Agenda packet — San Carlos City Council, February 28, 2022 (part 1 of 3)

1 CITY OF SAN CARLOS
City Council/Successor Agency to the
Redevelopment Agency/Housing Authority
Regular Meeting

February 28, 2022 7:00 P.M.

CONDUCTED REMOTELY
www.cityofsancarlos.org
AGENDA
In accordance with Assembly Bill 361, this meeting will be held by teleconference, and there will not be a physical location from which the public may attend. The public will have access to remotely observe the meeting and address the Council as outlined below.

Observe the Meeting Live:
- Zoom. https://us02web.zoom.us/j/88256140939; or call 1-669-900-9128 and enter the Meeting ID #: 882 5614 0939
- Meeting Webportal. www.sancarlosca.iqm2.com
- Local TV. Comcast Channel 27 and AT&T Uverse Channel 99

Provide Public Comments:

If you plan to make a public comment, please observe the meeting via Zoom (see above access information), and during the public comment period for the agenda item you wish to address, use the “raise hand” feature. If joining by phone, press *9 to “raise hand”.

MAYOR: Sara McDowell
COUNCIL: Ronald Collins, John Dugan, Laura Parmer-Lohan, Adam Rak

1. CALL TO ORDER

2. PLEDGE OF ALLEGIANCE

3. CHANGES TO THE ORDER OF THE AGENDA

4. COUNCIL COMMUNICATIONS AND ANNOUNCEMENTS
Council Communications and Announcements are brief items from members of the City Council regarding upcoming events in the community and correspondence that they have received. They are informational in nat ure and no action will be taken on these items at this meeting.

2 5. PUBLIC COMMENT
Persons wishing to address the City Council on matters NOT on the posted agenda may do so.

Each speaker is limited to two minutes. If there are more than five individual s wishing to speak during public comment, the Mayor may choose to allow the first five speakers to speak during this time, and the balance of the Public Comment speakers will be called upon at the end of the Council Meeting.

If the item you are speaking o n is not listed on the agenda, please be advised that the City Council may briefly respond to statements made or questions posed as allowed under the Brown Act (Government Code Section 54954.2). The City Council's general policy is to refer items to staff for attention, or have a matter placed on a future City Council agenda for a more comprehensive action or report and formal public discussion and input at that time.

6. CONSENT CALENDAR
a. Motion to Waive Reading of All Ordinances.
b. Approve Minutes of January 21, 2022 City Council Special Meeting. c. Approve Minutes of January 24, 2022 City Council Regular Meeting. d. Adopt a Resolution Updating the City's Records Retention Schedule. e. Accept the Investment Report for the Second Quarter of Fiscal Year 2021-22. f. Accept the Financial Report for the Second Quarter of Fiscal Year 2021-22. g. Adopt a Resolution Accepting the New Burton Park Batting Cages Project C2001; and Authorizing the Public Works Director to Issue and Record a Notice of Completion.
h. Adopt a Resolution Authorizing the City Manager to Execute a One-Year Extension to the Agreement with Secureworks, Inc. for Managed Security Services (Firewall Services) Not to Exceed $20,000.
i. Adopt a Resolution Authorizing Adjustments to the City of San Carlos Cost of Services Schedule (“User Fees”) for Fiscal Year 2021-22 Updating Vendor Fees Associated with Community Events.
j. Adopt a Resolution Authorizing the City Manager to Enter into a Professional Services Agreement with RRM Design Group for Consulting Services to Prepare a Downtown Specific Plan Consistent with the City Council’s Downtown Strategic Objective in an Amount Not to Exceed $983,315.
k. Adopt a Resolution Approving Professional Services Agreements for On-Call Civil Engineering, Geotechnical Engineering and Special Testing and Inspection, and Traffic and Transportation Engineering for One-Year with an Option for Two (2) One-Year Extensions in a Total Annual Not-To-Exceed Amount of $3,800,000; and Authorizing the City Manager to Execute the Associated Agreements.
l. Adopt a Resolution Authorizing the City Manager to Execute an Agreement and Appropriate Funds from the General Capital Projects Fund 0025 ("Fund 25") to Prepare Objective Design and Development Standards for Single-Family, Multi- Family and Mixed-Use Residential Projects at a Cost Not to Exceed $305,095 with MIG.
3 7. REPORTS TO COUNCIL
Reports to Council are updates on key City projects by City staff and City Council Subcommittees. They are informational in nat ure, and no action will be taken on these items at this meeting.
a. Receive an Update from the Center for Age Friendly Excellence (CAFE) and San Carlos Age-Friendly Task Force on Age-Friendly Community Initiative. (Verbal Only)

8. STUDY SESSION
a. Discuss Below Market Rate Ordinance and Provide Direction to Staff Regarding Possible Amendments to Municipal Code Chapter 18.16: Affordable Housing Programs.
b. Discuss the City's Beekeeping Regulations and Administrative Policy and Provide Direction on Recommended Updates or Changes to Staff.

9. NEW BUSINESS
a. Consideration of Introducing an Ordinance Repealing San Carlos Municipal Code Chapter 8.27 - Disposable Food Service Ware and Adopting a New Chapter 8.27 - Disposable Food Service Ware, Regulating the Use of Disposable Food Service Ware by Food Facilities to Align with New State Laws.

10. AGENDA SETTING
Items discussed in this Agenda Setting Section will be considered by the Council for placing on a future agenda. No action will be taken on these items at this meeting.

11. ADJOURNMENT

Any writings or documents provided to a majority of the City Council regarding any item on this agenda will be made available for public inspection upon request.

In compliance with the Americans with Disabilities Act and Title VI, if you need special assistance or translation services to participate in this meeting, please contact the City Clerk’s Office at (650) 802 -4222 or via email at [email protected]. Notification in advance of the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.

January 21, 2022 1

San Carlos City Council/Successor Agency to the
Redevelopment Agency/Housing Authority Special Meeting
Conducted Remotely in Accordance with Assembly Bill 361 January 21, 2022, 8:30 AM

MINUTES

ROLL CALL
City Council Present: Sara McDowell, Mayor
Ronald Collins, Councilmember
John Dugan, Councilmember
Laura Parmer-Lohan, Councilmember
Adam Rak, Vice Mayor

Staff Present: Adam Aronson, Economic Development and Housing Manager Kristina Bell, Police Captain
Nil Blackburn, Assistant City Manager
Lou Duran, Public Works Superintendent
Will Hoch, IT Manager
Anna Kertel, Recreation Supervisor
Grace Le, City Engineer
Jenny Liu, Sr. Management Analyst
Steven Machida, Public Works Director
Jeff Maltbie, City Manager
Andrea Mardesich, Principal Planner
Rebecca Mendenhall, Administrative Services Director
Tyler Muela, Recreation Supervisor
Crystal Mui, City Clerk
Jess Meyers, Administrative Sergeant
Nekaya Nachmann, Executive Assistant
Amy Newby, Parks & Recreation Director
Lisa Porras, Planning Manager
Dave Pucci, RWCFD Deputy Fire Chief
Angie Rodriguez, Human Resources Manager
Greg Rubens, City Attorney
Al Savay, Community Development Director
Wendy Schettino, Recreation Supervisor
Carrie Tam, Financial Services Manager
Chris Valley, Building Official

1. CALL TO ORDER

The meeting was called to order at 8:30 AM by Mayor McDowell.

2. PLEDGE OF ALLEGIANCE

The Pledge of Allegiance was led by Mayor McDowell.

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3. PUBLIC COMMENT

Jerry Carlson commented that San Carlos road conditions are not good and need to be addressed.

4. STUDY SESSION

Set Retreat Context
City Manager Jeff Maltbie and Mayor Sara McDowell commenced the Strategic Retreat.

Warm Up Exercise – Accomplishments and Difficulties
All participants shared a top City accomplishment in 2021 and one t hing they’re most concerned about. Many outstanding accomplishments were expressed and there were many overlapping themes, including but not limited to the ability of Council and staff to work together productively and the ability of the entire organizatio n to pivot effectively in response to the challenges and disruptions from COVID. Shared concerns included the health and well-being of the community and staff during these difficult times.

Mission, Vision and Values
No changes were needed for the Mission and Vision, but Council requested the following changes to the Core Values:
 Incorporate “concern for the well-being of the community”  Convey “proactivity” in the value about protecting the environment

Council recessed at 10:13 AM and reconvened at 10:23 AM.

2021 Strategic Plan Review and Update
Staff provided Council with a high -level update on each of the 2021 goals. Council discussed the goals and provided the below direction and feedback:

Goal: Downtown - Keep as a strategic goal for 2022

Key Interests/Comments:
 Include the expanded geographic area
 Add a medium -term objective to this workplan that deals with key issues associated with the currently “temporary” street closure (e.g. safety, access, cleanliness, vector control, and help for non -restaurant retailers and service providers such as assigned parking spots, etc.)
 Consider adding fees for parklets
 Add street closure into the plan
 Consider how the expanded downtown will impact/ interface with the Housing Element update

Goal: Eastside Planning Initiative

Action:

1. Move Eastside Planning Initiative goal below the waterline

2. Add a new goal for 2022 - Harbor Industrial District Specific Plan

3. Add a Parking Lot item for 2023 – Industrial Arts District

Key Interests/Comments:
 Signal to the Commu nity that the Harbor Industrial District Planning Initiative is next, even though detailed work may not take place this year.

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 Keep the C ouncil informed about progress, changes, etc. regarding Eastside Planning Initiative
 Council is interested in the rela tionship of the Harbor Industrial District Planning to the Housing Element and the Downtown Plan
 Provide Council with regular updates on the Economic Development Plan vis à vis the Harbor Industrial Area

Goal: Housing - Keep as a strategic goal for 2022

Key Interests/Comments:
 Housing Element update is an emphasis in this goal for 2022 o Housing types and income mixes
o Increase density
o Understanding the needs of the developers; barriers to development o Prepare the community for implementation of the Housing Element  Add a broad new objective, i.e. increase housing production, of which expediting Accessory Dwelling Units (“ADU”) approval would be an action/task o Pre-approved ADU templates
o Understand how ADU’s are being used

Goal: Mobility, Traffic and Transp ortation Infrastructure - Keep as a strategic goal for 2022.

Key Interests/Comments:
 Continue progress on Safe Routes to School Program and Pedestrian and Bike Masterplan implementation
 Stay on track with improving Pavement Condition Index (“PCI”)  Look at allocating more funding for sidewalk improvements during the budget process; discuss current strategy (prioritizing gap filling)

Goal: Childcare and Youth Programming - Keep as a strategic goal for 2022

Key Interests/Comments:
 Childcare is still an urgent need
 Continue to engage with the Youth Advisory Council and get their feedback

Goal: Seniors - Add this as a new goal for 2022

Key Interests/Comments:
 There are a lot of activities and engagement around the issue of seniors, beyond the “Age Friendly City” process, that warrant a strategic home and visibility  There are major challenges facing the Senior demographic (e.g., senior programming and mobility needs)
 Work existing programs associated with Seniors into the objectives for this goal

Goal: Climate Change and Wildfire Mitigation - Combine Climate Change and Wildfire Mitigation goals from 2021 and combine as one goal in 2022.

Key Interests/Comments:
 Although service deliver (e.g., fuel mitigation) has become routine, the community would be con cerned if Wildfire goal was moved below the waterline ; continue messaging community to relay that it’s still being addressed

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 Continue route evacuation planning for hillsides within San Carlos  Review process for lowering fuel levels resulting from dead tree s that have been cut but not removed on County and private lands
 Consider if private property owners can access clearing programs and other fuel mitigation resources/support
 Incorporate Bay Level Rie

With these directions provided by Council , staff will work to update the S trategic Plan and will provide a proposed 2022 Strategic Plan to Council at a future meeting for review and adoption.

5. ADJOURNMENT

The meeting adjourned at 1:09 PM.

________________________
Crystal Mui,
City Clerk

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January 24, 2022 1

San Carlos City Council/Successor Agency to the
Redevelopment Agency/Housing Authority Regular Meeting
Conducted Remotely in Accordance with Assembly Bill 361 January 24, 2022, 7:00 PM

MINUTES

ROLL CALL
City Council Present: Sara McDowell, Mayor
Ronald Collins, Councilmember
John Dugan, Councilmember
Laura Parmer-Lohan, Councilmember
Adam Rak, Vice Mayor

Staff Present: Adam Aronson, Economic Development and Housing Manager Kristina Bell, Police Captain
Nil Blackburn, Assistant City Manager
Steven Machida, Public Works Director
Jeff Maltbie, City Manager
Andrea Mardesich, Principal Planner
Rebecca Mendenhall, Administrative Services Director
Crystal Mui, City Clerk
Amy Newby, Parks & Recreation Director
Cristian Padilla, Economic Development Coordinator
Lisa Porras, Planning Manager
Greg Rubens, City Attorney
Al Savay, Community Development Director

1. CALL TO ORDER
The meeting was called to order at 7:00 PM by Mayor McDowell.

2. PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Mayor McDowell.

3. CHANGES TO THE ORDER OF THE AGENDA
Mayor McDowell reported that item 8a - appeal of the Planning Commission's decision on 2125 Carmelita, will not be held as the appellant has withdrawn their appeal.

Mayor McDowell also announced that for item 9a - design of field lighting at Flanagan Field (Burton Park) and Stadium Field (Highlands Park), the two parks will be discussed separately so that Vice Mayor Rak may recuse himself from the Burton Park discussion.

4. PRESENTATIONS
a. Present a Proclamation Proclaiming January 2022 as Human Trafficking Prevention Month.

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Mayor McDowell presented a proclamation proclaiming January 2022 as Human Trafficking Prevention Month.

Ruth Robinson, member of the Catholic Sisters Against Slavery and a regular participant in the San Mateo County Human Trafficking Initiative meetings, received the presentation and spoke on San Mateo County ’s work to combat human trafficking.

Council thanked Ms. Robinson for her work to raise awareness about this issue.

5. COUNCIL COMMUNICATIONS AND ANNOUNCEMENTS
Mayor McDowell commented that she participated in this year's Week of the Family events and thanked its contributors, including San Carlos Bikes.

6. PUBLIC COMMENT
None.

7. CONSENT CALENDAR
Vice Mayor Rak puled item 7c- Citywide Wayfinding and Gateway Signage Project, from the Consent Calendar for a separate discussion.

Public Comment
Justin Bochmann, on behalf of the Construction Industry Force Account Council, alleged that actions taken on item 7f- Wheeler Plaza Painting Pr oject, are against the P ublic Contract Code.

City Attorney Greg Rubens noted that staff will look into the allegations, but advised that Council may proceed with rejecting the bids this evening.

Sheryl Pomerick Hinchman, former Chamber of Commerce CEO, s poke against item 10a - Recreation Coordinator, cautioning that coordinating the San Carlos Art & Wine Faire and Hometown Days events cannot be handled by one position, adding that only Lisa Eckles is experienced enough to manage that.

RESULT: Adopted [Unanimous] Consent Calendar items ‘a’ – ‘b’ and ‘d’ – ‘h’.

MOVER: Laura Parmer-Lohan
SECONDER: Ronald Collins
AYES: Dugan, Collins, Parmer-Lohan, Rak, McDowell
a. Motion to Waive Reading of All Ordinances.
b. Approve Minutes of December 13, 2021 City Council Regular Meeting. c. Adopt a Resolution Appropriating $105,000 from the General Capital Fund 0025 ("Fund 0025") to the Citywide Wayfinding and Gateway Signage Project (C1719) for Fiscal Years 2021 -2023; Awarding the Citywide Wayfinding and Gateway Signage Project C1719; Authorizing the City Manager to Execute a Public Project Agreement with SC Works of Sand City in the Amount of $395,000; and Authorizing the Expenditure of a Contingency in the Amount of $59,250.

This item was pulled from the Consent Calendar for a separate discussion.

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d. Adopt a Resolution Approving the Funding Agreement Between the Cities of Belmont and San Carlos and the County of San Mateo to Share the Costs and Responsibilities Related to the California Department of Water Resources Gr ant for the Belmont Creek Watershed Improvement Project (C9806) in Twin Pines Park and Authorizing the City Manager to Execute and Amend the Agreement as Necessary Within the Project Budget. Resolution 2022-006 e. Adopt a Resolution Authorizing the City Ma nager to Execute an Amendment to the Existing Professional Services Agreement with MIG for Additional Services Associated with the Focused General Plan Update: Housing, Land Use, Safety Elements and Accompanying Zoning Ordinance Amendments and Environmental Impact Report and Authorizing an Additional Appropriation from the Housing in Lieu Fund 0029 in the Amount of $21,276. Resolution 2022-007 f. Adopt a Resolution Rejecting All Bids for the Wheeler Plaza Garage Painting Project (C1904). Resolution 2022-008
g. Adopt a Resolution Authorizing the City Manager to Execute On -Call Professional Service Agreements with CSG Consultants, Inc. and Ruggeri Jensen Azar for an Annual Not -To-Exceed Amount of $350,000 Each for a Period of One Year with Four Optional One -Year Extensions. Resolution 2022- 009
h. Adopt a Resolution Authorizing the City Manager to Sign an Addendum to the Existing Professional Services Agreement with Biomaas to Provide Contract Arborist Services in the Amount of $45,000 and Authorize an Additiona l Appropriation in the Amount of $45,000 from the General Fund Unassigned Balance in Fiscal Year (“FY”) 2021 -22 to the Planning Division Professional Services Account. Resolution 2022-010
7c. Adopt a Resolution Appropriating $105,000 from the General Capi tal Fund 0025 ("Fund 0025") to the Citywide Wayfinding and Gateway Signage Project (C1719) for Fiscal Years 2021 -2023; Awarding the Citywide Wayfinding and Gateway Signage Project C1719; Authorizing the City Manager to Execute a Public Project Agreement wi th SC Works of Sand City in the Amount of $395,000; and Authorizing the Expenditure of a Contingency in the Amount of $59,250.

Economic Development Coordinator Cristian Padilla addressed Vice Mayor Rak’s concerns regarding coverage for all signage needed.

RESULT: Adopted [Unanimous] Resolution 2022 -011 Appropriating $105,000 from the General Capital Fund 0025 ("Fund 0025") to the Citywide Wayfinding and Gateway Signage Project (C1719) for Fiscal Years 2021 -2023; Awarding the Citywide Wayfinding and Gateway Signage Project C1719; Authorizing the City Manager to Execute a Public Project Agreement with SC Works of Sand City in the Amount of $395,000; and Authorizing the Expenditure of a Contingency in the Amount of $59,250.

MOVER: Adam Rak
SECONDER: John Dugan
AYES: Rak, Dugan, Collins, Parmer-Lohan, McDowell

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8. PUBLIC HEARING
a. Consideration of the Appeal of the Planning Commission's Decision on 2125 Carmelita.

Prior to this evening’s meeting, t he Appellant formally withdrew their appeal of the Planning Commission’s decision on the 2125 Carmelita Project. This item was therefore not held.
b. Consideration of Introducing an Ordinance Amending Ordinance 1363 for the Planned Development (PD) Zoning District for the Property Located at 1129 Old County Road (APN: 046-171-150).

Principal Planner Andrea Mardesich provided background information on the 1129 Old County Road site and reviewed the proposed amendment to the site’s Planned Development zoning district . Ms. Mardesich and City Attorney Greg Rubens responded to Council questions.

Public Comment
Chris Santana, applicant, commented that while they would appreciate having their full request for allowing office use with conditional use, they are pleased with the amendments as proposed.

RESULT: Approved [Unanimous] to Close the Public Hearing.

MOVER: Ronald Collins
SECONDER: Laura Parmer-Lohan
AYES: Parmer-Lohan, Rak, Dugan, Collins, McDowell

Councilmember Dugan suggested revisiting the City’s code regarding office uses when confronted with long-term vacant retail spaces.

Mayor McDowell commented on the increased trash and litter at this site.

RESULT: Introduced [Unanimous] Ordinance 1577 Amending Ordinance 1363 for the Planned Development Zoning District for the Property Located at 1129 Old County Road (APN: 046- 171-150).

MOVER: Ronald Collins
SECONDER: John Dugan
AYES: Collins, Parmer-Lohan, Rak, Dugan, McDowell

9. STUDY SESSION
a. Discuss and Provide Input on Design of New Field Lighting at Flanagan Field (Burton Park) and Stadium Field (Highlands Park).

Vice Mayor Rak re cused himself at 7:42 PM from the discussion on Burton Park as he lives within close proximity.

Parks and Recreation Director Amy Newby commenced the item by providing the background on the Project and turned the presentation over to Consultant Hugh King to review the designs of the proposed lighting at Burton Park's Flanagan Field.

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Mr. King and Ms. Newby responded to Council questions.

Public Comment
Robert Bollier, Co-President of San Carlos Youth Softball, posed questions about the batting cage lighting and start date of the Project.

At Mayor McDowell's request, Ms. Newby responded to the questions.

Paul Briant, with the AYSO Soccer Program, spoke in support of additional lighting at Burton Park.

John Minton, resident an d former President of Little League, spoke in support of additional lighting at Burton Park and lighting the batting cage and bullpen area.

Mark Reynolds, resident and President of Little League, spoke in support of additional lighting at Burton Park.

Michael Donohue, resident and Vice President of Soccer United, spoke in support of additional lighting at Burton Park.

Alison Hu, resident and AYSO Boardmember, spoke in support of additional lighting at Burton Park.

Franz Seidelhuber, resident and AYSO Treasurer, spoke in support of additional lighting at Burton Park.

Council directed staff to include additional lighting at the batting cage and bullpen at Burton Park.

Vice Mayor Rak returned to the meeting at 8:21 PM.

Mr. King presented on the desig ns of the proposed lighting at Highlands Park's Stadium Field. Ms. Newby and Mr. King responded to Council questions.

Public Comment
Jessica Slater, resident, posed questions regarding lighting at Stadium Field and expressed concerns regarding noise pollution.

Mr. King responded to her inquiries.

Fred Im, re sident and representative of San Carlos United , spoke in support of the additional lighting at Highlands Park.

Richard Crone, resident and a founding member of Save San Carlos Parks, commented that installing lights at Stadium Field is a violation of the spirit of the litigated agreement with Save San Carlos Parks.

Zinovy Fichtenholz, resident, expressed concern s regarding adding additional lighting.

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Heidi Liebenguth, resident, commented that Highlands Park is a highly used park that’s unfairly concentrated.

Franz Seidelhuber, resident and AYSO Treasurer, spoke in support of additional lighting, r equested the City maintain the fields and provided a number of suggestions to accommodate additional traffic in the area.

Asok Popat, resident, spoke in opposition to additional lighting at Highlands Park.

x794, resident, spoke in opposition to the lighting at Highlands Park, and requested the transcript of Judge Whiner ’s ruling to be made available to the public.

Kimberly Balsam, resident, expressed concern with installing artificial turf at the Stadium Field and spoke in opposition to lighting at Highlands Park.

Mark Federighi, resident, requested Council consider what’s best for the future of the City.

Jeff, resident, spoke in opposition to lights at Highlands Park.

Sonia Elkes, resident, commented against artificial turf and noted that she's in favor of having a little bit of light, but not too much.

John Minton, resident and former P resident of Little League, spoke in support of lighting at Stadium Field.

Michael Donohue, resident, spoke in support of lighting at Stadium Field.

Steve Kane, resident, expressed concerns with the traffic in the area and the safety hazards it poses.

Karen Molinari, resident, spoke i n opposition to synthetic turf and requested the City make a commitment that it would remain as natural grass.

The Council recessed at 9:22 PM and reconvened at 9:32 PM.

City Attorney Greg Rubens and Ms. Newby responded to Council questions.

Council provided staff with the following feedback:
- fine-tune the process for instances where the lights can be switched off earlier than scheduled (i.e. when practice ends early) - provide an update on community feedback as the project progresses - look into opportunities for addressing parking concerns at H ighlands Park

10. NEW BUSINESS
a. Adopt a Resolution Authorizing an Increase to the General Fund Community Events Program Budget for Fiscal Year 2021 -22 in the Amount of $80,000 and Fiscal Year 2022-23 in the Amount of $132,250 to Include the Cost of a Full Time Recreation Coordinator and Other Operational Expenses to Support the

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Coordination and Management of the San Carlos Art & Wine Faire and Hometown Days Events.

Parks and Re creation Director Amy Newby provided background on the Art and Wine Faire and Hometown Days (“HTD”) and reviewed staff's request for expanding the community events program in order for the City to host these two events. Ms. Newby responded to Council questions.

Public Comment
Franz Seidelhuber, resident and former HTD volunteer, recommended the City support the current body of the organization with logistics around sanitation and public safety and recruitment of sponsors.

Paula Moffitt, resident and Arts and Wine Faire volunteer, expressed concerns with beginning to coordinate the event at this late stage. She suggested hiring Eckles Events to manage the event.

Karen Molinari, resident, thanked the City for keeping these events in the City.

Sandi P iepmeier, resident, thanked Ms. Newby for her work to continue the Hometown Days event.

Mayor McDowell suggested that the City host another Day of Service.

RESULT: Adopted [Unanimous] Resolution 2022 -012 Authorizing an Increase to the General Fund Communi ty Events Program
Budget for Fiscal Year 2021 -22 in the Amount of $80,000 and Fiscal Year 2022-23 in the Amount of $132,250 to Include the Cost of a New Full Time Recreation Coordinator and Other Operational Expenses to Support the Coordination and
Management of the San Carlos Art and Wine Faire and
Hometown Days Events.

MOVER: Laura Parmer-Lohan
SECONDER: Adam Rak
AYES: Dugan, Collins, Parmer-Lohan, Rak, McDowell
b. Consideration of Appointments to the City Council Subcommittees and Ad Hoc Committees for 2022.

City Manager Jeff Maltbie commenced the item and provided background on the process o f the recommended appointments and noted the following additions/edits for Council consideration:

- Age-Friendly Initiative Subcommittee representatives Mayor McDow ell and Councilmember Parmer-Lohan;
- Employee Recruitment and Retention Subcommittee representatives Mayor McDowell and Councilmember Dugan; and
- Chamber San Mateo County Liaison as Mayor McDowell

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Minutes Acceptance: Minutes of Jan 24, 2022 7:00 PM (CONSENT CALENDAR)

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RESULT: Approved [Unanimous] to extend the meeting to 11:00 PM.

MOVER: Ronald Collins
SECONDER: Laura Parmer-Lohan
AYES: Rak, Dugan, Collins, Parmer-Lohan, McDowell

Councilmember Collins commented that the Silicon Valley Clean Water Board updated its meeting schedule to the 2nd Monday of each month.

RESULT: Approved [Unanimous] the Updates to the City Council Subcommittees and Ad Hoc Committees for 2022 and add the Employee Recruitment and Retention Subcommittee with
Mayor McDowell and Councilmember Dugan as
representatives; add the Age -Friendly Initiative Sub committee with Mayor McDowell and Councilmember Parmer-Lohan as
representatives; and change the Chamber San Mateo County Liaison to Mayor McDowell.

MOVER: Adam Rak
SECONDER: Ronald Collins
AYES: Parmer-Lohan, Rak, Dugan, Collins, McDowell

11. AGENDA SETTING
a. Consideration of Agendizing an Item Amending San Carlos' Beekeeping Regulations.

Councilmember Parmer -Lohan suggested amending the City’s beekeeping regulations. Council supported adding the item for future discussion and consideration.

Public Comment
Kathleen Gallagher, spoke in support on amending the City's Beekeeping Policy and suggested staff refer to Burlingame’s Policy and to work with the Beekeepers Guild to expedite the amendment.

Nickie Irvine, with the San Mateo Beekeepers Guild, communicated broad public support for amending the beekeeping policy using a uniformed nuisance and mitigation approach.

Jennifer Dirking, with Bring Back Bay Area Bees and Butterflies, spoke in support on amending the City's Beekeeping Policy and lauded the Ci ty for its native garden at City Hall.

12. ADJOURNMENT
The meeting adjourned at 10:32 PM.

Crystal Mui,
City Clerk

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Minutes Acceptance: Minutes of Jan 24, 2022 7:00 PM (CONSENT CALENDAR)

CITY COUNCIL

STAFF REPORT

MEETING DATE: February 28, 2022

ITEM TITLE: Adopt a Resolution Updating the City's Records Retention Schedule.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution approving the City’s updated records retention schedule (“Retention Schedule”).

FISCAL IMPLICATIONS:

There are no fiscal implications with updating the Retention Schedule.

BACKGROUND:

A Retention Schedule is an important policy containing guidelines for determining the length of time public records must be retained. Such a policy not only ensures that information is accessible to the public and that records will not be destroyed prematurely, but also protects the City’s vital records and provides for the disposal of obsolete records, freeing up space and reducing management and storage costs.

In 1996, the City Council adopted the City’s first Retention Schedule as a policy. Starting in 2002, the City retained the services of Gladwell Governmental Services, Inc. (“Gladwell”) to assist with the preparation of a professional Retention Schedule that would serve as a guide for all City employees. The City Council has since made subsequent modifications to the Retention Schedule as necessary.

ANALYSIS:

Since the last update in February 20 21, there have been several minor l egislative changes that require the Retention Schedule to be updated. Here are highlights of this year’s changes, reflected in the proposed Retention Schedule with track changes in Attachment 2:

 Finance. Updated Annual Financial Report acronym to be culturally sensitive ; W9s are now required to be maintained until the vendor is inactive + 3 years.  Human Resources. Recruitment files are now required to be retained for four years; added “Harassment Claims” to Department of Fair Employment & Housi ng (DFEH or EEOC) claims.
 Parks and Recreation. Added retention for Correspondence for Environmental Determinations.

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2  Planning. Updated retention for Correspondence for Environmental Determinations.  Public Works/Engineering . Added A ssembly Bill 939 and Senate Bill 1383, which requires organic waste collection and recycling compliance records be retained for a minimum of five years. The City is using a 10 year retention schedule, which is the industry standard.

Following approval of the updated Retention Schedule, a representative from Gladwell will meet remotely with staff to review changes to the Retention Schedule and provide training on the process of properly retaining and disposing records.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution approving the City’s updated Retention Schedule; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Crystal Mui,
City Clerk

Approved for submission by:

_________________________
Jeff Maltbie, City Manager

ATTACHMENT(S):

1. Resolution - Retention Schedule

2. Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes)

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RESOLUTION NO. 2022 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS UPDATING THE CITY’S RECORDS RETENTION SCHEDULE.

WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any city record that has served its purpose and is no longer required may be destroyed; and
WHEREAS, the State of California has adopted guidelines for the rete ntion period for various government records; and
WHEREAS, on May 13, 2002, the City Council adopted Resolution 2002-048 establishing a Records Retention Schedule; and
WHEREAS, the City Council has since amended said Record Retention Schedule via Resolutions 2004-007, 2006-079, 2012-058, 2015-028, 2016-088, 2017-045, 2019-018, 2021- 013 and now desires to further amend said Records Retention Schedule.

NOW, THEREFORE BE IT RESOLVED, by the San Carlos City Council that the attached Records Retention Schedule is hereby amended.
* * * * *
I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a regula r meeting thereof held on the 28th day of February 2022, by the following vote:

AYES, COUNCILMEMBERS: ___________________________________________________ NOES, COUNCILMEMBERS: ___________________________________________________ ABSENT, COUNCILMEMBERS: ________________________________________________

________________________________
CITY CLERK of the City of San Carlos

APPROVED:

___________________________
MAYOR of the City of San Carlos

Exhibit A: Records Retention Schedule

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Attachment: Resolution - Retention Schedule (Update Retention Schedule)

HOW TO USE RETENTION SCHEDULES
©1995-2021 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 has been printed on the back of each page for your easy reference; an index to locate records is also provided.

The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed.

Copies or duplicates of records should never be retained longer than the prescribed period for the original record.

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS

The City -wide retention schedule inclu des those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and therefore responsible for maintaining t he original record for the prescribed length of time.

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. Where appropriate, the department retention schedules are organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.

BENEFITS

This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:

• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.
• AUTHORIZATION TO DESTROY RECORDS:

Destruction of an original record that has exceeded its retention period must be authorized according to City Policies & Procedures prior to destroying it.
• If there is a minimum retention (“Minimum 2 years"), destruction of the document must be authorized before it is destroyed, as it is an 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 / transitory record or a copy.

On every page of the schedules (near the top, just under the column headin gs) 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 completion).”

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Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Retention Schedule)

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2022 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 original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)

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

Transitory Records not retained in the ordinary course of business , that do NOT have substantive content : Preliminary drafts, notes, or interagency or intra - agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules , logs, source records entered into a computer system that qualifies as a “trusted system”, etc.

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

Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record will be 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) – the form of the record: 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, CD-r, DVD-r, WORM, or other 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 should be microfilmed

Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates 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 the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media – DVD-R, CD-R, or WORM, or microfilmed), and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

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)

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Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 28.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CITY-WIDE (Used by All Departments)
Lead Dept. CW-001
Administrative Files for
Agreements & Contracts NOT
funded by a grant -
(Correspondence, project
schedules, proposal
(successful), copies of invoices,
backup, insurance certificates,
RFPs, etc.) Also see grant
retention, if applicable.

Completion 5 years Completion +
5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I Yes: Upon
Completion
Department preference; Statute
of Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years, CCP
§337 et. seq., GC §34090
Lead Dept. CW-002
Administrative Files for
Agreements & Contracts:

WITH grant funding
(Correspondence, project
schedules, proposal
(successful), copies of invoices,
backup, insurance certificates,
RFPS, etc.) Also see grant
retention, if applicable.

Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I Yes: Upon
Completion
Some grant funding agencies
require audits; Published Audit
Standards=4-7 years; Statute
of Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
2 CFR 200.334; 2 CFR
200.333; CCP §337 et. seq.,
GC §34090
Lead Dept. CW-003

UNSUCCESSFUL BIDS /

UNSUCCESSFUL
PROPOSALS, Scoring Sheets
2 years 2 years Mag,
Ppr GC §34090
Staffing Dept. CW-004
Boards, Commissions, &
Committees: AUDIO TAPES of
Meetings
30 days or
after Minutes
Approved,
whichever is
longer
30 days or
after Minutes
Approved,
whichever is
longer
Tape
(Mag) GC §54953.5(b)
CITY OF SAN CARLOS, CA ©2001 - 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

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Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 28.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Staffing Dept. CW-005
Boards, Commissions, &
Committees: Citizens Advisory
Formed by CITY COUNCIL
(Agendas, Agenda Staff
Reports, Notices, Proof of
Publications, etc.)
2 years 2 years Mag,
Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
Staffing Dept. CW-006
Boards, Commissions, &
Committees: Citizens Advisory
Formed by CITY COUNCIL
(MINUTES & BYLAWS)
P P Yes
Mag,
Mfr, OD,
Ppr
S Yes: After
2 years
Notes taken to facilitate the
writing of the minutes can be
destroyed after minutes have
been adopted; GC §34090
CW-007
Boards, Commissions, &
Committees: External
Organizations (e.g. County
Board of Supervisors)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-records
Lead Dept. CW-008
Cash Receipts (pink copies):

Accounts Receivable Source
Records (includes all cash
receipts, copies of receipts,
deposits, etc.)
5 years 5 years Yes: Until
Paid
Mag,
Ppr
Retained in originating
department for auditing
purposes; GC §34090
Lead Dept. CW-009 City Attorney: Opinions 2 years When Superseded
When
Superseded
Mag,
Mfr, OD,
Ppr
S No Contract City Attorney; GC
§34090
Lead Dept. CW-010
Internal Committee Material:

Internal attended by employees
(e.g. Safety Committee)
2 years 2 years Mag,
Ppr GC §34090
CITY OF SAN CARLOS, CA ©2001 - 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

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Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 28.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Lead
(Responding)
Dept.

CW-011
Complaints (against Personnel -
e.g. misconduct, abuse,
excessive force, etc.)
Final
Disposition +
5 years
Final
Disposition +
5 years
Yes: Before
Disposition
Mag,
Ppr
Statute of Limitations for public
official misconduct is discovery
of offense + 4 years ; State and
Fed laws is until final
disposition of formal complaint;
State requires 2 years after
action; EVC § 1045, GC
§§12946, 12960, 34090; PC
§§801.5, 803(c), VC §2547
Lead Dept. CW-012 Complaints / Service Orders
(operational) 3 years 3 years Mag Ppr
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
CW-013 Copies or duplicates of any
record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
CITY OF SAN CARLOS, CA ©2001 - 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

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Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 28.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-014
Correspondence - ROUTINE
(Content relates in a
substantive way to the
conduct of the public's
business)
(e.g. Administrative,
Chronological, General Files,
Letters, Memorandums,
Miscellaneous Reports, Press
Releases, Public Records
Requests, Reading, Working
2 years 2 years Mag,
Ppr GC §34090
CITY OF SAN CARLOS, CA ©2001 - 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

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Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 28.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-015
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., checklists, email or social
media posting calendars, instant
messaging, inventories,
invitations, logs, mailing lists,
meeting room registrations,
speaker slips, staff
videoconference chats, notes
and recordings, supply
inventories, telephone
messages, text messages,
transmittal letters, thank yous,
requests from other cities,
undeliverable envelopes, visitors
logs, voice mails, webpages,
etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Please refer to the Electronic
Communications Resources
Policy E-mail Policy - coming
soon. Retrieval of social media
posts will be governed by the
respective social media site’s
policy. Electronic and paper
records are filed and retained
based upon their CONTENT
Emails, electronic records, or
social media postings where
either the Content relates in a
substantive way to the
conduct of the public's
business, or ARE made or
retained for the purpose of
preserving the informational
content for future reference
are saved by printing them out
and placing them in a file
folder, or saving them
electronically; If not mentioned
here, consult the City Attorney
to determine if a record is
considered transitory /
preliminary drafts. GC
§§34090, 6252, 6254(a); 64
Ops. Cal. Atty. Gen. 317
(1981); City of San Jose v.

Superior Court (Smith).

S218066. Supreme Court of
California, 2017
CITY OF SAN CARLOS, CA ©2001 - 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

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Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 28.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Lead Dept. CW-016 Drafts & Notes: Drafts that are
revised (retain final version)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes
are not retained in the "Regular
Course of Business". Consult
the City Attorney to determine if
a record is considered a draft.

GC §34090, GC §6252
Lead Dept. CW-017
Grants / CDBG / Reimbursable
Claims / FEMA or OES
Reimbursement Claims /
Subventions (SUCCESSFUL
Grant Records - Applications,
Correspondence, Reports, and
Financial Information)
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency Audit,
if required -
Minimum 5
years

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

When
Inactive
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; 2
CFR 200.333; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a), 29 CFR 97.42;
OMB Circular A-110 & A-133;
GC §34090; GC §8546.7
Lead Dept. CW-018 Grants (UNSUCCESSFUL
Applications, Correspondence) 2 years 2 years Mag,
Ppr GC §34090
Lead Dept. CW-019 Grievances Resolved at
Department Level
Final
Disposition +
5 years
Final
Disposition +
5 years
Yes: Before
Disposition
Mag,
Ppr
City's Preference; All State and
Federal laws require retention
until final disposition of formal
complaint; State requires 2
years after action is taken; GC
§§12946, 12960, 34090
CITY OF SAN CARLOS, CA ©2001 - 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

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Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 28.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Lead Dept. CW-020
MSDS (Material Safety Data
Sheets) / Safety Data Sheets
(SDS) / Chemical Use Report
Form (or records of the chemical
/ substance / agent, where &
when it was used)
30 years 30 years
Mag,
Mfr, OD,
Ppr
S Yes (after
inactive)
Previous MSDS may be
obtained from a service; MSDS
may be destroyed as long as
a record of the chemical /
substance / agent, where &
when it was used is
maintained for 30 years;
Applies to qualified employers;
8 CCR 3204(d)(1)(B)(2 and 3),
29 CFR 1910.1020(d)(1)(ii)(B),
GC §34090
Lead Dept. CW-021 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records - may be obtained
from the newspaper company;
GC §34090
Staffing
Depart. CW-022
Notices: Public Hearing Notices
Affidavits of Publications /
Affidavits of Posting Notices /
Legal Advertising / Notices /
Proofs of Publications
2 years 2 years Mag,
Ppr
Statute of Limitations on
Municipal Government actions
is 3 - 6 months; GC §34090
Human
Resources CW-023 Personnel Files (Supervisor's
Notes)
Destroy Upon
Separation
Destroy Upon
Separation
Before
Separation
Mag,
Ppr
Preliminary drafts; Ensure
records kept in Department
files comply with City policy;
Originals are maintained by
Human Resources; State &
Federal laws require 2 -3 years;
29 CFR 1602.31 &
1627.3(b)(ii), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090
CITY OF SAN CARLOS, CA ©2001 - 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
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Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 28.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Human
Resources CW-024 Personnel Files (Training File)
Send all
Training
Certificates to
Human
Resources
Send all
Training
Certificates to
Human
Resources
Before
Separation
Mag,
Ppr
Human Resources is OFR; GC
§ 34090 et seq.

Lead Dept. CW-025 Personnel Work Schedules 2 years 2 years Mag, Ppr GC §34090
Lead Dept. CW-026 Press Releases 2 years 2 years Mag,
Ppr GC §34090
CW-027
Reference Materials: Policies,
Procedures, Brochures,
Manuals, Newsletters, &
Reports: Produced by OUTSIDE
ORGANIZATIONS (League of
California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-028
Reference Materials: Policies,
Procedures, Brochures,
Manuals, Newsletters, &
Reports: Produced by YOUR
Department
Minimum of 2
years
Minimum of 2
years Mag,
Ppr
Department preference; GC
§34090
Lead Dept. CW-029 Reports and Studies (Historically
significant) 10 years P P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
10 years
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CW-030
Reports and Studies (other than
Historically significant reports -
e.g. Annual Reports)
10 years 10 years Mag,
Ppr
Information is outdated after 10
years; if historically significant,
retain permanently; GC §34090
CITY OF SAN CARLOS, CA ©2001 - 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 28
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 28.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Lead Dept. CW-031
Special Event Permits (Includes
Alcohol Use Permit & Insurance
Certificates)
2 years 2 years Yes: Before
Event
Mag,
Ppr GC §34090
Lead Dept. CW-032 Subpoenas 2 years 2 years Mag,
Ppr GC §34090
Lead Dept. CW-033 Surveys / Questionnaires (that
the City issues) 2 years 2 years Mag,
Ppr GC §34090
Lead Dept. CW-034
Training - COURSE RECORDS
(Attendance Rosters, Outlines
and Materials; includes
Harassment Prevention, Safety
and Ethics training, & Tailgate
meetings)
Send Certificates to Human
Resources
2 years 5 years 7 years
Mag,
Mfr, OD,
Ppr
S Yes: When
Inactive
Department preference; Ethics
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 2
-3 years for personnel actions;
8 CCR §3203 et seq., 29 CFR
1602.31 LC §6429(c); GC
§§12946, 12960, 34090,
53235.2(b), 53237.2(b)
Lead Dept. CW-035
Volunteer Applications &
Agreements - Successful
Applicants
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S Yes: 1 year
Department preference (Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; 29 CFR 1602.31 &
1627.3(b)(1)(i)&(ii), GC
§§12946, 12960, 34090
CITY OF SAN CARLOS, CA ©2001 - 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 29
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 28.1 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Lead Dept. CW-036
Volunteer Applications &
Agreements - Unsuccessful
Applicants
3 years 3 years Ppr
Consistent with employee
personnel files (Courts treat
volunteers as employees);
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; 29 CFR 1602.31 &
1627.3(b)(1)(i)&(ii), GC
§§12946, 12960, 34090
Lead Dept. CW-037 Volunteer Emergency Contact
Forms
Inactive /
Separation
Inactive /
Separation
Yes: While
volunteer is
active
Mag,
Ppr
Preliminary drafts; GC §34090
et seq.

Dept.

Providing
Service /
Work
CW-038
Work Orders / Service Requests
(Department providing service
retains originals; department
requesting service is considered
a copy)
3 years 3 years Mag Ppr
Consistent with operational
complaints; CCP §§338 et seq.,
340 et seq., 342, GC §34090
CITY OF SAN CARLOS, CA ©2001 - 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 30
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 19.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVCES (FINANCE)
Page AS/F-1
Office of
Record
Classificatio
n OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

FINANCE / BUSINESS REGISTRATION
Finance FN-001 Business Registration Applications 2 years 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Retained for Auditing purposes;
GC §34090
Finance FN-002 Business Registration Enforcement
Letters (unpaid registrations)
Resolution +
2 years
Resolution +
2 years Mag, Ppr
Retention is sufficient to provide
information for annual audit; GC
§34090

FINANCE
Finance FN-003 1099, 1096, W-9s 2 years 3 years 5 years Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Department Preference; IRS: 4
years after tax is due or paid
(longer for auditing & contractor
delinquency); Ca. FTB: 3 years;
Published articles show
permanent; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC
§34090; 29 USC 436
Finance FN-004
Accounts Payable / Vendor Files (All
Records and Reports - Includes
Invoices, P.O.s, Travel Expense
Reimbursements, Postage, Credit
Card Transmittals, Redemption
Records, etc.)
3 years 2 years 5 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Statewide guidelines propose
audit + 4 years; Published articles
show 3 - 7 years; other cities
show 7 -10 years; GC §34090
Finance FN-005
Accounts Receivable / Revenue (All
Records and Reports, including
Auction Receipts & Records, Taxes,
TOT, Sales & Use Tax, Schedule of
Investments)
3 years 2 years 5 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Statewide guidelines propose
audit + 4 years; Published articles
show 3 - 7 years; other cities
show 7 -10 years; GC §34090
Finance FN-006
Audit Management Letters (not
Annual Consolidated Financial
Report (ACFR) CAFR)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Department Preference; GC
§34090
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 31
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 19.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVCES (FINANCE)
Page AS/F-2
Office of
Record
Classificatio
n OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Finance FN-007
Audit Work Papers (Work papers
prepared by the department for the
auditors)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Department Preference; GC
§34090
Finance FN-008
Bank Statements, Reconciliations,
Transaction Statements, Wire
Transfers, Check Listing Audit Trail,
Deposits, Returned Checks
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
For auditing purposes; Published
articles show 3 - 4 years; Other
cities show 7 - 10 years; GC
§34090, 26 CFR 31.6001-1
Finance FN-009 Bond Statements / Trustee
Statements
Maturity + 5
years
Maturity + 5
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
For auditing purposes; GC
§34090, 26 CFR 31.6001-1
Finance /
City Clerk FN-010 Bonds (issuing documents retained
by City Clerk)
Fully
Defeased +
10 years
Fully
Defeased +
10 years
Yes: Until
Maturity Ppr
Statute of Limitations for bonds,
mortgages, trust deeds, notes or
debentures is 6 years; Bonds
issued by local governments are
10 years; There are specific
requirements for disposal of
unused bonds; CCP §§336 et seq.
337.5(a); 26 CFR 1.6001-1(e): GC
§43900 et seq.

Finance FN-011
Budget Hearing and/or Review -
Internal to Finance Department
(Development Documents &
Preliminary Budget)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Drafts - Department Preference;
GC §34090.7
Finance FN-012
Budget Transfer Requests &
Journals / Journal Entry Backup
Documents
2 years 3 years 5 years
Yes:

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

After 1
year
Department Preference; City Clerk
maintains originals; longer for
administrative value; GC
§34090.7
Finance FN-013 Budgets - Adopted P P
Yes:

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

After 1
year
Department Preference; City Clerk
is OFR: Must be filed with County
Auditor; GC §34090, 40802,
53901
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 32
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 19.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVCES (FINANCE)
Page AS/F-3
Office of
Record
Classificatio
n OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Finance FN-014
Check Registers / Warrant List / A/P
Check Register / Voided Check
Register
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Statute of Limitations is 4 years;
statewide guidelines propose
Audit + 2 years; GC §34090, CCP
§ 337
Finance FN-015
Checks deposited to Bank (City
scans them for the Bank, rather than
physically taking the checks to the
bank to deposit them.)
Follow Bank
Instructions
Follow Bank
Instructions Mag, Ppr
These are bank instruments, and
not City records; per bank
agreement.

Finance FN-016 Checks - Canceled (Cashed) or
Voided 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Statute of Limitations is 4 years;
statewide guidelines propose
Audit + 5 years; GC §34090, CCP
§ 337
Finance FN-017
Annual Consolidated Financial
Report (ACFR) Comprehensive
Annual Financial Report (CAFR) /
Annual Financial Audit & Financial
Statements
P P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Department Preference; City Clerk
retains original permanently;
statewide guidelines propose 7
years; ; GC §34090.7
Finance FN-018 Depreciation Schedules 5 years 5 years Mag, Ppr S / I Yes:

After
Inactive
GC §34090
Finance FN-019 Developer Trust Accounts / Deposit
Accounts
Close + 5
years
Close + 5
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Department Preference; GC
§34090
Finance FN-020 Employee Home Loan Program Loan Pay-off
+ 4 years
Loan Pay-off
+ 4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: 1
year
Covers statute of limitations for
contracts; GC §34090, CCP §337
Finance FN-021 Financial Services Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 33
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 19.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVCES (FINANCE)
Page AS/F-4
Office of
Record
Classificatio
n OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Finance FN-022 Fixed Assets - Auction / Disposal /
Sales / Surplused 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Consistent with Accounts
Receivable; Statute of limitations
is 3 years; statewide guidelines
propose 2 - 4 years; published
articles show 3 - 6 years; GC
§34090, CCP §337
Finance FN-023
Fixed Assets - Inventory, Schedule
of Infrastructure and Buildings
(Excel)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Includes permanent assets; GC
§34090
Finance FN-024 Indirect Cost Plans (Final) Superseded
+ 5 years
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Department Preference; IRS: 4
years after tax is due or paid
(longer for auditing & contractor
delinquency); Ca. FTB: 3 years;
Published articles show
permanent; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090
Finance FN-025 Escheat (Unclaimed money /
uncashed checks)
Escheat + 2
years
Escheat + 2
years Mag, Ppr
Department preference; All
tangible property held by
government agencies escheats
after 3 years; Statute of
Limitations is 1 year for seized
property; Meets auditing
requirements; CCP §§340(d),
1519; GC §34090
Finance FN-026
Investment Files (other than Bank
Statements): Individual
Transactions (Broker confirmations,
Certificates of Deposit, Wire
Transfers, Bid data, bank rates, etc.)
2 years 3 years 5 years Mag, Ppr
Supporting documentation for
Investments of Operating Funds;
meets auditing standards; GC
§34090
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 34
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 19.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVCES (FINANCE)
Page AS/F-5
Office of
Record
Classificatio
n OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Finance FN-028 Journal Entries 3 years 2 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Department Preference; Statute of
Limitations is 4 years; Published
articles show 6-7 years; GC
§34090, CCP §337
Finance FN-029
Journals, Ledgers, Reconciliations,
Registers, Reports, Transaction
Histories, Balance Sheets, Budget
Adjustments (MONTHLY OR

PERIODIC)
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Preliminary drafts; Reports are
created by the Finance database,
which is the original record, and
can be generated by users as
desired; GC §34090
Finance FN-030
State Reports: State Controllers
Report / Local Government
Compensation Report, Property
Management Plan, Obligation
Payment Schedules, Due Diligence
Reviews, Gas Tax, MOE
(Maintenance of Effort) Report,
Fixed Charge Special Assessment
Report, Public Self Insurer Report
(SIP Report)
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Consistent with periodic report /
journal retention; GC §34090
Finance FN-030 W-9's
Vendor
Inactive + 3
years
Vendor
Inactive + 3
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Meets IRS auditing standards; GC
§34090

PAYROLL / EMPLOYEE BENEFITS
Finance FN-031 1095-C (Employer-Provided Health
Insurance Offer and Coverage) 2 years 3 years 5 years Mag, Ppr Department Preference; IRS: 4
years after tax is due or paid; 6
CFR 31.6001-1(e)(2); GC §34090
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 35
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 19.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVCES (FINANCE)
Page AS/F-6
Office of
Record
Classificatio
n OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Finance FN-032
DE-43, W-3, & DE-166, 941 Forms,
IRS 5500 Forms (Employee Benefit
Plans)
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
IRS: 4 years after tax is due or
paid (longer for auditing &
contractor delinquency); Ca. FTB:
3 years; Published articles show
permanent; ; IRS Reg §31.6001-
1(e)(2), 26 CFR §1.6001-1, R&T
§19530, GC §34090
Finance FN-041 Deferred Compensation Statements -
Employer's Reports 5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Department preference (meets
municipal government auditing
standards); GC §34090
Finance FN-033 Labor Distribution Reports
When No
Longer
Required
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Preliminary drafts; Reports are
created by the Finance database,
which is the original record, and
can be generated by users as
desired; GC §34090
Finance FN-034 Payroll Registers (all Periodic / Bi-
weekly Reports) 2 years P P
Mag,
OD, Mfr,
Ppr
S / I
Yes:

After 1
year
Department preference; 29CFR
516.5 - 516.6, GC §34090
Finance FN-043 Payroll Registers (all Year-End) 2 years 3 years 5 years Mag,
OD, Mfr,
Ppr
S / I
Yes:

After 1
year
Department preference; 29CFR
516.5 - 516.6, GC §34090
Finance FN-035
PERS Annual Reports / Annual
Valuation Reports, Actuarial
Valuation Reports, Annual Employer
Statements
5 years 5 years
Mag,
OD, Mfr,
Ppr
S / I
Yes:

After 1
year
PERS is OFR; retained to meet
auditing standards; GC §34090 et
seq.

Finance FN-036 Time Sheets 5 years 5 years Yes: Before Payment Mag
Finance retains all originals and
electronic copies; auditing
standards (audit + 4 years); IRS
requires 4 years; Ca. requires 2 yr
min.; FTB keeps 3 years;
Published articles show 4 -10
years; ; IRS Reg §31.6001-
1(e)(2), R&T §19530; LC §
1174(d); 29 CFR 516.5 &
516.6(c); GC §34090
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 36
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 19.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVCES (FINANCE)
Page AS/F-7
Office of
Record
Classificatio
n OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Finance FN-037 W-2's (includes Performers State
Withholding) 5 years 5 years Mag, Ppr
IRS: 4 yrs after tax is due or paid;
Ca. FTB: 3 years; Articles show 7
years; IRS Reg §31.6001-1(e)(2),
R&T §19530; 29CFR 516.5 -
516.6, 29USC 436, GC §34090

PURCHASING
Finance FN-038 Bidder / Vendor List (Companies
that want to receive RFPs / RFQs)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Transitory Record used to mail out
requests; GC §34090 et seq.

Finance FN-039 Purchase Orders 2 years 3 years 5 years Yes: Until Paid Mag, Ppr
Consistent with Accounts
Payable; Published articles show
3 years; Statute of Limitations is 4
years; ; GC §34090, CCP §337
Finance FN-040
Vehicle and Equipment Leases
(when the vehicle or equipment is
not subsequently purchased)
Expiration of
Lease + 2
years
Expiration of
Lease + 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Consistent with agreements and
contracts; Statute of Limitations
for contracts is 4 years; CCP
§§337., 337.1(a), 337.15; GC
§34090 et seq.

6.d.2
Packet Pg. 37
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 23.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVICES (HUMAN RESOURCES)
Page AS/HR-1
Office of
Record
Classificatio
n OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

ADMINISTRATIVE SERVICES (HUMAN RESOURCES)
Human
Resources HR-001
1095-C, 1094-C (Employer-
Provided Health Insurance Offer and
Coverage & Transmittal Form)
3 years 3 years Mag, Ppr
Department Preference;
Instructions state "Generally, keep
copies of information returns you
filed with the IRS or have the
ability to reconstruct the data for
at least 3 years, from the due date
of the returns;" GC §34090
Human
Resources HR-002
Applications for Employment or
Resumes: Unsolicited (no open
position), candidates not hired
When No
Longer
Required
When No
Longer
Required
Ppr
Sent back to applicant; No
positions open; therefore not
deemed part of City recruitment
practices; considered a transitory
record not materially impacting the
conduct of the public's business; 2
CCR 11013(c) GC §34090
Human
Resources HR-003 Awards: Recognition of Employees 2 years 2 years Mag, Ppr GC §34090 Human
Resources HR-004
Benefits File (Benefits, Changes to
Payroll, Dedication, COBRA,
Garnishments, Personnel Action
Form, etc.)
Separation +
6 years
Separation +
6 years Mag, Ppr Retained to match other auditing
periods; GC §34090
Human
Resources HR-005
Classification / Compensation /
Reorganization Studies (for
employee classifications and
department structures)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr
Bureau of National Affairs
recommends 2 years for all
supplementary Personnel records;
Wage rate tables are 1 or 2 years;
State requires 2 years; 29 CFR
516.6, 29 CFR 1602.14, GC
§§12946, 12960, 34090
Human
Resources HR-005.1 COVID-19 Notifications to
Employees 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 CITY OF SAN CARLOS, CA ©2001 - 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 38
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 23.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVICES (HUMAN RESOURCES)
Page AS/HR-2
Office of
Record
Classificatio
n OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-006
Department of Fair Employment &
Housing (DFEH or EEOC) Claims /
Harassment Claims that are
resolved administratively
Final
Disposition
+ 2 years
Final
Disposition
+ 2 years
Mag, Ppr
(City Attorney handles cases that
are not resolved administratively);
All State and Federal laws require
retention until final disposition of
formal complaint; State requires 2
years after action is taken; GC
§§12946, 12960, 34090; 2 CCR
11013(c)
Human
Resources HR-007 Employee Assistance Program
(Quarterly and Annual Reports, etc.) 2 years 2 years Mag, Ppr GC § 34090 Human
Resources HR-008
Grievances (escalated from
Departments when not resolved by
the department)
Final
Disposition
+ 5 years
Final
Disposition
+ 5 years
Yes: Before
Disposition Mag, Ppr
City's Preference; Lead
Department is OFR for grievances
resolved in their department; 29
CFR 1602.31 & 1627.3(b)(1); GC
§§12946, 12960, 12960, 34090;
29 USC 1113, LC 1174
Human
Resources HR-009 I-9's
Employee
Termination
+ 5 years
Employee
Termination
+ 5 years
Mag, Ppr S / I Yes: After
1 year
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; 29 CFR 1627.3(b)(1); INA
274A(b)(3); INS Rule
274a.1(b)(2); GC §§12946, 12960,
34090
Human
Resources HR-010 Job Specifications, Reclassifications
When No
Longer
Required
When No
Longer
Required
Yes: Before
Superseded Mag, Ppr Department Preference; GC §
34090; LC 1197.5
CITY OF SAN CARLOS, CA ©2001 - 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 39
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 23.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVICES (HUMAN RESOURCES)
Page AS/HR-3
Office of
Record
Classificatio
n OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-011 LiveScan Fingerprint Clearances /
CORI Responses / Live Scan 30 years 30 years Mag, Ppr
Department Preference to protect
City in the event of past employee
misconduct; (DOJ allows retention
for legitimate business needs);
must be maintained in a secure
and confidential file; DOJ
Information Bulletin No. 02-17-
BCII; GC § 34090 et seq.

Human
Resources HR-012 Negotiations: Employee
Associations (Binders and Notes)
Superseded
+ 5 years
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

When
Inactive
For use in interpreting intent of
MOU provisions; EEOC / FLSA
requires 3 years for MOUs; State
requires 2 years; statewide
guidelines propose permanent; 29
CFR 516.5, GC §§12946, 12960,
34090
Human
Resources HR-013
Personnel Files - Medical Records
(all employees) - Fit for Duty,
Hazard Assessment, Pre-
employment physicals, group shots,
hazmat exposure records
Separation +
6 years
Whichever
is Longer:

Separation +
24 years;
OR
Termination
of Benefits +
5 years; OR
Death of
Employee +
5 years
Whichever
is Longer:

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

When
Inactive
Files maintained separately;
Community Services, Public
Works and Fire retain some
records until the employee is
separated from employment;
Claims can be made for 30 years
for toxic substance exposure;
Injury due to negligence of a
health care provider is 3 years (5
years if a minor under 6 years
old); 8 CCR §3204(d)(1) et seq., 8
CCR 5144, 8 CCR 15400.2; 29
CFR 1910.1020(d)(1)(i); CCP
§340.5; GC §§12946, 12960,
34090; LC §1198.5
CITY OF SAN CARLOS, CA ©2001 - 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 40
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 23.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVICES (HUMAN RESOURCES)
Page AS/HR-4
Office of
Record
Classificatio
n OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Human
Resources HR-014
Personnel Files - Regular, Active,
Permanent, Non-Regular,
Temporary Employees
Includes Backgrounds, Discipline,
and Investigations, Disaster Service
Workers Oaths
Separation +
6 years
Separation +
6 years
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S Yes: After
Separation
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; 8
CCR §11040.7(7)(C); 29 CFR
1602.14, 1602.31 & 1627.3(b)(ii),
GC §§12946, 12960, 60201; 29
USC 1113; GC §3105; LC
§1198.5
Human
Resources HR-015 Personnel Rules & Regulations P P Yes: Until Superseded Mag, Ppr Copies; GC §34090.7
Human
Resources HR-016
Recruitment Files
Includes Applications
(Unsuccessful), Advertisements,
Interview Notes, Job Brochures,
Test Data, Eligible Lists, etc.
4 3 years 4 3 years Mag, Ppr
Department preference; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 2 - 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-017 Salary Surveys
When No
Longer
Required
(minimum 2
years)
When No
Longer
Required
(minimum 2
years)
Mag, Ppr
Consistent with Classification /
Compensation / Reorganization
Studies; GC §34090
CITY OF SAN CARLOS, CA ©2001 - 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 41
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 14.0 RECORDS RETENTION SCHEDULE -

ADMINSTRATIVE SERVCES (INFORMATION TECHNOLOGY)
Page AS/IT-1
Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital?
Media
Option
s
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

ADMINISTRATIVE SERVICES (INFORMATION TECHNOLOGY)
Information
Tech. IT-001 Backups - DAILY - Network, All Files
on Shared Drives
When No
Longer
Required
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery
purposes only; Considered a copy
and can be destroyed when no
longer required; retention based
on administrative value; GC
§34090 et seq.

Information
Tech. IT-002 Backups - WEEKLY (FULL) -
Network, All Files on Shared Drives
When No
Longer
Required
When No
Longer
Required
Yes Mag.

Used for Disaster Recovery
purposes only; Store off-site in
commercial storage for disaster
recovery; Considered a copy and
can be destroyed when no longer
required; retention based on
administrative value; GC §34090
et seq.

Information
Tech. IT-003 Enterprise System Catalogue
(posted on line) 2 years 2 years Mag GC §34090
Information
Tech. IT-004 Daily System Logs
When No
Longer
Required
When No
Longer
Required
Yes Mag. Preliminary drafts; GC §34090
Information
Tech. IT-005
Telephone Records (includes
Cellular, and Text Messages on City-
owned Devices)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Finance is OFR for all purchasing
records; Text Messages on City-
owned devices are considered
preliminary drafts); GC §§34090.7
Information
Tech. IT-006
WORM / DVD-r / CD-r / Blue Ray-R
or other unalterable media that
does not permit additions, deletions,
or changes
P P OD
For legal compliance for
Trustworthy Electronic Records
(when the electronic record serves
as the official record); GC 60200,
12168.7, EVC 1550, 2 CCR 22620
et seq..

6.d.2
Packet Pg. 42
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 17.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVICES (RISK MANAGEMENT)
Page AS/RM-1
Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

ADMINISTRATIVE SERVICES (RISK MANAGEMENT)
AS / Risk
Manage. RM-002
Accident / Incident / Injury Reports:

ALL PUBLIC ADULTS &

JUVENILES, CITY VEHICLES
(where a claim is not filed)
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
AS / Risk
Manage. RM-004 Air Monitoring 10 years 10 years Mag, Ppr Department Preference; GC § 34090
AS / Risk
Manage. RM-005 CAL-OSHA, Inspections & Citations,
Log 200, Log 300, 301, 301A, etc. 7 years 7 years Ppr
Calif. Labor Division is required to
keep their records 7 years; OSHA
requires 5 years; State law
requires 2 years; 8 CCR
§3203(b)(1), 14300.33, 14300.44,
29 CFR 1904.33, 29 CFR 1904.44;
OMB 1220-0029, GC §34090 et
seq.; LC §6429c
AS / Risk
Manage. RM-006 Claims - Adults & Juveniles Resolution + 5 years
Resolution
+ 5 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S
Yes: After
Final
Resolution
Claim must be filed within 1 year,
lawsuit within 2 years; complaints
against peace officers within 5
years; Statute of Limitations for
contracts is 4 years; wrongful
death for construction is
completion + 5 years; CCP §§ 337
et seq.; GC §§ 911.2, 34090,
34090.6; PC §832.5(b)
AS / Risk
Manage. RM-008 DMV Pull Notices
When
Superseded
or
Upon
Separation
When
Superseded
or
Upon
Separation
Mag, Ppr
Transitory or source records not
retained in the ordinary course of
business; CHP audits every 2
years; Bureau of National Affairs
recommends 2 years for all
supplementary Personnel records;
GC §34090
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 43
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 17.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVICES (RISK MANAGEMENT)
Page AS/RM-2
Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

AS / Risk
Manage. RM-013
Drug and Alcohol Testing / D.O.T
files (Includes Authorization for
Testing Form)
3 years 2 years 5 years Ppr
D.O.T. Requires 5 years for
positive tests, refusals, annual
summaries, etc, 1 year for negative
tests; EEOC / FLSA / ADEA (Age)
requires 3 years physical
examinations; State Law requires 2
years; 29 CFR 1627.3(b)(1)(v), GC
§§12946, 12960, 34090; 49 CFR
655.71 et seq.; 49 CFR 382.401 et
seq. 49 CFR 653.71
AS / Risk
Manage. RM-009
Insurance Policies & Certificates
(Additional Insured for School
District, or other entities)
2 years 2 years Yes: Before
Expiration
Mag, Mfr,
OD, Ppr S Yes: After
Expiration GC §34090
AS / Risk
Manage. RM-009
Insurance Policies & Certificates
(City-owned): ALL City Policies
(General & Public)
P P Yes: Before
Expiration
Mag, Mfr,
OD, Ppr S Yes: After
Expiration
For protection from litigation; GC
§34090
AS / Risk
Manage. RM-014
Insurance Policies & Certificates
(City-owned): Workers
Compensation Policy
P P Yes: Before
Expiration
Mag, Mfr,
OD, Ppr S Yes: After
Expiration
For protection from litigation; GC
§34090
AS / Risk
Manage. RM-012 Workers Compensation Files 5 years
Whichever is
Longer:

Separation +
25 years;
OR
Termination
of Benefits +
5 years; OR
Death of
Employee +
5 years
Whichever is
Longer:

Separation +
30 years;
OR
Termination
of Benefits +
5 years; OR
Death of
Employee +
5 years
Mag, Mfr,
OD, Ppr S Yes: When
Inactive
Department preference; Claims
can be made for 30 years for toxic
substance exposure; 8 CCR
10102; 8 CCR 15400.2, 8 CCR
5144, 8 CCR 15400.2; 8 CCR
§3204(d)(1) et seq., 29 CFR
1910.1020, GC §§12946, 12960,
34090, CCP §337 et seq.

6.d.2
Packet Pg. 44
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 14.0 RECORDS RETENTION SCHEDULE - BUILDING Page B-1 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

BUILDING
Building B-001 Applications (Water Heaters, etc.)
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S Yes:

After QC
Records used to facilitate permit
issuance; Projects may expire
after 2 years; GC §34090
Building B-002 Building Permits (maintained in
Project file) P P Yes (all) Mag, Mfr,
OD, Ppr S Yes:

After QC
Statewide guidelines propose
permanent; CBC 104.7 &
107.5,;GC §34090, H&S §19850
Building B-003 Certificates of Occupancy P P Yes (all) Mag, Mfr, OD, Ppr S Yes:

After QC
Statewide guidelines propose life
of building; GC §34090
Building B-004 Code Enforcement (maintained in
Address file) P P Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S Yes:

After QC
Department Preference (could be
destroyed resolution + 2 years);
Case is open until satisfactorily
resolved; City Manager maintains
originals that are presented to
Council; GC §34090
Building B-005
Inspection Records & Lists:

Correspondence, Fees, Appeal
Requests, Inspection Reports,
Correction, Building, Plan Review,
Plan Check Form, Building
Correction List, etc.

When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S Yes:

After QC
Records used to facilitate permit
issuance; Projects may expire
after 2 years; GC §34090
Building B-009 New Business Certificate of
Occupancy P P Mag, Mfr,
OD, Ppr S Yes:

After QC
Department preference; GC
§34090
Building B-010
Permits that are Applied for, but
Cancelled or Expired (No inspections
or field work)
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S Yes:

After QC Preliminary Drafts; GC §34090
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 45
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 14.0 RECORDS RETENTION SCHEDULE - BUILDING Page B-2 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Building B-006
Project Files - COMMERCIAL,

MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC
ACCOMMODATION (includes
building permits & plans,
geotechnical / soils reports, energy
calculations, commercial structural
plans, commercial structural
calculations)
When No
Longer
Required + 6
months
P P Yes (all) Mag, Mfr,
OD, Ppr S Yes:

After QC
Department Preference; Law does
not require plans to 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 B-007
Project Files - EXPIRED OR
CANCELLED PROJECTS (Permits
issued, inspection or field work has
taken place, then inactive more than
6 months)
When No
Longer
Required
P P Yes (all) Mag, Mfr,
OD, Ppr S Yes:

After QC
Preliminary drafts; CBC §104.7 &
107.5; H&S§19850, GC §34090
Building B-008
Project Files - RESIDENTIAL
(includes building permits & plans,
geotechnical / soils reports, energy
calculations, structural plans,
structural calculations)
When No
Longer
Required + 6
months
P P Yes (all) Mag, Mfr,
OD, Ppr S Yes:

After QC
Department Preference; Law does
not require plans to 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 B-011 Uniform Building Codes / California
Building Code / UBC, UPC, etc.

When
Superseded
When
Superseded Mag, Ppr No GC §50022.6
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 46
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 8.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:

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

CITY ATTORNEY
City
Attorney CA-001 Closed Session Materials
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag,
Ppr
Some material may be required for
reference, depending upon
subject; GC §34090
City
Attorney CA-002 Escrow
Termination
of Escrow +
2 years
Termination
of Escrow +
2 years
Mag,
Ppr
Some escrows may not "close"
successfully; GC §34090
City
Attorney CA-003 Lawsuits, Litigation, Pending
Litigation - Adults
Settle + 5
years
Settle + 5
years
Yes: Until
Settlement
Mag,
Mfr, OD,
Ppr
S Yes: After
Settled
Claim must be filed within 1 year,
lawsuit within 2 years; complaints
against peace officers within 5
years; Statute of Limitations for
contracts is 4 years; wrongful
death for construction is
completion + 5 years; CCP §§ 337
et seq.; GC §§ 34090, 34090.6;
PC §832.5(b)
City
Attorney CA-004 Lawsuits, Litigation, Pending
Litigation - Juveniles
Age of
Majority -
Minimum
Settle + 5
years
Age of
Majority -
Minimum
Settle + 5
years
Yes: Until
Settlement
Mag,
Mfr, OD,
Ppr
S Yes: After
Settled
Finance maintains settlement
records; Juveniles may have
additional legal recourses; CCP §§
337 et seq.; GC §§ 34090,
34090.6; PC §832.5(b)
CITY OF SAN CARLOS, CA. ©2001 - 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 47
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:

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

CITY CLERK
City Clerk CC-001
Agenda Packets: City Council,
Redevelopment, Successor
Agency, Oversight Board
2 years P P
Mag,
Mfr,
OD, Ppr
S Yes: After
2 years
Department Preference;
Originating Departments maintain
original documents for the legal
retention periods; GC §34090.7
City Clerk CC-002
Agreements & Contracts ALL
Includes Franchises, JPAs,
Leases, MOUs, all contracts and
agreements (except for class
instructors and entertainers)
Completion
+ 2 years P P
Yes:

Before
Completion
Mag,
Mfr,
OD, Ppr
S Yes: After
Inactive
Department Preference; All
infrastructure, JPAs, & Mutual Aid
contracts are permanent for
emergency preparedness; Statute
of Limitations is 4 years; 10 years
for Errors & Omissions; land
records are permanent by law;
CCP §§337. 337.1(a), 337.15,
343; GC §34090, Contractor has
retention requirements in 48 CFR

4.703
City Clerk CC-003 Audio Tapes of Council Meetings
30 days, or
After
Minutes are
Approved,
Whichever
is Longer
30 days, or
After
Minutes are
Approved,
Whichever
is Longer
Mag
Department Preference (only
required for 30 days); GC
§54953.5(b)
City Clerk CC-004
Boards, Commissions &
Committees - APPLICATIONS:

APPOINTED
Duration of
Office + 4
years
Duration of
Office + 4
years
Mag,
Ppr
Statute of Limitations: Public
official misconduct is discovery of
offense + 4 years, Statewide
guidelines propose Appointment +
5 years; GC §34090; PC §§801.5,
803©
CITY OF SAN CARLOS, CA. ©2001- 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 48
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-005
Boards, Commissions &
Committees - APPLICATIONS:

UNSUCCESSFUL
2 years 2 years Mag,
Ppr GC §34090 et seq.

City Clerk CC-006
Bonds, Subdivision Agreements &
Securities (Development and
Performance Bonds)
Release of
Bond
Release of
Bond
Yes:

Before
Completion
Mag,
Mfr,
OD,
Ppr
S No
Securities (Performance Bonds,
Letters of Credit, CD's, etc.) are
released after the Notice of
Completion is issued and
replaced with the Warranty Bond,
which is released 1 year after the
Notice of Completion date. These
are financial instruments, and
therefore are exempt from the 2
year requirement for municipal
records; GC §34090
City Clerk CC-007
Certificates of Insurance (those that
pertain to City business, and
cannot be matched to a
contract/agreement the source
document)
2 years 9 years 11 years
Yes:

Before
Completion
Mag,
Mfr,
OD, Ppr
Mfr Yes: After
Inactive
Longest Statute of Limitations is
10 years; Conforms with
Agreement Retention; statewide
guidelines propose permanent;
CCP §337 et seq.; GC §34090
City Clerk CC-008 Chronological History of Mayors
and City Council 2 years P P Mag,
Ppr Historical Value; GC §34090
City Clerk CC-009 City History, Historical Records
(e.g. Incorporation, City Seal, etc.) P P
Mag,
Mfr,
OD,
Ppr
S No
City Clerk determines historical
significance; records can address
a variety of subjects and media.

Some media (e.g. audio and
video tape) may be limited
because of the media's life
expectancy; GC §34090
CITY OF SAN CARLOS, CA. ©2001- 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 49
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-010
City Land and Property: Deeds,
Abandonments, Easements,
Restrictive Covenants, Vacations,
etc,
2 years P P
Mag,
Mfr,
OD,
Ppr
S / I No City Clerk determines historical
significance; GC §34090
City Clerk CC-011
Economic Interest Filings (FPPC
700 Series Forms - Statement of
Economic Interests):

ELECTRONICALLY FILED
10 years 10 years
Mag,
Mfr,
OD, Ppr
S / I Yes:

Statements filed electronically are
required for 10 years; City
maintains copies only; original
statements are filed with FPPC;
GC §81009(f)(g); GC §84615
City Clerk CC-012
Economic Interest Filings (FPPC
700 Series Forms - Statement of
Economic Interests):

DESIGNATED EMPLOYEES &
CONSULTANTS (specified in the
City's Conflict of Interest code)
7 years 7 years
Mag,
Mfr,
OD,
Ppr
S Yes City maintains original
statements; GC §81009(e)&(g)
City Clerk CC-013
Economic Interest Filings (FPPC
700 Series Forms - Statement of
Economic Interests): 87200

FILERS - PUBLIC OFFICIALS
(elected & not elected. Includes
City Council Members, Planning
Commission Members, City
Manager, City Treasurer & City
Attorney)
4 years 4 years
Mfr,
OD,
Ppr
S After 2
years
City maintains copies only;
original statements are filed with
FPPC; GC §81009(f)&(g)
City Clerk CC-014 FPPC Form 801 (Gift to Agency
Report) 7 years 7 years Mag,
Ppr
Must post on website; GC
§81009(e)&(g)
City Clerk CC-015 FPPC Form 802 (Tickets Provided
by Agency Report) 7 years 7 years Mag,
Ppr
Must post on website for 4 years;
GC §81009€&(g)
City Clerk CC-016 FPPC Form 803 (Behested
Payment Report) 7 years 7 years Mag,
Ppr GC §81009(e)&(g)
CITY OF SAN CARLOS, CA. ©2001- 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 50
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-017 FPPC Form 804 (Agenda Report of
New Positions) 7 years P P
Mag,
Mfr,
OD, Ppr
S Yes: After
2 years
Must be retained same period of
time as the Conflict of Interest
Code, which is adopted by
Resolution; 2 CCR 18734(c)
City Clerk CC-018 FPPC Form 805 (Agency Report of
Consultants) 7 years P P
Mag,
Mfr,
OD, Ppr
S Yes: After
2 years
Must be retained same period of
time as the Conflict of Interest
Code, which is adopted by
Resolution; 2 CCR 18734(c)
City Clerk CC-019 FPPC Form 806 (Agency Report of
Public Official Appointments) 7 years 7 years Mag,
Ppr
Must post on website; GC
§81009(e)&(g); 2 CCR
18702.5(b)(3)

ELECTIONS - CONSOLIDATED
City Clerk CC-022
Campaign Filings (FPPC 400
Series Forms & Form 501):

UNSUCCESSFUL CANDIDATES
Includes Unsuccessful Candidates
Without Committees that Don't File
Electronically
5 years 5 years Ppr
Candidates without committees
are not required to file their
statements , reports or copies
online or electronically; Paper
must be retained for at least 2
years; GC §81009(b)&(g); GC
§84615
City Clerk CC-022.1
Campaign Disclosure Statements
(FPPC 400 Series Forms, 501
Form): UNSUCCESSFUL

CANDIDATES,

ELECTRONICALLY FILED - WITH
or WITHOUT Committees
10 years 10 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC
Statements filed electronically are
required for 10 years; GC
§81009(b)&(g); GC §84615
CITY OF SAN CARLOS, CA. ©2001- 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 51
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-023
Campaign Filings (FPPC 400
Series Forms & Form 501):

SUCCESSFUL CANDIDATES
(Elected Officials)
All, whether filed electronically or
not
2 years P P
Mfr,
OD,
Ppr
S After 2
years
For Electronic Filings, Data that
has been maintained for at least
10 years may then be archived in
a secure format; Paper must be
retained for at least 2 years; GC
§81009(b)&(g); GC §84615(i)
City Clerk CC-020
Campaign Filings (FPPC 400
Series Forms): OTHER
COMMITTEES (PACS - not
candidate-controlled)
7 years 7 years
Mfr,
OD,
Ppr
S After 2
years
Paper must be retained for at
least 2 years; GC §81009(c)&(g)
City Clerk CC-021
Campaign Filings (FPPC 400
Series Forms): THOSE NOT

REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years 4 years
Mfr,
OD,
Ppr
S After 2
years
Paper must be retained for at
least 2 years; GC §81009(f)&(g)
City Clerk CC-039
Elections - Assessment District
Ballots & Protests - Prop. 218
proceedings / Notices
2 years 2 years Ppr GC §53753(e)(2)
City Clerk CC-024 Elections - Candidate Statements
(to be printed in the sample ballot) 5 years 5 years
Mag,
Mfr,
OD,
Ppr
S / M / I No
Department Preference
(maintained in Candidate File);
GC § 34090
City Clerk CC-025 Elections - Certificates of Election
Duration of
Office + 4
years
Duration of
Office + 4
years
Mag,
Mfr,
OD,
Ppr
S No
Department Preference; No
specific legal requirement;
Statewide guidelines propose 4
years; GC § 34090
CITY OF SAN CARLOS, CA. ©2001- 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 52
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-026
Elections - GENERAL, WORKING
or ADMINISTRATION Files
(Correspondence, Applications for
vacancies on the Council, Precinct
Workers, County Election Services,
etc.)
2 years 2 years Mag,
Ppr
Used for a model for the next
election, GC §34090
City Clerk CC-027
Elections - HISTORICAL File
(Sample ballot, copies of
Resolutions - calling the election,
canvass, etc., election summary)
8 years P P
Mag,
Mfr,
OD,
Ppr
S No Retained for Historical Value, GC
§34090
City Clerk CC-028 Elections - Nomination Papers:

SUCCESSFUL CANDIDATES
Duration of
Office + 4
years
Duration of
Office + 4
years
Mag,
Mfr,
OD,
Ppr
Department Preference;
Statewide guidelines proposes 4
years for successful candidates, 2
years for unsuccessful; CA law
states term of office and 4 years
after the expiration of term and
does not delineate between the
two; EC §17100
City Clerk CC-029 Elections - Nomination Papers:

UNSUCCESSFUL CANDIDATES
Election + 4
years
Election + 4
years
Mag,
Mfr,
OD,
Ppr
Statewide guidelines proposes 4
years for successful candidates, 2
years for unsuccessful; CA law
states term of office and 4 years
after the expiration of term and
does not delineate between the
two; EC §17100
CITY OF SAN CARLOS, CA. ©2001- 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 53
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-030 Elections - Petitions (Initiative,
Recall or Referendum)
Results + 8
months or
Final
Examination
if No
Election + 1
year after
petition
examination
if petition is
insufficient
Results + 8
months or
Final
Examination
if No
Election +
1 year after
petition
examination
if petition is
insufficient
Ppr
Not accessible to the public; The
8 month retention applies after
election results, or final
examination if no election, unless
there is a legal or FPPC
proceeding. EC §§17200(b)(3),
17400
City Clerk CC-031 Elections - Precinct Maps 2 years 2 years Mag, Ppr
No specific legal requirement;
Statewide guidelines propose 2
years; County Clerk sends to
Secretary of State; EC §17501,
GC §34090
(End of Elections Section)
City Clerk CC-032
Ethics Training Certificates /
Harassment Prevention Training
Certificates for City Council and
Designated Commissions and
Employees
5 years 5 years Mag,
Ppr GC §53235.2(b); GC §53237.2(b)
City Clerk CC-033
Minutes: City Council,
Redevelopment, Successor
Agency, Oversight Board, etc
2 years P P Yes (all)
Mag,
Mfr,
OD,
Ppr
S No GC §34090
City Clerk CC-034 Municipal Code Administration,
Distribution, etc.

When No
Longer
Required
When No
Longer
Required
Mag,
Ppr Preliminary drafts; GC § 34090
CITY OF SAN CARLOS, CA. ©2001- 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 54
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-035 Municipal Code and History File
(always retain 1 supplement) P P
Mag,
Mfr,
OD,
Ppr
S No GC §34090
City Clerk CC-036
Oaths of Office - City Council,
Boards, Commissions &
Committees
Separation
+ 6 years
Separation
+ 6 years
Mag,
Mfr,
OD, Ppr
S
Yes:

When
Inactive
Statute of Limitations: Public
official misconduct is discovery of
offense + 4 years, retirement
benefits is 6 years from last
action; statewide guidelines
propose Termination + 6 years;
GC §§36507, 34090; PC §§801.5,
803(c); 29 USC 1113
City Clerk CC-037 Ordinances P P Yes (all)
Mag,
Mfr,
OD,
Ppr
S No GC §34090 et. seq.

City Clerk CC-038
Petitions (submitted to Council on
any subject - Dog Parks, Parking,
Traffic Calming, etc.)
See Elections for Initiative, Recall
or Referendum Petitions
1 year 1 year Ppr Law requires 1 year for petitions;
GC §50115
City Clerk CC-039 Proclamations / Commendations /
Memoriums 2 years 2 years Mag,
Ppr GC § 34090
CITY OF SAN CARLOS, CA. ©2001- 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 55
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 24.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media
Options
Image:

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

City Clerk CC-040 Proof of Publication (all subjects) 2 years 2 years Mag,
Mfr,
OD,
Ppr
The original is maintained with the
subject file; Statute of Limitations
for mailings for annexations,
special districts, bonds is 60 days;
Municipal Government actions is
3 - 6 months; CCP §§337 et seq,
349.4; GC §34090
City Clerk CC-041 Records Destruction Authorization
Forms 2 years 2 years Mag,
Ppr GC §34090 et. seq.

City Clerk CC-041.1
Redistricting Web Page / District
Boundary Web Page (Map,
Redistricting Process, Agendas,
Calendars, Notice, etc.)
10 years 10 years Mag,
Ppr EC §21608(g); GC §34090
City Clerk CC-042
Resolutions - City Council,
Redevelopment, Successor
Agency, Oversight Board
P P Yes (all)
Mag,
Mfr,
OD,
Ppr
S No GC §34090 et. seq.

City Clerk CC-043 Secretary of State Statement of
Facts / Registry of Public Agencies 2 years 2 years Mag, Ppr GC §34090 et seq.

City Clerk CC-044 Vehicle Title ("Pink Slips")
Upon
Disposal of
Vehicle
Upon
Disposal of
Vehicle
Mag,
Mfr,
OD, Ppr
S / I No Provided to new owner; GC
§34090
City Clerk CC-045 Video tapes of Council meetings 20 years 20 years Tape (Mag)
Department Preference; Legally
required for 90 days; GC §34090.7
CITY OF SAN CARLOS, CA. ©2001- 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 56
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 11.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

CITY MANAGER
City
Manager CM-001 Administrative Files (Includes Travel) 2 years 2 years Mag, Ppr GC §34090 City
Manager CM-003 Association Records (ICMA, National
League of Cities, etc.)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Non-records; GC §34090.7
City
Manager CM-004 Awards: City Programs P P Mag, Mfr,
OD, Ppr S / I
Yes:

After 2
years
Department Preference for
Historical Significance; GC §34090
City
Manager CM-005 Citizen's Inquiries, Communications,
Logs & Resolutions 3 years 3 years Mag, Ppr
Consistent with operational
complaints; 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
City
Manager CM-0006 Council Newsletter 2 years 2 years Mag, Ppr GC §34090 City
Manager CM-007 Employee Suggestions 2 years 2 years Mag, Ppr GC §34090 City
Manager CM-008 Internal Studies and Reports
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr GC §34090
City
Manager CM-009
Projects & Issues (Issues and/or
projects will vary over time - e.g.

Hotels, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr GC §34090
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 57
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 9.0 RECORDS RETENTION SCHEDULE - HOUSING and ECONOMIC DEVELOPMENT (Redevelopment or Successor Agency)
Page HS/ED-1
Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

HOUSING
Hous. &
Redev. H&R-001
Applications for Loans: Rejected
(First Time Home Buyers,
Life/Safety, etc.)
2 years 2 years Mag, Ppr GC §34090
City Clerk H&R-002 Bond Issues
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr
Originals are maintained by City
Manager; GC §34090.7
Hous. &
Redev. H&R-003 Consolidated Action Plan
Expiration of
Plan + 5
years
Expiration of
Plan + 5
years
Mag, Ppr Consolidated Plan Requirement;
GC §34090
Hous. &
Redev. H&R-004 Housing Developments
Project
Completion
+ 5 years
Life of
Project Area
Life of
Project Area
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S No Department Preference; GC
§34090
Hous. &
Redev. H&R-005 Housing Programs: Grants 5 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After
Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I
Yes:

When
Inactive
Uniform Admin. Requirements for
Grants to Local Governments is 3
years from expenditure report;
HUD requires 3 years; statewide
guidelines propose 4 years; HUD
2228.2 rev-3, 2; 2 CFR 200.333;
24 CFR 92.508(a)&(c) &
570.502(a)(16), 982.158, 884.214;
29 CFR 97.42, GC §34090
Hous. &
Redev. H&R-006 Housing Programs: Loans (First
Time Home Buyers, Life/Safety, etc.)
Loan Pay-off
+ 5 years
Loan Pay-off
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: 1
year
Consistent with Consolidated Plan
Requirements; Required for 3-4
years from expenditure or
performance report; 2 CFR
200.333; 24 CFR 92.508(a)&(c) &
570.502(a)(16), 982.158, 884.214;
29 CFR 97.42, GC §34090
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 58
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 9.0 RECORDS RETENTION SCHEDULE - HOUSING and ECONOMIC DEVELOPMENT (Redevelopment or Successor Agency)
Page HS/ED-2
Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Hous. &
Redev. H&R-019
Housing Projects & Services - NO

RECAPTURE / RESALE
RESTRICTIONS (Compliance
Monitoring)
2 years 3 years 5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: 1
year
HUD requires 5 years after the
project completion; documents
imposing recapture / resale
restrictions are 5 years after the
affordability period terminates;
Uniform Admin. Requirements for
Grants to Local Governments is 3
years from expenditure report;
statewide guidelines propose 4
years; 2 CFR 200.333; 24 CFR

92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR 97.42,
GC §34090
Hous. &
Redev. H&R-020
Housing Projects & Services - WITH

RECAPTURE / RESALE
RESTRICTIONS (Compliance
Monitoring).
2 years
5 years After
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever
is Longer
5 years After
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever
is Longer
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: 1
year
HUD requires 5 years after the
project completion; documents
imposing recapture / resale
restrictions are 5 years after the
affordability period terminates;
Uniform Admin. Requirements for
Grants to Local Governments is 3
years from expenditure report;
statewide guidelines propose 4
years; 2 CFR 200.333; 24 CFR

92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR 97.42,
GC §34090
Hous. &
Redev. H&R-021 Housing - Loan Applications: Not
Funded 2 years 2 years Mag, Ppr GC §34090
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 59
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 9.0 RECORDS RETENTION SCHEDULE - HOUSING and ECONOMIC DEVELOPMENT (Redevelopment or Successor Agency)
Page HS/ED-3
Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Hous. &
Redev. H&R-007 Real Estate Appraisal Reports:

Property NOT purchased 2 years 2 years Mag, Ppr
Not accessible to the public;
Statewide Guidelines show 2
years; GC §§34090, 6254(h)
Hous. &
Redev. H&R-008 Real Estate Appraisal Reports:

Purchased Property 2 years 3 years 5 years
Yes:

Before
Purchase
Mag, Mfr,
OD, Ppr S
Yes:

After
Inactive
Not accessible to the public until
purchase has been completed;
Auditing standards are 7 years
after audit; time is sufficient to
establish tax increment; Statewide
Guidelines show 2 years; USPAP
(Uniform Standards of
Professional Appraisal Practice)
ethical standards require
appraisers to retain records for at
least 5 years, or final disposition +
2 years, if used in a judicial
proceeding; GC §§34090, 6254(h)

ECONOMIC DEVELOPMENT / REDEVELOPMENT / SUCCESSOR AGENCY / OVERSIGHT BOARD City Clerk H&R-009 Bond Issues
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr
Originals are maintained by City
Manager; GC §34090.7
Hous. &
Redev. H&R-010
Economic Development (Issues
and/or projects will vary over time -
e.g. Proposed Hotels, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr GC §34090
Planning H&R-011
Environmental Determinations
(Environmental Impact Reports
(EIRs), Negative Declarations, etc.)
Inside City boundaries
When No
Longer
Required
When No
Longer
Required
Yes: Until
Project
Completed
Mag, Mfr,
OD, Ppr S / I Yes: 1
year
Planning is OFR; Final EIRs are
required to be kept a "reasonable
period of time"; 14 Cal Code Regs
§15095(c); GC §34090.7
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 60
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 9.0 RECORDS RETENTION SCHEDULE - HOUSING and ECONOMIC DEVELOPMENT (Redevelopment or Successor Agency)
Page HS/ED-4
Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Hous. &
Redev. H&R-012
Environmental Determinations
(Environmental Impact Reports
(EIRs), Negative Declarations, etc.)
Outside City boundaries
When No
Longer
Required
When No
Longer
Required
Ppr Non-records
Hous. &
Redev. H&R-013
Redevelopment Project Files:

Includes Environmental
Assessments, Planning Documents,
Phases, etc.

Project
Completion
+ 5 years
Life of
Project Area
Life of
Project Area
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S No
Department Preference; City
Manager Maintains originals of all
documents that were presented to
Council or RDA; GC §34090.7
Hous. &
Redev. H&R-014 Real Estate Appraisal Reports:

Property NOT purchased 2 years 2 years Mag, Ppr
Not accessible to the public;
Statewide Guidelines show 2
years; GC §§34090, 6254(h)
Hous. &
Redev. H&R-015 Real Estate Appraisal Reports:

Purchased Property 2 years 3 years 5 years
Yes:

Before
Purchase
Mag, Mfr,
OD, Ppr S
Yes:

After
Inactive
Not accessible to the public until
purchase has been completed;
Auditing standards are 7 years
after audit; time is sufficient to
establish tax increment; Statewide
Guidelines show 2 years; GC
§§34090, 6254(h)
Hous. &
Redev. H&R-016 Relocation Files Settle + 1
year
Settle + 4
years
Settle + 5
years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S
Yes:

After
Inactive
Consistent with Claims; CCP §§
337 et seq.; GC §§ 945, 34090,
34090.6; PC §832.5
Hous. &
Redev. H&R-017 Site Clearance / Soils Remediation /
Mitigation
When No
Longer
Required
When No
Longer
Required
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S No Copies; GC §34090.7
Finance H&R-018
Statement of Indebtedness / Annual
Report to State / State Controllers
Report
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: 1
year Copies; GC §34090.7
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 61
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 19.1 RECORDS RETENTION SCHEDULE: PARKS and RECREATION Page PR-1 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

PARKS & RECREATION ADMINISTRATION
Parks &
Rec. PR-001
Block Party Permits (Includes
Alcohol Use Permit & Insurance
Certificates)
2 years 2 years Mag, Mfr,
OD, Ppr GC §34090
Parks &
Rec. PR-001.1
Correspondence & Staff Notes
regarding CEQA or other
Environmental Determinations where
Parks & Recreation is the Lead
(Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations,
Categorical Exceptions, etc.) /

CEQA / NEPA)
Project
Approval or
Denial + 180
days
Project
Approval or
Denial + 180
days
Mag, Ppr
Not all internal communications
and notes are required to be
saved; "emails that do not provide
insight into the project or the
agency’s CEQA compliance with
respect to the project — are not
within the scope of section
21167.6, subdivision (e) and need
not be retained." Golden Door
Properties, LLC v. Superior Court
of San Diego County (County of
San Diego, et al., Real Parties in
Interest) (D076605, D076924,
D076993) (4th Dist. 2020); PRC
21167,6; GC §34090
Parks &
Rec. PR-002
Donations / Letters acknowledging
donation / Donation requests to
Foundations (to Youth Center,
Senior Center, etc.)
2 years 2 years Mag, Mfr,
OD, Ppr
Retained during annual Audit; GC
§34090
Parks &
Rec. PR-003
Friends of the San Carlos Senior
Center / Parks & Recreation
Foundation, Youth Center
Foundation: All records except
Minutes
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Non-records; GC §34090 et seq.

CITY OF SAN CARLOS, CA. ©2001- 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 62
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 19.1 RECORDS RETENTION SCHEDULE: PARKS and RECREATION Page PR-2 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Parks &
Rec. PR-004
Friends of the San Carlos Senior
Center / Parks & Recreation
Foundation, Youth Center
Foundation: Minutes
P P Mag, Mfr,
OD, Ppr S / I Yes Department Preference; Non-
records; GC §34090 et seq.

Parks &
Rec. PR-005
Landscape Architect / Plans (Blue
Line Copies): City or City-maintained
Projects
P P Mag, Mfr,
OD, Ppr S / I No Department Preference; GC
§34090
Parks &
Rec. PR-006 Master Plans: Parks, Facilities and
Open Space P P Mag, Mfr,
OD, Ppr S Yes: 1
year
For Historical Purposes; Projects
are transferred from Public Works
upon project completion; GC §
34090
Parks &
Rec. PR-007 Memorial Benches, Bricks and Trees
(donor and location) P P Mag, Mfr,
OD, Ppr S Yes: 1
year
Department Preference for
Historical Value; GC §34090
Parks &
Rec. PR-008 Petitions 2 years 2 years Mag, Mfr,
OD, Ppr GC §34090
Parks &
Rec. PR-009
Projects & Facilities - Parks:

INFRASTRUCTURE Final
Specifications, EIRs / Negative
Declarations, and Plans (Buildings,
Improvement Plans, Park
Improvements, etc.)
Where Parks & Recreation is the
Lead
Completion
+ 5 years P P Yes (all) Mag, Mfr,
OD, Ppr S Yes: 1
year
Transferred from Public Works
upon project completion;
Department Preference; Statewide
guidelines propose 7 years; 2
years for blueprints &
specifications; Statute of
Limitations is 4 years; 10 years for
Errors & Omissions; CCP §§337.
337.1(a), 337.15, GC §34090
CITY OF SAN CARLOS, CA. ©2001- 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 63
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 19.1 RECORDS RETENTION SCHEDULE: PARKS and RECREATION Page PR-3 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Parks &
Rec. PR-010
Projects & Facilities - Parks: NON-
INFRASTRUCTURE Final
Specifications and Plans (Re-
Surfacing, Re-Turfing, Maintenance,
etc).

Where Parks & Recreation is the
Lead
Completion
+ 5 years
Completion
+ 5 years
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S
Yes:

After
Inactive
Transferred from Public Works
upon project completion;
Consistent with Agreement /
Contract Administration; CCP
§§337. 337.1(a), 337.15, GC
§34090
Parks &
Rec. PR-011 Strategic Plan / Master Plan for
Department Services
When
Superseded P P Mag, Mfr,
OD, Ppr S Yes: 1
year
For Historical Purposes;
Transferred from Public Works
upon project completion; GC §
34090

RECREATION
Parks &
Rec. PR-012 Agreements for Contractors: Class
Instructors etc.

Completion
+ 2 years 3 years Completion
+ 5 years
Yes: Until
Completion
Mag, Mfr,
OD, Ppr S
Yes:

After
Inactive
Consistent with City-wide
standards; Statewide guidelines
propose completion + 5 years for
non-capital improvement contracts
& completion + 4 years for
transportation and concessionaire
agreements.

Parks &
Rec. PR-013
Class Registration Forms - City
Sponsored Activities (includes sports
programs & Fee Assistance
Applications)
2 years 2 years Mag, Ppr GC §34090
Parks &
Rec. PR-014
Coaches Clearances / NAYS
Certification (National Athletic Youth
Society - Certification that Coaches
have attended a certification clinic)
P P Mag, Mfr,
OD, Ppr S Yes: 1
year
Department Preference (statute of
limitations for public official
misconduct is 4 years); GC
§34090, CCP §§337, 343
CITY OF SAN CARLOS, CA. ©2001- 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 64
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 19.1 RECORDS RETENTION SCHEDULE: PARKS and RECREATION Page PR-4 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Parks &
Rec. PR-015
Emergency Contact Authorization
Forms (Given to site provider -
Coach, Instructor, etc.)
2 years 2 years
Yes:

During
Class or
Program
Ppr GC §34090
Parks &
Rec. PR-016
Field Permit Contracts, Facility
Renewal Requests and Use Permits
(Banners, Schools, Room
Reservations, Club House Rentals,
Park Use and Rentals, etc.)
2 years 2 years Mag, Mfr,
OD, Ppr S Yes: 1
year GC §34090
Parks &
Rec. PR-017
First Aid / Minor Incident / Stolen
Property Reports / Adult Sports
League Injury Reports
2 years 2 years Mag, Ppr Other incident reports are sent to Risk Management; GC §34090,
Parks &
Rec. PR-018
Insurance Policies Issued to
Organizations conducting activities
on City Property
2 years 2 years Mag, Ppr GC §34090
Parks &
Rec. PR-019 Liability Waiver for Recreation
Activities & Classes 2 years 2 years Mag, Ppr GC §34090 Parks &
Rec. PR-020 Programs (Senior Center, Special
Needs, Youth Center, etc.) 2 years 2 years Mag, Ppr GC §34090 Parks &
Rec. PR-021 Recreation Registration Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Parks &
Rec. PR-022
Rental Contracts / Room Rentals
(Includes Alcohol Use Permit &
Insurance Certificates)
2 years 2 years Mag, Ppr GC §34090
Parks &
Rec. PR-023
Sports League Rosters / Team
Rosters, Scoresheets, Sign-in
Sheets, Drop-in Sheets
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary Drafts (Content Not
Substantive) or Non-records; GC
§34090 et seq.

CITY OF SAN CARLOS, CA. ©2001- 2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 65
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 18.1 RECORDS RETENTION SCHEDULE - PLANNING Page PL-1 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

PLANNING
Planning PL-001 Alcoholic Beverage License
Application Copies or Notices
When No
Longer
Required
When No
Longer
Required
Ppr Non-records
City Clerk PL-002 Annexation / Deannexation Files 5 years P P Mag, Mfr, OD, Ppr S No Department Preference; City
Manager is OFR; GC §34090.7
Planning PL-003 Assessor Parcel Information When
Superseded
When
Superseded
Mag, Mfr,
OD, Ppr GC §34090
Planning PL-004 Bay Area Conservation Development
Commission Agreements (BCDC) 2 years P P Yes: Until
Completed
Mag, Mfr,
OD, Ppr S
Yes:

When
Inactive
Land Records; GC§ 34090
Planning PL-005
Entitlement / Project Files
(Includes Associated Plans,
Environmental Determinations &
Maps)
2 years P P Yes: Until
Completed
Mag, Mfr,
OD, Ppr S
Yes:

When
Inactive
Projects have a 3 year vesting
(applicant must pull permit within 3
years) -- those applications in
which the applicant does not follow
through with permit may be
destroyed after the vesting period
has expired. Some permits must
obtain Council approval, and
therefore the City Manager
becomes office of record for
material presented to Council;
Department maintains complete
files for administrative purposes;
GC§§34090, 34090.7
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 66
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 18.1 RECORDS RETENTION SCHEDULE - PLANNING Page PL-2 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Planning PL-006
Correspondence & Staff Notes
regarding CEQA or other
Environmental Determinations where
Planning is the Lead submitted to,
or transferred from the agency, and
all internal agency communications,
including staff notes related to a non-
exempt CEQA action
(Environmental Determinations:

Environmental Impact Reports
(EIRs), Negative Declarations,
Categorical Exceptions, etc.) /

CEQA / NEPA)
Project
Approval or
Denial + 180
days
Completion
of CEQA
Process
Project
Approval or
Denial + 180
days
Completion
of CEQA
Process
Mag, Ppr
Not all internal communications
and notes are required to be
saved; "emails that do not provide
insight into the project or the
agency’s CEQA compliance with
respect to the project — are not
within the scope of section
21167.6, subdivision (e) and need
not be retained." Golden Door
Properties, LLC v. Superior Court
of San Diego County (County of
San Diego, et al., Real Parties in
Interest) (D076605, D076924,
D076993) (4th Dist. 2020); PRC
21167,6; GC §34090
Planning PL-006.1
Environmental Determinations
(Environmental Impact Reports
(EIRs), Negative Declarations, etc.)
Outside City boundaries
When No
Longer
Required
When No
Longer
Required
Ppr Non-records;
Planning PL-007 General Plan, General Plan
Elements, Amendments P P Yes (all) Mag, Mfr,
OD, Ppr S / I
Yes:

After
Amended
Department Preference; City
Manager Maintains originals of all
documents that were presented to
Council; GC §34090
Planning PL-008 Historical Landmarks (Local, State,
or National Registers) 5 years P P Mag, Mfr,
OD, Ppr S Yes: 1
year GC §34090
Planning PL-009 Land Use Studies 5 years P P Mag, Mfr,
OD, Ppr S or I Yes: 1
year
Department preference; GC
§34090
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 67
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 18.1 RECORDS RETENTION SCHEDULE - PLANNING Page PL-3 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Planning PL-010 Master Plans 2 years P P Yes: Until
Completed
Mag, Mfr,
OD, Ppr S
Yes:

When
Inactive
Department Preference (Council
Approves, therefore City Manager
is OFR); GC§ 34090.7
Planning PL-011 NPDES Reports 3 years 3 years Mag, Ppr Monitoring records required for 3 years; 40 CFR §§122.21, 122.41
Planning PL-012
Planning Commission / Economic
Development Advisory Commission /
Residential Design Review
Committee (MINUTES)
P P
Yes:

Depending
Upon
Subject
Mag, Mfr,
OD, Ppr S
Yes:

After 2
years
See City-wide schedule for all
others; GC §34090
Planning PL-013 Planning Commission
(RESOLUTIONS) P P
Yes:

Depending
Upon
Subject
Mag, Mfr,
OD, Ppr S
Yes:

After 2
years
See City-wide schedule for all
others; GC §34090
Planning PL-014
Planning Commission / Economic
Development Advisory Commission /
Residential Design Review
Committee (AUDIO RECORDINGS)
30 days, or
After
Minutes are
Approved,
Whichever
is Longer
30 days, or
After
Minutes are
Approved,
Whichever
is Longer
Tape
(Mag)
Department preference; GC
§54953.5(b)
Planning PL-015
Planning Commission / Economic
Development Advisory Commission /
Residential Design Review
Committee (VIDEO RECORDINGS)
20 years 20 years Tape
(Mag)
Department Preference; Legally
required for 90 days; GC §34090.7
Lead
Dept. PL-016
Preliminary Studies / Project
Assessments / Pre-Applications
(Private Projects) - NOT Pursued
2 years 8 years 10 years Mag, Ppr
Department Preference; projects
must be pursued in 2 years; GC
§34090
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 68
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 18.1 RECORDS RETENTION SCHEDULE - PLANNING Page PL-4 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Lead
Dept. PL-016.1
Preliminary Studies / Project
Assessments / Pre-Applications
(Private Projects) - ARE Pursued
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
If an Application for the project is
received, the Preliminary or Pre-
Application becomes a draft ; GC
§34090
Planning PL-017 Seasonal Sale Lots (Pumpkin, Tree
lots) 2 4 years 2 4 years Mag, Ppr GC §34090
Planning PL-018 Specific Plans 5 years P P Yes (all) Mag, Mfr, OD, Ppr S
Yes:

When
Inactive
Department Preference (Copies);
City Manager Maintains originals
of all documents that were
presented to Council; GC §34090
Planning PL-019 Tree Removal permits
Work
Completed +
3 years
Work
Completed +
3 years
Mag Ppr
Consistent with Work Orders and
Operational Complaints; CCP
§§338 et seq., 340 et seq., 342,
GC §34090
Planning PL-020 Zone Maps (History) P P Yes (all) Mag, Mfr, OD, Ppr S No
Department Preference; City
Manager Maintains originals of all
documents that were presented to
Council; GC §34090.7
Planning PL-021 Zoning Map Amendments 2 years P P Yes: Until Completed
Mag, Mfr,
OD, Ppr S
Yes:

When
Inactive
GC§ 34090
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 69
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 19.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

PUBLIC WORKS / ENGINEERING
Public
Works PW-000
AB 939 Compliance / SB 1383
Compliance (Organic Waste
Collection and Recycling)
10 years 10 years
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Department preference; SB 1383
compliance is required for 5
years; Low-Carbon Fuel
Standard regulations credits can
be received for 10 years, and are
eligible for an extension; 14 CCR
§ 18995;.2 H&S §39730.7; GC
§34090
City Clerk PW-001 Abandonments and Vacations P P Yes: Until Completed
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Department Preference; GC
§34090.7
City Clerk PW-002 Annexations P P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Department Preference; GC
§34090.7
City Clerk PW-003
Assessment District Projects (Maps,
Diagrams, Spreadsheets,
Improvement Plans - e.g. water,
sewer, undergrounding)
Termination
of District +
10 years
Termination
of District +
10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Department Preference; Statute
of Limitations is 4 - 10 years (for
Errors & Omissions); CCP
§§337. 337.1(a), 337.15, 343;
GC §34090.7
City Clerk PW-004 Easements Upon
Completion P P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Infrastructure; statewide
guidelines propose 10 years; GC
§34090
Public
Works PW-005
Encroachment Permits: Permanent
(Sidewalk, Driveway Approach, Curb
and Gutter, Monitoring Well,
Waterway/Creeks, Reclaimed Water,
Access, Fence or Wall, Attachments,
Utility, Sanitary Sewer, Storm Drain,
Water, Swimming, Pool/Spa, etc.)
2 years P P Yes: Until
Revocation
Mag,
Mfr, OD,
Ppr
S
Yes:

After
Inactive
Statewide guidelines propose
Permanent; CCP § 337 et. Seq.;
GC § 34090
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 70
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 19.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Public
Works PW-006
Encroachment Permits: Temporary
(Oversized Load, Debris Box,
Awning, Banner, Construction
Trailer, Street Cut, Paving, etc.)
Expiration +
2 years
Expiration +
2 years
Yes: Until
Completion Mag, Ppr GC § 34090
Public
Works PW-007 Fees: Assessment Districts
Termination
of District +
5 years
Termination
of District +
5 years
Mag, Ppr Meets auditing standards; GC
§34090
Public
Works PW-008 Fees: Sewer Service Charges,
Stormwater Fees 5 years 5 years Mag, Ppr Meets auditing standards; GC §34090
Public
Works PW-009 Flood Control & Disaster Files (e.g.
pump systems, CIP systems) P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Statewide guidelines propose 2
years; GC §34090
Public
Works /
Plann.

PW-010
Maps, Plans & Drawings (ALL -
Drainage, Grading, Sewer,
Subdivision, Survey, Water, etc.)
Completion
+ 5 years P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Drafts should be destroyed;
Some maps are also retained by
Planning; Selected maps are
retained in Public Works for
administrative purposes; GC
§34090, 34090.7
Public
Works PW-011 Preliminary Studies / Project
Assessments (Not Acquired)
No Activity +
10 years
No Activity +
10 years
Mag,
Mfr, OD,
Ppr
S
Yes:

After
Inactive
Department Preference; GC
§34090
Parks &
Recreation PW-012 Projects: ALL PARKS
Transfer to
Parks &
Recreation
upon
Completion
Transfer to
Parks &
Recreation
upon
Completion
Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Parks & Recreation maintains
file; GC §34090
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 71
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 19.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Public
Works PW-013
Projects: INFRASTRUCTURE Final
Specifications and Plans (Buildings,
Improvement Plans, Park
Improvements, Right of Way,
Sewers, Street Widening, etc.)
Where Public Works is the Lead
Completion
+ 2 years P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Department preference;
Statewide guidelines propose 7
years; 2 years for blueprints &
specifications; Statute of
Limitations is 4 years; 10 years
for Errors & Omissions; CCP
§§337. 337.1(a), 337.15, GC
§34090
Public
Works PW-014
Projects: NON-INFRASTRUCTURE
Final Specifications and Plans (Curb
repairs, Microsurfacing, Repaving,
Street Paving, Tree Trimming, etc).

Where Public Works is the Lead
Completion
+ 2 years 3 years Completion
+ 5 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S
Yes:

After
Inactive
Consistent with Agreement /
Contract Administration; CCP
§§337. 337.1(a), 337.15, GC
§34090
Public
Works PW-015
Real Estate Acquired from the
County (Edison Park, Golden West &
Towne, etc.)
10 years P P
Mag,
Mfr, OD,
Ppr
S
Yes:

After 1
year
GC §34090 et. seq.

Public
Works PW-016 School Information (Traffic Safety
Issues, etc.) 10 years 10 years Mag, Ppr Department Preference; GC §34090
Public
Works PW-017 Sewer System Management Plans
(SSMP) and Audits 5 years 5 years Mag, Ppr
Department preference; plans
must be updated every 5 years,
audits are required every 2
years; SWRCB Order 2006-03;
40 CFR 122.41(j)(2); GC §34090
Public
Works PW-018 Stormwater Monitoring Reports 3 years 3 years Mag, Ppr NPDES Monitoring records are
required for 3 years; 40 CFR
§§122.21, 122.41
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 72
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 19.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Public
Works PW-019
Stormwater Program: Unauthorized
Discharges / Violations / Spills /
SSOs (Sanitary Sewer Overflows)
Resolution +
5 years
Resolution +
5 years Mag, Ppr
Required for a minimum of 5
years; 40 CFR 122.41(j)(2);
SWRCB Order 2006-03; 40 CFR
122.41(j)(2); GC §34090
Public
Works PW-020 Street Sweeping Reports (from BFI) 3 years 3 years Mag, Ppr NPDES Monitoring records are
required for 3 years; 40 CFR
§§122.21, 122.41
City Clerk PW-021 Subdivisions Completion
+ 2 years P P Yes (all)
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Department Preference (City
Manager is OFR); GC §34090.7
Public
Works PW-022 Traffic Calming / Control Requests
(Stop signs, red curbs, etc.) 10 years 10 years Mag, Ppr Department Preference; GC §34090
Public
Works PW-023 Traffic Counts, Summaries, Reports 10 years 10 years Mag, Ppr Department Preference; GC §34090
Public
Works PW-024 Traffic Signals and Signs (locations,
placement) P P Mag, Ppr Department Preference; GC
§34090, CCP §337 et seq.

Public
Works PW-025 Traffic Signals: Maintenance &
Timing 10 years 10 years Mag, Ppr
Covers all Statute of Limitations;
Department Preference; GC
§34090, CCP §337 et seq.

Public
Works PW-026 Traffic Speed Surveys 15 years 15 years Mag, Ppr Department preference (required
every 5 years, but can be
extended to 7 or 10 years); GC
§34090
Public
Works PW-027 Underground Service Alerts (USA's)
/ Dig Alerts -- City 3 years 3 years Ppr
Department Preference (required
for 3 years); GC §§4216.2(f) &
4216.3(d), GC §34090
Public
Works PW-028 Utility Block Maps When
Superseded
When
Superseded Ppr Department Preference (non-
records)

PARKS MAINTENANCE / BUILDING MAINTENANCE / CORPORATION YARD / GENERAL SERVICES CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 73
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 19.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Public
Works PW-029 Asbestos Removal Projects Completion 30 years Completion + 30 years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

When
Inactive
Claims can be made for 30 years
for toxic subst. exposure; 29
CFR 1627.3(b)(ii), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090
Public
Works PW-030 Asset History (in Work Order System
- includes playground equipment)
Life of the
Asset
Life of the
Asset Mag Department Preference for
historical data; GC §34090
Public
Works PW-031 Backflow Tests 2 years 2 years Mag Ppr
Department Preference; Meets
SWRCB, DDW requirements; 17
CCR 7605(f); GC §34090
Public
Works PW-032 Daily Log / Call Outs 5 years 5 years Mag Ppr Department Preference; GC §34090
Public
Works PW-033 Daily Vehicle Inspections / Pre-trip
inspections 2 years 2 years Mag Ppr S
Yes:

After
Inactive
Consistent with CHP
requirements; OSHA requires 1
year; 13 CCR 1234(c); GC
§34090
Public
Works PW-034 Park Water Usage History
When No
Longer
Required
When No
Longer
Required
Mag Ppr Department Preference; GC
§34090
Public
Works PW-035 Parks & Facilities - Historical Files P P Mag, Ppr Department Preference; GC §34090
Public
Works PW-036 Pesticide and Herbicide Permits 2 years 3 years 5 years Mag,
Mfr, OD,
Ppr
S/I
Yes:

When
Inactive
Department Preference (County
Agriculture Requirement);
Registered fumigation / pesticide
companies are required to retain
logs and other records for 3
years; GC §34090, 16 CCR 1970
3 CCR 6623
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 74
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 19.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Public
Works PW-037 Safety Inspections (playground
equipment, etc.)
Disposal of
Equipment +
2 years
Disposal of
Equipment +
2 years
Mag, Ppr
Covers all statute of limitations;
OSHA requires 1 year; 8 Ca.

Code Reg. § 3203(b)(1); CCP
§337 et. Seq., GC §34090
Public
Works PW-038 Scheduled Maintenance (Painting,
etc.) 10 years 10 years Mag Ppr
Department Preference; CCP
§§338 et seq., 340 et seq., 342,
GC §34090
Public
Works PW-039
Vehicle Folders: Includes
Maintenance History, Accident
Reports, etc.

Disposal of
Vehicle + 4
years
Disposal of
Vehicle + 4
years
Mag, Ppr
Covers all statute of limitations;
CHP requires life of vehicle;
OSHA requires 1 year; If a motor
carrier, required for 18 months
after vehicle is sold; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1);
49 CFR 396.3(c); CCP §337 et.

Seq., GC §34090
Dept.

Providing
Service /
Work
PW-040
Work Orders / Service Requests
(Department providing service
retains originals; department
requesting service is considered a
copy)
3 years 3 years Mag Ppr
Consistent with operational
complaints; CCP §§338 et seq.,
340 et seq., 342, GC §34090

PUBLIC WORKS MAINTENANCE / CORPORATION YARD / GENERAL SERVICES Public
Works PW-041 AQMD Permits 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public
Works PW-042 Asset History (in Work Order System
- includes sewers)
Life of the
Asset
Life of the
Asset Mag Department Preference for
historical data; GC §34090
Public
Works PW-043 Fuel Usage, Storage, Records 5 years 5 years Yes: Until Paid Mag, Ppr
Consistent with Cash receipts
(maintained for auditing
purposes); GC §34090
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
Packet Pg. 75
Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update Ver. 19.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of
Record
Classification
OR Records Description Retention / Disposition Comments / Reference (OFR)
File Number
Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media
Options
Image:

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

Public
Works PW-044
Generator Operation Logs &
Inspections - Fixed / Stationary
Generators
3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090
Public
Works PW-045
Generator Operation Logs &
Inspections - Portable / Emergency
Generators)
5 years 5 years Mag, Ppr
AQMD Rule 1470; Form
400–E–13a instructions, GC
§34090
Public
Works PW-046 HazMat Clean-ups and Exposure
Records (Diesel, Oil, etc.) 30 years 30 years
Mag,
Mfr, OD,
Ppr
S
Yes:

When
Inactive
Claims can be made for 30 years
for toxic substance exposure; 8
CCR §3204(d)(1) et seq., GC
§§12946, 12960, 34090
Public
Works PW-047 Sales Tax Returns (Fuel Usage) 5 years 5 years Yes: Until Paid Mag, Ppr maintained for auditing
purposes; GC §34090
Public
Works PW-048
Scheduled Maintenance
(Generators, Sewers, Storm Drains,
etc.)
10 years 10 years Mag Ppr
Department Preference; CCP
§§338 et seq., 340 et seq., 342;
GC §34090
Public
Works PW-049 Sewer Lateral CCTV Inspection
Reports
6 months, or
After
Improvemen
t / Repair
6 months, or
After
Improvemen
t / Repair
Mag Ppr Department Preference; GC
§34090
Public
Works PW-050
Sewer Main CCTV Videos from City
Capital Improvement Projects/Master
Plan/Maintenance
6 months, or
After
Improvemen
t / Repair
6 months, or
After
Improvemen
t / Repair
Mag Ppr Department Preference; GC
§34090
Dept.

Providing
Service /
Work
PW-051
Work Orders / Service Requests
(Department providing service
retains originals; department
requesting service is considered a
copy)
3 years 3 years Mag Ppr
Consistent with operational
complaints; CCP §§338 et seq.,
340 et seq., 342, GC §34090
CITY OF SAN CARLOS, CA. ©2001-2017 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 2/22/2021

6.d.2
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Attachment: Exhibt A to Resolution - Proposed Records Retention Schedule (with track changes) (Update

CITY COUNCIL

STAFF REPORT

MEETING DATE: February 28, 2022

ITEM TITLE: Accept the Investment Report for the Second Quarter of Fiscal Year 2021 -

22. RECOMMENDATION:

Staff recommends that the City Council review and accept the Quarterly Investment Repo rt (“Report”) for the second quarter of Fiscal Year (“FY”) 2021-22 ending December 31, 2021.

FISCAL IMPLICATIONS:

There is no fiscal impact to accepting the Report.

BACKGROUND:

On August 23, 2021, the City Council approved the Annual Investment Policy (“Policy”) per Resolution No. 2021 -073. In accordance with the Policy, the City Administrative Services Director is responsible for investing the unexpended cash used for funding operations of the City of San Carlos (“City”).

The investment of funds for the City is directed by the goals of safety, liquidity, and yield. The authority governing investments for municipal governments is set forth in the California Government Code, sections 53601 through 53686 (“Code”). Per section 53646 (b)(1) of the Code, the Investment Committee serving as the legislative body will have the quarterly reports for its review within thirty (30) days following the end of the quarter. Thus, this Report and its attachments are furnished for review and information.

Beginning in FY 2016-17, the City included the checking account balance as part of this Report.

Although a checking account is not a typical investment account, including this balance shows the total cash on hand for the quarter. The City typically maintains an average of $1 million to $2.6 million and a larger balance at the end of the calendar year, in the checking account to meet cash disbursement needs. Transfers are usually made into the investment accounts during the quarter to account for receipts that exceed disbursements.

Investment Strategy

The City’s investment priorities, in order, are “Safety, Liquidity, and Yield,” while meeting the cash flow needs of the City through prudent investment of unexpended cash.

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2 Compliance with Policy

Historical cash flow trends are compared to current cash flow requirements on an ongoing basis to ensure the City’s investment portfolio will remain sufficiently liquid to enable the City to meet all reasonably anticipated operating requirements. As of December 31, 2021, the p ortfolio contains sufficient liquidity to meet the next six months of expected expenditures by the City.

As of December 31, 2021, the City has no investment instruments with a maturity date longer than one year. All investments are in highly liquid accou nts, using the State of California and County of San Mateo investment pools, and are in compliance with the Policy.

The primary objective of the Policy of the City of San Carlos is “safety of principal” . The permitted investments section of the Policy also states:

Local Agency Investment Fund (LAIF), which is a State of California managed investment pool, and San Mateo County Investment pool, may be used up to the maximum permitted by California State Law. A review of the pool/fund is required when they a re part of the list of authorized investments, with the knowledge that the pool/fund may include some investments allowed by statute but not explicitly identified in this investment policy.

The City’s Investment Committee, consisting of Jeff Maltbie, Cit y Manager; Inge Tiegel, City Treasurer; and Rebecca Mendenhall, Administrative Services Director, has reviewed and approved this Report.

ANALYSIS:

The Investment Portfolio (Attachment 1) indicates that on December 31, 2021, City funds in the amount of $ 133,849,671 were invested, producing a weighted average yield of 0.62% for this quarter. The amount in the checking account was $3,214,823. The Local Agency Investment Fund (“LAIF”), the City’s benchmark for comparison of investment yield, was 0.23% for th e quarter. The investment yield, net of administrative fees, for the County Pool was 0.86%. The allocation of the investment portfolio balance to various City funds is included in Attachment 3 of the Report.

Below is a summary of the changes from the last quarter.

Quarter Ended
12/31/21
% of
Total
Quarter Ended
9/30/21
% of
Total
Increase
(Decrease)
City-Checking 3,214,823$ 2% 2,329,948$ 2% 884,875$ City-SM County Pool 81,871,382 60% 74,839,584 55% 7,031,798 City-LAIF 51,978,289 38% 58,692,480 43% (6,714,191) Total 137,064,494$ 100% 135,862,012$ 100% 1,202,482$

The portfolio balance at the end of the second quarter is $137,064,494, an increase of approximately $1.2 million. The increase in the portfolio balance followed the same trend as in previous years and was primarily due to the receipt of property tax ($6.5 million), vehicle license fee revenues ($1.6 million), sales tax revenue ($2.9 million), and the receipt of sewer assessment revenues ($9.8 million) received through the property tax roll from San Mateo County.

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3 The increase in cash during the quarter driven by the above revenues was mostly offset by several major distributions: (1) $12.4 million payments to Redwood City Fire Department for fire services for the period of July 1, 2020 through December 31, 2021 ; (2) $4.0 million payments to San Mateo County for sheriff services during the first two quarters of in FY21-22; (3) $0.5 million for the Below -Market-Rate property purchase of 1001 Laurel Street, Unit #418 and (4) $2.4 million for capital improvement projects su ch as the Sewer System Rehabilitation Project, Eastside Planning Innovative, and Burton Park Batting Cages Capital Project.

Below is a comparison of quarterly cash position for the past three years.

$80
$90
$100
$110
$120
$130
$140
Mar 31 Jun 30 Sep 30 Dec 31
($ in millions)
Cash Position of Investments
2021
2020
2019

Below is a summary of the changes in the total investment interest earnings from the prior quarter.

Qtr Ended
12/31/21
Qtr Ended
9/30/21
Increase
(Decrease)
Investment Portfolio 133,849,671$ 133,532,064$ 317,607$ Weighted Avg Yield 0.62% 0.66% -0.04%
Accured Interest Earnings 195,415$ 217,347$ (21,932)$

The slight decrease in interest earnings this quarter occurred due to the lower interest rates compared to the prior quarter. Interest for the investment a ccounts was $195,415 and $118 for the checking account.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Accept the Report for the second quarter of FY 2021-22 as of December 31, 2021; or

2. Do not accept the Report; or

3. Provide staff with alternative direction.

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4 Respectfully submitted by:

Rebecca Mendenhall,
Administrative Services Director

Approved for submission by:

_________________________
Jeff Maltbie, City Manager

ATTACHMENT(S):

1. Portfolio Summary Q2 FY22

2. Portfolio Chart Q2 FY22

3. Allocations Q2 FY22

4. Historical Chart Q2 FY22

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CITY OF SAN CARLOS Historical GASB 31
Date Purchase Book % of Market Quarterly
Investment TypeAccount/CUSIP #Purchased Price ($) Qtr. Year-to-date Value ($) Portfolio Value ($)* Income

LIQUID ACCOUNTS
Checking Account 3,214,823$ 0.01% 0.01% 3,214,823$ 2% 3,214,823$ 118$ Investment Accounts
San Mateo County Pool-City of San Carlos81,871,382 0.86% 0.88% 81,871,382 60% 81,871,382 162,996 State of California LAIF-City of San Carlos51,978,289 0.23% 0.25% 51,978,289 38% 51,845,179 32,419 Total Liquid Accounts 133,849,671$ 0.62% 0.63% 133,849,671$ 98% 133,716,561$ 195,415$ Total for City of San Carlos 137,064,494$ 0.60% 0.62% 137,064,494 $ 100% 136,931,384$ 195,533 $

* Note: Difference in value between Historical Value and Market Value may be due to timing of purchase. Investments in the investment pools may have been purchased when interest rates were lower or higher than the end date of this report. As interest rates increase or decrease, the value of the investment pools will decrease or increase accordingly. However, the interest rate fluctuations does not have impact to the City's balance in the investment pools. The market values are presented as a reference only.

Yield
%

INVESTMENT PORTFOLIO

CITY OF SAN CARLOS
December 31, 2021

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Attachment: Portfolio Summary Q2 FY22 (Accept Q2 Quarterly Investment Report) Investment Portfolio Diversification
City of San Carlos Checking Account 3,214,823$ 2% City of San Carlos SM County Pool 81,871,382 60% City of San Carlos LAIF-General 51,978,289 38% Total 137,064,494$ 100%
City - Checking2%City - SMC Pool60%City - LAIF38%City - CheckingCity - SMC PoolCity - LAIFCity of San CarlosInvestment Portfolioas of December 31, 2021

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Attachment: Portfolio Chart Q2 FY22 (Accept Q2 Quarterly Investment Report) Funds Cash Balance
% of Total
Balance
Capital Projects Funds (Fund 10, 14, 16, 18, 25, 27, and 28) 45,732,288$ 33% Sewer Fund (Fund 6) 30,555,442 22%
Housing Funds (Funds 29 and 31) 12,383,384 9% Facility/Infrastructure Improvements 17,341,500 13% General Fund Operations (includes checking account) 1,741,574 1% American Rescue Plan Act (ARPA) 3,610,447 3% Unfunded Liabilities 2,000,000 1%
Economic Uncertainties Reserve 7,317,932 5% Strategic Property Acquisition 7,191,795 5% Special Revenue Funds and Library Debt Service (Funds 15, 17, 93 and 95) 3,483,684 3%
Internal Service Funds (Funds 32, 33, and 35) 2,273,818 2% Restricted by contract or outside party 3,432,630 3% Total 137,064,494$ 100%
City of San Carlos
Investment Allocations
as of December 31, 2021
33%
22%
9%
13%
1%
3%
1%
5%
5%
3%
2%
3%
Capital Projects Funds (Fund 10, 14, 16, 18, 25, 27, and 28) Sewer Fund (Fund 6)
Housing Funds (Funds 29 and 31)
Facility/Infrastructure Improvements
General Fund Operations (includes checking account)
American Rescue Plan Act (ARPA)
Unfunded Liabilities
Economic Uncertainties Reserve
Strategic Property Acquisition
Special Revenue Funds and Library Debt Service (Funds 15, 17, 93 and 95) Internal Service Funds (Funds 32, 33, and 35)
Restricted by contract or outside party

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Attachment: Allocations Q2 FY22 (Accept Q2 Quarterly Investment Report) City of San Carlos Investment Portfolio
Dec-19 Mar-20 Jun-20 Sep-20 Dec-20 Mar-21 Jun-21 Sep-21 Dec-21 City - Checking 3,711,994 2,462,371 1,800,227 2,108,111 3,342,715 2,500,327 2,321,355 2,329,948 3,214,823 City - SM County Pool48,246,138 49,223,898 45,007,248 37,566,007 56,533,997 62,891,172 74,665,430 74,839,584 81,871,382 City - LAIF 64,913,840 68,897,114 70,229,328 66,981,730 62,775,035 61,327,279 60,644,252 58,692,480 51,978,289 Total 116,871,972$ 120,583,383$ 117,036,803$ 106,655,848$ 122,651,747$ 126,718,778$ 137,631,037$ 135,862,012$ 137,064,494$ 0%10%20%30%40%50%60%70%80%90%100%Dec-19 Mar-20 Jun-20 Sep-20 Dec-20 Mar-21 Jun-21 Sep-21 Dec-21City of San Carlos Historical Summary of Investment Portfolio City - Checking
City - LAIF
City - SMCounty Pool

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Attachment: Historical Chart Q2 FY22 (Accept Q2 Quarterly Investment Report)

CITY COUNCIL

STAFF REPORT

MEETING DATE: February 28, 2022

ITEM TITLE: Accept the Financial Report for the Second Quarter of Fiscal Year 2021-22.

RECOMMENDATION:

Staff recommends that the City Council accept the Quarterly Financial Report (“Report”) for the second quarter of Fiscal Year (“FY”) 2021-22.

FISCAL IMPLICATIONS:

There is no financial impact associated with the acceptance of this Report.

BACKGROUND:

In June 2021, the City Council approved financial policies formalizing long standing pra ctices.

The policies were established to ensure that the City's finances are managed in a manner that will: (1) continue to provide for the delivery of quality services; (2) maintain and enhance service delivery as the community grows in accordance with th e General Plan; (3) guarantee a balanced budget annually assuring that the City is living within its means; and (4) establish reserves necessary to meet known and unknown future obligations.

A key component of these policies includes the preparation of a quarterly financial report. This report provides an executive summary of the City’s current financial status as it relates to the adopted operating budget.

Attached is the Report for the second quarter that reflects the City’s overall General Fund financial position as of December 31, 2021. Included in the Report is an update on the General Fund balance, analysis of revenues earned to date, and expenses incurred for the first six months of the fiscal year.

ANALYSIS:

Revenues
The Report for the second quarter is prepared on a cash basis, therefore only revenue received by December 31 is reflected. Since revenue is received on many different schedules depending on type, it is useful to compare the year -to-date (“YTD”) actual amounts to the prior year ac tual amounts.

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2 Overall, fiscal YTD revenues were approximately $24.7 million, or $4.9 million and 24.8% greater than last year at the end of quarter two, and represented 54% of the budget. As discussed in the attached Report, revenues from property tax, sales taxes, charges of services, vehicle in lieu, other taxes, use of money and property, and other revenues were higher than the prior year. This was primarily due to economic recovery following the Coronavirus Disease (“COVID-19”) pandemic. Licenses and permits were lower compared to quarter two of last year due to the timing of large scale development projects.

Expenditures
Expenditures are recorded when paid, using the cash basis method of accounting. Overall, expenditures were $23.5 million, or 47.2 %, of the budget. Total expenses were $2.1 million higher than the second quarter of last year due to the timing of the payment for dispatching services, the restoration of positions that had been eliminated, an increase in the annual payments to CalPERS, increases in the contracted public safety agreements , payments to outside consultants and payments to recreation instructors as events and activities resume d following the COVID-19 pandemic.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Accept the Report for the second quarter of FY 2021-22 as of December 31, 2021; or

2. Do not accept the Report; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Rebecca Mendenhall,
Administrative Services Director

Approved for submission by:

_________________________
Jeff Maltbie, City Manager

ATTACHMENT(S):

1. Q2 FY22 Financial Report

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CITY OF SAN CARLOS

Second Quarter of Fiscal Year 2021-22

The City has completed the second quarter of the fiscal year (“FY”) 2021-22. This report summarizes the activities of the City’s General Fund, which is the primary operating fund of the City and is used to account for most operating activities. This report is not meant to be inclusive of all finance and accounting transactions. It is intended only to provide the Council and the public with an overview of the state of the City’s general fiscal condition.

GENERAL FUND FINANCIAL POSITION
The General Fund is comprised of budgeted operating revenues of $ 46,016,100 and operating expenditures of $49,660,011 for FY 2021-22. Expenditures contained in the General Fund account for direct services provided to the residents of San Carlos , including General Government, Police Services, Fire Services, Parks and Recreation, Community Development, and Public Works.

TOP SEVEN GENERAL FUND REVENUES
The City’s seven main revenue sources accounted for approximately 82% of the General Fund’s year-to- date total operating revenue in FY 2021-22.

Overall, these key operating revenues largely performed as projected based on payment schedules , past trends, and expected impacts from the novel coronavirus (“COVID-19”) pandemic during the second quarter of this fiscal year and last fiscal year. The COVID-19 related emergency declared in mid-March 2020 began to affect revenue s toward the end of the third quarter in FY 2019 -20 and led to significant changes to assumptions made in the development of the FY 2020 -21 and FY 2021-22 budgets. Any significant

Quarterly Financial Report

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Attachment: Q2 FY22 Financial Report (Accept Q2 Quarterly Financial Report)

variations in the different revenue categories compared to the second quarter of the prior year and the budget are noted below:
 Property tax. The vast majority of the City’s property taxes are received in December and April.

The property taxes received through the second quarter were $155,000 more compared to the second quarter of last fiscal year due to increased assessed values. We expect that the property tax payments will be on target.
 Sales Tax. Revenues for the quarter were $767,000 greater than the same period of the prior year.

Revenues received include payments associated with sales transactions that occurred during the second quarter of FY 2021-22. In quarter two of the prior year, COVID-19-related restrictions were in effect, which impacted the opening of local businesses and subsequently impacted consumer spending, which led to a significant reduction in sales tax revenues received . Compared with the prior two years, sales tax receipts for this current quarter are returning to levels seen prior to the pandemic.
 Charges for Services . The majority of the revenues collected in this quarter were for recreation classes, inspection fees, development fees, and building plan checks. Revenue was at 47.9% of the full year budget and compared to the second quarter of the prior year, there was an increase of $140,000. Plan check and inspection fee revenues can vary from year to year due to the timing of large scale development projects.
 Vehicle in-lieu (VLF). The first distribution of revenue in this categor y was received in December and the second will be received in April 202 2. The revenue received was about $262,000 greater than the prior year due to the increase in property assessed values and lower county-wide shortfall in this fiscal year.
 Other Taxes. These include Transient Occupancy Tax (“TOT”) and Franchise fees. Total revenue was $239,000 higher than the second quarter of the prior year . The budgeted TOT revenues for the full year is $1.3 million more than the prior year as it assumes a gradual ret urn to historical occupancy rates following the relaxing of the COVID -19 restrictions that were in place in the prior year.
 Licenses & Permits. Revenues were $62,000 less than at the same point in the prior year and but still well ahead in terms of percentage of budget achieved (79%). This is partially due to residents continuing to take the opportunity to make improvements to their homes while working remotely during the COVID -19 pandemic. Revenues are on track to meet the full year budget . Similar to Charges for Services, this revenue category can vary from year to year due to the timing of development projects.
 Use of Money and Property. This revenue stream was $181,000 higher than the second quarter of the prior year mostly due to greater revenue from the digital billboards and other rental receipts.  Other Revenues. This revenue category includes business registration fees, vehicle code fines, various cost reimbursements, and grants. It was $3.2 million higher than the second quarter of the prior year mostly due to the receipt of the American Rescue Plan Act (“ARPA”) funds. ARPA funds have been distributed to governments to assist with the recovery from the pandemic and restor e the economy.

GENERAL FUND EXPENDITURES
Many businesses temporarily closed and employees switched to a remote -working model during the COVID-19 pandemic. This had a negative impact on City revenues, which required some reductions in expenditures to help balance the budget in FY 2020-21 and subsequently FY 2021-22. As more businesses were reopened and many activities and events resumed, total expenditures for the second quarter of the current fiscal year were 9.7% higher than last year. Any significant variations are noted below.

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Attachment: Q2 FY22 Financial Report (Accept Q2 Quarterly Financial Report)

 General Government. Expenditures were $313,000 higher than in quarter two of the prior year due additional professional services fees and higher salaries and benefits costs from the one time Employee Recognition Pay in November.
 Community Development . E xpenditures were $77,000 less than the prior yea r due to higher outsourced plan check services related to the Shell Life Sciences building at 1091 Industrial Way in the last fiscal year. This was partially offset by more expenditures for key development projects in the current year. Plan check expenditures can vary from year to year due to the timing of la rge scale development projects.
 Fire. Expenditures were $176,000 greater than the second quarter of last fiscal year. This is mainly because of the cost increases in the fire services contract with the Redwood City Fire Department.  Police. Expenditures were higher than the same period of last year by $535,000 due to the timing of payment for quarter two dispatching services, an increase in the annual payments to CalPERS, and a cost increase in the contracted law enforcement services.  Parks and Recreation. Expenditures were $701,000 higher compared to last year mainly due to the restoration of programs, classes , and special events that were cancelled in the prior year due to the pandemic. Similarly, as a result of the pandemic , two full-time positions and several part-time positions were eliminated, contributing to lower salary and benefit costs in the last fiscal year. Those eliminated full-time and part-time positions were restored and filled this year.  Public Works. Expenditures were $426,000 more than the prior year primarily due to higher salary and benefits, and professional services including landscape maintenance costs associated with the trail maintenance at Big Canyon and Eaton Park s, storm-water direct costs, the purchase and installation of trash and composting receptacles in the downtown , power washing on Laurel street and temporary staffing services needed to assist with vacancies.

 Salaries and benefits . Expenditures were $766,000 greater than the second quarter of last year.

As a result of the pandemic, two full-time and several filled part-time positions were eliminated, contributing to lower salary and benefit costs in the last fiscal year. These eliminated positions have been restored and filled this year. There was also an increase of $202,000 in the annual payments to CalPERS for the former public safety employees.
 Professional Services. Expenditures include payments to outside consultants related to fire and police protection, police dispatch services, planning consultants, legal and auditing services, and recreation instructors. Expenditures in this category were $1.1 million higher than the prior year largely due to the timing of payments for dispatch services, the timing of development professional services contracts, and the restoration of recreation services and special events that were canceled in the prior year.

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Attachment: Q2 FY22 Financial Report (Accept Q2 Quarterly Financial Report)

 Other Operating. Expenditures were $137,000 higher in the second quarter when compared to the same period in the prior year , mainly due to more field and program supplies in Parks and Recreation as a result of the restoration of activities . There were also increased utility expenses, partially offset by an approximately $193,000 decrease in COVID-19-related supply and activity costs incurred during quarter two of the prior year.
 Capital Outlay. Costs were $30,000 higher than the second quarter of last fiscal year mainly due to the purchases of equipment and higher fuel costs.

FOR MORE INFORMATION
This summary is based on detailed information produced by the City’s Finance Division. If you would like additional information or have any questions about this report, please call (650) 802-4213.

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Attachment: Q2 FY22 Financial Report (Accept Q2 Quarterly Financial Report)

CITY COUNCIL

STAFF REPORT

MEETING DATE: February 28, 2022

ITEM TITLE: Adopt a Resolution Accepting the New Burton Park Batting Cages Project C2001; and Authorizing the Public Works Director to Issue and Record a Notice of Completion.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution accepting the new Burton Park Batting Cages Project C2001 (“Project”) and authorizing the Public Works Director to issue and record a Notice of Completion.

FISCAL IMPLICATIONS:

The adopted Fiscal Year 2021-22 budget included an approved project budget in the amount of $215,000. On September 13, 2021, the City Council adopted Resolution 2021-080 appropriating an additional $254,125 for a total project budget of $469,125. Total p roject cost to date is $435,424.97. Offsetting revenue in the amount of $215,000 is expected to be received in March 2022 from the Parks and Recreation Foundation of San Carlos and from donations from Premia Capital and Prince Street Partners.

BACKGROUND:

In recent years, there has been a decline in the integrity of the batting cage foundation, and adjacent tree roots have lifted the concrete creating an unsafe playing surface. Parks and Recreation identified the Project as a priority to complete in Fiscal Year 2020-21.

Staff entered into an agreement with Callander Associates, Inc. to design and prepare the construction documents for the Project in February 2021. The City Engineer signed the final bid set construction documents on June 22, 2021, which were approved by the City Council on July 12, 2021.

The Project was publicly advertised on July 23, 2021 , and sealed bids were opened by the City Clerk on August 17, 2021. The City Council awarded the Project to Silicon Valley Paving, Inc. (“Contractor”) at its September 23, 2021 meeting. The Contractor began the Project on October 25, 2021.

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2 ANALYSIS:

The Project was completed on January 14 , 2022, in accordance to the approved plans and specifications. Staff performed a final inspection with the Contractor and accepted the improvements for the Project on January 24, 2022.

Staff recommends accepting the new Burton Park Batting Cages Project C2001 and authorizing the Public Works Director to issue and record a Notice of Completion.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution accepting the new Burton Park Batting Cages Project C2001 and authorizing the Public Works Director to issue and record a Notice of Completion; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Steven Machida,
Public Works Director

Amy Newby, Parks & Recreation Director

Approved for submission by:

_________________________
Jeff Maltbie, City Manager

ATTACHMENT(S):

1. Resolution - Burton Park Batting Cages

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RESOLUTION NO. 2022 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS ACCEPTING THE NEW BURTON PARK BATTING CAGES PROJECT C2001; AND

AUTHORIZING THE PUBLIC WORKS DIRECTOR TO ISSUE AND RECORD A NOTICE OF COMPLETION.

WHEREAS, there has been a decline in the integrity of the batting cage foundation, and adjacent tree roots have lifted the concrete, creating an unsafe playing surface in recent years; and

WHEREAS, Parks and Recreation identified the Burton Park Batting Cages Project C2001 (“Project”) as a priority to complete in Fiscal Year 2020-21; and

WHEREAS, staff entered into an agreement with Callander Associates, Inc. to design and prepare the construction documents for the Project in February 2021; and

WHEREAS, the City Engineer signed the final bid set construction documents on June 22, 2021, which were approved by City Council on July 12, 2021; and

WHEREAS, the Project was publicly advertised on July 23, 2021 and sealed bids were opened by the City Clerk on August 17, 2021; and

WHEREAS, City Council awarded the Project to Silicon Valley Paving, Inc. (“Contractor”) at its September 23, 2021 meeting. The Contractor began the Project on October 25, 2021; and

WHEREAS, the Project was completed on January 14, 2022, in accordance to the approved plans and specifications; and

WHEREAS, staff performed a final inspection with the Contractor and accepted the improvements for the Project on January 24, 2022.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby accepts the new Burton Park Batting Cages Project C2001 and authorizes the Public Works Director to issue and record the Notice of Completion.

* * * * *

I, Crystal Mui, City Clerk, hereby certify that the foregoing Resolution was duly and regularly passed and adopted by the City Council of the City of San Carlos at a scheduled meeting thereof held on the 28th day of February 2022, by the following vote:

________________________________
CITY CLERK of the City of San Carlos
APPROVED:

___________________________
MAYOR of the City of San Carlos
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

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Attachment: Resolution - Burton Park Batting Cages (Accept New Burton Park Batting Cages Project)

CITY COUNCIL

STAFF REPORT

MEETING DATE: February 28, 2022

ITEM TITLE: Adopt a Resolution Authorizing the City Manager to Execute a One -Year Extension to the Agreement with Secureworks, Inc. for Managed Security Services (Firewall Services) Not to Exceed $20,000.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution authorizing the City Manager to execute a one -year extension to the agreement with Secureworks, Inc. (“Secureworks”) for managed security services (firewall services) not to exceed $20,000.

FISCAL IMPLICATIONS:

There is no fiscal impact or additional budget appropriation necessary at this time.

The managed security firewall services for the City’s computer network have been budgeted since 2009 , and any annual incr eases will be covered by the information technology (“IT”) professional services account (01213000-520320).

BACKGROUND:

This agreement is coming before the City Council for approval based on the City of San Carlos ’ Municipal Code requirements. Under Chap ter 3.12 Purchasing of City Supplies and Services, any contracts (including amendments) less than $75,000 may be approved by the City Manager under his signing authority , but those greater than $75,000 must be approved by the City Council. The total cost o f this amendment (including prior year costs) have raised the total contract cost above the City Manager’s sign ature authority, thereby necessitating approval by the City Council.

In 2005, the City entered into an agreement with Verisign, Inc. to provid e managed security services for the City’s firewall, which is a network security device that monitors incoming and outgoing network traffic and decides whether to allow or block specific traffic based on a defined set of security rules. In 2009, Verisign w as sold to Secureworks, who provides the City with security services to this day. Over the years, additional services were added and now include firewall support and configuration, firewall policy auditing, intrusion detection system (“IDS”)/intrusion prevention system (“IPS”) and 24/7/365 monitoring of the firewall.

The total cost in 2015 was $22,978.06, which included the purchase of the IDS/IPS appliance.

Costs in 2016, 2017, and 2018 were $8,033.90, $12,784.15 , and $25,837.99, respectively. In

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2 2019, the City signed a three year contract for $68,676.95 for years 2019, 2020 , and 2021. In 2022 the total cost will be $18,674.59.

ANALYSIS:

Contracting with a managed security services provider (MSSP) is needed due to lack of in - house expertise. Currently, the IT Division does not have the training, security skills, or personnel to perform the various security tasks and/or to provide the round-the-clock monitoring of the firewall.

For several years, Secureworks has provided the City with round-the-clock managed security services (MSS) designed to quickly prevent, detect , and respond to threats. Secureworks’ level of service, transparency of actions , and ability to not only detect a threat but provide a full analysis and assessment , allows the City’s IT st aff to maintain and even enhance Citywide network security. Secureworks is also able to provide a team of security experts who can create, modify, or remove a firewall rule and another team to assure that changes will minimize security risks.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager to execute a one-year extension to the agreement with Secureworks for managed security services (firewall services) not to exceed $20,000; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Rebecca Mendenhall,
Administrative Services Director

Approved for submission by:

_________________________
Jeff Maltbie, City Manager

ATTACHMENT(S):

1. Resolution

2. City of San Carlos Secureworks Services Renewal Final 3-26-2022

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RESOLUTION NO. 2022 - _______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS

AUTHORIZING THE CITY MANAGER TO EXECUTE A ONE-YEAR EXTENSION TO THE AGREEMENT WITH SECUREWORKS, INC. FOR MANAGED SECURITY SERVICES (FIREWALL SERVICES) NOT TO EXCEED $20,000.

WHEREAS, in 2005, the City entered into an agreement with Verisign, Inc. to provide managed security services (firewall services) for the City’s firewall connection for the computer network. In 2009, Verisign was sold to Secureworks, Inc.; and

WHEREAS, the managed security services have been budgeted since 2009 and any annual increases will be covered by the information t echnology (“IT”) professional services account (01213000-520320). For 2022, the total cost will be $18,674.59; and

WHEREAS, contracting with a managed security services provider is needed due to lack of in -house expertise. Currently, the IT Division does not have the training, security skills, or personnel to perform the various network security tasks and to provide 24/7/365 monitoring of the City’s firewall; and

WHEREAS, in accordance with the City’s Municipal Code, the City Council must approve contracts with a value in excess of $75,000, which this total contract will surpass.

NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of San Carlos hereby authorizes the City Manager to execute a one -year extension to the agreement with Secureworks, Inc. for firewall services not to exceed $20,000.

*****

I, Crystal Mui, City Clerk, hereby certify that the foregoing Resolution was passed and adopted by the City Council of the City of San Carlos at a regular meeting held on the 28th day of February 2022, by the following vote:

AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

__ ______
CITY CLERK of the City of San Carlos
APPROVED:

MAYOR of the City of San Carlos

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Attachment: Resolution (Secureworks Extension)
Please return signed agreement by: 2/18/2022 Classification: // /Confidential - Limited External Distribution Page 1 of 2 Secureworks, Inc.

One Concourse Parkway
Atlanta GA 30328
United States
Phone: (404) 327-6339
Fax: (404) 728-0144
General Information
Proposal Code Q647446.1-100583 Payment Terms Net 30
Proposal Date 1/26/2022 Billing Frequency Annual
Account Manager Kyle Rich Order Type Renewal
Currency USD
Bill To City of San Carlos
City Hall 600 Elm Street
San Carlos CA 94070
US
Ship To City of San Carlos
City Hall 600 Elm Street
San Carlos CA 94070
US
Customer Contact Information Bill to Contact Information Name William Hoch Name None
Title IT Manager Title None
Phone +1 650-802-4103 Phone None
Email [email protected] Email None
Secureworks, Inc. Contact Information
Prepared By Kyle Rich Manager Nathan Buice
Title Product and Solutions Sales Specialist 2 Title Director Direct Sales Phone (678)497-4171 Phone (678) 497-4205
Email [email protected] Email [email protected] Product SKU Qty Term Years Price
Next-Generation Firewall
Managed and Monitored NG Firewall:

HA Pair: w Policy Auditing: Small
MMNGFW-HA-PA-02-0000
5 1 3/27/2022-2/3/2023 0.86 USD 11,879.72
iSensor
iSensor Subscription: 3 Gb: 4-Port 1G
Copper
IS-SUB-03000G-4P01GC
-9999-M
1 3/27/2022-2/3/2023 0.86 USD 4,862.42
License/Maintenance/Support
SecureWorks Appliance Subscription:

Counter Threat Appliance: A100:

Standalone
SW-SUB-CTA-A0100-S 1 3/27/2022-2/3/2023 0.86 USD 1,932.45 Total (excluding any applicable taxes) USD 18,674.59
Notes
The charges reflected hereunder do not include taxes. Unless Customer has provided Secureworks, Inc. ("Secureworks") with a valid resale or exemption certificate, Customer will be responsible for any sales, use, value-added or import taxes, customs duties or similar taxes, if applicable, assessed in accordance with applicable law with respect to the provision of the Services or goods received from Secureworks which shall be invoiced separately. If Customer is required by law to withhold or deduct an amount from payments due to Secureworks under this agreement, Customer shall include such additional amount to Secureworks with its payment to ensure that Secureworks receives, after such withholding or deduction, the amount that it would have been paid had no withholding or deduction been required.

Secureworks shall send Customer an invoice for the MSS Service fees and any other one-time fees on or after the Effective Date of this Service Order (as defined by the latest date in the signature blocks below).

This Service Order is subject to and governed by (a) the agreement expressly authorizing Customer to order the products/services listed in this Service Order (“Agreement”) and (b) the related agreement covering compliance with data protection law (“DPA”), which have each been executed by Customer and Secureworks (or their respective affiliates) and which are both incorporated into this Service Order by reference in their entirety. If such Agreement is not in place, this Service Order shall be subject to and governed by the terms located at https://www.secureworks.com/cra-us and www.secureworks.com/legal/product-terms (collectively the “Online Terms”). If such DPA is not in place, this Service Order shall be subject to and governed by the terms located at https://www.secureworks.com/dpa (“Online DPA”). Where the provision of the Services and/or Secureworks’ processing of personal data involve an international transfer of personal data that is subject to appropriate safeguards as set out in Article 46 of Regulation (EU) 2016/679 (or equivalent laws in the UK or Switzerland), and the DPA does not incorporate the EU Standard Contractual Clauses (2021/914) (or their UK or Swiss equivalent, as applicable), this Service Order shall be subject to the terms located at www.secureworks.com/scc-addendum. By signing this Service Order, Customer is entering into a contract with Secureworks. Any terms and conditions set forth in a purchase order issued by Customer for this Service Order that are in addition to or that conflict with the Agreement or the Online Terms (as applicable), the DPA or the Online DPA (as applicable), and/or this Service Order, shall not apply and are to be considered null and void. This Service Order is effective as of the latest date in the signature block (the "Effective Date”). Any changes made by Customer to this Service Order not authorized and initialed by Secureworks are null and void.

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Attachment: City of San Carlos Secureworks Services Renewal Final 3-26-2022 (Secureworks Extension) Please return signed agreement by: 2/18/2022 Classification: // /Confidential - Limited External Distribution Page 2 of 2 Billing Contact Information - This is where your invoice will be emailed Contact Name: _______________________
Role: __________________________
Email: ________________________________
Phone/Fax#: __________________________
Billing Portal: Y/N ______________________
If Y, what Portal Provide: ________________
Customer Acknowledges that they will be billed on a basis. Annual Initial here to Accept: ______
Is Customer Tax Exempt? No
Will a P.O. be required for payment? Yes*
* Please include a copy of the certificate and/or P.O. with this contract or email to [email protected] Secureworks, Inc.

Deborah Bernhardt
Contract Consultant
1/26/2022
Customer: City of San Carlos
Authorized Signature:______________________________________________________ Print Name:______________________________________________________________ Title: ___________________________________________________________________ Date:____________________________________________________________________

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Attachment: City of San Carlos Secureworks Services Renewal Final 3-26-2022 (Secureworks Extension)

CITY COUNCIL

STAFF REPORT

MEETING DATE: February 28, 2022

ITEM TITLE: Adopt a Resolution Authorizing Adjustments to the City of San Carlos Cost of Services Schedule (“User Fees”) for Fiscal Year 2021 -22 Updating Vendor Fees Associated with Community Events.

RECOMMENDATION:

Staff recommends that the City Council a dopt a Resolution authorizing adjustments to the City of San Carlos Cost of Services Schedule (“User Fees”) for Fiscal Year (“FY”) 2021-22 in order to update vendor fees associated with community events.

FISCAL IMPLICATIONS:

If adopted, the fees would generate $15,000 in estimated revenue in FY 2021-22 and $20,000 in FY 2022-23. These estimated revenues were included in the budget as a result of the Council actions noted below.

BACKGROUND:

On April 12, 2021, the City Council adopted Resolution 2021-027 re-establishing the Community Events budget to include costs associated with managing the weekly Farmers’ Market and the annual Art & Wine Faire. Additionally, on January 24, 2022, the City Council adopted Resolution 2022-012 appropriating funds for the City to assume the management and coordination of the annual Hometown Days weekend festival. Offsetting revenues were included in the program budget for fees to be collected from participating vendors.

Per Municipal Code Chapter 3.32.010, the City Council shall establish by resolution the fees to be charged to the public. Historically, fees have been charged to participating organizations for Hometown Days and other community events. Fees wer e charged to non -profits, artists, and food vendors to cover the cost of permits, booth rentals, and event coordination.

As stated in the current Adopted Fee Schedule for FY 2022-23, fees imposed for recreational programs offered by the City shall be set at the discretion of the Parks and Recreation Director, not to exceed the cost of the individual programs. Before any fees can be charged to vendors, the fees need to be established and approved by the City Council.

ANALYSIS:

Hometown Days

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2 Historically, Hometown Days participation fees have been charged for game booths, food booths, marketplace vendors, San Mateo County Health Department permits , and booth equipment rentals. Participation f ees were charged to both non -profit and for -profit organizations, either for one day or over span of the event weekend. Fees for game tickets were also collected onsite during the event weekend.

Art & Wine Faire
Fees for the annual Art & Wine Faire include food vendor fees, San Mateo County Health Department permit fees, booth and equipment rentals (i.e. tables, chairs, booths, and electrical set up), community non -profit info booth fees, Family Fun Zone space fees , and a refundable cleaning fee. Fees are collected prior to the event, with the exception of onsite sales , which could include sales of glassware and other event merchandise.

Farmers’ Market
In June 2021, City Council approved weekly Farmers’ Market fees which included various fees for produce and artisan vendors and community booths, including both non-profit organizations and merchant booths. Fees are collected on a weekly basis and fluctuate from week to week, depending on participation numbers and time of year.

Setting Fees for Community Events
The adopted fee schedule includes charges for booth fees f or the Farmers’ Market, but it also authorizes the Parks and Recreation Director to set fees for recreation programs (i.e. youth dances, recreation classes , and programs). Staff recommends that the City Council authorize the Parks and Recreation Director t o set all fees for City-sponsored community events and remove the booth fees from the current fee schedule . There are a number of fees that can fluctuate (e.g. pass -through costs from the County) and this would give staff the flexibility to manage th e costs without the need to adjust the User Fees . Fees charged for community events shall not exceed the estimated and reasonable cost of conducting the event.

Additionally, staff recommends that the City Council waive Hometown Days booth fees for all non-profit organizations. The City will continue to charge all Hometown Days event participants for San Mateo County Health Department permit fees and booth equipment rentals (i.e. tables, chairs, booth, electrical set up). It is recommended that all previously c harged fees, including fees for non -profit organizations, for the annual Art & Wine Faire and other community events continue to be charged in 2022 and in future years.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution authorizing adjustments to the City of San Carlos User Fees for F Y 2021-22 updating vendor fees associated with community events; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

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3 Respectfully submitted by:

Amy Newby,
Parks & Recreation Director

Approved for submission by:

_________________________
Jeff Maltbie, City Manager

ATTACHMENT(S):

1. Resolution - Fee Schedule Updates-Comm Events

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RESOLUTION NO. 2022 –_____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS

AUTHORIZING ADJUSTMENTS TO THE CITY OF SAN CARLOS COST OF SERVICES SCHEDULE (“USER FEES”) FOR FISCAL YEAR 2021-22 UPDATING VENDOR FEES ASSOCIATED WITH COMMUNITY EVENTS.

WHEREAS, on April 12, 2021, the City Council a dopted Resolution 2021 -027 re - establishing the Special Events budget to include costs associated with managing the weekly Farmers’ Market, annual Art & Wine Faire, and other events; and

WHEREAS, on January 24, 2022, the City Council a dopted Resolution 2022 -012 appropriating funds for the City to assume the management and coordination of the annual Hometown Days weekend festival; and

WHEREAS, per the Municipal Code Chapter 3.32.010, the City Council shall establish by resolution the fees to be charged to the public; and

WHEREAS, as stated in the current Adopted Fee Schedule for Fiscal Year 2022-23, fees imposed for recreational programs offered by the City shal l be set at the discretion of th e Parks and Recreation Director; and

WHEREAS, fees for participation in Hometown Days have been charged to organizations for game booths, food booths, marketplace vendors, San Mateo County Health Department permits, and booth equipment rentals; and

WHEREAS, fees for the annual Art & Wine Faire have included food vendor fees, San Mateo County Health Department permit fees, booth and equipment rentals, community non-profit info booth fees, Family Fun Zone space fees, and a refundable cleaning fee; and

WHEREAS, it is recommended for City Council to authorize the Director of Parks and Recreation to set fees for City-sponsored community events that shall not exceed the estimated and reasonable cost of conducting the even t and remove current booth fees from the fee schedule; and

WHEREAS, it is recommended that the City Council waive Hometown Days booth fees for all non-profit organizations, with the exception of San Mateo County Health Department permit fees and equipment rental fees; and

WHEREAS, it is recommended that all previously charged fees, including fees for non - profit organizations, for the annual Art & Wine Fa ire and other community events continue to be charged.

NOW, THEREFORE BE IT RESOLVED , by the City Council of the City of San Carlos adopt a Resolution authorizing adjustments to the City of San Carlos Cost of Services Schedule (“User Fees”) for Fiscal Year 2021-22 updating vendor fees associated with community events. * * * * *

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Attachment: Resolution - Fee Schedule Updates-Comm Events (Community Event Fees) I, City Clerk Crystal Mui, hereby certify that this Resolution was passed and adopted by the City Council of the City of San Carlos at a regular meeting held on the 28th day of February 2022 by the following vote:

AYES, COUNCILMEMBERS: _______________________________________________ NOES, COUNCILMEMBERS: ______________________________________________ ABSENT, COUNCILMEMBERS: ______________________________________________

_________________________________
CITY CLERK of the City of San Carlos

APPROVED:

__________________________________
MAYOR of the City of San Carlos

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Attachment: Resolution - Fee Schedule Updates-Comm Events (Community Event Fees)

CITY COUNCIL

STAFF REPORT

MEETING DATE: February 28, 2022

ITEM TITLE: Adopt a Resolution Authorizing the City Manager to Enter into a Professional Services Agreement with RRM Design Group for Consulting Services to Prepare a Downtown Specific Plan Con sistent with the City Council’s Downtown Strategic Objective in an Amount Not to Exceed $983,315.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution authorizing the City Manager to execute a professional services agreement with RR M Design Group to assist the Community Development Department with the preparation of the Downtown Specific Plan in an amount not to exceed $983,315.

FISCAL IMPLICATIONS:

Funding for this project has been appropriated in the Adopted Fiscal Year 2 021-22 Capital Improvement Program Budget in the amount of $1,000,000 (C2105). Following the release of a request for proposals (RFP), oral interviews, and selection of the consultant team, the cost to develop the Downtown Specific Plan (“Plan”) will be $983,31 5. This amount includes 20% contingency. Any unused funds would return back to the City’s General Capital Project Fund.

BACKGROUND:

This project implements the following goal for downtown as stated in the City Council’s 2021 Strategic Plan, which has bee n recently reaffirmed during the Council’s 2022 Strategic Retreat held on January 21, 2022:

The City of San Carlos will work with residents, property owners, business owners, committees, commissions, the Chamber of Commerce, and all other interested memb ers of the community to develop a plan to understand and ensure that the downtown meets the needs of the community and businesses now and into the future.

The Plan study area along the El Camino Real and Laurel Street corridors is framed by Holly Street at the north end and Greenwood Avenue on the south side, with El Camino Real to the east and Walnut Street to the west. As s hown in the map below, th e Plan will look at these two corridors and downtown environs with a holistic perspective to accommodate de sired improvements and growth.

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2 The Plan will include, but will not be limited to, the following components: goals and policies for the study area, specifications of appropriate land uses and land use diagrams, streetscape improvement policies and specifications, design parameters, objective design standards and illustrative guidelines, analysis of needed infrastructure and capital improvements, and a detailed financing and implementation plan. Extensive community outreach will be conducted throughout the planning process.

Consultant Selection

The City released an RFP on November 24, 2021, with a submittal due date of January 14, 2022 (see Attachment 1). Staff received seven proposals for the Plan from the following firms:

Downtown Specific Plan RFP Submittals

CONSULTANT PROPOSED COST
Crandall Armambula $1,000,000
Dyett and Bhatia $999,098
Gensler $1,327,000
RRM Design Group $899,981
Studio T Square $900,645
Sargent Town Planning $999,982
WRT $830,000

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3 An interdisciplinary proposal revie w team consisting of senior City staff from Community Development, Public Works, Parks and Recreation , and a senior strategic advisor from Good City consulting reviewed the written proposals, and participated in the interview process.

Following review of a ll proposals, RRM Design Group, Sargent Town Planning, and WRT were selected to move forward to oral interviews held on February 7, 2022. These three firms were selected as finalists because their proposals were most responsive to the City’s RFP in terms of comprehensiveness, project understanding, proposed timeline, past work, depth of experience in preparing specific plans and conducting civic engagement, and cost.

Following the oral interview process and reference checks, the City’s review team reached consensus and recommends that the city select RRM Design Group to prepare the Plan. RRM Design Group is recommended due to their technical skills and experience in preparing downtown specific plans, recognized interactive community engagement techniques, f ocus on implementation, ability to meet established deadlines, proposed fee, and the quality of the written and oral proposals/presentations.

RRM Design Group Scope of Work

Developing the Plan for San Carlos will include a wide range of tasks (for the full scope of work see Attachment 2). The following outline provides a comprehensive overview of the necessary steps to develop the plan:

1. Project Commencement
a. Information gathering
b. Stakeholder interviews
c. Kickoff meeting with key City staff
d. Community engagement strategy

2. Existing Conditions
a. Infrastructure existing conditions analysis
b. Transportation and mobility
c. Prepare planning principles

3. Community Engagement
a. DTAC meeting
b. Community workshop
c. Online survey
d. Focus group meetings

4. Historic Resources Inventory

5. Concept Plan Alternatives
a. Build out assumptions
b. DTAC meeting
c. Community workshop
d. Online survey
e. Focus group meetings
f. Planning Commission study session
g. City Council study session
h. Market analysis

6. Prepare Preferred Concept Plan
a. DTAC meeting
b. Community workshop
c. Online survey

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4 d. Presentations to the Youth Advisory Council, the Economic Development Advisory Commission, the Parks Recreation and Culture Commission, and the Transportation and Circulation Commission
e. Planning Commission Study Session
f. City Council Study Session

7. Prepare Infrastructure Development and Services Plan

8. Prepare Public Review Draft Specific Plan
a. DTAC meeting
b. Community open house
c. Presentations to the Youth Advisory Council, the Economic Development Advisory Commission, the Parks Recreation and Culture Com mission, and the Transportation and Circulation Commission
d. Planning Commission Study Session
e. City Council Study Session

9. Prepare Public Hearing Draft Specific Plan
a. Consultation with variety of federal, state, regional, and local agencies

10. Environmental Review
a. CEQA analysis and documentation

11. Planning Commission Public Hearing

12. City Council Adoption Hearing

13. Final Specific Plan document

In addition, staff will meet with the City Council Downtown Subcommittee throughout the process a means to keep the Council inf ormed of the Plan’s progress and provide direction through collaboration with staff and the consultant team. The scope of work includes up to eight meetings with the City Council Downtown Subcommittee.

The overall process is expected to take approximately 24 months to complete. However, the key tasks of developing an existing conditions report, buildout assumptions, economic studies, and analyzing concept plan alternatives and selecting a preferred concept plan is expected to be complete by September 2023.

Next Steps

Should Council authorize the City Manager to move forward with a professional services agreement with RRM Design Group, one of the very first steps would include a kick off meeting and a strategy to create a Downtown Advisory Committee (“DT AC”). This will include working with the City Council Downtown Subcommittee and City Council to select the DTAC’s composition and membership.

ALTERNATIVES:

The options available to the City Council include:

1. Adopt a Resolution authorizing the City Ma nager to execute a professional services agreement with RRM Design Group for consulting services for the Downtown Specific Plan in the amount of $983,315; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

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5 Respectfully submitted by:

Al Savay, AICP
Community Development Director

Approved for submission by:

_________________________
Jeff Maltbie, City Manager

ATTACHMENT(S):

1. Resolution

2. Downtown Specific Plan Request for Proposals

3. RRM Scope of Work

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RESOLUTION NO. 2022 - _______

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS

AUTHORIZING THE CITY MANAGER TO ENTER INTO A PROFESSIONAL SERVICES

AGREEMENT WITH RRM DESIGN GROUP FOR CONSULTING SERVICES TO PREPARE A DOWNTOWN SPECIFIC PLAN CONSISTENT WITH THE CITY COUNCIL’S DOWNTOWN STRATEGIC OBJECTIVE IN AN AMOUNT NOT TO EXCEED $983,315. ___________________________________________________________________________

WHEREAS, the City of San Carlos has traditionally used the expertise of consulting firms to respond to the workload generated by State mandates and City Council direction; and

WHEREAS, the City Council of the City of San Carlos has made the planning for the future of its downtown one of its top strategic objectives as set forth within the City’s adopted 2021 Strategic Plan and reaffirmed this during its City Council Retreat on January 21, 2022; and

WHEREAS, a formal request for proposal process was used to select the best qualified firm to prepare a Specific Plan for San Carlos’ downtown; and

WHEREAS, key city staff from multiple departments reviewed the responses to the Request for Proposals from seven consulting firms and, following interviews with the top three firms, found the firm of RRM Design Group to be the best qualified to perform the services.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of San Carlos authorizes the City Manager to execute an agreement for professional services to prepare a Specific Plan for San Carlos’ downtown in a total amount not to exceed $983,315.

* * * * * * *

I, City Clerk Crystal Mui, hereby certify that the foregoing Resolution was passed and adopted by the City Council of the City of San Carlos at a scheduled meeting thereof held on the 28th day of February, 2022, by the following vote:

AYES, COUNCILMEMBERS: ______________________________________________ NOES, COUNCILMEMBERS: ______________________________________________ ABSENT, COUNCILMEMBERS: ______________________________________________

____
CITY CLERK of the City of San Carlos

APPROVED:

___________________________
MAYOR of the City of San Carlos

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Attachment: Resolution (Award Downtown Contract)
REQUEST FOR PROPOSALS:

Downtown Specific Plan
Release Date: November 24, 2021
Proposals must be received by 4:00 p.m. on
Friday, January 14, 2022, at the following email
address:

City of San Carlos
Lisa Porras, Planning Manager
Advance Planning Division
Community Development Department
[email protected]
A pre-proposal conference is scheduled for
Wednesday, December 15, 2021 at 11:00 am PST
via Zoom https://us02web.zoom.us/j/85200871448

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Attachment: Downtown Specific Plan Request for Proposals (Award Downtown Contract)

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INTRODUCTION

The City of San Carlos (City) is located on the San Francisco Peninsula in San Mateo County and incorporated in 1925 as a General Law city. It is approximately 25 miles south of San Francisco and 26 miles north of San Jose. The city is about 6 square miles and has a population of slightly more than 30,000. The City is governed by a five-member City Council with members selecting a Mayor for a one -year term. Highway 101 runs through the eastern portion of the city, near an assortment of industrial and commercial uses, including a small airport and a small neighborhood of single-family homes. The west side of town extends into the Santa Cruz Mountains and is largely single -family residential with the exception of the El Camino Real and Laurel Street corridors and the City’s downtown . The city has high property values and a high median household income. The citizenry is quite active and there has been a great emphasis on public participation in local government.

In San Carlos, the downtown is defined as Laurel Street, from Holly Street to Arroyo Avenue, including properties west to the predominantly multi-family Walnut Street and the Civic Center on Elm Street. The historic core of the d owntown is centered at the 1100 and 1200 blocks of San Carlos Avenue and the 600, 700, and 800 blocks of Laurel Street. The boundaries of the Specific Plan study area would include El Camino Real and Laurel Street, extending from Holly Street at the north to Greenwood Avenue at the south.

The City is issuing this Request for Proposals (RFP) to retain the services of multi -disciplinary firms, consultants, and consultant teams with demonstrated experience in preparing Specific Plans for downtowns and surrounding environs. In particular, consultants with demonstrated experience in land planning, urban design, mobility, landscaping, sustainability, and public works infrastructure are encouraged to apply.

This document includes background information, outlines the proposed scope of work for the project, details the submission requirements in response to this RFP, and explains the consultant selection process. The selected consultant(s) will work closely the City’s project team (consisting of staff from the Community Development Department and other key staff from relevant City departments and divisions), the two-member City Council Downtown Advisory Committee, and a proposed City Council appointed Downtown Advisory Committee (DTAC) consisting a wide range of community stakeholders.

BACKGROUND

In October 2009 the San Carlos City Council adopted a comprehensive update to the General Plan that was followed by comprehensive update to the Zoning Ordinance in November 2011.

Prior to the 2009 General Plan update, San Carlos had a West Side Specific Pl an, which addressed the downtown area. However, the West Side Specific Plan was retired and its contents

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were incorporated into the 2009 General Plan update, specifically with goals and policies addressing Planning Areas 1, 2, and 3 as defined in the General Plan.

With four relatively new City Council members (three elected in 2018, and one elected in 2020), and renewed interest by the full 5-member Council, there is support to prepare the first specific plan for the City since the 2009 General Plan was adopted. In 2020, the City Council adopted a strategic goal for the downtown and directed staff to “ work with residents, property owners, business owners, committees, commissions the Chamber of Commerce, and all other interested members of the community to develop a plan to understand and ensure that the downtown meets the needs of the community and businesses now and into the future.” This strategic goal includes three companion objectives:

1. Create an inclusive process with a holistic approach to ensure maximum participation so that everyone can benefit from decisions that will shape the downtown.

2. Request necessary resource allocations to ensure the plan can be successfully managed and carried to fruition through adequate staffing and funding for professional consultants.

3. Collaborate with City Council to develop a work plan for the downtown plan that will include inclusive civic engagement and draw upon the community’s shared desires and aspirations to transform the downtown.

With the adoption of the San Carlos Bicycle and Pedestrian Master Plan in June 2020, there is much support and interest in mobility and making areas more walkable. When the COVID -19 pandemic prompted the closure of certain portions of Laurel Street to pedestrian -only access – new options for San Carlos’ downtown emerged, and with it, much discussion over whether to make the closure temporary, permanent, or something else entirely. All of these factors combined make this the ideal time to address the future of the City’s downtown and its surroundings.

THE CITY AND DOWNTOWN

The City of San Carlos, known as “The City of Good Living,” is noted for its vibrant downtown and residential areas. The Downtown features diverse retail shops and regionally renowned restaurants with multi -family housing immediately adjacent and with single-family residential neighborhoods located proximately east and west of downtown.

The northern part of Laurel Street is within 5-10 minutes walking distance of the Caltrain station and City Hall. Continuing south on Laurel Street, services abound with hair salons, manicurists, spas, doctor’s offices, and much more. In addition, San Carlos’ Farmers Market operates 9:00 a.m. to 1:00 p.m. every Sunday on the 700 block of Laurel Street. In the neighborhood of South Laurel, affectionately called SOLA by many locals, there is another cluster of restaurants and service oriented shops. Although SOLA is not included in the stud y area as part of this RFP, a second phase of downtown planning would include El Camino Real and Laurel Street south of

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Brittan Avenue to Eaton Avenue to be addressed as part of future work.

While the residents and local -decision makers recognize and enjo y the current success of the downtown area, the community also recognizes that change and new opportunities are fundamental to the future success of the downtown and Laurel Street corridor. Furthermore, the community recognizes that a Specific Plan will be a critical tool to maintain the current success of the downtown area while also anticipating the change and growth that is happening in San Carlos.

The selected consultant will help the City update its policies and development standards governing the downtown area. The anticipated Specific Plan study area along the El Camino Real and Laurel Street corridors is framed by the Holly Street at the north end and Greenwood Avenue on the south side, with El Camino Real to the east and Walnut Street to the west. As seen in the map below, this plan will look at these two corridors and downtown environs with a holistic perspective to accommodate desired improvements and growth.

Proposed Study Area: Streetscape only:

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RECENTLY COMPLETED AND CONCURRENT PLANNING EFFORTS

2021-2024 Economic Development Plan (approved November 8, 2021)

The 2021 -2024 Economic Development Plan represents the next generation of economic development strategic planning for San Carlos. Developed with input from the Economic Development Advisory Commission, City staff, and consultants, the Plan includes eleven strategic priorities organized around the four themes highlighted below:

 Nurture Placemaking and Beautification
 Support Enhanced Connectivity and Mobility
 Foster Growth in the Business Community
 Encourage Smart Real Estate Development

The 2021-2024 Plan, as approved by City Council on November 8, 2021, is available here.

East Side Innovation District Vision Plan (approved October 25, 2021)

This Plan establishes a guiding vision to manage and direct changes in development patterns stemming from 2.2 million net new square footage from development applications in life sciences industry. The Vision Plan contains “10 Big Moves,” or planning strategies and a community benefits framework. The Vision Plan boundaries run easterly along Industrial Road beginning at Holly Street, Old County Road to the west, Brittan Avenue to the south, and Terminal Way to the north. The Vision Plan in particular contemplates strong interconnectivity to maximize access to the Caltrain Station and within and throughout the District, noting the Arroyo Avenue bicycle and pedestrian underpass connection to downtown. More information is available here :
https://www.sancarlosinnovation.org/

Climate Mitigation and Adaptation Plan (adopted September 27, 2021)

San Carlos has a newly adopted Climate Mitigation and Adaptation Plan that serves as San Carlos' strategic plan to reduce greenhouse gas emissions and adapt to changing climate conditions.

The CMAP aims to reduce emissions 40% by 2030 and 80% by 20 50 relative to 1990 levels and identifies strategies to achieve those targets. In addition, the CMAP recognizes the potential climate change impacts and vulnerabilities in the community and identifies strategies that support climate adaptation and resilience.

To view the CMAP click here:
https://www.cityofsancarlos.org/home/showdocument?id=6727&t=637600587418444510

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Bicycle and Pedestrian Master Plan (approved June 9, 2020)

San Carlos wants to build a transportation system that provides more options to walk and bike, whether it's to go to school, commute to work, access the regional trail system, or run every day errands. The Bicycle and Pedestrian Master Plan identifies and prioritizes new bikeways, walkways, trails, and pedestrian enhancements throughout San Carlos.

The Bicycle and Pedestrian Master Plan, as approved by City Council on June 9, 2020, is available here.

Focused General Plan Update (Land Use, Housing, and Safety Element Updates, Accompanying Zoning Ordinance Update, and Environmental Impact Report)

The Focused General Plan Update specifically centers on the City’s Housing and Environmental Safety Element updates as mandated by the State. The project also includes changes to the City’s Zoning Ordinance, particularly to increase residential densities to meeting the City’s Regional Housing Needs Allocation (RHNA). The project is halfway through a two-year initiative to guide housing decisions for the next eight years and to accommodate at least 2,735 new housing units from 2023-2031. This project will also review and update the City’s Environmental Safety Element, which focuses on reducing the potential short and long -term risks resulting from fires, floods, droughts, earthquakes, landslides, climate change, and other hazar ds. More information here:
https://www.sancarlos2040.org/

Modeling effective community engagement . T hese long -range plans included extensive community engagement and outreach, which modeled the approach t hat will be used to create the plan for the Downtown Specific Plan (Plan). As part of this Plan, the City will build on previous conversations with the community regarding future development, parklets, streetscape, traffic and circulation, connectivity, mobility, activity nodes, housing, mixed -use developments, public plazas, and more.

PROJECT OBJECTIVES

The City of Sa n Carlos has a vision that the downtown and El Camino Real and Laurel Street corridors will be developed into a dynamic, vibrant, intergenerational, and eclectic mixed -use neighborhood with seamless connectivity to the adjacent residential neighborhoods, the East Side Innovation District, and the San Carlos Caltrain station. The Plan should create a solid foundation and framework so that the desired community vision has the best opportunity to be realized. The Plan should contain detailed land use standards and implementation measures required of future projects located within its boundaries. It is anticipated the Plan would be a long-term, 20-year plan that garners meaningful and transformational change that uplifts and inspires multiple - generations, not just in the downtown and environs, but in the city as a whole.

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The Plan will also consider major infrastructure, such as sidewalks, trees, parking, and public amenities like seating and bike parking. It will establish the “look” and “feel” of what future development along Laurel Street and the downtown will be. It will also refine the parameters of allowable development and developer and property owner responsibilities.

The Plan must also provide direction for the design of improvements in the public realm, as well as an approach to providing open space, including the design of a plaza/park or open space areas (either as part of new developments or as public amenities). Furthermore, the City welcomes creative ways to incorporate recreational and entertainment elements into the fabric of the downtown and environs.

The Plan shall be prepared in accordance with the City’s vision and address the concerns of major stakeholders, including the proposed new Downtown Advisory Committee, Youth Advisory Council, Parks and Recreation and Culture Commission, Economic Development Advisory Committee, Transportation & Circulation Commission, Plann ing Commission, and City Council.

The Plan should include goals and polices for the study area; specification of appropriate land uses and land use diagrams, design parameters, objective standards and illustrative guidelines; analysis of needed infrastruct ure and capital improvements; and financing methods for implementation. The primary elements of the Plan are:

 Develop and implement public realm standards and urban design guidance that promote a walkable and livable environment within the Plan area

 Develop and implement land use strategies, relevant zoning regulations, i.e. , the City’s Formula Business Ordinance, building height, façade improvements, and ground floor uses

 Develop strategies that consider outdoor dining, street closures (i.e., assess a range of options to address the closure of a portion of Laurel Street, including alternatives for partial closure to full closure, and include the process and timing), downtown events and public space programming, mix of uses, parklets (including parklet design standards) , Chamber of Commerce and Downtown Businesses Improvement District, walkability, businesses, urban plazas (examples include Laurel Plaza near Wheeler Plaza and Harrington Park on Laurel Street) , streetscape, maintenance, and emergency access

 Develop a plan that is inclusive of community members of all ages and abilities, and different business types (retailers/service providers) that support a resilient and sustainable community that take into consideration the continual pressures from big box and online merchants

 Identify zoning constraints on various retail uses, such as limits on outdoor food trucks,

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outdoor seating, pop -up retail, outdoor kiosks, music, and other special events. If necessary, update the zoning code to provide greater flexibility for these uses

 Consider expanding the area subject to the City’s formula business ordinance (this is the limit on chain businesses in the Downtown)

 Consider establishing a façade improvement loan program. If desired, program guidelines can be adopted to prioritize certain commercial areas and/or nodes. (the idea behind this is to support small businesses that need assistance improving their facades for both general beautification and to attract customers)

 Support continued implementation of the Citywide Wayfinding Project to install directional signage and gateways throughout the city (improved wayfinding and the addition of directory kiosks will help guide customers to Downtown businesses)

 Develop strateg ies that consider traffic and circulation, mitigating traffic congestion, micro-mobility, accessibility, and universal design standards (with particular attention to the needs of the youth and the elderly), parking master plan, parking regulation and management including free vs. paid and review of San Carlos’ parking assessment district and accompanying parking in-lieu fee provisions

 Develop goals and policies for future development of the Plan area , including general design parameters and guidelines

 Develop guiding parameters for a unifying streetscape , including visual enhancements, improved and safer pedestrian movement, and provision of public spaces within the study area

 Collaborate with the City and possibly other consultants to prepare any necessary addenda or supplements to the adopted Environmental Impact Report

 Perform community engagement to inform and invite participation from the public about the Plan process through a stakeholder and community engagement strategy

 Build on the area’s existing strengths , help provide a focus for t he community’s visions for the Downtown area, and establish a “sense of place” and identity

 Expand the existing downtown core to Greenwood Avenue through the integration of a distinctive, pedestrian-oriented, and economically viable area

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 Evaluate the quality and effectiveness of existing public infrastructure and identification of future needs to support the community goals for the next 10 to 20 years; infrastructure includes parking, sidewalks, streets, lighting, street trees, benches, planters, landscaping, flower baskets, storm drain, banners, signage, trash cans, service areas, bike racks, utilities, and other basic support systems needed or desired to support the community’s vision for a continued strong downtown center, with an integrated and supporting residential area

 Develop a Plan implementation program , including cost analysis and financing that accommodates a gradual transition to any new uses and streetscape and provides improvement incentives to existing businesses

SCOPE OF WORK

The proposed scope of services requested for this project include:

Phase 1 – Project Commencement

Task 1.1 – Information Gathering

The consultant shall review and collect existing information about the study area. Primary sources of information are the General Plan, existing strategic plans, and the General Plan EIR, and appendices, and the Zoning Ordinance. The Consultant shall also review the recently adopted Economic Development Plan, Bicycle and Pedestrian Master Plan, the Climate Mitigation and Adaptation Plan, and the East Side Innovation District Vision Plan plus work with staff to gain an understanding of the status of the Housing Element Update. In addition, the consultant will work with other City departments, such as Public Works, for relevant infrastructure plans and standards. In addition, this scope should include Interviews with community members and stakeholders to determine what is working well and what challenges need to be addressed. The selected con sultant will review and use this information, and submit any data requests needs to city staff, to develop the Plan.

Task 1.2 – Kick-off Meeting with Key City Staff and Consultant

The consultant(s) and City staff will meet to review and finalize the work scope and project schedule. The meeting will include a discussion of project goals, opportunities and constraints, provision of relevant background information and documents for the existing conditions analysis, arrangement of informational meetings with relevant City staff members, development of the community engagement program, and project management.

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Deliverables:

 Project commencement meeting with City staff
 Memorandum summarizing the meeting

Task 1.3 – Community Engagement Strategy

The City of San Carlos values input from our community and advocates community engagement throughout the planning process of any strategic plans. The Focused General Plan Update and the East Side Innovation District Vision Plan included robust outreach and stakeholder participation. For the Specific Plan, staff anticipates a more focused approach, with a proposed Downtown Advisory Committee (DTAC ) and m ore participation by San Carlos’ committees and commissions, such as the Youth Advisory Council, the Parks and Recreation and Culture Commission, the Economic Development Advisory Commission, the Transportation & Circulation Commission, the Planning Commission, and City Council. In addition, consultants can expect to work with staff to schedule regular check-ins with the two-member City Council Downtown Subcommittee throughout the Plan process. With assistance from City staff, the consultant will develop an engagement strategy, which will focus on engaging key business owners, property owners, and residents , as well as check -in at project milestones with San Carlos’ committees and commissions. The consultant team shall consider community outreach strategies and methods , including online surveys consistent with current COVID-19 health guidelines. Please note that the City has already informed the community about this upcoming project through our ‘Spotlight’ newsletter, which went out to the community in August 2021.

The main goals of the community engagement strategy will be to:

 Engage the Downtown Advisory Committee (DTAC) representing a wide range of community stakeholders

 Provide information to the DTAC and broader community regarding the goals and policies of the existing Specific Plan

 Invite input on features of the existing City policies and programs that have been successful and those that have been less successful

 Provide information to the community and City commissions and committe es, including but not limited to the Planning Commission, Economic Development Advisory Committee, Transportation and Circulation Commission, the Youth Advisory

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Council and the 2-member City Council Downtown Subcommittee regarding the purpose of the Plan update and clearly describe the impacts, benefits, the scope and contents of the Plan, and implementation timing

 Provide opportunities for stakeholders and interested community members to plan for the future of their community, including seeking input on the vision for the area, land use, the public realm, streetscape, and the final preferred alternative.

The DTAC will be made up of a wide range of community stakeholders. Members will be identified and asked to participate in meetings with staff and consultants and will be selected by the City Council. The purpose of the DTAC is to involve the community in the Plan process in a focused, technically-oriented manner, to be leaders and a voice for the community, and to ensure that their input and interests are heard and reflected. The group will help review plan concepts developed by the consultants and ensure that community sentiment is reflected in the Plan.

The strategy should include an approach for contacting all business and property owners within the Plan boundaries. The project budget should include the cost of preparing community meeting notices, as well as any meeting materials (such as informational or educational materials, staff report reviews , and presentations, etc.) , renderings, and photographic simulations that will assist in the engagement process.

The consultant will work with City staff to develop a project website to provide background and meeting information, reports, and maps related to the project. The external project website will be linked to the City’s website. City and consultant staff will post information to keep the site current.

Deliverables:

 Community Engagement Strategy
 Meeting Materials
 Visualization tools, including renderings and visual simulations  Project website
Task 1.4 – Project Management – Weekly Conference Calls

The consultant should anticipate biweekly to weekly (as needed) project update conference calls between the consultant and City staff throughout the duration of the project. This task should provide for weekly/biweekly 1-hour conference calls for a 2-year timeline, and other associated project management.

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Deliverables:

 Project Management – Weekly/Biweekly Conference Calls

Phase 2 – Existing Conditions and Initial Outreach

Task 2.1 – Existing Conditions Map and Report
An existing conditions and opportunities map and report will be developed. The consultant will evaluate the existing physical and regulatory conditions in the project study area. This i nformation includes: existing land use; physical conditions ; environmental conditions; urban form; public realm; streetscape; pending and approved development projects; planned public and private improvement projects; circulation network; transit use; historic resources ; and development constraints.

Based on analysis of existing conditions, potential opportunities and constraints in the Plan area shall be identified. The report must provide an overview of the key infrastructure systems in the area and note which systems will require updates to support development allowed under the current General Plan. The Plan should incorporate the City’s existing infrastructure plans (sewer, stormwater, streets, and traffic) and capital improvement projects.

Deliverable:

 Existing Conditions and Opportunities Report
Task 2.2 – Advisory Committee Meeting #1

The first meeting of the DTAC will occur after completion of the existing conditions and opportunities analysis. The purpose of the meeting is to understand the community’s vision for the Plan area and solicit input on opportunities, issues, and hopes for the area. The c onsultant will develop a strategy to understand community preferences within the Plan area . Use of photo simulations and development prototypes to help identify preferences should be employed, as well as community asset mapping, allowing the community to identify assets or concepts for improving the area. Following the DTAC meeting, a community workshop with the broader community will be held to solicit additional feedback. The meetings will provide in put regarding community interests that will help in the development of two concept P lan alternatives. The consultant will lead these meetings.

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Deliverables:

 DTAC Meeting Notice and Agenda #1 notice/agenda
 DTAC Meeting #1, including attendance and facilitation, and all necessary meeting materials
 DTAC Meeting summary
 Community Workshop 1 notice/agenda
 Community Workshop 1, including attendance and facilitation, and all necessary meeting materials
 Community Workshop 1 summary
 Online survey (for those that could not attend the community workshop)  (Up to four (4) consultant/staff meetings with community groups, residents, business owners, etc. upon request)
Phase 3 – Concept Plan Alternatives

Task 3.1 Preparation of Two Concept Plan Alternatives
Following the initial meetings and outreach, the consultant will develop two different urban design scenarios. The scenarios will be “high level,” and include a vision statement(s). Alternative scenarios should promote development of walkable neighborhoods and enhance opportunities for residents to easily access services and facilities throughout the plan area and beyond the Plan’s boundaries. Changes to development standards and standards overseeing the public realm and right-of-way may be considered. The alternatives should consider information prepared through the planning process and from outreach conducted.

Each alternative shall address at a high-level:

 Achievement of a mix of housing, commercial, and office uses  Building height and increased densities , and a modal split of reduced /consolidated parking within the Plan area and increased transit, walking, and bicycling  Motor vehicle, transit, bicycle, and pedestrian circulation  Roadway design alternatives including sidewalk width, public amenities/furniture, and on-street parking
 Location and design of public spaces, sustainability features and community facility options, illustrating how these fit into the built environment

The consultant will present the alternatives at DTAC Meeting 2 and Community Workshop

2. At these meetings, the consultant shall u se creative, interactive techniques to

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understand participants’ preferences. This may result in a clear preference for one alternative or in a hybrid concept that combines components of each. Based upon input received, the consultant shall develop a preferred concept plan alternative that will serve as the basis for the Plan. Input received will be used to refine the alternative and develop the preferred alternative.

Deliverables:

 Display graphics illustrating the alternative land use, circulation, and urban design plans with additional sketches, visual simulations, elevations, and street sections needed to convey each alternative
 Quantified development potential for each alternative  DTAC Meeting 2 notice/agenda
 DTAC Meeting 2, including attendance and facilitation, and all necessary meeting materials
 DTAC Meeting 2 summary
 Community Workshop 2 notice/agenda
 Community Workshop 2, including attendance and facilitation, and all necessary meeting materials
 Community Workshop 2 summary
 Online survey (for those that could not attend the community workshop)  (Up to four (4) consultant/staff meetings with community groups, residents, business owners, etc. upon request)
 Check in with the Planning Commission and City Council to share community feedback from the DTAC and Community meetings

Phase 4 –Specific Plan Preparation

Task 4.1 Preparation of Preferred Concept Plan Alternative Based on input received at the second DTAC meeting, community meetings, as well as input received from other meth ods of community outreach, the c onsultant, in consultation with City staff, will develop a preferred concept plan alternative, which will serve as a basis for the draft Plan. The preferred alternative may be one of the alternative scenarios or a hybrid of the alternatives. This step will be the most important and public outreach -intensive part of the process , so the consultant team must propose a creat ive and extensive public outreach process. The proposed preferred concept plan alternative would be reviewed by the Youth Advisory Council, Economic Development Advisory Commission, Parks, Recreation and Culture Commission, Transportation and Circulation Commission, and followed by Planning Commission and City Council, who would give final direction on the preferred concept plan alternative

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prior to drafting the Plan.

Deliverables:

 DTAC Meeting 3 notice/agenda (review preferred concept plan)  DTAC Meeting 3, including attendance and facilitation, and all necessary meeting materials, if necessary
 DTAC Meeting 3 summary
 Community Workshop 3 notice/agenda
 Community Workshop 3, including attendance and facilitation, and all necessary meeting materials
 Community Workshop 3 summary
 Online survey (for those that could not attend the community workshop)  Four separate meetings with the Youth Advisory Council, Economic Development Advisory Commission, Parks , Recreation and Culture Commission, and Transportation & Circulation Commission
 Planning Commission
 City Council
 Refinements to the preferred concept plan alternative based on input from the City Council

Task 4.2 Preparation of Infrastructure Development and Services Plan

The consultant shall prepare an Infrastructure Development and Services Plan and Budget to determine, at a preliminary engineering level, infrastructure needed to support land uses and public improvements identified in the preferred alternative. The analysis shall describe infrastructure conditions and improvements needed to support the plan in terms of water, wastewater, storm drainage (including low impact development and green infrastructure), electricity, gas, cable, telephone service, internet/fiber, transporta tion, greenways, and parks. Distinction shall be made between improvements needed for existing versus future development so future costs can be appropriately attributed. In addition, increased demand for public services such as transit, schools, police, an d fire required to serve the Plan area should be identified, with an estimate of costs associated with providing those services. The plan and budget shall:

 Analyze and summarize existing and needed service capacities

 Assess the services envisioned in the Specific Plan and those that would be needed with the preferred alternative

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 Include phasing and construction issues and strategies

 Provide descriptions of needed public improvements, including street improvements to City standard, traffic and transit improvements (both capital and service), upsizing of water and wastewater mains and storm drains, undergrounding utilities, and park acquisition and development costs

 Provide descriptions of needed improvements associated with private utilities, such as natural gas, electric, phone, cable and internet connectivity

 Provide descriptions of any changes required to public services and facilities; and provide cost estimates and phasing recommendations for needed improvements and services by system or type within the Plan area

The draft Infrastructure Development and Services Plan will be reviewed by staff and service providers. Any comments will be provided back to the consultant for correction prior to inclusion into the Specific Plan

Deliverables:

 Draft Infrastructure Development and Financing Strategy Report  Incorporation of staff and agency comments to prepare final report for inclusion in the Specific Plan

Task 4.3 Prepare Public Review Draft of the Specific Plan

The consultant shall prepare a draft Specific Plan in compliance with State law. The updated Plan will serve as the City’s long range, comprehensive land use, circulation, and implementation plan for guiding development within the Plan boundary. The Plan shall contain the following components:

 Land Use Plan. Description of the land uses, maps, diagrams, policies, development standards, development guidelines, massing, etc.

 Transportation. Description of circulation for motor vehicles, transit, bicycles, and pedestrians. Policies regarding complete streets

 Urban Design. Design and development standards for development, streetscapes, and open space.

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 Public Services. Includes information about services and infrastructure needed to implement the Plan. This should include sp ecific policies regarding utilities, public safety, parks, educational facilities, libraries, and cultural facilities

 Access and Connectivity Plan. Addresses access to and through the Plan area, with specific focus on connecting housing with all transportation modes including walking, bicycling, driving, and transit. Accessible design for disabled and elderly persons should be a component of this section

 Implementation and Financing Plan . Identifies actions and strategies for Plan implementation, along with completion date estimates, phasing, and cost estimates.

Includes infrastructure improvements needed for Plan implementation.

An administrative draft Plan shall be prepared for review by City staff.

Comments received shall be incorporated into the public review draft Plan.

The consultant shall conduct DTAC and Community Meetings, meeting with the Youth Advisory Council, Economic Development Advisory Commission, Parks , Recreation and Culture Commission, Transportation & Circulation Commission, Pl anning Commission, and City Council and any other method of outreach, following preparation and release of the draft Specific Plan to present the Plan and to receive public comment and input.

Deliverables:
 Administrative Draft Specific Plan
 Public Review Draft Specific Plan
 DTAC Meeting 4 notice/agenda
 DTAC Meeting 4, including attendance and facilitation, and meeting materials, if necessary
 DTAC Meeting 4 summary
 Community Workshop 4 notice/agenda
 Community Workshop 4, including attendance and facilitation, and all necessary meeting materials
 Community Workshop 4 summary
 Online survey (for those that could not attend the community workshop)  Four separate meetings with the Youth Advisory Council, Economic Development Advisory Commission, Parks , Recreation and Culture Commission, and Transportation & Circulation Commission
 Planning Commission meeting to review draft Specific Plan, including attendance and presentation

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 City Cou ncil meeting to review draft Specific Plan , including attendance and presentation
 Up to 4 (four) consultant/staff meetings with community groups, residents, business owners, etc. as needed
Task 4.4 –Specific Plan Consultation and Referrals

State Law requires consultation with a variety of Federal, State, regional, and local agencies whenever a jurisdiction updates or emends its general plan (e.g., Native American Tribes, Military Branches, Airport Land Use Commission). These statutes are located throughout the Government Code and have varying requirements for when draft and final documents must be submitted and how long agencies have to review and provide comments. The consultants will maintain a checklist of agency consultation requirements that we will use to ensure the City provides the Specific Plan to the appropriate agencies.

Deliverable:

 Agency checklist and routing of draft Specific Plan for comments Task 4.5 – Prepare Final Draft of the Specific Plan

The consultant shall prepare a final draft Specific Plan based on comments received during the review period in Task 4.3.

Deliverable:

 Final Draft Specific Plan

Phase 5 –Specific Plan Adoption
Task 5.1 – Environmental Review
The consultant will coordinate with the City regarding the type of environmental clearance determined appropriate for the Plan. It is anticipated that the project will use the General Plan EIR for clearance, depending on the findings of the initial study prepared for the Specific Plan.

Deliverables:

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 Initial Study
 Environmental Clearance
Task 5.2 – Planning Commission Public Hearing

The consultant will facilitate a public hearing with the Planning Commission to review and make a recommendation to the City Council regarding the Specific Plan. The consultant team will make refinements to the Plan based on Planning Commission input, if required.

Deliverables:

 Review and input on staff report for meeting
 PowerPoint presentation
 Presentation
Task 5.3 – City Council Adoption Hearing

The Consultant will facilitate a City Council public hearing to adopt the Specific Plan.

Deliverables:

 Review and input of staff report for meeting
 Presentation

Task 5.4 – Final Specific Plan Document

Following public review of the Specific Plan, the Consultant will prepare the Final Specific Plan.

Deliverable:

 Final Specific Plan

PROJECT SCHEDULE

The City anticipates the development of the Downtown Specific Plan will take approximately 24 months to complete; however, the City is interested in learning if efficiencies could reduce the timing to 21 months. The project kickoff is March 2022.

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CITY RESOURCES AVAILABLE

The City of San Carlos has the following resources available to support the work, outreach, and materials needed to complete the Scope of Work:

 Mapping/GIS (San Carlos currently in contract with CalCAD)  Video Recordings for Public Outreach (in contract with PenTV)  Newsletters and Postcards for Civic Engagement (City under contract with consultant who prepares quarterly newsletters sent to every resident “City of Good Living”, as well as focused topic brochures known as “Spotlight”)
 Social Media: Facebook, Twitter, YouTube, Next Door
 San Carlos’ Communications Team

SUBMITTAL REQUIREMENTS

Submittal: Interested individuals or firms shall submit one electronic copy, via email, by 4:00 p.m. on January 14, 2022 to [email protected].

All proposals shall include the following minimum information:

1. Cover Letter
Indicate interest and commitment to perform the services listed in the Scope of Work for the City of San Carlos. Include contact information (physical address, telephone, and email address) for the primary person responsible for the proposal who will be the point of contact for the City on the correspondence and communications pertaining to the proposal. The cover letter should also summarize the key points of the consulting firms’ interests, qualifications, and pertinent areas of expertise.

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2. Consultant Information, Qualifications, and Experience List projects completed by the consultant relevant to the scope of services contained herein that have been completed in the last five years. Discuss the firm's uniqueness to best perform these services for the City. Also provide a list of all clients doing business with the consultant in the past 12 months and identify any projects within the City of San Carlos in the past 12 months.

3. Project Schedule
The proposal should include a detailed schedule that provide timing for major tasks and various deliverables of the project, beginning with the contract award and ending with adoption of the Specific Plan by the City Council.

4. Cost Proposal
The proposal shall include a cost proposal for each service described in the scope of work of this RFP. Provide a fee and budget estimate that includes a list of hourly billing rates for each proposed team member. Include all direct and indirect expenses and transportation fees.

SUBMITTAL LOCATION AND DEADLINE

Interested parties should email their proposals by 4:00 p.m. PST, Friday, January 14, 2022 to:

City of San Carlos
Lisa Porras
[email protected]

The City is not responsible for proposals that are delinquent, lost, mismarked, or sent to an email address other than provided above. The City reserves the right to reject any or all proposals or to accept the proposal(s) that in its sole judgment is (are) in the best interest of the Ci ty of San Carlos.

Selection Process

Evaluation considerations will include the following:

 Responsiveness of the proposal to the submittal requirements listed above

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 Clear indication of understanding of the work to be performed and demonstration of intent and ability to perform the work
 Professional qualifications and technical expertise
 Experience and track record conducting similar work for similar cities  Proposed cost to provide the requested services

City staff will review the proposals and may select finalists to participate in an oral interview as soon as possible after the submiss ion date. The City will notify only those consultants selected as finalists. Once the City selects a consultant, the consultant will provide the required insurance and will execute a Professional Services Agreement substantially in the form attached hereto as Exhibit A.

Should you have any questions concerning the project, please contact Lisa Porras at [email protected] or (650) 454-7785.

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ATTACHMENT

CITY OF SAN CARLOS PROFESSIONAL SERVICES AGREEMENT

AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement is made and entered into as of __________________ by and between the City of San Carlos hereinafter called "CITY" and ____________________ hereinafter called "CONSULTANT".

RECITALS
This Agreement is entered into with reference to the following facts and circumstances:

A. That CITY desires to engage CONSULTANT to render certain professional services in the CITY;

B. That CONSULTANT is qualified to provide such services to the CITY and;

THEREFORE, the CITY has elected to engage the services of CONSULTANT upon the terms and conditions as hereinafter set forth.

1. Services. The services to be performed by CONSULTANT under this Agreement shall include those services set forth in Exhibit A , which is, by this reference, incorporated herein and made a part hereof as though it were fully set forth herein.

Performance of the work specified in said Exhibit is hereby made an obligation of CONSULTANT under this Agreement, subject to any changes that may be made subsequently hereto upon the mutual written agreement of the said parties.

Where in conflict, the terms of this Agreement supersede and prevail over any terms set forth in Exhibit A.

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2. Term; Termination . (a) The term of this Agreement shall commence upon the date hereinabove written and shall expire upon completion of performance of services hereunder by CONSULTANT. (b) Notwithstanding the provisions of (a) above, CITY may terminate this Agreement without cause by giving written notice not less than ten (10) days prior to the effective date of termination, which date shall be included in said notice.

In the event of such termination, CITY shall compensate CONSULTANT for services rendered, and reimburse CONSULTANT for costs and expenses incurred, to the date of termination, calculated in accordance with the provisions of paragraph 3. In ascertaining the services actually rendered to the date of termination, consideration shall be given both to completed work and work in process of completion. Nothing herein contained shall be deemed a limitation upon the right of CITY to terminate this Agreement for cause, or otherwise to exercise such rights or pursue such remedies as may accrue to CITY hereunder.

3. Compensation; Expenses; Payment. CITY shall compensate CONSULTANT for all services performed by CONSULTANT hereunder in an amount based upon CONSULTANT’s hourly rates during the time of the performance of said services. A copy of CONSULTANT’s hourly rates for which services hereunder shall be performed are set forth in CONSULTANT’s fee schedule marked Exhibit B hereof, attached hereto and by this reference incorporated herein.

Notwithstanding the foregoing, the combined total of compensation and reimbursement of costs payable hereunder shall not exceed the sum of _____________________ ($________________) unless the performance of services and/or reimbursement of costs and expenses in excess of said amounts have been approved in advance of performing such services or incurring such costs and expenses by CITY’s City Manager (for contracts less than $75,000 or authorized by City Council action for contracts $75,000 or more by motion duly made and carried).

Compensation and reimbursement of costs and expenses hereunder shall be payable upon monthly billing therefor by CONSULTANT to CITY, which billing shall include an itemized statement, briefly describing by task and labor category or cost/expense items billed.

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4. Additional Services. In the event CITY desires the performance of additional services not otherwise included within the services described in Exhibit A, such services shall be authorized in advance of the performance thereof by CITY’s City Manager (for contracts less than $75,000 or authorized by City Council action for contracts $75,000 or more by motion duly made and carried). Such amendment to this Agreement shall include a description of the services to be performed thereunder, the maximum compensation and reimbursement of costs and expenses payable therefor, the time of performance thereof, and such other matters as the parties deem appropriate for the accomplishment of such services. Any additional services causing the total contract price to exceed $75,000, shall require approval by the City Council. Except to the extent mod ified by written amendment, all other terms and conditions of this Agreement shall be deemed incorporated in each such amendment.

5. Records. CONSULTANT shall keep and maintain accurate records of all time expended and costs and expenses incurred relating to services to be performed by CONSULTANT hereunder. Said records shall be available to CITY for review and copying during regular business hours at CONSULTANT’s place of business or as otherwise agreed upon by the parties.

6. Authorization. This Agreement becomes effective when endorsed by both parties in the space provided below.

7. Reliance on Professional Skill of CONSULTANT . CONSULTANT represents that it has the necessary professional skills to perform the services required and the CITY shall rely on such skills of the CONSULTANT to do and perform the work. In performing services hereunder CONSULTANT shall adhere to the standards generally prevailing for the performance of expert consulting services similar to those to be performed by CONSULTANT hereunder. CONSULTANT acknowledges the importance to CITY of the skill, competency, ability to appropriately work with CITY staff and expertise of individual staff assigned to the project, and accordingly the individuals assigned to the Project must be acceptable to CITY.

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8. Documents. All documents, plans, drawings, renderings, and other papers, or copies thereof, as finally rendered, prepared by CONSULTANT pursuant to the terms of this Agreement, shall, upon preparation and delivery to CITY, become the property of CITY.

9. Relationship of Parties. It is understood that the relationship of CONSULTANT to the CITY is that of an independent contractor and all persons working for or under the direction of CONSULTANT are its agents or employees and not agents or employees of the CITY.

10. Schedule. CONSULTANT shall adhere to the schedule set forth in Exhibit A; provided, that CITY shall grant reasonable extensions of time for the performance of such services occasioned by governmental reviews of CONSULTANT’s w ork product or other unavoidable delays; provided, further, that such unavoidable delay shall not include strikes, lockouts, work stoppages, or other labor disturbances conducted by, or on behalf of, CONSULTANT’s officers or employees.

CONSULTANT acknowledges the importance to CITY of CITY’s Project schedule and agrees to put forth its best professional efforts to perform its services under this Agreement in a manner consistent with that schedule.

11. Indemnity. CONSULTANT shall indemnify and hold harmless City, its officers, employees, agents and volunteers from and against all liability, loss, damage, expense, and cost (including, without limitation, reasonable legal counsel fees, expert fees and all other costs and fees of litigation) of every nature ar ising out of or in connection with CONSULTANT’s negligence, recklessness, or willful misconduct in the performance of work hereunder, or its failure to comply with any of its obligations contained in this Agreement, except such loss or damage caused by the active negligence or w illful misconduct of the City. It is expressly understood and agreed that the foregoing provisions are intended to be as broad and inclusive as is permitted by the law of the State of California and will survive termination of this A greement. Nothing herein contained shall be construed to require CONSULTANT to indemnify CITY its officers, employees,

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agents and volunteers against any responsibility or liability in contravention of Section 2782 of the California Civil Code.

12. Insurance. CONSULTANT shall acquire and maintain Workers’ Compensation, employer’s liability, commercial general liability, owned and non -owned and hired automobile liability, and professional liability insurance covering risks relating to CONSULTANT’s services to be performed hereunder in form subject to the approval of the City Attorney and/or CITY’s Risk Manager. The minimum amounts of coverage corresponding to the aforesaid categories of insurance per insurable event, shall be as follows:

Insurance Category Minimum Limits

Workers’ Compensation statutory minimum

Employer’s Liability $1,000,000 per accident for bodily injury or disease. CONSULTANT shall submit to City a
Waiver of Subrogation endorsement in favor of
City, its officers, agents, employees, and
volunteers.

Commercial General Liability $1,000,000 (to $5,000,000 depending on exposure) per occurrence for bodily injury,
personal injury, and property damage, including
without limitation, blanket contractual liability
and coverage for explosion, coll apse and
underground property damage hazards. If a
general aggregate limit applies, either the
general aggregate limit shall apply separately to
this project/location or the general aggregate
limit shall be twice the required occurrence limit.

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Coverage must be at least as broad as Insurance
Services Office form CG 00 01.

Automobile Liability $1,000,000 per accident for bodily injury and property damage (coverage required to the
extent applicable to CONSULTANT’s vehicle
usage in performing services hereunder)

1Professional Liability $1,000,000 per claim and if a general aggregate limit applies, general aggregate limit shall be
twice the required occurrence limit.

Concurrently with the execution of this Agreement, CONSULTANT shall furnish CITY with certificates and copies of information or declaration pages of the insurance required hereunder and, with respect to evidence of commercial general liability and automobile liability insurance coverage, original endorsements:

(a) Precluding cancellation or reduction in per occurrence limits before the expiration of thirty (30) days (10 days for nonpayment) after City shall have received written notification of cancellation in coverage or reduction in per occurrence limits by first class mail;

(b) CONSULTANT’s general liability policies shall be primary and non -contributory, and be endorsed using Insurance Services Office form CG 20 10 to provide that City and its officers, officials, employees, and agents shall be additional insured

1 Note: Professional liability insurance coverage is not required if the contractor/vendor/consultant is not providing a service regulated by the state. (Examples of service providers regulated by the state are insurance agents, professional engineers, do ctors, certified public accountants, lawyers, etc.) Please check and initial the following if professional liability is NOT required for this agreement.  Recommended ______ [Project Manager]  Approved _______[Risk Manager]

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under such policies. An endorsement providing completed operations coverage for the additional insured, ISO form CG 20 37, is also required.

Claims Made Policies
If any of the required policies provide claims-made coverage:

1. The Retroactive Date must be shown, and must be before the date of the contract or the beginning of contract work.

2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.

3. If coverage is canceled or non -renewed, and not replaced with another claims -made policy form with a Retroactive Date prior to the contract effective date, the Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of contract work.

Verification of Coverage
Consultant shall furnish the CITY with original certificates and amendatory endorsements effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the CITY before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. The CITY reserves the right to require complete, certified copies o f all required insurance policies, including endorsements required by these specifications, at any time.

Waiver of Subrogation
Consultant hereby grants to CITY a waiver of any right to subrogation which any insurer of said Consultant may acquire against the CITY by virtue of the payment of any loss under such insurance. This provision applies regardless of whether or not the CITY has requested or received a waiver of subrogation endorsement from the insurer.

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Acceptability of Insurers
Insurance is to b e placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.

Special Risks or Circumstances
CITY reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.

Coverage
It is a requirement under this agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be made available to the Additional Insured and shall be (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy, whichever is greater.

Primary and Non-Contributory Coverage
The Additional Insured coverage under the Consultant’s policy shall be “primary and non- contributory” as will not seek contribution from the CITY insurance or self-insurance and shall be at least as broad as CG 20 01 04 12.

Excess Insurance
The limits of insurance required in this agreement may be satisfied by a co mbination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY before the CITY insurance or self - insurance shall be called upon to protect it as a named insured.

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Attachment: Downtown Specific Plan Request for Proposals (Award Downtown Contract)

CITY OF SAN CARLOS
Request for Proposals
31 | P a g e

13. Workers’ Compensation. CONSULTANT acknowledges and certifies awareness of the provisions of the Labor Code of the State of California which require every employ er to be insured against liability for workers' compensation or to undertake self -insurance in accordance with the provisions of that Code, and CONSULTANT certifies and agrees to compliance with such provisions before commencing the performance of the work of this agreement.

14. Non-Discrimination. The CONSULTANT hereby assures that it will comply with Subchapter VI of the Civil Rights Act of 1964, 42 USC Section 2000 (e)(17), to the end that CONSULTANT will not exclude any person from participation in, be denied the benefits of, or be otherwise subject to discrimination from any project, program, or activity supported by this Agreement, based on the grounds of race, color, national origin, sex, disability, age, or religion,. CONSULTANT shall comply with its EEO Certification (Form PW -7). In addition, CONSUTLANT will not discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin. The CONSULTANT will take affirmative action to insure that applicants are employed and the employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to the following: employment, advancement, demotion, transfer, recruitment, or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. The CONSULTANT shall at all times be in compliance with the requirements of the Federal Americans With Disabilities Act (Public Law 101 -336) which prohibits discrimination on the basis of disability by public entities. The CONSULTANT agrees to post in conspicuous places available to employees and applicants for employment any notices provided by the CITY setting forth the provisions of this non - discrimination clause.

15. Notice. All notices required by this Agreement shall be given to the CITY and CONSULTANT in writing, by first class mail, postage prepaid, addressed as follows:

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Attachment: Downtown Specific Plan Request for Proposals (Award Downtown Contract)

CITY OF SAN CARLOS
Request for Proposals
32 | P a g e

CITY: City of San Carlos
600 Elm Street
San Carlos, CA 94070
Attention: ____________________

CONSULTANT: ____________________________
(Fill in CONSULTANT Name, Address, Phone Number, and
Project Manager for CONSULTANT)

16. Non-Assignment. This Agreement is not assignable either in whole or in part.

17. Amendments. This Agreement may be amended or modified only by written agreement signed by both parties.

18. Business Registration. VENDOR agrees to comply with Chapter 5.04 of the Municipal Code and pay all fees required to be paid.

19. Validity. The invalidity i n whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement.

20. Governing Law. This Agreement shall be governed by the laws of the State of California and any suit or action initia ted by either party shall be brought in the County of San Mateo, California. In the event of litigation between the parties hereto to enforce any provision of the Agreement, the unsuccessful party will pay the reasonable attorney’s fees and expenses of litigation of the successful party.

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Attachment: Downtown Specific Plan Request for Proposals (Award Downtown Contract)

CITY OF SAN CARLOS
Request for Proposals
33 | P a g e

21. Mediation. Should any dispute arise out of this Agreement, the parties shall meet in mediation and attempt to reach a resolution with the assistance of a mutually acceptable mediator. Neither party shall be permitte d to file legal action without first meeting in mediation and making a good faith attempt to reach a mediated resolution. The costs of the mediator, if any, shall be paid equally by the parties. If a mediated settlement is reached neither party shall be deemed the prevailing party for purposes of the settlement and each party shall bear its own legal costs. If a party refuses or fails to participate in mediation in good faith prior to filing a lawsuit, then that party shall be barred from recovery of attorneys fees and costs of suit.

22. Conflict of Interest. CONSULTANT may serve other clients, but none who are active within the City of San Carlos or who conduct business that would place CONSULTANT in a "conflict of interest" as that term is defined in State law.

23. Entire Agreement. Each party acknowledges that this agreement, the exhibits hereto, and the documents incorporated by reference herein constitute the complete agreement and exclusive statement of the terms and conditions between the part ies, which supercedes and merges all prior proposals, understandings and all other agreements, verbal and written, between the parties relating to the subject matter of this agreement.

This agreement may not be modified or altered except by written instrum ent duly executed by both parties.

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Attachment: Downtown Specific Plan Request for Proposals (Award Downtown Contract) Proposal Prepared for the City of San Carlos on January 14, 2022

SAN CARLOS DOWNTOWN

SPECIFIC PLAN

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Attachment: RRM Scope of Work (Award Downtown Contract) GRAPHICS & PHOTOGRAPHS:

This document features images of RRM Design Group and its subconsultant partners’ projects, the graphics and photos of which are owned and copyrighted by our respective firms. There are no stock photos or images of any kind used in this proposal.

ABOUT RRM DESIGN GROUP:
325 Davis St. • San Leandro, CA 94577
p: (510) 751-4910 • f: (510) 686-8831 • w: rrmdesign.com California corporation • Leonard Grant, Architect C26973 • Robert Camacho, PE 76597 • Steven Webster, LS 7561 • Jeff Ferber, PLA 2844 The written and graphic materials contained in this proposal are the exclusive property of RRM Design Group.

PROPOSAL FOR THE CITY OF SAN CARLOS DOWNTOWN SPECIFIC PLAN

TABLE OF CONTENTS
Section Name
1 C over Letter
2 Firm Information, Qualifications & Experience
3 Scope of Services
4 P roject Schedule
5 Cost Proposal
6 Sample Agreement Change Requests
Page
1 4
51 71
73 76

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Attachment: RRM Scope of Work (Award Downtown Contract) 1 SECTION 1 | Cover Letter | PR OPOSAL FOR DO WNTOWN SP ECIFIC PL AN Throughout our proposal you will notice
several graphics and photos featuring
Downtown Specific Plans, residential
and mixed-use projects designed and
implemented by RRM Design Group.

RRM PROJECT
LOS ALTOS DOWNTOWN VISION
Los Altos, California
Section
1CO VER LE TTER
Downtown Specific Plan

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Attachment: RRM Scope of Work (Award Downtown Contract) 2 SECTION 1 | Cover Letter | PR OPOSAL FOR DO WNTOWN SP ECIFIC PL AN RE: THE CITY OF SAN CARLOS DOWNTOWN SPECIFIC PLAN

Dear Ms. Porras,
The Downtown Specific Plan (DSP) is an exciting opportunity to build on downtown’s role as the community’s vibrant “heart” by ensuring a future neighborhood energized by a mix of activities and uses, enhancing downtown’s “small-city” charm, and addressing practical challenges both new and old. It will embrace the existing assets that make downtown an attractive place to shop, dine, meet up, people-watch, participate in community events, and enjoy the urban character. It will expand upon this through the successful analysis and implementation of additional outdoor dining, potential street closures, higher densities, addressing increasing housing needs and demands in a context-sensitive way, and responding to changes to retail shopping. Most importantly, it will assist in establishing a future downtown that is energized by people of all ages, abilities and backgrounds.

Crucial to the success of this effort will be finding a consulting team with significant Specific Plan experience, one that understands the policies, rules, regulations, and design sensibilities that respect existing context while providing opportunities for future development. It requires a team that will cover all the bases, including mobility planning and parking solutions, market demand and economics, urban design and smart growth, infrastructure analysis, and sustainability principles. Finally, it calls for a firm with a strong track record of success in creating an inclusive environment for balanced input, facilitating and engaging advisory committees, and crafting a lasting consensus that will lead to implementation. We are that team, and here is why:

We start with the community…
RRM is devoted to the community–based planning that engages the public in a meaningful way and produces a vision that will be embraced. We know how to work with diverse interests, gain their trust, and translate their ideas into workable solutions. We deliver an honest approach to engagement with innovative communication tools and techniques, and we will deliver a plan that represents the community’s desire and vision.

We have a small-town sensibility...

For nearly 50 years, we have located our RRM offices in smaller towns because we feel that quality of life for us and our employees is paramount and related to a business’s location. Our practice is tied heart-and-soul to assisting other communities (whether they are isolated or part of a large metropolitan expanse) to retain and improve their sense of place and find their path towards a future that is right for them. “Creating environments people enjoy” is not only our mission as a full-service design and engineering firm, but it is also our passion, and it is with that passion that we hope to be able to create an environment people will enjoy within San Carlos’s downtown for generations to come.

January 14, 2022
Lisa Porras
Planning Manager
City of San Carlos
Advance Planning Division
Community Development
Department
600 Elm St,
San Carlos, CA 94070

CREATING

ENVIRONMENTS
PEOPLE
ENJOY®
www.rrmdesign.com
325 Davis Street
San Leandro, CA 94577
p: (510) 751-4910
f: (510) 686-8831

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Attachment: RRM Scope of Work (Award Downtown Contract) 3 SECTION 1 | Cover Letter | PR OPOSAL FOR DO WNTOWN SP ECIFIC PL AN

CREATING

ENVIRONMENTS
PEOPLE
ENJOY®
We develop results-driven specific plans that are implemented… RRM offers a full range of services, including architecture, planning, urban design, landscape architecture, civil engineering, land surveying and construction management. We bring not only extensive planning and policy experience, but our extensive project portfolio includes residential, commercial, mixed- use, and hospitality projects, along with parks, plazas, and streetscape design and implementation for new construction and infill redevelopment. This experience on the private side of the development process gives RRM a unique understanding of realistic design recommendations that produce results and provides a solid understanding of property owner issues, maintenance concerns, development feasibility, and the real cost of public and private improvements and construction. Our knowledge and expertise in creating specific plans, objective design standards, and zoning codes give us an understanding of the key elements needed to help foster character and community through the interpretation of city policy documents.

Finally, we understand that our primary objective is to work collaboratively with city staff and decision makers to preserve the community’s vision and provide clear direction for a proposed project. RRM listens and responds in a collaborative manner. We strive to be a valuable strategic advisor but find great satisfaction in operating as an extension of staff to get the job done right. We are a team of skilled professionals and creative thinkers who deliver results on time, on budget, and are sensitive to political and social issues.

Thank you for considering RRM Design Group for this project that is of such great importance to your community. We look forward to answering any questions you might have about our proposal or our keen interest in serving your needs. If you need more information or have any questions regarding our capabilities, please feel free to contact me on my cell at (805) 801-3743 or [email protected].

Sincerely,
RRM Design Group
Jami Williams, CNU-A D iane Bathgate, AICP, CNU-A
Project Manager Pr incipal-In-Charge
Primary Point of Contact
[email protected]

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Attachment: RRM Scope of Work (Award Downtown Contract) 4 SECTION 2 | Firm Information, Qualifications & Experience | PR OPOSAL FOR DO WNTOWN SP ECIFIC PL AN RRM PROJECT
HUNTINGTON BEACH DOWNTOWN SPECIFIC PLAN
Huntington Beach, California
Section
2FIRM INFORMATION, QUALIFICATIONS & EXPERIENCE
Downtown Specific Plan

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Attachment: RRM Scope of Work (Award Downtown Contract) 5 SECTION 2 | Firm Information, Qualifications & Experience | PR OPOSAL FOR DO WNTOWN SP ECIFIC PL AN FIRM PROFILE | RRM Design Group
Firm Information:

RRM exists because we love creating environments people enjoy.

That is what got us into the business over 45 years ago, and it is why we continue to thrive today. Our planners, engineers, surveyors, landscape architects, and architects work with our clients and their communities to create the parks our children play in, the roads we drive down on our way to work and the neighborhoods we come home to. We take planning beyond
theory and into the realm of successful project implementation.

RRM Design Group is committed to plan for and design beautiful and functional spaces as well as reshape underutilized and transit-oriented areas. The depth of experience in our staff promotes exceptional effectiveness in creative project solutions, establishing consensus, client relationships, and public representation, which is evidenced through the numerous implemented RRM projects across the state.

Firm Representative:

Jami Williams, CNU-A, Principal
c: (805) 801-3743 • e : j [email protected]
Office Locations:

San Leandro, San Luis Obispo, Santa Barbara, Ventura, San Juan Capistrano Firm Size
Total staff of 165
28 California Licensed Architects
33 Architecture Designers
1 1 California Licensed Civil Engineers
2 California Licensed Structural Engineers
16 Engineering D esigners
16 California Licensed Landscape Architects
13 Landscape Designers
12 Community & Urban Planners
1 Licensed Surveyor
3 Surveying Technicians
29 Administrative Support Staff
20 L EED ® Accredited Professionals (LEED AP)
3 C ertified Planners (AICP)
4 C ongress for New Urbanism Accredited Professionals (CNU-A) Principal Place of Business
325 Davis Street
San Leandro, CA 94577
p: (510) 751-4910 • f: (510) 686-8831
Organization Information:

RRM Design Group is a California corporation
Incorporated November 26, 1974, and is 100%
Employee Owned (ESOP)
Tax Identification Number: 95-2923783

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Attachment: RRM Scope of Work (Award Downtown Contract) 6 SECTION 2 | Firm Information, Qualifications & Experience | PR OPOSAL FOR DO WNTOWN SP ECIFIC PL AN Lamphier-Gregory
Lamphier-Gregory is a professional services firm specializing in urban planning, environmental analysis, and project management. Their services include preparation of Environmental Impact Reports and Environmental Impact Statements (EIR/EISs) and other environmental review documents required for compliance with the California Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA). Lamphier-Gregory also offer services related to project review, permit or entitlement processing and providing peer reviews of the work of others. They focus on ongoing relationships with their clients and complete projects of all sizes and complexities, from straightforward exemptions to small project Initial Studies/Mitigated Negative Declarations (IS/MND), larger project EIRs, and complex programmatic EIRs for large Master or Specific Plans. Lamphier-Gregory is often sought out to work on large, complex and/or controversial projects.

Lamphier-Gregory began as a sole proprietorship in 1979 under Lamphier & Associates. In 2000, the firm changed its legal form and incorporated as a closely held California corporation. Ownership of the firm rests with only two individuals: Scott Gregory, President and Rebecca Auld, Vice President.

Lamphier-Gregory has a current on-call contract with the City of San Carlos, under which we have completed many environmental documents over the years.

Whitlock & Weinberger Transportation, Inc.

Whitlock & Weinberger Transportation, Inc. (W-Trans) provides traffic engineering and transportation planning services that emphasize mobility within available resources and help transform streets to serve all potential users. We are particularly skilled in retrofitting streets and roads to make walking, bicycling and transit use safer and more convenient while also appropriately managing vehicle traffic.

Our strength and focus are on balancing the technical needs and functionality of traffic with the desire of communities to create more livable streets and sustainable transportation systems.

W-Trans applied their skills to a variety of projects ranging from traffic operation analyses, traffic collision reduction programs, transportation facilities design, including traffic signal and roundabout design to downtown revitalization, streetscape planning efforts and complete street projects. We take a holistic approach to traffic engineering, realizing that solutions cannot be developed in a vacuum or strictly follow the standards of the past. Traffic analysis and design must be sensitive to the context of the surrounding land use and community goals to be successful. W-Trans service areas include:
• Bicycle Facilities
• Complete Streets
• Municipal Staff Services
• Parking
• Pedestrian Safety and Design
• Roundabouts
• Safe Routes to School
• Traffic C alming
• Traffic Engineering Design
• Traffic Impacts
• Traffic Operations
• Traffic Safety
• Transportation Demand Management
• Trip Generation Rate Development
• VMT Impacts
W-Trans was established in 1995 by Dalene Whitlock and Steve Weinberger. W-Trans opened its Oakland office in 201 1 with Mark Spencer as the Branch Manager. W-Trans is an employee-owned company, with all 17 full-time staff members having ownership.

W-Trans is certified as a woman-owned business (DBE) by the California Department of Transportation. A copy of our certification can be provided upon request.

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Attachment: RRM Scope of Work (Award Downtown Contract) 7 SECTION 2 | Firm Information, Qualifications & Experience | PR OPOSAL FOR DO WNTOWN SP ECIFIC PL AN The Natelson Dale Group, Inc.

The Natelson Dale Group, Inc. (TNDG) is an economic consulting firm established in Los Angeles in 1974.

TNDG has a vast track record in successful economic development strategic planning. From this work, the firm has developed nationally recognized expertise in the following key areas: 1) Target Industry Strategies and Cluster Development, 2) Retail Demand Analysis and Tenant Recruitment, 3) Integration of Economic Development with Workforce Development, 4) Tourism-based Economic Development, 5) Downtown and Corridor Revitalization, and 5) Structuring of Local and Regional Economic Development Partnerships.

The firm’s work often involves direct linkages between a community’s industry attraction plans and its real estate development potentials. In this regard, the TNDG Team has a strong understanding of local real estate markets and the larger regional economic trends that drive demand for commercial and industrial land use.

Involvement with the Economic Development Profession. In addition to the firm’s long track record in strategic planning and related technical analysis, TNDG also maintains an active role in supporting California’s economic development community and advancing best practices within the profession. In this regard, the firm recently took the lead on behalf of the California Association for Local Economic Development (CALED) and the California Academy for Economic Development (CAED) on the implementation of a California-specific training and certification program for economic development professionals (the recently launched “ACE” program).

GPA Consulting
GPA Consulting (GPA) is an environmental planning firm with teams specializing in biological and historical resources. Founded in 2003, GPA is a certified woman-owned, disadvantaged, small business enterprise registered as a California Corporation. Their company values are quality, integrity, and reliability. GPA works collaboratively with its clients to meet project objectives with these values in mind. Their clients include government agencies, architects, developers, and non-profit organizations. We provide a full range of historic preservation services, including:
• Historic Context Statements
• Historic Resource Surveys
• Design G uidelines
• Mills Act Applications
• Federal Rehabilitation Tax Credit Applications
• National, State, and Local Landmark Nominations
• Historic Structures Reports
• NEPA, CEQA, and Section 106 Compliance Reports
• HABS/HAER R eports
• Public O utreach, T raining, a nd E ducational P rograms • Professional Peer Review
GPA has an outstanding team of professionals who meet the Secretary of the Interior’s Professional Qualifications Standards and have solid backgrounds in writing historic landmark and district nominations, reviewing projects for compliance with the Secretary of the Interior’s Standards, preparing reports for the California Environmental Quality Act (CEQA) compliance, completing historic assessment and structure reports, conducting historic resources surveys, and numerous other services related to historic preservation planning.

Their goal is to deliver historic preservation planning services and all work products to their clients in the most professional, efficient, responsive, and financially accountable manner possible. GPA has successfully worked with multiple public agencies assisting staff with managing and developing historic preservation programs. In addition, GPA has been pre-qualified to provide historic preservation consulting services to several cities and counties in California, from Los Angeles to San Francisco.

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Attachment: RRM Scope of Work (Award Downtown Contract) 8 SECTION 2 | Firm Information, Qualifications & Experience | PR OPOSAL FOR DO WNTOWN SP ECIFIC PL AN

SPECIFIC PLANS
RRM has prepared Specific Plans for a wide variety of California communities. RRM’s Specific Plans draw from local and regional context and influence to provide context-sensitive urban design strategies and guidance for infill development. RRM has worked extensively in both the private and public sectors, and our documents are clear in their intent, concise in their technical expression, and rich with graphic depictions to illustrate desired outcomes. Our knowledge of the needs of both sectors provides a balance of practice that makes our plans creative yet realistic and implementation oriented. Above all, our plans are prepared in a truly collaborative process and endeavor to identify the unique attributes that represent the values and culture of each community.

Specific Plans that support vibrant, mixed-use downtowns are a particular area of expertise. RRM has completed Specific Plans for dozens of communities, including our APA award-winning project in Walnut Creek’s Shadelands Gateway, Azusa Dotwtown, Yorba Linda Town Center, and Scotts Valley Town Center.

Our architectural practice and intimate understanding of the design and construction of projects give us an advantage in writing plans that go beyond “shelf art;” they are implementable and produce results.

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Attachment: RRM Scope of Work (Award Downtown Contract) 9 SECTION 2 | Firm Information, Qualifications & Experience | PR OPOSAL FOR DO WNTOWN SP ECIFIC PL AN • Extensive project experience in the region, including a good previous working relationship with the City of San Carlos
• Experience working with cities to craft and incorporate comprehensive policy documents such as Specific Plans, Zoning Ordinances, and Design Guidelines • Design and implementation of built projects throughout the State CUSTOMIZED QUALIFICATIONS FOR THE CITY OF SAN CARLOS:

PROJECT EXPERIENCE
The f ollowing p ages p rovide b oth a h igh-level l ook a t e ach o f t he e xperience a reas l isted a bove, a nd s everal detailed c ase s tudies t hat d ig a b it d eeper i nto t he s pecifics o f p rojects m ost r elevant t o t he C ity o f S an Carlos's n eeds. P lease n ote t hat m any h ave b een c ompleted w ithin t he l ast fi ve y ear b ut a dditional r elevant experience h as b een p rovided t o d emonstrate R RM’s a bility t o s atisfy y our v ision a nd g oals. E ach p roject description i s w ritten w ith a f ocus o n s uccessful i mplementation. W e a lso h ighlight o ur a pproach t o c ommunity engagement, i ncluding e lements t hat e nsure s uccessful o utreach g iven t he c urrent a nd o ngoing c hallenges faced with COVID.

KEY RRM EXPERIENCE FACTORS IN THIS SECTION:

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Attachment: RRM Scope of Work (Award Downtown Contract) 10 SECTION 2 | Firm Information, Qualifications & Experience | PR OPOSAL FOR DO WNTOWN SP ECIFIC PL AN Bringing people
together for a
conversation:

In-person, virtually, or
hybrid format
Utilizing in-person and virtual
platforms, we’ll help you engage
with a broad cross-section of
stakeholders
• Project committee & key
stakeholder interviews
• Community workshops
• Public hearings
• Open houses
Expand possibilities
with digital tools
We’ll help you engage with key
demographics in a remote way
• Virtual meetings & webinars
• Real time and static surveys
• 360 video site tours
• White-boarding &
brainstorming tools
• QR codes
Reaching communities
where they already are
In today’s day and age, there are
a ton of things fighting for our
time and attention. We’ll help
increase participation by meeting
your community where they
already are, utilizing modern
communication methods as well as
more traditional approaches
• Project website & branding
• Social media advertising
• Newsletters & e-blasts
• Mailers, flyers & business cards
• Community ambassadors
• Pop-up engagement booths
• Walking tours
• Student involvementFormal Outreach
Methods & Processes
We’ll promote a smooth
public review and adoption
process through continual
check-ins with decision-makers
throughout the project
• Stakeholder interviews
• Project committees
• Decision-makers check-ins
• Public hearings

A FRESH TAKE ON COMMUNITY ENGAGEMENT
Communication in our modern era has become increasingly distant, making effective and thorough engagement with communities and stakeholders more challenging. Our team utilizes a variety of methods to engage participants of diverse backgrounds, education levels, and abilities with a cross-platform approach that gives agencies the ability to listen, offer remote participation, and collect feedback from all voices in the community.

Scan QR
code with
camera app
or click icon
to learn more!

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Attachment: RRM Scope of Work (Award Downtown Contract) 11 SECTION 2 | Firm Information, Qualifications & Experience | PR OPOSAL FOR DO WNTOWN SP ECIFIC PL AN

HUNTINGTON BEACH DOWNTOWN SPECIFIC PLAN

VISION POSTER
Acacia Ave.

Lake St.

Orange Ave.

Olive Ave.

Walnut Ave.

Pacific Coast Hwy.
6th St.
5th St.

Main St.
3rd St.
2nd St.
1st St.

The Strand
200
FEET
100 6000 400
Pacific City
7th St.
8th St.
9th St.

Acacia Ave.

Cultural Arts District Blowup
Legend
Main Street
5th Street
Pacific Coast
Highway
Trolley Route
Bicycle Route
Pedestrian
Route / Paseo
Cultural Arts
District
Primary Gateway/
Intersection
Secondary Gateway/
Intersection
Neighborhood
Connection
Public Parking
Structure
Library
Performing Arts
Theater
(Underground
Parking Structure)
Art Center
Murals
Plaza
Almeria
Townsquare
Post
Office
Oceanview
Promenade
Pierside
Pavilion
Main Street
Promenade
Police
ONE: CAPTURING THE VISION
Projects featured here: Huntington Beach Downtown Specific Plan, Camarillo Commons Strategic Plan, Fullerton Downtown Core and Corridors Specific Plan, Balboa Avenue Station Area Specific Plan, El Corazon Specific Plan, San Ysidro Historic Village Specific Plan

Page 3 ends

San Carlos City CouncilFebruary 28, 2022

San Carlos City Council
February 28, 2022