions; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Human
Resources HR-013
Personnel Files - Employee File (Official Personnel File)Includes Application, Backgrounds, Discipline, Evaluations, Policy Acknowledgements, Employee's Oath of Office / Oath for Disaster Worker, PAF / Personnel Action Forms, 1095-C, 1094-C (Employer-Provided Health Insurance Offer and Coverage & Transmittal Form), DE-34 (Report of New Employees), W-4's, etc.) Separation + 6
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; W-4s are required four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. 26 CFR 31-6001-1; 29 CFR 1602.31 & 1627.3(b)(1), GC §§ 3105, 12946, 12960, 34090; LC 1198.5 Human
Resources HR-014
Personnel Files - Medical File Pre-employment Medical Clearances, ADA Accommodations, Fit for Duty, etc.

Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Medical Files for all employees are required to be maintained at least the duration of employment plus thirty (30) years; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 56 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Human Resources, Risk Management)
Page HR-4
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Human
Resources HR-015
Recruitment and Testing File / NeoGov DatabaseIncludes Advertisements, Applications for Unsuccessful Candidates, Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, Background Checks, etc.

Hiring
Decision + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years; EEOC / FLSA / ADEA (Age) requires 1-3 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14 et seq.2 CCR 11013(c); GC §§12946, 12960, 34090 Human
Resources HR-016 W-4's
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
IRS Regulation 31-6001-1 four years after the due date of such tax for the return period to which the records relate, or the date such tax is paid, whichever is the later. GC §34090; 26 CFR 31.6001-1 Human
Resources HR-017
Workers Compensation Claims / Long Term Disability Claims (Includes all Accident, Incident, or Injury Reports from Employees) Separation +
30 years OR
Deceased + 5
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090 Human
Resources HR-017.5
Workplace Violence – Hazard identification, evaluation, correction, incident logs, investigations, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD LC §6401.9(f), GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 57 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES
(Human Resources, Risk Management)
Page HR-5
Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

HUMAN RESOURCES / RISK MANAGEMENT
Human
Resources /
Risk
Management
HR-018 Claim for Damages / Claims Against the Town Final Resolution + 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S Yes: After QC & OD
Department Preference; Meets municipal government auditing standards; Statute of Limitations is 4 years; CCP §§337 et seq., 343; GC §34090, Human
Resources /
Risk
Management
HR-019 Insurance Policies - General Liability, Workers Compensation P Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Covers longest possible statute of limitations; CCP §337 et seq.; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i); GC §§ 911.2, 34090 Human
Resources /
Risk
Management
HR-020 Insurance Policies - Property, Fire, Theft, etc. Expiration + 4 years Yes: Until Paid Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Covers statute of limitations for contracts; CCP §337 et seq.; GC §34090 Human
Resources /
Risk
Management
HR-021 OSHA Citations and Inspections 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires 2 years; 8 CCR §3203(b)(1), OMB 1220- 0029; GC §34090; LC §6429c Human
Resources /
Risk
Management
HR-022 OSHA Logs - 200, 300, 301, 301A 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD OSHA requires 5 years; State law requires 2 years; 8 CCR 14300.33(a), 8 CCR §3203(b)(1), GC §34090.7; LC §6429c Human
Resources /
Risk
Management
HR-023 Property Damage Claims / Restitution 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; Meets municipal government auditing standards; GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 58 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

Information
Technology IT-001 Backups - DAILY, WEEKLY
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; GC §34090 et seq.

Information
Technology IT-002 Enterprise System Catalogue (Listing of Enterprise-wide Software, posted on line) When Superseded Yes Mag. GC §34090 et seq.

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

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

Information
Technology IT-004
UNALTERABLE MEDIA / IMMUTABLE CLOUD BACKUP / (WORM / DVD-r / CD-r / Blue Ray-R) or other unalterable media that does not permit additions, deletions, or changes P OD
For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); must be stored in a "safe and separate location"; GC 34090, 12168.7, EVC 1550, 2 CCR 22620 et seq.

Information
Technology IT-005
Video Recordings - Department Activity (Employees Performing Work, Cashiering, Building Security, etc.)See Town Clerk's schedule for Town Council Video Recordings 1 year Mag Records regular and ongoing operations; GC §34090.6 et seq, Information
Technology IT-006 Video Recordings - Public Areas / Public Activity When No Longer Required Mag Does not record regular and ongoing operations; GC §34090.6 et seq,

INFORMATION TECHNOLOGY
PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 59 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

PARKS & RECREATION
Parks &
Recreation P&R-001 _Recreation Activity Registration Database (CivicRec) Indefinite - Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Parks &
Recreation P&R-002
Activity / Special Programs / Event FilesChildren's Programs, Cultural Arts, Sports, Seniors, Filming, Theatre Programs etc.

Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Department preference; GC §34090
Parks &
Recreation P&R-003 Activity Guide / Class Guide / Program Guide (Final) Minimum 2 years Yes: During Class or Program Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 Parks &
Recreation P&R-004
Applications / Participants' Registration / Liability Forms / Release of Liability Forms / Photo Releases / Waivers of Liability / Permissions: Camps, Field Trips, Authorization to give Medicine, etc. 2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-005 Cultural Arts Committee - AGENDAS & STAFF REPORTS Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Parks &
Recreation P&R-006 Cultural Arts Committee - AUDIO or VIDEO RECORDINGS Minimum 2 years (Mag) Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7 Parks &
Recreation P&R-007 Cultural Arts Committee - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090(a)
Parks &
Recreation P&R-008 Evaluations / Surveys (Programmatic Evaluations of Recreation programs) When No Longer Required Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Content Not Substantive / Preliminary drafts / Transitory records; GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 60 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-2 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Parks &
Recreation P&R-009 Incident Reports 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-010 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090
Parks &
Recreation P&R-011
Park Facility Use Requests / Field Rentals / Facility Use Applications and Permits (Includes Insurance Certificates and ABC Permits where appropriate) 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
GC §34090 et. seq.

Parks &
Recreation P&R-012 Parks & Recreation Committee - AGENDAS & STAFF REPORTS Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Parks &
Recreation P&R-013 Parks & Recreation Committee - AUDIO or VIDEO RECORDINGS Minimum 2 years (Mag) Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7 Parks &
Recreation P&R-014 Parks & Recreation Committee - MINUTES P Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090(a)
Parks &
Recreation P&R-015 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD GC §34090 Parks &
Recreation P&R-016 Schedules / Hours (classes and staff) When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes: After
QC'd &
OD
Content not substantive; Preliminary drafts not retained in the ordinary course of business; GC §34090 Parks &
Recreation P&R-017 Trails & Paths Committee - AGENDAS & STAFF REPORTS Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Page 61 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: PARKS & RECREATION Page P&R-3 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Parks &
Recreation P&R-018 Trails & Paths Committee - AUDIO or VIDEO RECORDINGS Minimum 2 years (Mag) Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7 Parks &
Recreation P&R-019 Trails & Paths Committee - MINUTES P Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090(a)
Parks &
Recreation P&R-020 Volunteer Committee - AGENDAS & STAFF REPORTS Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Parks &
Recreation P&R-021 Volunteer Committee - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090(a)
PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 62 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING (Building, Code Compliance, Planning)
Page P&B-1
Office of Record
(OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

BUILDING & SAFETY
Lead Dept. P&B-001 _Permit Database (Basic Gov) Indefinite (Perm) Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - Data is interrelated; GC §34090, H&S §19850 Building & Safety P&B-002 Activity Reports
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business (Reports can be re-run from the database); GC §34090 Building & Safety P&B-003 Address Files / Building Permits P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090, H&S §19850
Building & Safety P&B-004
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Law requires for the life of the building for commercial and common interest dwellings only; CBC 104.7 & 107.5, H&S§19850, GC §34090 Building & Safety P&B-005 Building Plans - Cancelled or Withdrawn Upon
Cancellation
or withdrawal
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090 Building & Safety P&B-006 Building Plans - Expired P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; CBC §104.7; H&S§19850, GC §34090 Building & Safety P&B-007 Building Plans - Finalled - TENANT IMPROVEMENTS P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Law requires for the life of the building for commercial and common interest dwellings only; CBC 104.7 & 107.5, H&S§19850, GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 63 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING (Building, Code Compliance, Planning)
Page P&B-2
Office of Record
(OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Building & Safety P&B-008 Building Plans - Finalled - SINGLE FAMILY RESIDENTIAL SFR and APPURTENANCES P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; State law requires plans need not be filed for dwellings less than 2 stories, garages & appurtenances, farms/ranches, 1-story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090 Building & Safety P&B-009 California Building Codes / Uniform Building Codes Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §50022.6
Building & Safety P&B-010 Certificate of Occupancy (CofO) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Building & Safety P&B-011
Copyright Release Forms / Requests & Permissions to Receive Copies of Plans (to and from Architects) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
Building & Safety P&B-012 Correction Notices - Building Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference (Preliminary Drafts); GC §34090 Building & Safety P&B-013 Energy Calculations
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference (Preliminary Drafts); GC §34090 Building & Safety P&B-014 Geotechnical and Soils Reports / Structural Reports (all) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Building & Safety P&B-015 Plan Check Comments
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After QC & OD Department Preference (Preliminary Drafts); GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 64 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING (Building, Code Compliance, Planning)
Page P&B-3
Office of Record
(OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Building & Safety P&B-016 Stop Work Notices
Minimum
When Permit
is Finalled
Mag,
Mfr, OD,
Ppr
S/I Yes: After QC & OD Department Preference (Preliminary Drafts); GC §34090 Building & Safety P&B-017 Structural Calculations P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090

CODE COMPLIANCE
Code
Compliance P&B-018
Code Enforcement / Abatement Case Files (Includes Citations, Notice of Violations, Photos, and Code Enforcement Complaint Letters) Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I Yes: After QC & OD Department preference; GC §34090 Code
Compliance P&B-019 Hearing Officer Determinations / Appeals of Code Enforcement Actions Minimum 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD GC §34090 Code
Compliance P&B-020 Short-Term Rental Complaints & Violations Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference GC §34090 Code
Compliance P&B-021 Short-Term Rental Registrations
Upon
Change of
Ownership of
Property -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference (registrations have no expiration); GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 65 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING (Building, Code Compliance, Planning)
Page P&B-4
Office of Record
(OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

PLANNING
Planning P&B-022
Planning Projects - Discretionary & Ministerial - Approved Permanent Entitlements & Permits(Includes Associated CEQA Noticing, Conditions of Approval, Environmental Determinations, Staff Reports, Plans, Soils Reports, Uniform Development Application, etc.) Examples: Conditional Use Permits (CUPs)Density BonusDevelopment PermitGeneral Plan / General Plan AmendmentsLot Line AdjustmentPlan DevelopmentsSpecific PlanTentative Subdivision Maps / Parcels MapsUse PermitsVariance Zoning Clearance Zoning Ordinance / Updates P Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090, 34090.7 Planning P&B-023 Advanced Planning / Long Range Planning / Project Implementation (Final Documents only) P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Planning P&B-024 Aerial Photographs (Historical) P Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 66 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING (Building, Code Compliance, Planning)
Page P&B-5
Office of Record
(OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Planning P&B-025 Annexations / Boundaries / Consolidations / LAFCO P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Census Bureau P&B-026 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD (Non-Records - Census Bureau is OFR) Planning P&B-027
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA - Where Planning is the LeadCorrespondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (2020) 53 Cal.App.5th 733; PRC 21167,6; GC §34090 Planning P&B-028
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, Notice of Exemption (NOE), etc.) / CEQAInside Town boundaries - Where Planning is the Lead P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Usually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090 Planning P&B-029
General Plan, Elements and Amendments / Master Plans, Specific Plans, Land Use Plans and Amendments; General Plan Interpretations P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Planning P&B-030 Historic Resources Committee - AGENDAS & STAFF REPORTS Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Page 67 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING (Building, Code Compliance, Planning)
Page P&B-6
Office of Record
(OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Planning P&B-031 Historic Resources Committee - AUDIO or VIDEO RECORDINGS Minimum 2 years (Mag) Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7 Planning P&B-032 Historic Resources Committee - MINUTES P Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090(a)
Planning P&B-033 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Planning P&B-034 Materials Boards
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Preliminary drafts not retained in the ordinary course of business; GC §34090 Planning P&B-035 Open Space Committee - AGENDAS & STAFF REPORTS Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Planning P&B-036 Open Space Committee - AUDIO or VIDEO RECORDINGS Minimum 2 years (Mag) Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7 Planning P&B-037 Open Space Committee - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090(a)
Planning P&B-038 Planning Commission - AGENDAS & STAFF REPORTS Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq. Planning P&B-039 Planning Commission - AUDIO or VIDEO RECORDINGS Minimum 2 years (Mag) Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 68 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: PLANNING & BUILDING (Building, Code Compliance, Planning)
Page P&B-7
Office of Record
(OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Planning P&B-040 Planning Commission - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090(a)
Planning P&B-041 Temporary Permits (Approved & Unapproved) Banner Permits, Tree Removal Permit, etc. Expiration + 2 years Yes: During Event Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Planning P&B-042 Zoning Clearance Forms / Zoning Verification Letters P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Planning P&B-043 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Planning P&B-044 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference (copies); GC §34090.7 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 69 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Equip Maint. & Fleet, Park Maint., Stormwater / NPDES, Street Maint.) Page PW-1
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

ADMINISTRATION / ENGINEERING (CIP, Land Development)
Public Works /
Admin. /
Engineering
PW-001 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Admin. /
Engineering
PW-002 Bicycle, Pedestrian, and Traffic Safety Committee - MINUTES P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(a) Public Works /
Admin. /
Engineering
PW-003 Bicycle, Pedestrian, and Traffic Safety Committee - AUDIO or VIDEO RECORDINGS Minimum 2 years (Mag) Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7 Public Works /
Admin. /
Engineering
PW-004 Bicycle, Pedestrian, and Traffic Safety Committee - AGENDAS & STAFF REPORTS Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Public Works /
Admin. /
Engineering
PW-005
Capital Improvement Projects (CIP): Administration File Project Administration, Certified Payrolls, Certificate of Compliance, Construction Manager's Logs, Correspondence, Costs, Estimates, Daily Inspections, Insurance Certificates, Preliminary Notices, Project Schedules, Public Relations, Meeting Agendas & Minutes, Monthly Reports, Notices, Real Estate Appraisals, RFIs / RFQs , Safety. SWPPP / WPCP, etc.

Completion +
10 years or
After Funding
Agency Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; s; CCP §337 et. seq., GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 70 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Equip Maint. & Fleet, Park Maint., Stormwater / NPDES, Street Maint.) Page PW-2
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Public Works /
Admin. /
Engineering
PW-006
Capital Improvement Projects (CIP): Permanent File Plans, RFP / Specifications & Addenda, Successful Proposal, Change Orders, EIRs, Negative Declarations, Categorical Exemptions, Materials Testing Reports, Grading Permits, Hazardous Materials, Notice of Completion, Photos, Record Drawings Soils Reports, Studies, Submittals, Surveys, etc.

P Yes: Until Completed Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; retained for disaster preparedness purposes; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); CCP §337 et. seq., GC §34090 Public Works /
Admin. /
Engineering
PW-007
Drawings, Maps, and Record Drawings, LargeFormat Drawings, Survey Record Maps, Capital Improvement Project "As-Built" P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Drafts should be destroyed; GC §34090 Public Works /
Admin. /
Engineering
PW-008
Encroachment Permits: Temporary (Excavation, Street Permits, Temporary Construction, Sidewalk Repairs, Street Cuts, Traffic Control, Transportation Permits, Utility Cuts (Installation & Patching), etc.)Includes Insurance Certificates Expiration +
2 years
Yes: Until
Completion Mag, Ppr S / I Yes: After QC & OD GC § 34090 Public Works /
Admin. /
Engineering
PW-009
Encroachment Permits: Permanent (Structures in the Town's Right of Way, Retaining Walls, etc.)Includes Insurance Certificates P Yes: Until Completion Mag, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Admin. /
Engineering
PW-010
Engineering Studies / Surveys (Public Right-ofWay) - Geotechnical and Soil Reports / Hydrology Reports / Preliminary Studies / Project Assessments P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 71 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Equip Maint. & Fleet, Park Maint., Stormwater / NPDES, Street Maint.) Page PW-3
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Public Works /
Admin. /
Engineering
PW-011
Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) / CEQA - Where Engineering is the LeadCorrespondence and staff notes that provide insight into the project or the agency’s CEQA compliance with respect to the project Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Not all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (2020) 53 Cal.App.5th 733; PRC 21167,6; GC §34090 Public Works /
Admin. /
Engineering
PW-012
Private Development: Administrative Records
Construction Inspections, Photos, Progress Meetings, Project Schedules, etc.

Completion +
10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After QC & OD
Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §§337. 337.1(a), 337.15, 343; GC §34090 Public Works /
Admin. /
Engineering
PW-013
Private Development: Permanent Records Abandonments, Certificate of Acceptance / Approval (copy), Dedications, Deeds (copies) Drainage, Driveway, Easements (copies), Geotechnical and Soil Reports / Hydrology Reports, Private Lab Verifications, Testing Lab Final Reports, Rights of Way (copies), Studies, Reports, etc.

Page 72 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Equip Maint. & Fleet, Park Maint., Stormwater / NPDES, Street Maint.) Page PW-4
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Public Works /
Admin. /
Engineering
PW-016 Public Works Committee - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090(a)
Public Works /
Admin. /
Engineering
PW-017 Subdivision Maps / Parcel Maps P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Admin. /
Engineering
PW-018 Surveys, Record of Survey P Yes (all)
Mag,
Mfr, OD,
Ppr
S/I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Admin. /
Engineering
PW-019 Traffic Calming Requests (Speed Humps, etc.) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Police or Cal
Trans PW-020 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD copies; GC §34090.7
Public Works /
Admin. /
Engineering
PW-021 Traffic Counts / Traffic Studies 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Admin. /
Engineering
PW-022 Traffic Speed Surveys 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Admin. /
Engineering
PW-023 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Admin. /
Engineering
PW-024 Transportation Plans / Master Plans P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090

PUBLIC WORKS / EQUIPMENT MAINTENANCE & FLEET
Public Works /
Lead Div. PW-025 BAAQMD Permits - for Generators, etc. Issue Date + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 40 CFR 70.6; GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 73 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Equip Maint. & Fleet, Park Maint., Stormwater / NPDES, Street Maint.) Page PW-5
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Public Works /
Equip. Maint. &
Fleet
PW-026
Fleet - Pre-Trip Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090; 13 CCR 1234(c)
Public Works /
Equip. Maint. &
Fleet
PW-027
Fleet - Vehicle & Equipment History FilesMaintenance, Brakes, Smog Certificates, etc.

Disposal of
Vehicle or
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3; CCP §337 et. seq., 3 CCR 1234(f); GC §34090 Public Works /
Lead Div. PW-028 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD BAAQMD Rule 1470; Form 400–E–13a instructions; GC §34090 Public Works /
Lead Div. PW-029 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.) Expiration of Certificate or Permit Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et. seq.

Public Works /
Lead Div. PW-030
Safety Data Sheet (SDS) / Material Safety Data Sheet (MSDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Previous SDS / MSDS may be obtained from a service; SDS / MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090

PUBLIC WORKS / PARK MAINTENANCE
Public Works /
Lead Div. PW-031 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq.

Page 74 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Equip Maint. & Fleet, Park Maint., Stormwater / NPDES, Street Maint.) Page PW-6
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Finance or Town
Clerk PW-032 Playground Equipment Maintenance - Contract to Town Clerk, invoices are sent to Finance Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090.7
Public Works /
Park Maint. PW-033 Tree Maintenance - Park Trees Only Trimming, Arborists Reports (Town-owned trees) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Division
Providing
Service / Work
PW-034
Work Orders / Service Requests - CRM / CMMS DATABASE (Computerized Maintenance Management System)
Indefinite
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data is interrelated; GC §34090 Division
Providing
Service / Work
PW-035
Work Orders / Service Requests - All Information Entered in CRM / CMMS Database(Paper drafts) When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 Division
Providing
Service / Work
PW-036
Work Orders / Service Requests - NOT entered
in CRM / CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Town Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090

PUBLIC WORKS / STORMWATER (NPDES)
Public Works /
Stormwater PW-037 Stormwater Illicit Discharges 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Required for a minimum of 3 years; 40 CFR 122.41(j)(2); SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 Public Works /
Stormwater PW-038 Stormwater: NPDES Annual Reports 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; Federal mandate is 3 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 75 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Equip Maint. & Fleet, Park Maint., Stormwater / NPDES, Street Maint.) Page PW-7
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Public Works /
Stormwater PW-039 Stormwater: NPDES Permits / MS-4 Permits Expiration + 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Federal mandate is 3 years; SWRCB Order 2006-03; 40 CFR §§122.21, 122.41, 122.44; GC §34090

PUBLIC WORKS / STREET MAINTENANCE
Public Works /
Lead Div. PW-040 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et. seq.

Finance or Town
Clerk PW-041
Sidewalk Maintenance: Surveys, Grinding, Ramping (contracted - Contract to Town Clerk, invoices are sent to Finance Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090.7
Public Works /
Street Maint. PW-042
Tree Maintenance - Street Trees Only Trimming, Arborists Reports (Town-owned trees) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Lead Div. PW-043 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department preference; entered into DigAlert Software; the Excavator, Operator and the Regional Notification Cetner all have an obligation to retain for 3 years; GC §§4216.2(f); GC §34090 Division
Providing
Service / Work
PW-044
Work Orders / Service Requests - CRM / CMMS DATABASE (Computerized Maintenance Management System)
Indefinite
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Data is interrelated; GC §34090 Division
Providing
Service / Work
PW-045
Work Orders / Service Requests - All Information Entered in CRM / CMMS Database(Paper drafts) When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Preliminary drafts (the database is the original); GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 76 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Equip Maint. & Fleet, Park Maint., Stormwater / NPDES, Street Maint.) Page PW-8
Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

Division
Providing
Service / Work
PW-046
Work Orders / Service Requests - NOT entered in CRM / CMMS Database (or partial information entered into CMMS Database)(Division providing service retains originals; Division requesting service is considered a copy) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Town Preference; CCP §§338 et seq., 340 et seq., 342, GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 77 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: SUSTAINABILITY Page SUS-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

SUSTAINABILITY
Sustainability SUS-001
Solid Waste Recycling / AB 939 Compliance / SB 1383 Compliance (Organic Waste Collection and Recycling) . CalRecycle Annual Waste Diversion Report / Measure D annual report / Form 303 report (HHW report) / CalREcycle Used Oil report / CalREcycle Bottles & Cans report, etc. 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; SB 1383 compliance is required for 5 years 14 CCR § 18995.2; GC §34090 Sustainability SUS-002 Solid Waste Tonnage Reports / Statistics 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090Sustainability SUS-003 Solid Waste: Construction Waste Management 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Sustainability SUS-004 Sustainability Committee - AGENDAS & STAFF REPORTS Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Sustainability SUS-005 Sustainability Committee - AUDIO or VIDEO RECORDINGS Minimum 2 years (Mag) Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7Sustainability SUS-006 Sustainability Committee - MINUTES P Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090(a) Sustainability SUS-007 Sustainability Events, Outreach Programs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 PORTOLA VALLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 78 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-1 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Town Clerk TC-001 Agenda Packets - Town Council P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Town Clerk TC-002
Agenda Packets - Selected CommitteesEmergency Preparedness Committee, Geologic Safety Committee, Nature & Science Committee, Race & Equity Committee, Wildfire Preparedness Committee Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Town Clerk TC-003 Articles of Incorporation P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Town Clerk TC-004 Board & Commission / Committee Applications (All, whether appointed or not) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Town Clerk TC-005 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Town Clerk TC-006
FPPC Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL 7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC Town maintains original statements; GC §81009(d)(e)(f)&(g) Town Clerk TC-007 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After QC Must post on website; GC §81009(e) Town Clerk TC-008 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After QC Should post on website for 4 years; GC §81009(e) Town Clerk TC-009 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After QC GC §81009(e)Town Clerk TC-010 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After QC Must post on website; 2 CCR 18702.5(b)(3); GC §34090; GC §81009(e)

Page 79 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-2 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Town Clerk TC-011
Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC GC §81009(b)&(g)
Town Clerk TC-012
Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC GC §81009(b)&(g)
Town Clerk TC-013
Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH Town CLERK (copies) 4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC GC §81009(f)&(g)
Town Clerk TC-014
Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled) 7 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC GC §81009(c)&(g)
Town Clerk TC-015
Candidate File: Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc. - SUCCESSFUL CANDIDATES Term of
Office + 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD CA law states term of office and 4 years after the expiration of term for Nomination Papers; EC §17100 Town Clerk TC-016
Candidate File: Nomination Papers, Candidate Statement Forms, Ballot Designation Forms, etc. - UNSUCCESSFUL CANDIDATES Election + 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department Preference; CA law states term of office and 4 years after the expiration of term for Nomination Papers; EC §17100 Town Clerk TC-017
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence, Applications to fill a Vacancy on the Town Council, Planning Commission, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, Polling Locations and Precinct Board Members, Notices, Postings, etc.) Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090
Town Clerk TC-018
Elections - HISTORICAL Files (Copies of Sample Ballot, Copy of Resolution Declaring Results, etc.) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090

ELECTIONS (CONSOLIDATED)
PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 80 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-3 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Town Clerk TC-019 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT Results + 8 months Ppr Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 Town Clerk TC-020 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT Final
Examination
+ 1 year
after
petition
examination
Ppr
Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 (End of Elections Section)
Town Clerk TC-021 Ethics Certificates for Town Council, Board and Commission Members & Employees 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §§ 3105, 12946, 34090;; 53235.2(b); 53237.2(b) Town Clerk TC-022
Historical Records, Photographs, & Historical Projects (e.g. Town Anniversaries, Incorporation, Town Seal, Awards of significant historical interest, Grand Openings, etc.) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD
Town Clerk determines historical significance; records can address a variety of subjects and media. Some media (e.g. audio and video tape) may be limited because of the media's life expectancy; GC §34090 Town Clerk TC-023
Insurance Certificates - Those that cannot be matched to a specific agreement or contract, and DOES NOT have a current agreement / contract with the Town When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Not a Town record
Town Clerk TC-024
Insurance Certificates - Those that cannot be matched to a specific agreement or contract, and MAY have a current agreement / contract with the Town 11 years
Yes:

Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD
Longest Statute of Limitations is 10 years; Conforms with Agreement Retention (usually filed with agreement); CCP §337 et seq.; GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 81 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-4 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Town
Attorney TC-025 Lawsuits / Litigation
Final
Resolution
+ 5 years
Yes: Until
Settlement
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD
Department Preference; Meets municipal government auditing standards; Statute of Limitations is 4 years; CCP §§337 et seq., 343; GC §34090, Town Clerk TC-026 Minutes: Town Council P
Mag,
Mfr, OD,
Ppr
S / I No GC §34090(e)
Town Clerk TC-027
Minutes: Selected Committees - Emergency Preparedness Committee, Geologic Safety Committee, Nature & Science Committee, Race & Equity Committee, Wildfire Preparedness Committee P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Department preference; GC §34090 Town Clerk TC-028
Oath of Office / Appointments: Town Council, Commission & Committee Members, Employees Separation
+ 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD
Department Preference; Statute of Limitations: Public official misconduct is discovery of offense + 4 years, GC §§36507, 34090; PC §§801.5, 803(c); 29 USC 1113 Town Clerk TC-029 Ordinances P
Mag,
Mfr, OD,
Ppr
S / I No GC §34090(e)
Town Clerk TC-030 Public Records Requests / Subpoenas Duces Tecum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Town Clerk TC-031
Recorded Documents / Real Property: Deeds, Easements, Right of Ways, Abandonments / Vacation, Liens / Lien Releases P
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD GC §34090(a)
Town Clerk TC-032 Recordings: Audio or Video of Town Council Meetings Minimum 10 years (Mag) Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 82 of 120 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: TOWN CLERK Page TC-5 Office of
Record
(OFR)
Retention No. Records Description Total Retention Vital? Media Options Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Town Clerk TC-033
Recordings: Audio or Video of Selected Committee Meetings - Emergency Preparedness Committee, Geologic Safety Committee, Nature & Science Committee, Race & Equity Committee, Wildfire Preparedness Committee Minimum 10
years (Mag)
Department preference; Audio Required for 30 days; GC §54953.5(b); video recordings of meetings are required for 90 days; GC §34090.7 Town Clerk TC-034
Records Destruction Authorization Forms & Certifications / Authorization to Update Records Retention Schedules (All Departments) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC'd & OD Department preference; GC §34090 Town Clerk TC-035
Resident Petitions (submitted to Council on any subject - Dog Parks, Parking, Pickleball Courts, Traffic Calming, etc.)See Elections for Initiative, Recall or Referendum Petitions 1 year
Mag,
Mfr, OD,
Ppr
S / I Yes: After QC & OD Law requires 1 year for petitions; GC §50115 Town Clerk TC-036 Resolutions: Town Council P
Mag,
Mfr, OD,
Ppr
S / I No GC §34090(e)
Town Clerk TC-037 Vehicle Titles ("Pink Slips") Sale or Disposal Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Given to Auction House / New Owner; GC §34090 PORTOLA VALLEY, CA. ©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Page 83 of 120 ends

Ver. 1.0 RECORDS RETENTION SCHEDULE: TOWN MANAGER Page TM-1 Office of
Record (OFR) Retention No. Records Description Total Retention Vital? Media Options Image:

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

TOWN MANAGER
Town Manager TM-001
Legislative Advocacies, Support or Opposition to proposed Federal or State Legislation Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC §34090
Town Manager TM-002 Project Files / Subject Files (Subject will change over time) Minimum 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Finance TM-003 Travel Records / Expense Reports
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
GC §34090.7
PORTOLA VALLEY, CA. ©1995 - 2025 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Page 84 of 120 ends

HOW TO USE RETENTION SCHEDULES
©1995-2025 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained.

Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required.

The term “records” shall include all records as defined by the California Public Records Act.

STRUCTURE: TOWN-WIDE, DEPARTMENTS & DIVISIONS
The Town-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the Town-wide retention schedule, or look in the index to the schedules (provided after approval.)

BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the Town with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free office space and computer storage space
• Reduce the cost of records storage – paper and electronic • Eliminate duplication of effort within the Town
• Find records faster
• Determine what media should be used to store records
AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records):

Destruction or deletion of an official (original) record that has exceeded its retention period must be authorized prior to destruction or deletion.
• If there is a minimum retention (“Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record.

Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”
• If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive.

On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).”

Page 85 of 120 ends

Form RM-1: RECORDS DESTRUCTION AUTHORIZATION FORM
The records listed below (or on the attached list) are scheduled to be destroyed, as indicated on the Records Retention Schedule.

The records are not the subject of any claim, litigation, investigation, or audit. (List records here, or attach a list)
File # Records Description From
(Start Date)
To
(End Date)
Box # Retention
#
Retention
Period
Check one option for destruction:
 Shredding is Required (Records contain private information) OR  Recycle (Records do NOT contain private information)
_________________________________ ___________________________ Employee Preparing Form Date

DOCUMENTS HAVE BEEN REVIEWED AND APPROVED FOR DESTRUCTION _________________________________ ___________________________ Department Head / Division Manager Date
_________________________________ ___________________________ Town Clerk Date
_________________________________ ___________________________ Town Attorney Date
Return this form to the Town Clerk’s Office following approval (they coordinate the destruction arrangements) --------------------------------------------------------------------------------------------------------------------------------------- (Complete after destruction has been performed, if done by Town Clerk Staff. If destruction is performed by a commercial vendor, have them provide you with a certificate.) I HEREBY CERTIFY that the items listed above have been destroyed in accordance with Town policies and procedures:
______________________________ ___________________________ Employee Performing Destruction Date
Return this form to the Town Clerk department after completed

Page 86 of 120 ends

RESOLUTION NO. 2 6 8 8 - 2016

A RESOLUTION OF THE TOWN COUNCIL OF THE

TOWN OF PORTOLA VALLEY ADOPTING A

RECORDS RETENTION SCHEDULE
WHEREAS, the destruction of certain public records is authorized by State law in Government Code sections 34090, et seq.: and
WHEREAS, a system for the retention of documents and the regular scheduling of destruction of records and working papers that are no longer needed for administrative, legal, fiscal, historical, or research purposes is deemed appropriate; and
WHEREAS, the Town Clerk is responsible for the overall Town Records Management Program; and
WHEREAS, the Town Attorney has reviewed and approved the proposed Records Retention Schedule.

NOW, THEREFORE, the Town Council of the Town does RESOLVE as follows:

1. The Council hereby authorizes the Town Manager to maintain and destroy records in accordance with Retention Schedule, attached hereto and incorporated herein by reference, subject to the written approval of the Town Attorney prior to any proposed destruction ( as required by State law).

2. Any exceptions for destroying records that are not in accordance with the approved Retention Schedules are subject to approval by the Town Council.

3. The Town Council determines that the Retention Schedule be reviewed annually by the Town Clerk and proposed changes be approved by the Town Council.

PASSE
ND ADOPTED this 23rd day of March, 2016.
7"---
w. ..,, By. v
Mayor 1 _
J
ATTEST:

Town Clerk
I
ATTACHMENT 3

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ATTACHMENT 3

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#2 and #6
There are no written materials for the above Agenda items

Page 120 of 120 ends

Portola Valley City CouncilApril 23, 2025

Portola Valley City Council
April 23, 2025