Agenda packet — San Carlos City Council, March 11, 2024 (part 1 of 2)

CITY OF SAN CARLOS
City Council/Successor Agency to the
Redevelopment Agency/Housing Authority
Regular Meeting
March 11, 2024 7:00 PM
Council Chambers, City Hall
600 Elm Street, San Carlos, CA 94070
www.cityofsancarlos.org
AGENDA
This meeting will be conducted both inperson at City Hall and virtually via Zoom. Members of the public will have the option to observe the meeting and address the City Council as outlined below.

InPerson Participation:

Location. City Hall – 600 Elm Street, Council Chambers.

Masks are no longer required, but are still recommended by the California Department of Health. To maintain public health and safety, please do not attend in person if you are experiencing respiratory symptoms (e.g. cough, runny nose, and/or sore throat).

Provide Public Comment. To address the City Council on any item on the posted agenda, fill out a Request to Speak Form located in the back of the Council Chambers and submit it to the City Clerk; or, you may raise your hand when the Mayor calls for public comments.

Remote Participation :

Observe via:
Zoom. https://us02web.zoom.us/j/88256140939; or call 16699009128 and enter the Meeting ID #: 882 5614 0939
Meeting Webportal . www.cityofsancarlos.org/agenda Local TV. Comcast Channel 27 and AT&T Uverse Channel 99 Provide Public Comment. If you plan to make a public comment on any item on the posted agenda, 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 Zoom by phone, press *9 to “raise hand”.

Councilmembers may participate in this meeting remotely as authorized by Assembly Bill 2449.

MAYOR: John Dugan
COUNCIL: Ronald Collins, Sara McDowell, Adam Rak, Pranita Venkatesh

1. CALL TO ORDER

2. ASSEMBLY BILL 2449 TELECONFERENCE REQUESTS

3. PLEDGE OF ALLEGIANCE
Led by Scout BSA Troop 321.

4. CHANGES TO THE ORDER OF THE AGENDA

5. PRESENTATIONS
a. Present a Proclamation to Evan Morris with Scout BSA Troop 321 Upon Receiving His Eagle Scout Award.
b. Present a Proclamation Recognizing March 2024 as Women’s History Month. c. Present a Proclamation to Former Deputy Fire Chief Dave Pucci Recognizing him for his Years of Services to the San Carlos Community.
d. Receive an Update Report from CalWater.

6. 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 nature and no action will be taken on these items at this meeting.

7. 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 individuals 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 on 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.

8. CONSENT CALENDAR
a. Motion to Waive Reading of All Ordinances.
b. Approve the January 22, 2024 City Council Regular Meeting Minutes. c. Approve the February 12, 2024 City Council Special Meeting Minutes. d. Adopt a Resolution Awarding the 2023 Midblock Crossing Project at 1650 Industrial Road C1807; Authorizing the City Manager to Execute an Agreement with Terocons Inc. in the Amount of $197,950; and Authorizing the Expenditure of Contingency in an Amount up to $39,590.
e. Adopt a Resolution Approving Updates to the City Records Retention Schedule. f. Reappoint Kristen Clements to the Planning and Transportation Commission for the Term Ending June 30, 2027.
g. Reappoint Heather Liu to the Economic Development Advisory Commission for the Term Ending June 30, 2027.
h. Reappoint Sailesh Mehra to the Economic Development Advisory Commission for the Term Ending June 30, 2027.
i. Appoint Parks, Recreation and Culture (PR&C) Commission Alternate Member Julie Lubetkin to a PR&C Voting Member for a FullTerm Ending June 30, 2027. j. Adopt a Resolution Authorizing the City Manager to Execute an Amendment to the Professional Services Agreement with Robert Half International, Inc. in an Amount Not to Exceed $35,000 for Temporary Services for the Finance Division. k. Adopt a Resolution Authorizing the City Manager to Execute an Addendum to the Second Amended and Restated Agreement Between the Cities of Redwood City and San Carlos for Fire and Emergency Services to Further Extend the Expiration to June 30, 2024, with one Additional Mutually Agreed City Manager Extension to August 31, 2024.
l. Adopt Ordinance 1611 Amending Title 18 of the San Carlos Municipal Code Chapters 18.07 Industrial Districts and 18.30 Use Permits, and Adding a New Chapter 18.14A Northeast Area Overlay District.
m. Adopt Ordinance 1612 Approving the San Carlos Municipal Code Cleanup Amendments to Various Sections of the Municipal Code and to Conform Chapter

3.14 – Public Projects, with Updated Informal Bidding Threshold Amounts under State Law.

9. PUBLIC HEARING
a. Consideration of Below Actions for Nine Single Family Homes at 308310 Phelps Road (APNs 049292050; 049292040; 049292060):
i. Adopt a Resolution Adopting a Mitigated Negative Declaration and Associated Mitigation Monitoring and Reporting Program for the 308310 Phelps Road Project.
ii. Adopt a Resolution Approving a General Plan Amendment to a General Plan Land Use Designation of Single Family, 6 DUS/ACRE for 308310 Phelps Road.
iii. Introduce an Ordinance Rezoning the 308310 Phelps Road Project Site to the RS6 SingleFamily Zone within a Hillside Overlay District for Construction of Nine Single Family Homes.

10. NEW BUSINESS
a. Consideration of Adopting a Resolution Adopting the City of San Carlos 2024 Strategic Plan.

11. 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.

12. 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.

InPerson Participation:

Location. City Hall – 600 Elm Street, Council Chambers.

Remote Participation :

Councilmembers may participate in this meeting remotely as authorized by Assembly Bill 2449.

MAYOR: John Dugan
COUNCIL: Ronald Collins, Sara McDowell, Adam Rak, Pranita Venkatesh

1. CALL TO ORDER

2. ASSEMBLY BILL 2449 TELECONFERENCE REQUESTS

3. PLEDGE OF ALLEGIANCE
Led by Scout BSA Troop 321.

4. CHANGES TO THE ORDER OF THE AGENDA

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

3.14 – Public Projects, with Updated Informal Bidding Threshold Amounts under State Law.

10. NEW BUSINESS
a. Consideration of Adopting a Resolution Adopting the City of San Carlos 2024 Strategic Plan.

11. 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.

12. 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, and as outlined in the City’s Reasonable Accommodations Policy, if you need special assistance or translation services to participate in this meeting, please contact the City Clerk’s Office at (650) 8024222 or via email at cityclerk @cityofsancarlos.org. Notification in advance of the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
2 CITY OF SAN CARLOS
City Council/Successor Agency to the
Redevelopment Agency/Housing Authority
Regular Meeting
March 11, 2024 7:00 PM
Council Chambers, City Hall
600 Elm Street, San Carlos, CA 94070
www.cityofsancarlos.org
AGENDA
This meeting will be conducted both inperson at City Hall and virtually via Zoom. Members of the public will have the option to observe the meeting and address the City Council as outlined below.

InPerson Participation:

Location. City Hall – 600 Elm Street, Council Chambers.

Remote Participation :

Councilmembers may participate in this meeting remotely as authorized by Assembly Bill 2449.

MAYOR: John Dugan
COUNCIL: Ronald Collins, Sara McDowell, Adam Rak, Pranita Venkatesh

1. CALL TO ORDER

2. ASSEMBLY BILL 2449 TELECONFERENCE REQUESTS

3. PLEDGE OF ALLEGIANCE
Led by Scout BSA Troop 321.

4. CHANGES TO THE ORDER OF THE AGENDA

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

3.14 – Public Projects, with Updated Informal Bidding Threshold Amounts under State Law.

10. NEW BUSINESS
a. Consideration of Adopting a Resolution Adopting the City of San Carlos 2024 Strategic Plan.

11. 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.

12. 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, and as outlined in the City’s Reasonable Accommodations Policy, if you need special assistance or translation services to participate in this meeting, please contact the City Clerk’s Office at (650) 8024222 or via email at cityclerk @cityofsancarlos.org. Notification in advance of the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting.
3 CITY OF SAN CARLOS
City Council/Successor Agency to the
Redevelopment Agency/Housing Authority
Regular Meeting
March 11, 2024 7:00 PM
Council Chambers, City Hall
600 Elm Street, San Carlos, CA 94070
www.cityofsancarlos.org
AGENDA
This meeting will be conducted both inperson at City Hall and virtually via Zoom. Members of the public will have the option to observe the meeting and address the City Council as outlined below.

InPerson Participation:

Location. City Hall – 600 Elm Street, Council Chambers.

Remote Participation :

Councilmembers may participate in this meeting remotely as authorized by Assembly Bill 2449.

MAYOR: John Dugan
COUNCIL: Ronald Collins, Sara McDowell, Adam Rak, Pranita Venkatesh

1. CALL TO ORDER

2. ASSEMBLY BILL 2449 TELECONFERENCE REQUESTS

3. PLEDGE OF ALLEGIANCE
Led by Scout BSA Troop 321.

4. CHANGES TO THE ORDER OF THE AGENDA

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

3.14 – Public Projects, with Updated Informal Bidding Threshold Amounts under State Law.

10. NEW BUSINESS
a. Consideration of Adopting a Resolution Adopting the City of San Carlos 2024 Strategic Plan.

11. 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.

12. 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.

4 San Carlos City Council/Successor Agency to the
Redevelopment Agency/Housing Authority Regular Meeting
Council Chambers, City Hall
600 Elm Street, San Carlos, CA 94070
January 22, 2024 7:00 PM

MINUTES

ROLL CALL
City Council Present: John Dugan, Mayor
Sara McDowell, Vice Mayor
Ronald Collins, Councilmember
Adam Rak, Councilmember
Pranita Venkatesh, Councilmember
Staff Present: Steven Machida, Public Works Director
Jeff Maltbie, City Manager
Rebecca Mendenhall, Administrative Services Director
Crystal Mui, City Clerk
Mark Myers, Police Chief
Amy Newby, Parks and Recreation Director
Gregory Rubens, City Attorney

1. CALL TO ORDER
Mayor Dugan called the meeting to order at 7:00 PM.

2. ASSEMBLY BILL 2449 TELECONFERENCE REQUESTS
None.

3. PLEDGE OF ALLEGIANCE
Mayor Dugan led the Pledge of Allegiance.

4. CHANGES TO THE ORDER OF THE AGENDA
None.

5. REPORT FROM CLOSED SESSION
None.

6. COUNCIL COMMUNICATIONS AND ANNOUNCEMENTS
Vice Mayor McDowell reminded the community of the upcoming events for Week of the Family.

Mayor Dugan provided a report on the first City Centennial Advisory Committee meeting .

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7. CONSENT CALENDAR

MOTION: Approve City Council Consent Calendar Items ‘a’ through ‘h’; and Item ‘i’ Ordinance 1609 Amending and Replacing San Carlos Municipal Code Chapter 6.04 - Animal Control, to Align with Chapter 6.04 - Animal Control of Title 6 of the San Mateo County Ordinance Code to Clarify Existing Definitions, Enact Additional Requirements for Animal Control, and Revise the Fees for Animal Control Services; and
Item ‘j’ Ordinance 1610 Amending San Carlos Municipal Code Chapter

2.08.020 to Increase the City Council Salary under Government Code Section 36516.

MOVER: Adam Rak
SECONDER: Pranita Venkatesh
AYES: Collins, Venkatesh, Rak, McDowell, Dugan
NAYS: None.

RESULT: Motion Passed 5 – 0

a. Motion to Waive Reading of All Ordinances.

b. Approve the November 27, 2023 City Council Regular Meeting Minutes.

c. Approve the December 5, 2023 City Council Special Meeting Minutes.

d. Adopt a Resolution Authorizing the City Manager to Execute Amendment 5 to the Law Enforcement Services Agreement with the San Mateo County Sheriff's Office, Including the Fiscal Year 2023-24 Payment of $12,030,880, Offset by the CalPERS UAAL Credit in the Amount of $1,451,701, and the Approval of the Use of Prior Year Savings in the Amount of $500,000 for Police Services. Resolution 2024-003

e. Adopt a Resolution Authorizing the City Manager to Execute a Memorandum of Understanding Between the County of San Mateo and the City of San Carlos Regarding Credits in the Amounts of $258,865 for Fiscal Year (FY) 2023-24 and $168,978 for FY 2024-25 to Offset Costs Associated with Amendment 5 to the Law Enforcement Services Agreement Between the San Mateo County Sheriff’s Office and the City of San Carlos. Resolution 2024-004

f. Adopt a Resolution Authorizing the City Manager to Execute a Professional Services Agreement with Teri Black and Company, LLC for On-Call Professional Recruiting Services for One-Year, with an Option for a One-Year Extension in an Annual Amount Not-to-Exceed $100,000. Resolution 2024-005

g. Adopt a Resolution Authorizing the City Manager to Execute an Amendment to the Professional Services Agreement with Comfort International, Inc. in the Amount of $50,000 for Fiscal Year 2023-24 and Authorizing the Ratification of Amendments from Prior Fiscal Years in the Amount of $400,000 for Emergency Services and Unplanned Maintenance Related to the Heating Ventilation and Air Conditioning (HVAC) System. Resolution 2024-006

h. Adopt a Resolution Approving and Adopting an Updated Comprehensive Master Salary Schedule for Fiscal Year 2023-24 in Accordance with Title 2 of the California Code of Regulations Section 570.5 and the California Employees Retirement System ("CalPERS").

Resolution 2024-007

i. Adopt Ordinance 1609 Amending and Replacing San Carlos Municipal Code Chapter 6.04 - Animal Control, to Align with Chapter 6.04 - Animal Control of Title 6 of the San Mateo County

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Ordinance Code to Clarify Existing Definitions, Enact Additional Requirements for Animal Control, and Revise the Fees for Animal Control Services. j. Adopt Ordinance 1610 Amending San Carlos Municipal Code Chapter 2.08.020 to Increase the City Council Salary under Government Code Section 36516.

8. NEW BUSINESS
a. Consideration of Adopting a Resolution Appropriating $10,000 from General Fund Unassigned Fund Balance to the Parks and Recreation Operating Budget for Fiscal Year 2023- 24 for the Fee Assistance Program.

Parks and Recreation Director Amy Newby presented on the City’s Fee Assistance Program .

She spoke on the need for additional funding and responded to Council questions.

Public Comment
Edward Stancil requested additional hours and availability for the dog park.

MOTION: Adopt Resolution 2024-008 Appropriating $10,000 from General Fund Unassigned Fund Balance to the Parks and Recreation Operating Budget for Fiscal Year 2023-24 for the Fee Assistance Program.

MOVER: Sara McDowell
SECONDER: Pranita Venkatesh
AYES: McDowell, Collins, Venkatesh, Rak, Dugan
NAYS: None.

RESULT: Motion Passed 5 – 0

9. AGENDA SETTING
None.

10. PUBLIC COMMENT
None.

11. ADJOURNMENT
The meeting adjourned at 7:22 PM.

Crystal Mui,
City Clerk

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San Carlos City Council/Successor Agency to the
Redevelopment Agency/Housing Authority Special Meeting
Collaboration Room, City Hall
600 Elm Street, San Carlos, CA 94070
February 12, 2024 6:30 PM

MINUTES

ROLL CALL
City Council Present: John Dugan, Mayor
Sara McDowell, Vice Mayor
Ronald Collins, Councilmember
Adam Rak, Councilmember
Pranita Venkatesh, Councilmember
Staff Present: Adam Aronson, Housing and Economic Development Manager Nil Blackburn, Assistant City Manager
Jeff Maltbie, City Manager
Crystal Mui, City Clerk
Greg Rubens, City Attorney
Al Savay, Community Development Director

1. CALL TO ORDER
Mayor Dugan called the meeting to order at 6:30 PM.

2. PUBLIC COMMENT
None.

3. CLOSED SESSION
a. Conference with Real Property Negotiators Aronson, Maltbie, Rubens, Savay, Sawicki and Simon - (Closed Session Held Pursuant to Government Code Section 54956.8) to Discuss Lease of Property Located at 1800 El Camino Real (APNs 051-379-010, 051-379- 020, and 051-379-030). (Price and Terms)
b. Conference with Legal Counsel - Anticipated Litigation (Closed Session Pursuant to Govt.

Code Section 54956.9(D)(2) and (4)) - 1 Case.

Councilmember Venkatesh recused herself from the item due to the property’s close proximity to her home.

4. REPORT FROM CLOSED SESSION
None.

5. ADJOURNMENT
The meeting adjourned at 6:57 PM.

Crystal Mui
City Clerk

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CITY COUNCIL

STAFF REPORT
MEETING DATE: March 11, 2024
ITEM TITLE: Adopt a Resolution Awarding the 2023 Midblock Crossing Project at 1650 Industrial Road C1807; Authorizing the City Manager to Execute an Agreement with Terocons Inc. in the Amount of $197,950; and Authorizing the Expenditure of Contingency in an Amount up to $39,590.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution awarding the 2023 Midblock Crossing Project at 1650 Industrial Road C1807 (“Project”); authorizing the City Manager to execute an agreement with Terocons Inc. in the amount of $197,950; and authorizing the expenditure of contingency in an amount up to $39,590.

FISCAL IMPLICATIONS:

There are no fiscal impacts, and no additional funding is needed at this time.

This Project is one of a few traffic calming improvement projects funded by C1807, which has an available budget of $834,481 for Fiscal Year (“FY”) 2023-24. As such, there is sufficient budget to award the Project for the total bid amount of $197,950 and a 20% contingency.

The remainder of the C1807 budget will be used for other proposed traffic calming projects, including traffic circles on Crestview Drive and Morse Boulevard, in the coming months.

BACKGROUND:

In recent years, staff received requests to improve pedestrian safety in the city. The City hired W- Trans to evaluate the need for intersection crossing enhancements, such as high intensity activated crosswalk (HAWK) or rectangular rapid flashing beacons (RRFBs), at various locations.

W-Trans’ analyses included observation of vehicular speeds, vehicle and pedestrian counts, collision histories, sight distance evaluation, and a crosswalk warrant analysis. W-Trans recommended installing traffic signage and a midblock crossing in the public right-of-way near 24-Hour Fitness at 1650 Industrial Road.

On November 13, 2023, the City Council approved the installation of RRFBs on Industrial Road.

The purpose of the Project is to improve the path of travel for all modes of transportation including vehicles, bicycles, and pedestrians. The Project scope of work includes RRFBs; new Americans with Disabilities Act (ADA) compliant curb ramps; reconstruction of sidewalk, curb, and gutter

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segments; relocation of existing signage; removal and installation of new striping and pavement markings; and minor landscape modifications.

ANALYSIS:

On January 16, 2024, the City advertised for bids for construction of the Project and bids were opened on February 15, 2024. Five bids were received with the following results:

Contractor Bid Amount
Engineer’s Estimate $285,676
Terocons Inc. $197,950
Sposeto Engineering, Inc. $240,399
Bear Electrical Solutions $241,981
W. Bradley Electric, LLC $318,965
Ray's Electric $335,410
The lowest responsible and responsive bid was submitted by Terocons Inc. in the amount of $197,950. After bid evaluation, staff recommends awarding the contract to Terocons Inc.

All improvements will be within the public right-of-way. Adjacent property owners will be notified of the upcoming work as their properties may be temporarily impacted. Completion of the Project is anticipated in late spring or summer 2024.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution awarding the 2023 Midblock Crossing Project at 1650 Industrial Road C1807; authorizing the City Manager to execute an agreement with Terocons Inc. in the amount of $197,950; and authorizing the expenditure of contingency in an amount up to $39,590; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Steven Machida, Public Works Director
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution

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RESOLUTION NO. 2024 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS AWARDING THE 2023 MIDBLOCK CROSSING PROJECT AT 1650 INDUSTRIAL ROAD C1807; AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH TEROCONS INC. IN THE AMOUNT OF $197,950; AND AUTHORIZING THE EXPENDITURE OF CONTINGENCY IN AN AMOUNT UP TO $39,590.

WHEREAS, in recent years, staff received requests to improve pedestrian safety; and WHEREAS, W-Trans was hired to evaluate the need for intersection crossing enhancements, such as high intensity activated crosswalk (HAWK) or rectangular rapid flashing beacons (RRFBs), at various locations in the city; and
WHEREAS, one of the locations W-Trans recommended installing traffic signage and a midblock crossing is at 1650 Industrial Road; and
WHEREAS, on November 13, 2023, City Council approved the installation of RRFBs on Industrial Road; and
WHEREAS, the 2023 Midblock Crossing Project at 1650 Industrial Road C1807 (“Project”) includes RRFBs; new Americans with Disabilities Act (ADA) compliant curb ramps; reconstruction of sidewalk, curb, and gutter segments; relocation of existing signage; removal and installation of new striping and pavement markings; and minor landscape modifications; and WHEREAS, the purpose of the Project is to increase roadway safety and improve the path of travel for all modes of transportation including vehicles, bicycles, and pedestrians; and WHEREAS, on January 16, 2024, the City advertised for bids for construction of the Project and bids were opened on February 15, 2024; and
WHEREAS, the lowest responsible and responsive bid was submitted by Terocons Inc. in the amount of $197,950.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby awards the 2023 Midblock Crossing Project at 1650 Industrial Road C1807; authorizes the City Manager to execute an agreement with Terocons Inc. in the amount of $197,950; and authorizes the expenditure of contingency in an amount up to $39,590.
* * * * *
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 scheduled meeting thereof held on the 11th day of March 2024, by the following vote:

AYES, COUNCILMEMBERS: ___________________________________________ NOES, COUNCILMEMBERS: ___________________________________________ ABSENT, COUNCILMEMBERS: ___________________________________________

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________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos

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CITY COUNCIL

STAFF REPORT
MEETING DATE: March 11, 2024
ITEM TITLE: Adopt a Resolution Approving Updates to the City Records Retention Schedule.

RECOMMENDATION:

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

FISCAL IMPLICATIONS:

There are no fiscal implications associated with updating the Records Retention Schedule.

BACKGROUND:

A Records Retention Schedule is a 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 Records 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 Records Retention Schedule that would serve as a guide for all City employees. The City Council has since made subsequent modifications to the Records Retention Schedule as necessary.

ANALYSIS:

Since the last update in February 2022, there have been several legislative changes that require the Records Retention Schedule to be updated. Additionally, there were several requests from staff to update the schedule to provide further clarification, reduce redundancy and/or to increase the retention from the state’s minimum requirement. Here are highlights of this year’s changes, reflected in the proposed Records Retention Schedule with track changes in Exhibit A to the Resolution:

City Attorney. Clarify retention on ‘Closed Session Materials’.

City Clerk. Add ‘Supplemental Materials’ record.

City Manager. Clarify retention on ‘Internal Studies and Report’ and ‘Projects’.

Citywide. Add ‘Photographs’ record.

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Finance. Add ‘Franchise Tax Board (FTB) Reports’ and ‘Vendor Questionnaire Forms’ records.

Housing and Economic Development. Add several new records including: ‘Preliminary Application Form’, ‘CIP Projects build by Redevelopment Agency’, and ‘Environmental Documents/CEQA’ for redevelopment projects.

Human Resources. Increase retention on specified state records; Clarify retention on ‘Salary Survey’ and ‘Job Specification Reclassification’; add ‘Verification of Employment, Child Support’ record.

Information Technology. Removed ‘Telephone Records’ as it’s already addressed on the citywide standards schedule that applies to all departments.

Planning. Add Planning and Transportation Commission Agenda Packets and Supplemental Materials; remove audio recordings for Planning and Transportation Commission (PTC) and the Residential Design Review Committee (RDRC) as the PTC doesn’t audio record meetings and the RDRC has been dissolved; and remove video recordings for the Economic Development Advisory Commission and RDRC as their meetings do not have video recordings.

Following approval of the updated Records Retention Schedule, the City Clerk’s Office will meet with each department to present the Schedule and review the City’s new Records Management Policy.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution approving the City’s updated Records 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
Exhibit A to Resolution - Proposed Amended Records Retention Schedule (with track changes)

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RESOLUTION NO. 2024 – ____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS APPROVING UPDATES TO THE CITY 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 retention period for various government records; and
WHEREAS, on May 13, 2002, the City Council adopted Resolution 2002-048 establishing the City’s 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 2022-018 and now desires to further amend said Records Retention Schedule.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby approves the amendments to the City Records Retention Schedule, attached hereto as Exhibit A. * * * * *
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 scheduled meeting thereof held on the 26th day of February 2024, by the following vote:
________________________________
CITY CLERK of the City of San Carlos
APPROVED:
___________________________
MAYOR of the City of San Carlos
Exhibit A: Records Retention Schedule
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

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HOW TO USE RETENTION SCHEDULES
©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.

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

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

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

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS
The City -wide retention schedule includes 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 t herefore responsible for maintaining the official (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 Depart ment. 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 official (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 official (original) record.

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

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

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission

OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.

Usually it is the department that originates the record.

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

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

Retention/Disposition: Active: 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 is retained

For file folders containing documents with different retention timeframes, use the document with the longest retention time.

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

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

Media Options (guideline) – 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 was microfilmed

Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format ;) IF (legal requirements) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location. Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes , 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)
Ver. 31,0 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; CCP §337 et.
seq., GC §34090
Lead Dept. CW-003

UNSUCCESSFUL BIDS /

UNSUCCESSFUL
PROPOSALS, Scoring Sheets
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: 2/28/2022 Ver. 31,0 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-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)
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
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: 2/28/2022 Ver. 31,0 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 Dept. CW-010
Internal Committee Material:

Internal attended by employees
(e.g. Safety Committee)
2 years 2 years Mag,
Ppr GC §34090
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: 2/28/2022 Ver. 31,0 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 Files, General
Files, Letters, Memorandums,
Miscellaneous Reports, Press
Releases, Public Records
Requests, Reading Files,
Working Files, etc.)
IF the Content relates in a
SUBSTANTIVE way to the
conduct of the public's business
2 years 2 years Mag,
Ppr
ONLY IF the Content relates in
a substantive way to the
conduct of the public's
business; City of San Jose v.

Superior Court (Smith).

S218066. Supreme Court of
California, 2017; 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: 2/28/2022 Ver. 31,0 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
Electronic and paper records
are categorized, filed and
retained based upon the
CONTENT of the record.

Records where either the
Content relates in a
substantive way to the
conduct of the public's
business, or ARE made or
retained for the purpose of
preserving the informational
content for future reference
are saved by placing them in
an electronic or paper (project)
file folder and retained for the
applicable retention period. If
not mentioned here, consult
the City Attorney to determine
if a record is considered
transitory / preliminary draft.

GC §§34090, 7927.500,
7928.705. 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: 2/28/2022 Ver. 31,0 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, 6252, 6254(a)
7927.500, 7928.705
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; 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
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: 2/28/2022 Ver. 31,0 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-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
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
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: 2/28/2022 Ver. 31,0 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-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
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-025.5 Photographs
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts (retention is
placed on the record the
photograph is used in -
Brochure, Report, etc.);
destroy unnecessary
photographs. GC §34090
Lead Dept. CW-026 Press Releases 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: 2/28/2022 Ver. 31,0 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).

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
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
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: 2/28/2022 Ver. 31,0 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-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: 2/28/2022 Ver. 31,0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 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: 2/28/2022 Ver. 23.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVICES (FINANCE)
Page AS/F-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?
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, DE542 (California
Report of Independent Contractors) 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
Department Preference; meets
municipal government auditing
standards; Statewide guidelines
propose audit + 4 years;
Published articles show 3 - 7
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
Department Preference; meets
municipal government auditing
standards; Statewide guidelines
propose audit + 4 years;
Published articles show 3 - 7
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: 2/28/2022 Ver. 23.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVICES (FINANCE)
Page AS/F-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).

Finance FN-006
Audit Management Letters (not
Annual Consolidated Financial
Report (ACFR))
5 years 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After 1
year
Department Preference; GC
§34090
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
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: 2/28/2022 Ver. 23.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVICES (FINANCE)
Page AS/F-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).

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
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
Department preference; 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
Department preference; Statute
of Limitations is 4 years;
statewide guidelines propose
Audit + 2 years; GC §34090, CCP
§ 337
Finance FN-017
Annual Consolidated Financial
Report (ACFR) Annual Financial
Audit & Financial Statements
PP
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
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: 2/28/2022 Ver. 23.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVICES (FINANCE)
Page AS/F-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).

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 -
Minimum 5
years
Indefinite -
Minimum 5
years
Yes Mag
Data Fields / Records are
interrelated; meets municipal
government auditing standards;
GC §34090
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
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: 2/28/2022 Ver. 23.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVICES (FINANCE)
Page AS/F-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).

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
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
Finance Reports created from
Database: 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
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: 2/28/2022 Ver. 23.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVICES (FINANCE)
Page AS/F-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).

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), Franchise Tax Board
(FTB) Reports
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 .5 W-9's / Vendor Questionnaire Forms
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
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
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: 2/28/2022 Ver. 23.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVICES (FINANCE)
Page AS/F-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).

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
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
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: 2/28/2022 Ver. 23.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVICES (FINANCE)
Page AS/F-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:

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

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.

ADMINISTRATIVE SERVICES (HUMAN RESOURCES)
Page AS/HR-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?
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 (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
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: 2/28/2022 Ver. 25.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVICES (HUMAN RESOURCES)
Page AS/HR-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:

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).

Human
Resources HR-005.1 COVID-19 Notifications to
Employees 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 Human
Resources HR-006
California Civil Rights Department
(CRD) / Department of Fair
Employment & Housing (DFEH or
EEOC) Claims / Harassment Claims
that are resolved administratively
Final
Disposition +
4 3 years
Final
Disposition +
4 3 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 4
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; State law
requires 4 years; 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
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: 2/28/2022 Ver. 25.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVICES (HUMAN RESOURCES)
Page AS/HR-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:

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).

Human
Resources HR-010 Job Specifications, Reclassifications
Minimum
Superseded
+ 4 years
When No
Longer
Required
Minimum
Superseded
+ 4 years
When No
Longer
Required
Yes: Before
Superseded Mag, Ppr
Department Preference; State law
requires 4 years; GC §§12946,
12960, 34090; LC 1197.5
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
Department preference; 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: 2/28/2022 Ver. 25.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVICES (HUMAN RESOURCES)
Page AS/HR-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:

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).

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
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 4
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
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: 2/28/2022 Ver. 25.0 RECORDS RETENTION SCHEDULE:

ADMINISTRATIVE SERVICES (HUMAN RESOURCES)
Page AS/HR-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:

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).

Human
Resources HR-016
Recruitment Files
Includes Applications
(Unsuccessful), Advertisements,
Interview Notes, Job Brochures, Test
Data, Eligible Lists, etc.
4 years 4 years Mag, Ppr
Department preference; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 4
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
Human
Resources HR-018
Verifications of Employment, Child
Support, etc. (From lenders or other
outside companies)
When No
Longer
Required
When No
Longer
Required
Mag Ppr
Not an Agency record / Content
does NOT relate in a substantive
way to the conduct of the public's
business; 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: 2/28/2022 Ver. 17.0 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 / Computer Backups (ALL
Disaster Recovery Computer
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 / Computer Backups (ALL
Disaster Recovery Computer
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
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: 2/28/2022 Ver. 17.0 RECORDS RETENTION SCHEDULE -

ADMINSTRATIVE SERVCES (INFORMATION TECHNOLOGY)
Page AS/IT-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
Option
s
Image:

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

Information
Tech. IT-006

UNALTERABLE MEDIA /

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

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:

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 (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: 2/28/2022 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:

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).

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)
PP 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
PP 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.

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: 2/28/2022 Ver. 15.0 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:

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).

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
Department preference; Statewide
guidelines propose life of building;
GC §34090
Building B-004 Code Enforcement (maintained in
Address file) PP 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 PP 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: 2/28/2022 Ver. 15.0 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:

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).

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: 2/28/2022 Ver. 9.0 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:

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).

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: 2/28/2022 Ver. 26.0 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:

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).

CITY CLERK
City Clerk CC-001
Agenda Packets and Supplemental
Materials:

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: 2/28/2022 Ver. 26.0 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:

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).

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: 2/28/2022 Ver. 26.0 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:

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).

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: 2/28/2022 Ver. 26.0 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:

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).

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: 2/28/2022 Ver. 26.0 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:

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).

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: 2/28/2022 Ver. 26.0 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:

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).

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 for Nomination Papers 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
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 for Nomination Papers 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: 2/28/2022 Ver. 26.0 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:

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).

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: 2/28/2022 Ver. 26.0 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:

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).

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: 2/28/2022 Ver. 26.0 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:

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).

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 Recordings 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: 2/28/2022 Ver. 12.0 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:

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).

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: 2/28/2022 Ver. 11.0 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. &
Econ.

Dev./
Housing
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. &
Econ.

Dev./
Housing
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. &
Econ.

Dev./
Housing
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. &
Econ.

Dev./
Housing
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 200.334;
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: 2/28/2022 Ver. 11.0 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. &
Econ.

Dev./
Housing
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
200.334; 24 CFR 92.508(a)&(c) &
570.502(a)(16), 982.158,
884.214; 29 CFR 97.42, GC
§34090
Hous. &
Econ.

Dev./
Housing
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 200.334; 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: 2/28/2022 Ver. 11.0 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. &
Econ.

Dev./
Housing
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 200.334; 24 CFR

92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR 97.42,
GC §34090
Hous. &
Econ.

Dev./
Housing
Redev.

H&R-021 Housing - Loan Applications: Not
Funded 2 years 2 years Mag, Ppr GC §34090
Hous. &
Econ.

Dev./
Housing
H&R-021.5
Preliminary Application Form
(required for a housing development
project that includes residential
units; form is provided by California
Department of Housing &
Community Development
5 years 5 years Mag, Ppr
Various benchmarks are placed
using the number of residential
dwelling units on the project site
within the last five years; GC
§§34090, 66300.

Hous. &
Econ.

Dev./
Housing
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)
7928.705
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: 2/28/2022 Ver. 11.0 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. &
Econ.

Dev./
Housing
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;
meets municipal government
auditing standards; Statewide
Guidelines show 2 years; GC
§§34090, 6254(h) 7928.705

ECONOMIC DEVELOPMENT / FORMER 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. &
Econ.

Dev. /
Former
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
Hous. &
Econ.

Dev. /
Former
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
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: 2/28/2022 Ver. 11.0 RECORDS RETENTION SCHEDULE - HOUSING and ECONOMIC DEVELOPMENT (Redevelopment or Successor Agency)
Page HS/ED-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).

Hous. &
Econ.

Dev. /
Former
Redev.

H&R-013 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)
7928.705
Hous. &
Econ.

Dev. /
Former
Redev.

H&R-014 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;
meets municipal government
auditing standards; Statewide
Guidelines show 2 years; GC
§§34090, 6254(h) 7928.705
Hous. &
Econ.

Dev. /
Former
Redev.

H&R-015
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. &
Econ.

Dev. /
Former
Redev.

H&R-015.2
Redevelopment Projects & Project
Areas
(Ensure Planning has all
Environmental Documents,
Engineering has all CIP Projects,
and City Clerk has all Real
Property records for Permanent
retention)
Completion
+ 10 years
Completion
+ 10 years
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC
§34090

Engineeri
ng
H&R-015.3
Redevelopment Projects & Project
Areas
CIP Projects built by
Redevelopment Agency, if any
Send to
Engineering
Send to
Engineering
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
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: 2/28/2022 Ver. 11.0 RECORDS RETENTION SCHEDULE - HOUSING and ECONOMIC DEVELOPMENT (Redevelopment or Successor Agency)
Page HS/ED-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).

Planning H&R-015.4
Redevelopment Projects & Project
Areas
Environmental Documents /
CEQA Permits, EIRs, Categorical
Exemptions, Negative
Declarations, etc.

Send to
Planning
Send to
Planning
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC
§34090
City Clerk H&R-015.5
Redevelopment Projects & Project
Areas
Real Property: Deeds,
Easements, Rights of Way
Send to City
Clerk
Send to City
Clerk
Mag, Mfr,
OD, Ppr S / I
Yes:

After QC
& OD
Department preference; GC
§34090
Hous. &
Econ.

Dev. /
Former
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. &
Econ.

Dev. /
Former
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: 2/28/2022 Ver. 21.0 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 + 2
years 180
days
Project
Approval or
Denial + 2
years 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 (2020) 53
Cal.App.5th 733;; 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: 2/28/2022 Ver. 21.0 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
PP 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
PP Mag, Mfr,
OD, Ppr S / I No Department Preference; GC
§34090
Parks &
Rec. PR-006 Master Plans: Parks, Facilities and
Open Space PP 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) PP 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: 2/28/2022 Ver. 21.0 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 PP 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. CCP
§§337. 337.1(a), 337.15, GC
§34090
Parks &
Rec. PR-013
Class Registration Forms - City
Sponsored Activities (includes
sports programs & Fee Assistance
Applications)
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: 2/28/2022 Ver. 21.0 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-014
Coaches Clearances / NAYS
Certification (National Athletic Youth
Society - Certification that Coaches
have attended a certification clinic)
PP 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
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 -
Minimum 2
years
Indefinite -
Minimum 2
years
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: 2/28/2022 Ver. 21.0 RECORDS RETENTION SCHEDULE: PARKS and RECREATION Page PR-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).

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: 2/28/2022 Ver. 23.0 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:

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).

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: 2/28/2022 Ver. 23.0 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:

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).

Planning PL-006
Correspondence & Staff Notes
regarding CEQA or other
Environmental Determinations where
Planning is the Lead
(Environmental Determinations:

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

CEQA / NEPA)
Project
Approval or
Denial + 2
years 180
days
Project
Approval or
Denial + 2
years 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 (2020) 53
Cal.App.5th 733; 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
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
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: 2/28/2022 Ver. 23.0 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:

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).

Planning PL-011.5
Planning Commission / Planning and
Transportation Commission /
Economic Development Advisory
Commission / Residential Design
Review Committee (AGENDA
PACKETS and Supplemental
Materials)
P P
Yes:

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

After QC
& OD
Department preference; GC
§34090
Planning PL-012
Planning Commission / Planning and
Transportation 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 / Planning and
Transportation 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: 2/28/2022 Ver. 23.0 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:

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).

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: 2/28/2022 Ver. 20.0 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:

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).

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 PP Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S Yes: 1
year
Department preference;
Infrastructure; statewide
guidelines propose 10 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: 2/28/2022 Ver. 20.0 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:

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).

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
Department preference;
Statewide guidelines propose
Permanent; CCP § 337 et. Seq.;
GC § 34090
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
Department preference;
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
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: 2/28/2022 Ver. 20.0 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:

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).

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
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
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: 2/28/2022 Ver. 20.0 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:

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).

Public
Works PW-017
Sewer System Management Plans
(SSMP) and Audits / Sanitary Spills
Overflow Prevention Plan (SSOPP)
and Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Superseded
+ 5 years Mag, Ppr
Department preference; SSMPs
are required to be updated every
6 5
years; SSOs are required for
a minimum of 5 years; 40 CFR
122.41(j)(2); SWRCB General
Order 2006-03;
& 2022-0103-
DWQ; GC §34090
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
Public
Works PW-019
Stormwater Program: Unauthorized
Discharges / Violations / Spills /
SSOs (Sanitary Sewer Overflows)
Resolution +
5 years
Resolution +
5 years Mag, Ppr
SSO's are Required for a
minimum of 5 years; SWRCB
Order 2002-0103-DWQ
& 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.

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: 2/28/2022 Ver. 20.0 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:

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).

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 (the
Regional Notification Center has
the obligation to retain the notice
for 3 years); GC §§4216.2(f) &
4216.3(e
d), 34090
Public
Works PW-028 Utility Block Maps When
Superseded
When
Superseded Ppr Department Preference (non-
records)
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: 2/28/2022 Ver. 20.0 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:

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).

PARKS MAINTENANCE / BUILDING MAINTENANCE / CORPORATION YARD / GENERAL SERVICES 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
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: 2/28/2022 Ver. 20.0 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:

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).

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
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 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: 2/28/2022 Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-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:

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).

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
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
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: 2/28/2022 Ver. 20.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-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:

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).

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: 2/28/2022

CITY COUNCIL

STAFF REPORT
MEETING DATE: March 11, 2024
ITEM TITLE: Reappoint Kristen Clements to the Planning and Transportation Commission for the Term Ending June 30, 2027.

RECOMMENDATION:

Staff provides no recommendation, as commission appointments are made at the Council’s discretion.

FISCAL IMPLICATIONS:

There are no fiscal impacts associated with reappointing commissioners.

BACKGROUND AND ANALYSIS:

On January 27, 2021, the City Council appointed Kristen Clements to fill a seat for an unexpired term on the Planning and Transportation Commission, ending June 30, 2021. On March 22, 2021, Ms. Clements was reappointed for a full-term ending June 30, 2024. Ms. Clements has expressed interest in continuing to serve on this commission. Attached is her attendance report covering February 2021 through February 2024.

According to San Carlos Municipal Code §2.24.060, commissioners may serve two three-year terms, or no more than a total of six consecutive years. However, time served to fill unexpired terms shall not be counted as a term or against the overall limit of six years of consecutive service.

Therefore, at this time, Ms. Clements is eligible to serve for one more three-year term.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Reappoint Kristen Clements to the Planning and Transportation Commission for the term ending June 30, 2027; or

2. Direct staff to conduct a recruitment to fill the seat.

Respectfully submitted by:

Crystal Mui, City Clerk

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Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Clements Attendance Report

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2020-2021 TOTAL ABSENCES
Quarter 3 1/4/2021 - C 1/19/2021 - C 2/1/2021 - C 2/16/2021 - C 3/1/2021 3/15/2021 P P 0
Quarter 4 4/5/2021 - C 4/19/2021 5/3/2021 5/17/2021 - C 6/7/2021 6/21/2021 E P P P 1-E
2021 -2022 TOTAL ABSENCES
Quarter 1 7/6/2021 7/14/2021 - S 7/19/2021 8/2/2021 - C 8/16/2021 8/25/2021 - S 9/7/2021 9/20/2021 - C P P P P P P 0
Quarter 2 10/4/2021 10/18/2021 11/1/2021 - C 11/15/2021 12/6/2021 12/20/2021 P P P P E 1-E
Quarter 3 1/3/2022 - C 1/12/2022 - S 1/18/2022 2/7/2022 - S 2/22/2022 3/7/2022 3/21/2022 P P P P E P 1-E
Quarter 4 4/4/2022 4/18/2022 5/2/2022 5/16/2022 6/6/2022 6/20/2022 P P E P P P 1-E
2022 - 2023
Quarter 1 7/5/2022 - C 7/18/2022 - C 8/1/2022 8/15/2022 - C 9/6/2022 9/19/2022 P P E 1-E
Quarter 2 10/3/2022 10/17/2022 11/7/2022 11/21/2022 12/5/2022 - C 12/19/2022 P P P P P 0
Quarter 3 1/3/2023 1/17/2023 2/6/2023 2/20/2023 - C 3/6/2023 3/20/2023 P P P P P 0
Quarter 4 4/2/2023 4/17/2023 5/1/2023 5/3/2023 - S 5/15/2023 6/5/2023 - C 6/7/2023 - S 6/19/2023 6/26/2023 - S P P P P P P P E 1-E
2023 - 2024
Quarter 1 7/3/2023 - C 7/17/2023 - C 8/7/2023 - C 8/21/2023 9/5/2023 9/18/2023 P E P 1-E
Quarter 2 10/2/2023 - C 10/16/2023 11/6/2023 11/20/2023 12/4/2023 12/18/2023 - C P P P P 0
Quarter 3 1/2/2024 - C 1/16/2024 2/5/2024 2/20/2024 - C P E 1-E
P = Present
U = Unexcused Absence
E = Excused
QA = Mtg canceled for lack of quorum, Commissioner wasn't able to attend QP = Mtg cancelled for lack of quorum, Commissioner would have been able to attend C = Mtg Canceled for any reason other than lack of quorum City of San Carlos
Attendance Report for Commissioner _Kristen Clements_
February 1, 2021 through February 29, 2024

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CITY COUNCIL

STAFF REPORT
MEETING DATE: March 11, 2024
ITEM TITLE: Reappoint Heather Liu to the Economic Development Advisory Commission for the Term Ending June 30, 2027.

RECOMMENDATION:

Staff provides no recommendation, as commission and board appointments are made at the Council’s discretion.

FISCAL IMPLICATIONS:

There are no fiscal implications associated with reappointing commissioners.

BACKGROUND AND ANALYSIS:

On August 16, 2022, the City Council appointed Heather Liu to the Economic Development Advisory Commission (EDAC) to serve as an Alternate Member.

In November 2022, Pranita Venkatesh’s election to the City Council left an unscheduled vacancy on the EDAC. On January 9, 2023, the City Council appointed Ms. Liu to serve on the EDAC as a voting member to fill that unscheduled vacancy for a term ending June 30, 2024.

Commissioner Liu has expressed interest in continuing to serve for another term on the EDAC.

Attached is her attendance report covering the start of her service to date.

According to San Carlos Municipal Code §2.24.060, commission members may serve two three- year terms, or no more than a total of six consecutive years. However, time served as an Alternate Member and to fill unexpired terms shall not be counted as a term or against the overall limit of six years of consecutive service. Therefore at this time, Commissioner Liu is eligible to serve for two more three-year terms.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Reappoint Heather Liu to the EDAC for a term ending June 30, 2027; or

2. Do not reappoint Heather Liu to the EDAC and direct staff to recruit to fill the seat; or

3. Provide staff with alternative direction.

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Respectfully submitted by:

Crystal Mui, City Clerk
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Liu Attendance Report

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FY 2022-2023

TOTAL UNEXCUSED

ABSENCES
Quarter 1 7/26/2022 8/23/2022 9/27/2022
C A C 0
Quarter 2 10/25/2022 11/22/2022 12/27/2022
A C C 0
Quarter 3 1/24/2023 2/28/2023 3/28/2023
P C P 0
Quarter 4 4/25/2023 5/23/2023 6/27/2023
C P C 0
FY 2023-2024

TOTAL UNEXCUSED

ABSENCES
Quarter 1 7/25/2023 8/22/2023 9/26/2023
C U C 1
Quarter 2 10/24/2023 11/28/2023 12/26/2023
P C C 0
Quarter 3 1/26/2024 2/27/2024
P C 0
P = Present
U = Unexcused Absence
E = Excused
QA = Mtg canceled for lack of quorum, Commissioner wasn't able to attend QP = Mtg cancelled for lack of quorum, Commissioner would have been able to attend C = Mtg Canceled for any reason other than lack of quorum A = Alternate Position
City of San Carlos
Attendance Report for Commissioner Heather Liu
September 1, 2022 through February 29, 2024

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CITY COUNCIL

STAFF REPORT
MEETING DATE: March 11, 2024
ITEM TITLE: Reappoint Sailesh Mehra to the Economic Development Advisory Commission for the Term Ending June 30, 2027.

RECOMMENDATION:

Staff provides no recommendation, as commission and board appointments are made at the Council’s discretion.

FISCAL IMPLICATIONS:

There are no fiscal implications associated with making commission reappointments.

BACKGROUND AND ANALYSIS:

On June 11, 2021, the City Council appointed Sailesh Mehra to the Economic Development Advisory Commission (EDAC) to fill an unscheduled vacancy for a term ending June 30, 2024.

Mr. Mehra has expressed interest in continuing to serve on this commission. Attached is his attendance report covering the start of his service to date.

Mr. Mehra is therefore eligible to serve two three-year terms.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Reappoint Sailesh Mehra to the EDAC for the term ending June 30, 2027; or

2. Do not reappoint Sailesh Mehra to the EDAC and direct staff to recruit to fill the seat; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Crystal Mui, City Clerk

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Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Mehra Attendance Report

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FY 2021-2022

TOTAL UNEXCUSED

ABSENCES
Quarter 1 7/27/2021 8/24/2021 9/28/2021
C E C 0
Quarter 2 10/26/2021 11/23/2021 12/28/2021
P C C 0
Quarter 3 1/25/2022 2/22/2022 3/22/2022
P C P 0
Quarter 4 4/26/2022 5/24/2022 6/28/2022
C P C 0
FY 2022-2023

TOTAL UNEXCUSED

ABSENCES
Quarter 1 7/26/2022 8/23/2022 9/27/2022
C P C 0
Quarter 2 10/25/2022 11/22/2022 12/27/2022
P C C 0
Quarter 3 1/24/2023 2/28/2023 3/28/2023
P C 0
Quarter 4 4/25/2023 5/23/2023 6/27/2023
C P C 0
FY 2023-2024

TOTAL UNEXCUSED

ABSENCES
Quarter 1 7/25/2023 8/22/2023 9/26/2023
C P C 0
Quarter 2 10/24/2023 11/28/2023 12/26/2023
P C C 0
Quarter 3 1/26/2024 2/27/2024
E C 0
P = Present
U = Unexcused Absence
E = Excused
QA = Mtg canceled for lack of quorum, Commissioner wasn't able to attend QP = Mtg cancelled for lack of quorum, Commissioner would have been able to attend C = Mtg Canceled for any reason other than lack of quorum City of San Carlos
Attendance Report for Commissioner Sailesh Mehra
July 1, 2021 through February 29, 2024

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CITY COUNCIL

STAFF REPORT
MEETING DATE: March 11, 2024
ITEM TITLE: Appoint Parks, Recreation and Culture (PR&C) Commission Alternate Member Julie Lubetkin to a PR&C Voting Member for a Full-Term Ending June 30, 2027.

RECOMMENDATION:

Staff provides no recommendation, as commission appointments are made at the Council’s discretion.

FISCAL IMPLICATIONS:

There are no fiscal implications associated with commission appointments.

BACKGROUND AND ANALYSIS:

As of June 30, 2023, PR&C Commissioner Mark Maxwell will have served for six consecutive years on the commission and, pursuant to San Carlos Municipal Code Section §2.24.060, will not be eligible for reappointment.

Julie Lubetkin has served on the PR&C Commission as an alternate member since her appointment in June 2023 and has expressed interest in being appointed to fill the anticipated vacant voting member seat for a full-term, beginning July 1, 2024 through June 30, 2027. Attached to this report is Ms. Lubetkin’s attendance report.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Appoint Julie Lubetkin to serve as a voting member on the PR&C Commission to a full- term ending June 30, 2027; or

2. Direct staff to conduct a recruitment to fill the PR&C voting seat.

Respectfully submitted by:

Crystal Mui, City Clerk

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Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Lubetkin Attendance Report

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2023-2024
TOTAL

UNEXCUSED

ABSENCES
Quarter 1 8/2/2023
E 0
Quarter 2 10/4/2023 12/6/2023
P P 0
Quarter 3 2/7/2024
P 0
(quarters on the fiscal year)
P = Present
U = Unexcused Absence
E = Excused
QA = Mtg canceled for lack of quorum, Commissioner wasn't able to attend QP = Mtg cancelled for lack of quorum, Commissioner would have been able to attend C = Mtg Canceled for any reason other than lack of quorum City of San Carlos
Attendance Report for Alternate Commissioner
Julie Lubetkin
July 1, 2023 through June 30, 2024

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CITY COUNCIL

STAFF REPORT
MEETING DATE: March 11, 2024
ITEM TITLE: Adopt a Resolution Authorizing the City Manager to Execute an Amendment to the Professional Services Agreement with Robert Half International, Inc. in an Amount Not to Exceed $35,000 for Temporary Services for the Finance Division.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution authorizing the City Manager to execute an Amendment to the Professional Services Agreement with Robert Half International, Inc. (“RHI”) in an amount not to exceed $35,000 for temporary services for the Finance Division of the Administrative Services Department.

FISCAL IMPLICATIONS:

There is no fiscal impact and no additional appropriation is needed at this time. The costs will be covered by salary savings from the vacant position.

BACKGROUND:

This Amendment to the Professional Services Agreement with RHI is coming before the City Council for approval based on the City of San Carlos Municipal Code requirements. Under Chapter 3.12 Purchasing of City Supplies and Services, any contracts (including amendments) less than $75,000 can be approved by the City Manager under his signing authority but those greater than $75,000 must be approved by City Council. The total cost of this amendment (including prior year costs) will raise the total contract cost above the City Manager’s signing authority, requiring approval by City Council.

On May 3, 2023, the City Manager executed a Professional Services Agreement with RHI in an amount up to $72,000 for temporary services. These temporary services were to backfill for vacant accounting positions. As of February 28, 2024, a total of $65,390.48 has been spent against this contract.

ANALYSIS:

The Accounting Technician I position has been very difficult to recruit for and retain qualified employees. Since January 2022, there have been three separate recruitments for the Account Technician I position: January 2022, August 2022, and most recently December 2023. As an entry-level position, it is very transactional, and the volume has grown. In June 2023, the Council approved the addition of one more Accounting Technician to help balance the workload.

During the multiple recruitments, the City contracted with RHI to backfill the vacant positions and

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to assist with the workload. The position was last listed in December 2023 for two Accounting Technicians, following the promotion of the incumbent to the vacant Accountant position. In January and February, interviews were conducted but only one candidate was given a conditional offer. Therefore, one position remains unfilled.

Since there is still one vacancy and the contract exceeds the City Manager’s signing authority, staff requests that the Council approve the Resolution to extend the agreement. This will provide continuity while we continue the recruitment process as well as assist with the large volume of transactions.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager to execute an Amendment to the Professional Services Agreement with Robert Half International, Inc. (“RHI”) in an amount not to exceed $35,000 for temporary services for the Finance Division of the Administrative Services Department; 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. Proposed Amendment to the Professional Services Agreement

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RESOLUTION NO. 2024 – ____

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

AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH ROBERT HALF INTERNATIONAL, INC.

IN AN AMOUNT NOT TO EXCEED $35,000 FOR TEMPORARY SERVICES FOR THE FINANCE DIVISION.

WHEREAS, on May 3, 2023, the City executed a Professional Services Agreement with Robert Half International, Inc. for temporary accounting services; and WHEREAS, services under the Agreement were not-to-exceed $72,000; and WHEREAS, there continues to be a vacancy in the Finance Division of the Administrative Services Department that needs to be backfilled to keep up with the workload; and WHEREAS, under Chapter 3.12 of the Municipal Code, any contracts (including Amendments) exceeding $75,000 require approval of the City Council.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby authorizes the City Manager to execute an Amendment to the Professional Services Agreement with Robert Half International, Inc. in an amount not-to-exceed $35,000 for temporary services for the Finance Division of the Administrative Services Department. * * * * *
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 scheduled meeting thereof held on the 11th day of March 2024, 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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Addendum to Ag
reement For Professional Services 1 Revised: June 2020

ADDENDUM TO AGREEMENT FOR PROFESSIONAL SERVICES
Dated:

Jeff Maltbie, City Manager
ATTEST:

Dated:

I acknowledge that I have full authority to execute this addendum on behalf of the Consultant, and have read, understand, and agree to comply with the provisions of this Addendum, including the Insurance and indemnity requirements set forth herein.

Dated:

Crystal Mui, City Clerk
Greg Rubens, City Attorney
APPROVED AS TO FORM:

CONSULTANT:

THIS ADDENDUM TO THE AGREEMENT FOR PROFESSIONAL SERVICES is made to the Agreement for Professional Services dated by and between the CITY OF SAN CARLOS, hereinafter referred to as “CITY”, and , hereinafter referred to as “CONSULTANT” and shall accept the attached amended Exhibit A.

In all other respects the terms and conditions in the contract dated shall remain in full force and effect.

IN WITNESS WHEREOF, the Parties hereto have caused this Agreement to be executed on the date first written by their respective officers duly authorized in that behalf.

CITY OF SAN CARLOS:
05/03/2023
05/03/2023
Robert Half International, Inc.

Ireneo Mendoza
Regional Director
Robert Half International, Inc.

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A
ddendum to Agreement For Professional Services 2 Revised: June 2020 E
xhibit A – Scope of Work
Adding $35,000 to contract amount.

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CITY COUNCIL

STAFF REPORT
MEETING DATE: March 11, 2024
ITEM TITLE: Adopt a Resolution Authorizing the City Manager to Execute an Addendum to the Second Amended and Restated Agreement
Between the Cities of Redwood City and San Carlos for Fire and Emergency Services to Further Extend the Expiration to June 30, 2024, with one Additional Mutually Agreed City Manager Extension to August 31, 2024.

RECOMMENDATION:

Staff recommends that the City Council adopt a Resolution authorizing the City Manager to execute an addendum to further extend the term of the Second Amended and Restated Agreement between the Cities of Redwood City and San Carlos for Fire and Emergency Services to June 30, 2024, with one additional mutually agreed upon City Manager extension to August 31, 2024.

FISCAL IMPLICATIONS:

The extension of the agreement between the cities for fire and emergency services will not create any fiscal implications. The current terms of the agreement will be extended.

BACKGROUND:

On May 22, 2023, the City of San Carlos entered into the Addendum to Second Amended and Restated Agreement for Fire and Emergency Services with Redwood City (“Agreement”). The term of the Addendum was to expire on December 31, 2023. The Addendum allowed the City Managers to extend the Agreement to March 31, 2024. As negotiations progressed, the City Managers extended the Agreement to March 31, 2024. The Agreement provides for mediation if an agreement cannot be reached. Agreement has been reached on an appropriate mediator and date, but mediation and implantation of any resolution cannot take place before the expiration date of March 31, 2024.

ANALYSIS:

It is in the best interest of both Cities to provide sufficient time to mediate and negotiate a resolution to the issues that currently exist to reach agreement on a new agreement for fire and emergency Services with Redwood City. This extension will not prevent San Carlos from exploring other alternatives while the City attempts to negotiate a new agreement with Redwood City for fire and emergency services.

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A further three-month extension of the Agreement between the Cities of Redwood City and San Carlos for fire and emergency services to June 30, 2024, with an optional extension by the City Managers to August 31, 2024, is recommended.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt a Resolution authorizing the City Manager to execute an addendum to extend the term of the Second Amended and Restated Agreement between the Cities of Redwood City and San Carlos for a further three-month extension to the Fire and Emergency Services to June 30, 2024, with one additional mutually agreed upon City Manager extension to August 31, 2024; or

2. Do not adopt the Resolution; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Greg Rubens, City Attorney
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Resolution Authorizing Further Extension

2. Further Addendum to Second Amended and Restated Agreement Between Cities of Redwood City and San Carlos for Fire & Emergency Services

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2 3
1 2
RESOLUTION NO. 2024 – ____

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

AUTHORIZING THE CITY MANAGER TO EXECUTE AN ADDENDUM TO THE SECOND

AMENDED AND RESTATED AGREEMENT BETWEEN THE CITIES OF REDWOOD CITY

AND SAN CARLOS FOR FIRE AND EMERGENCY SERVICES TO FURTHER EXTEND THE EXPIRATION TO JUNE 30, 2024 WITH ONE ADDITIONAL MUTUALLY AGREED CITY MANAGER EXTENSION TO AUGUST 31, 2024.

WHEREAS, the Cities of Redwood City and San Carlos (the “Cities”) entered into that certain Second Amended and Restated Agreement for Fire and Emergency Services dated May 18, 2018, for the delivery of certain fire and emergency services (“Agreement”); and WHEREAS, the term of the Agreement expires on March 31, 2024; and WHEREAS, the Cities desire to mediate, negotiate, and attempt to reach agreement on the terms and conditions of an extension agreement; and WHEREAS, it has become apparent to the Cities that the discussion will continue beyond the current term’s expiration date; and
WHEREAS, the Cities believe it is in their best interests to provide sufficient time to negotiate and reach mutual agreement on extension terms for continued fire and emergency services and, if unsuccessful, provide for the orderly transition of fire and emergency services; and
WHEREAS, the Cities desire to extend the Agreement by three (3) months with an “Extended Expiration Date” of June 30, 2024, with City Manager authorized extension(s) to August 31, 2024, as more fully set forth herein.

NOW, THEREFORE BE IT RESOLVED, that the San Carlos City Council hereby authorizes the City Manager to execute an addendum to the Second Amended and Restated Agreement between the Cities of Redwood City and San Carlos for Fire and Emergency Services to further extend the expiration to June 30, 2024, with one additional mutually agreed upon City Manager extension to August 31, 2024.
* * * * *
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 scheduled meeting thereof held on the 11th day of March 2024, 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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FURTHER ADDENDUM TO SECOND AMENDED AND RESTATED AGREEMENT BETWEEN

CITIES OF REDWOOD CITY AND SAN CARLOS

FOR FIRE & EMERGENCY SERVICES
This Further Addendum to Second Amended and Restated Agreement between Cities of Redwood City and San Carlos for Fire and Emergency Services (“Addendum”) dated for informational purposes as of March 11, 2024, by and between the City of Redwood City, a charter city and municipal corporation of the State of California (“Redwood City”), and the City of San Carlos, a municipal corporation (“San Carlos”), collectively “Participating Agencies.”

RECITALS
WHEREAS, Redwood City and San Carlos entered into that certain Second Amended and Restated Agreement between Cities of Redwood City and San Carlos for Fire and Emergency Services dated May 18, 2018 for the delivery of certain fire and emergency services (“Agreement”); and
WHEREAS, pursuant to the Addendum dated May 22, 2023, the Term of the Agreement expires on March 31, 2024 (“Expiration Date”); and
WHEREAS, the Participating Agencies desire to mediate and continue to negotiate and reach agreement on the terms and conditions of an extension agreement; and WHEREAS, it has become apparent to the Participating Agencies that the discussion will continue beyond the current Term’s Expiration Date; and WHEREAS, the Participating Agencies believe it is in the best interest of both Participating Agencies to provide sufficient time to negotiate and reach mutual agreement on extension terms for continued Fire and Emergency Services and if unsuccessful provide for the orderly transition of Fire and Emergency Services; and
WHEREAS, the Participating Agencies desire to extend the Agreement by three (3) months with an “Extended Expiration Date” of June 30, 2024, as more fully set forth herein.

AGREEMENT
NOW THEREFORE, the Participating Agencies, for and in consideration of the mutual benefits, covenants and agreements set forth herein, agree as follows:

1. Recitals; Capitalized Terms. The foregoing recitals are incorporated by reference into this Second Amendment. Capitalized terms used herein and not otherwise defined shall have the meanings given to such terms in the Agreement.

2. Extension of Term. The term of the Agreement as set forth in Section 6 thereof is hereby extended for three (3) months through June 30, 2024 (“Extended Expiration Date”) and shall expire on the Extended Expiration Date. The City Managers of the Participating Agencies may further extend the term for up to an additional two (2) month period through August 31, 2024, through a written agreement signed by both City Managers.

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Page 2 of 2 ends

3. Ratification. The Participating Agencies acknowledge and agree that the Agreement, except as amended by this Addendum, remains unmodified and in full force and effect in accordance with its terms.

4. Interpretation. As used in this Addendum, masculine, feminine or neutral gender and the singular or plural number shall each be deemed to include the others where and when the context so dictates. The word “including” shall be constructed as if followed by the words “without limitation.” This Addendum shall be interpreted as though prepared jointly by both parties.

IN WITNESS WHEREOF, the Participating Agencies have executed this Addendum as of the date indicated on page one.

CITY OF REDWOOD CITY, a charter city and
municipal corporation of the State of California
By: _________________________________
Melissa Stevenson Diaz, City Manager
CITY OF SAN CARLOS, a municipal
corporation of the State of California
By:___________________________________
Jeff Maltbie, City Manager
ATTEST:

By: _________________________________
Yessika Castro, City Clerk
ATTEST:

By: __________________________________
Crystal Mui, City Clerk
Approved as to Form:

By: _________________________________
Veronica Ramirez, City Attorney
Approved as to Form:

By:___________________________________
Gregory J. Rubens, City Attorney

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CITY COUNCIL

STAFF REPORT
MEETING DATE: March 11, 2024
ITEM TITLE: Adopt Ordinance 1611 Amending Title 18 of the San Carlos Municipal Code Chapters 18.07 - Industrial Districts and 18.30 - Use Permits, and Adding a New Chapter 18.14A - Northeast Area Overlay District.

RECOMMENDATION:

By second reading, adopt Ordinance 1611 amending Title 18 of the San Carlos Municipal Code Chapters 18.07 – Industrial Districts and 18.30 – Use Permit, and adding a new chapter 18.14A – Northeast Area Overlay District, for the establishment of a new Overlay District called Northeast Area Overlay District.

FISCAL IMPLICATIONS:

There are no fiscal implications for this item.

BACKGROUND:

As part of the City of San Carlos 2022 and 2023 Strategic Plans, the City Council directed staff “to develop a plan in response to the continued development interest in the life sciences and biotechnology sectors and develop policies and strategies to incorporate housing as part of this new development.” As a result, the City undertook a specific plan process, which began in November 2022. City staff and the consultant team are currently working to determine the preferred land use scenario to start drafting the Specific Plan document for the Northeast Area.

Staff anticipates the Specific Plan to be completed and adopted in Spring 2025.

In consideration of the time it would take to create a new Specific Plan for the Northeast Area, the City Council authorized a development moratorium for the Northeast Area on April 2022, which is in effect until April 2024. The boundaries for this moratorium are the same as the boundaries for the Northeast Area Specific Plan, which includes the area north of Holly Street to the San Carlos City limits at Belmont Creek, and between Highway 101 and Old County Road. The development moratorium was adopted to prohibit the approval and development of uses that may conflict with, constrain, or limit uses contemplated in the Northeast Area, including housing. Click here to view the Northeast Area Development Moratorium webpage on the City’s website.1 The development moratorium will expire on April 7, 2024, even though the Northeast Area Specific Plan process is still underway. Because the moratorium cannot be extended, staff recommends a zoning overlay district that would require a conditional use permit for most projects in the Northeast Area to ensure orderly development in the Northeast Area and consistency with the objectives in the Northeast Area Specific Plan. This use permit requirement would be repealed once the Northeast Area Specific Plan and implementing ordinances are adopted. 1 Email [email protected] for printed copies of the moratorium information.

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On February 5, 2024, the Planning and Transportation Commission reviewed the proposed changes at a public hearing and approved Resolution 2024-01 recommending the City Council adopt the proposed Municipal Code changes. On February 26, 2024, the City Council reviewed the proposed amendments and voted to introduce Ordinance 1611.

ANALYSIS:

Proposed Northeast Area Overlay District Boundaries
The proposed Northeast Area Overlay District will have the same boundaries as the Specific Plan as shown in Figure 1.

Figure 1: Northeast Area Overlay District (Consistent with the Northeast Area Specific Plan Boundary)
Proposed Northeast Area Overlay District Overview
This proposed Northeast Area Overlay District would require a conditional use permit for most projects and development activity in San Carlos’ northeast area until the Northeast Area Specific Plan is adopted. Pursuant to the San Carlos Municipal Code (SCMC Section 18.26.030, D), conditional use permits are under the authority of the Planning and Transportation Commission, who considers whether to “approve, conditionally approve, or deny applications for conditional use permits.”
The proposed Northeast Area Overlay District would require a conditional use permit for the following applications on sites within the proposed Northeast Area Overlay District boundary:
•A lot line adjustment and the subdivision of land within the Northeast Area in accordance with the City's Subdivision Regulations and the Subdivision Map Act. •Design review, any projects that already require a use permit (in this case only one use permit required), temporary use permit, minor use permit, planned development, zoning amendment, waiver, variance, general plan amendment, development agreement, or any other discretionary approval from the City of San Carlos necessary for the

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development of a site within the Northeast Area, in accordance with the San Carlos Zoning Ordinance.

The conditional use permit requirement would not apply to:
• An application for a planning permit that has been approved as complete or deemed complete prior to April 25, 2022 (which is the date the Northeast Area Development Moratorium went into effect).
• An application for a sign permit necessary for the approval of a sign in accordance with Chapter 18.22 of the San Carlos Zoning Ordinance and building permit as required to construct the approved sign.
• An application for a planning permit that has been approved but requesting minor exterior changes, revisions, or modifications in accordance with Chapter 18.27 and/or Chapter 18.29 of the San Carlos Zoning Ordinance.
• An application for a planning permit necessary for the approval of a solar photovoltaic system in accordance with the San Carlos Zoning Ordinance and building permit as required to construct the approved solar photovoltaic system. • An application for building permits for the construction of interior improvements to space within an existing building occupied by uses permitted within the applicable zoning district under the San Carlos Zoning Ordinance.
• An application for planning permits and/or building permits necessary for the approval and construction of improvements required for the ordinary maintenance and repair of building components, such as roofs and windows, for the preservation of public health and safety or for building accessibility.
• An application for a protected tree removal permit necessary for the removal of a protected tree in accordance with Chapter 18.18 of the San Carlos Zoning Ordinance and grading permit or encroachment permit as required to remove the protected tree approved for removal.
• An application for minor modification to the conditions of an existing conditional use permit, such as the hours of operation, provided the use is remaining in its existing space, and there is no increase in floor area devoted to such use and the modification does not otherwise result in an intensification or expansion of the use.

In addition to the above, all existing use permits required in Title 18, Zoning Ordinance, would remain in effect.

How long will the Northeast Area Overlay District be in effect? If adopted, the Northeast Area Overlay District would be effective from April 11, 2024 until early 2025, which is when the Northeast Area Specific Plan is scheduled for adoption. Once the Northeast Area Specific Plan and implementing ordinances are adopted, the Overlay District would be repealed.

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What sections of the Zoning Ordinance would be amended to allow for a new Northeast Area Overlay District?
The following sections in Title 18, Zoning Ordinance, are proposed for amendments:

Chapter 18.07 Industrial Districts
Section 18.07.020 Land Use Regulations:

This section specifies which land uses in each zoning district (Industrial Arts, Light Industrial, Heavy Industrial, or Industrial Professional) are permitted, require a minor use permit, require a conditional use permit, or are not permitted in any circumstance.

Language has been added to reference the overlay district.

Chapter 18.30 Use Permits

18.30.060 Required Findings
This section specifies the necessary findings needed to approve or conditionally approve a use permit application.

Chapter 18.14A Northeast Area Overlay District – new
Inserting a new Section 18.14A Northeast Area Overlay District.

Environmental Impacts. No additional environmental review is required with the adoption of this Ordinance pursuant to Public Resources Code Section 21166 and California Environmental Quality Act (CEQA) Guidelines Section 15060(c)(2) Preliminary Review and Section 15061(b)(3) “common sense exemption”. In addition, in accordance with CEQA Guidelines Section 15305 (Minor Alterations in Land Use Limitations), adoption of this overlay zone is categorically exempt.

Next Steps. Should the City Council approve Ordinance 1611 at its March 11, 2024 meeting, the new overlay district would go into effect 30 days thereafter, or on April 11, 2024.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt Ordinance 1611 amending Title 18 of the San Carlos Municipal Code Chapters

18.07 - Industrial Districts and 18.30 - Use Permits and adding a new chapter 18.14A - Northeast Area Overlay District, for the establishment of a new Overlay District called Northeast Area Overlay District; or

2. Do not adopt Ordinance 1611; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Al Savay, Community Development Director

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Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Ordinance 1611
Exhibit A1 to Ordinance 1611 – Chapter 18.07 Amendments (Redlined) Exhibit A2 to Ordinance 1611 – Chapter 18.30 Amendments (Redlined) Exhibit A3 to Ordinance 1611 – New Chapter 18.14A

2. Resolution PTC 2024-01

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ORDINANCE NO. 1611

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS AMENDING TITLE 18 OF THE SAN CARLOS MUNICIPAL CODE CHAPTERS 18.07 - INDUSTRIAL DISTRICTS, AND 18.30 - USE PERMITS, AND ADDING A NEW CHAPTER

18.14A - NORTHEAST AREA OVERLAY DISTRICT.

SECTION 1: The City Council of the City of San Carlos does hereby ordain as follows:

WHEREAS, as part of the City of San Carlos 2022 and 2023 Strategic Plans, City Council directed staff to create a Northeast Area Specific Plan to consider the Northeast Area holistically through study of land uses, not only the continued development of facilities to accommodate the life sciences and biotechnology sectors, and also the introduction of housing, which is a use that is currently prohibited, as well as mobility and transportation, major infrastructure upgrades, environmental stewardship, urban design, recreation and open spaces; and WHEREAS, as part of the City of San Carlos 2022 and 2023 Strategic Plans, City Council stated the importance of completing the Northeast Area Specific Plan and set forth the following goal: “The City of San Carlos will work with residents, property owners, stakeholders, business owners, committees, commissions, the Chamber of Commerce, and all other interested members of the community to develop a plan in response to continued development interest in the life sciences and biotechnology sectors, and develop policies and strategies to incorporate housing as part of this new development”; and
WHEREAS, on April 25, 2022, the San Carlos City Council adopted Ordinance No. 1581 to establish a development moratorium for the Northeast Area and on May 23, 2022, the San Carlos City Council adopted Ordinance No. 1582 to extend this development moratorium to April 7, 2024, which is when the moratorium is set to expire; and WHEREAS, the moratorium for the Northeast Area was adopted to prohibit the approval and development of uses that may conflict with or otherwise constrain or limit the introduction of uses contemplated in the Northeast Area Specific Plan, including housing; and WHEREAS, establishing a new Northeast Area Overlay District and amending Title 18 of the San Carlos Municipal Code is necessary to ensure orderly development in the Northeast Area and consistency with the objectives of the Northeast Area Specific Plan as set forth in Resolution 2023-032; and
WHEREAS, the proposed Northeast Area Overlay District has the same boundaries as the Northeast Area Specific Plan, of which is defined as the area north of Holly Street, to the San Carlos City limits at Belmont Creek, and between Highway 101 and Old County Road; and WHEREAS, the Northeast Area Overlay District would require a conditional use permit for a majority of projects and development activity in the area until the Northeast Area Specific Plan and implementation ordinances are adopted, which is currently underway and anticipated for completion in early 2025; and
WHEREAS, the Northeast Area Overlay District would allow the City to evaluate development in a comprehensive manner and ensure the adoption of the Northeast Area Specific Plan that is responsive to “continued development interest in the life sciences and biotechnology

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sectors, and develop policies and strategies to incorporate housing as part of this new development”; and
WHEREAS, pursuant to Government Code Section 65853 and 65850 and San Carlos Municipal Code Chapter 18.35, when a change in the Zoning Ordinance (Title 18 of the San Carlos Municipal Code) is found necessary, the Planning and Transportation Commission (PTC) shall hold a public hearing to consider such change and render its decision to the City Council; and
WHEREAS, pursuant to San Carlos Municipal Code Chapter 18.35 and California Government Code Section 65090 and 650901, a Public Hearing Notice for the PTC hearing of February 5, 2024 was published on January 25, 2024, for the draft San Carlos Municipal Code Zoning Amendments in the newspaper; and
WHEREAS, on February 5, 2024, the PTC conducted a public hearing on amendments to the San Carlos Municipal Code to hear and consider all comments of all persons interested in or concerned with a proposed amendments of the City of San Carlos Municipal Code in consideration of a recommendation to the City Council regarding adoption of an Ordinance; and WHEREAS, City Council has received a recommendation from the PTC as a result of a Public Hearing held at the PTC Meeting February 5, 2024 and has considered the recommendation of the PTC for regulations in the San Carlos Municipal Code including PTC findings for amendments to the Title 18 and the reasons for the recommendations, the relationship of the proposed ordinance or amendments to the City of San Carlos 2023 Strategic Plan and consistency with the General Plan; and
WHEREAS, pursuant to San Carlos Municipal Code Chapter 18.35 and California Government Code Section 65090 and 650901, a Public Hearing Notice for the City Council hearing of February 26, 2024 was published on February 15, 2024, for the proposed San Carlos Municipal Code Zoning Amendments in the San Mateo Daily Journal and was also mailed to property and business owners in the northeast area on February 15, 2024; and WHEREAS, the City Council finds that the desired outcome of the Ordinance update is to ensure orderly development in the Northeast Area and consistency with the objectives of the Northeast Area Specific Plan, which is currently underway and anticipated for completion in early 2025.

SECTION 2: The City Council makes the following findings:

1. Zoning Ordinance Text Amendment Findings
a. The ordinance amendment is consistent with the General Plan; and Basis for finding: The San Carlos City Council, through its adopted Strategic Plan, has directed preparation of a Specific Plan for the Northeast Area in response to “continued development interest in the life sciences and biotechnology sectors,” with further direction to staff to “develop policies and strategies to incorporate housing as part of this new development.” The proposed amendments will provide additional oversight of the review procedures for development in the Northeast Area to ensure consistency with the goals and objectives of the Northeast Area Specific Plan.

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b. The ordinance amendment is consistent with the purpose of this title to promote the growth of the City in an orderly manner and to promote the public health, safety, peace, comfort and general welfare.

Basis for finding: The proposed Overlay District will require conditional use permits for a majority of projects and development activity in the area until the Northeast Area Specific Plan is adopted. A conditional use permit is reviewed and approved by the Planning and Transportation Commission. These changes aim to ensure that any new development is consistent with the objectives of the Northeast Area Specific Plan, which is currently underway and anticipated for completion in early 2025. Doing so will ensure orderly growth in the Northeast Area as outlined in the goals and objectives of the Northeast Area Specific Plan.

2. Zoning District Boundary Amendment Findings (Zoning Map Amendments) a. The change in district boundaries is consistent with the General Plan; Basis for finding: There is no change to existing land uses, nor zoning districts, as part of this amendment. This amendment seeks to overlay a geographic boundary over the Northeast Area of San Carlos for the purposes of requiring a conditional use permit for most projects until the Northeast Area Specific Plan is adopted. b. The change in district boundaries is consistent with the purpose of this title to promote the growth of the City in an orderly manner and to promote and protect the public health, safety, peace, comfort and general welfare; and Basis for finding: There is no change in district boundaries. The proposed Overlay District will require conditional use permits for a majority of projects and development activity in the area until the Northeast Area Specific Plan is adopted. A conditional use permit is reviewed and approved by the Planning and Transportation Commission. These changes aim to ensure that any new development is consistent with the objectives of the Northeast Area Specific Plan, which is currently underway and anticipated for completion in early 2025. Doing so will ensure orderly growth in the Northeast Area as outlined in the goals and objectives of the Northeast Area Specific Plan
c. The change in district boundaries is necessary to achieve the balance of land uses desired by the City, consistent with the General Plan, and to increase the inventory of land within a given zoning district.

Basis for finding: There is no change to district boundaries. The San Carlos City Council, through its adopted Strategic Plan, has directed preparation of a Specific Plan for the Northeast Area in response to “continued development interest in the life sciences and biotechnology sectors,” with further direction to staff to “develop policies and strategies to incorporate housing as part of this new development.” The proposed Northeast Area Overlay District will require a conditional use permit for most project and provide additional oversight of the review procedures for development in the Northeast Area to ensure consistency with the goals and objectives of the Northeast Area Specific Plan.

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SECTION 3: Replacement of Code. San Carlos Municipal Code Section 18.07 (Industrial Districts), 18.30 (Use Permits) and adding a new Code Section 18.14A (Northeast Area Overlay District) is hereby replaced with the language in Exhibit A.

SECTION 4: Pending Applications. As to project and development applications which have been accepted, processing and review of such applications may continue, but shall be subject to the regulations and requirements listed in Exhibit A, on the date the ordinance becomes effective.

SECTION 5: California Environmental Quality Act Determination. The City Council hereby finds that this Ordinance is not subject to the provisions of the California Environmental Quality Act (“CEQA”). No additional environmental review is required pursuant to Public Resources Code Section 21166 and California Environmental Quality Act (CEQA) Guidelines Section 15060(c)(2) Preliminary Review and Section 15061(b)(3) “common sense exemption”. In addition, in accordance with CEQA Guidelines Section 15305 (Minor Alterations in Land Use Limitations), adoption of this overlay zone is categorically exempt.

SECTION 6: Severability. If any section, subsection, sentence, clause, phrase, or portion of this Ordinance is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council of the City of San Carlos hereby declares that it would have adopted this Ordinance and such section, subsection, clause, phrase, or portion may be declared invalid or unconstitutional.

SECTION 7: This Ordinance shall be published and posted according to law and shall take effect and be in force from and after 30 days after its passage and adoption. * * * *
I, City Clerk Crystal Mui, hereby certify that the foregoing Ordinance was introduced on the 26th day of February, 2024 and passed and adopted as an Ordinance of the City Council of the City of San Carlos at a regular meeting thereof held on the 11 th day of March, 2024 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
Exhibits:

A1 to Ordinance – Chapter 18.07 Amendments (Redlined)
A2 to Ordinance – Chapter 18.30 Amendments (Redlined)
A3 to Ordinance – New Chapter 18.14A

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Exhibit A to Ordinance
Proposed Changes to San Carlos Municipal Code Section 18.07 Proposed Amendments are in red.

Chapter 18.07
INDUSTRIAL DISTRICTS Revised 8/23
Sections:

18.07.010 Purpose.

18.07.020 Land use regulations. Revised 8/23

18.07.030 Development standards.

18.07.040 Supplemental regulations.

18.07.010 Purpose.

The specific purposes of the industrial districts are to:

A. Designate adequate land for businesses, professional offices, and industrial growth consistent with the General Plan to maintain and strengthen the City’s economic resources.

B. Provide a range of employment opportunities to meet the needs of current and future residents.

C. Provide areas for a wide range of manufacturing, industrial processing, and service commercial uses and protect areas where such uses now exist.

Additional purposes of each industrial district which follow implement the General Plan classification of “Planned Industrial.”
D. IA Industrial Arts. This district is intended to promote a building form and reserve areas for small -scale industrial, artisan, and manufacturing uses. Accessory or secondary small-scale retail uses that serve local employees and visitors are also permitted.

E. IL Light Industrial. This district is intended to accommodate a diverse range of light industrial uses, including general service, research and development, biotechnology, warehousing, and service commercial uses. It includes industrial complexes, flex space, and industrial buildings for single and multiple users, warehouses, wholesale, commercial recreation, and other related uses. Small-scale retail and ancillary office uses are also permitted.

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F. IH Heavy Industrial. This district is intended to accommodate the broadest range of industrial uses. It includes industrial buildings and complexes, flex space, warehouses, manufacturing and assembly, and other uses that require large, warehouse-style buildings with flexible floor plans. Small-scale retail and ancillary office uses are also permitted.

G. IP Industrial Professional. This district is intended for large or campus-like office and technology development that includes office, research and development, manufacturing, and other large -scale, professional uses. Permitted uses include incubator research facilities, prototype manufacturing, testing, repairing, packaging, and printing as well as offices and research facilities. Accessory or secondary small - scale retail uses that serve local employees and visitors are also permitted. (Ord. 1480 (Ex h. B (part)), 2015:

Ord. 1438 § 4 (Exh. A (part)), 2011)

18.07.020 Land use regulations. Revised 8/23
Table 18.07.020 prescribes the land use regulations for industrial districts. The regulations for each district are established by letter designations as follows:
“P” designates permitted uses.
“M” designates use classifications that are permitted after review and approval of a minor use permit by the Zoning Administrator.
“C” designates use classifications that are permitted after review and approval of a conditional use permit by the Planning Commission.
“(#)” numbers in parentheses refer to specific limitations listed at the end of the table. “-” designates uses that are not permitted.

Use classifications are defined in Chapter 18.40, Use Classifications. In cases where a specific land use or activity is not defined, the Director shall assign the land use or activity to a classification that is substantially similar in character. Use classifications and subclassifications not listed i n the table or not found to be substantially similar to the uses below are prohibited. The table also notes additional use regulations that apply to various uses. Section numbers in the right-hand column refer to other sections of this title.

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TABLE 18.07.020: LAND USE REGULATIONS—INDUSTRIAL DISTRICTS Use Classification IA IL IH IP Additional Regulations
Public and Semi-Public Uses
Colleges and Trade Schools,
Public or Private
C C C(8) -
Government Offices - C C C 11; see SCMC 18.14A
Hospitals and Clinics See subclassification below
Hospitals - - - C 11; see Section 18.14A
Public Safety Facilities - M M - 11; see Section 18.14A Commercial Uses
Adult-Oriented Business C(1) C(1) C(1) - See Section 18.23.040, Adult- oriented businesses
11; see Section 18.14A
Animal Care, Sales and Services See subclassifications below Kennels - M - - 11; see Section 18.14A
Veterinary Services - M - - 11; see Section 18.14A
Artist’s Studio P P - - 11; see Section 18.14A
Automobile/Vehicle Sales and
Services
See subclassifications below
Automobile/Vehicle Sales and
Leasing
- C(3) C(5) C(5)
See Section 18.23.050,
Automobile/vehicle sales and
services
11; see Section 18.14A
Automobile/Vehicle Repair,
Major

P P P C
Automobile/Vehicle Service
and Repair, Minor

P P P -
Automobile/Vehicle Washing - P - -

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TABLE 18.07.020: LAND USE REGULATIONS—INDUSTRIAL DISTRICTS Use Classification IA IL IH IP Additional Regulations
Large Vehicle and Equipment
Sales, Service and Rental
- P P -
Service Station - P(6) - -
Towing and Impound - M M - See Section 18.23.160,
Outdoor storage
11; see Section 18.14A
Vehicle Storage - M M -
Business Services P P P P 11; see Section 18.14A
Commercial Entertainment and
Recreation
See subclassifications below
Large-Scale - C C - 11; see Section 18.14A
Small-Scale - C C - 11; see Section 18.14A
Eating and Drinking
Establishments
See subclassifications below
Full Service - - - M(2) See Section 18.23.140,
Outdoor dining
11; see Section 18.14A
Convenience M(2) M(2) M(2) M(2)
Food Preparation P P - - 11; see Section 18.14A
Funeral Parlors and Interment
Services
P - - - 11; see Section 18.14A
Maintenance and Repair
Services
P P P - 11; see Section 18.14A
Nurseries and Garden Centers - M M - See Section 18.23.270, Commercial cannabis
businesses
11; see Section 18.14A
Offices See subclassifications below

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TABLE 18.07.020: LAND USE REGULATIONS—INDUSTRIAL DISTRICTS Use Classification IA IL IH IP Additional Regulations
Business and Professional - C C M 11; see Section 18.14A Medical and Dental - C - M 11; see Section 18.14A
Parking, Public or Private - P P - See Chapter 18.20, Parking and Loading
11; see Section 18.14A
Personal Services See subclassification below
Tattoo or Body Modification
Parlor
M - - - 11; see Section 18.14A
Retail Sales See subclassifications below
Building Materials and Services M M M - 11; see Section 18.14A Cannabis Dispensary - - - -
Convenience Markets M(2) M(2) M(2) M(2) 11; see Section 18.14A Food and Beverage Sales M(2) M(2) M(2) M(2) 11; see Section 18.14A General Retail M(4) M(4) M(4) M(4) 11; see Section 18.14A Retail Establishments Selling
Ammunition or Firearms
C C C C See Section 18.23.290, Retail
establishments selling
ammunition or firearms
11; see Section 18.14A
Industrial Uses
Construction and Material
Yards
P P P - See Section 18.23.160,
Outdoor storage
11; see Section 18.14A
Custom Manufacturing P P P - 11; see Section 18.14A
Industry, General P P P - See Section 18.23.270,
Commercial cannabis
businesses

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TABLE 18.07.020: LAND USE REGULATIONS—INDUSTRIAL DISTRICTS Use Classification IA IL IH IP Additional Regulations
11; see Section 18.14A
Industry, Limited P P P P 11; see Section 18.14A
Recycling Facility See subclassifications below
Reverse Vending Machine P P - - See Section 18.23.190,
Recycling facilities
11; see Section 18.14A
Recycling Collection Facility - C C -
Recycling Processing Facility - C C -
Research and Development P P P P See Section 18.23.270, Commercial cannabis
businesses
11; see Section 18.14A
Research and Development
Activities Requiring BSL-1 and
BSL-2 Containment
P P P P 11; see Section 18.14A
Research and Development
Activities Requiring BSL-3
Containment
- - - -
Research and Development
Activities Requiring BSL-4
Containment
- - - -
Salvage and Wrecking M(3) M M - See Section 18.23.160,
Outdoor storage
11; see Section 18.14A
Warehousing and Storage See subclassifications below
Chemical, Mineral, and
Explosives Storage
- C(7) C(7) - 11; see Section 18.14A
Indoor Warehousing and
Storage
P P P - 11; see Section 18.14A

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TABLE 18.07.020: LAND USE REGULATIONS—INDUSTRIAL DISTRICTS Use Classification IA IL IH IP Additional Regulations
Outdoor Storage P(9) P P - See Section 18.23.160,
Outdoor storage
11; see Section 18.14A
Wholesaling and Distribution P P P - See Section 18.23.270, Commercial cannabis
businesses
11; see Section 18.14A
Cannabis Microbusiness P P P - See Section 18.23.270,
Commercial cannabis
businesses
11; see Section 18.14A
Transportation, Communication, and Utilities Uses
Communication Facilities See subclassifications below
Antenna and Transmission
Towers
See Chapter 18.24, Wireless Telecommunications
Facilities
Facilities Within Buildings M M M M 11; see Section 18.14A Freight/Truck Terminals and
Warehouses
- C P(10) - 11; see Section 18.14A
Light Fleet-Based Services P P P - 11; see Section 18.14A Utilities, Major C C C C 11; see Section 18.14A
Utilities, Minor P P P P 11; see Section 18.14A
Waste Transfer Facility - P P - 11; see Section 18.14A Other Applicable Types
Accessory Uses and Structures See Sections 18.23.030, Accessory uses, and 18.15.020, Accessory buildings and structures
11; see Section 18.14A

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TABLE 18.07.020: LAND USE REGULATIONS—INDUSTRIAL DISTRICTS Use Classification IA IL IH IP Additional Regulations
Nonconforming Use Chapter 18.19, Nonconforming Uses, Structures, and Lots
Temporary Use Chapter 18.31, Temporary Use Permits
11; see Section 18.14A
Specific Limitations:

1. Permitted only in the area shown on Figure 18.23.040-B: Adult-Oriented Business Area.

2. Permitted only as an ancillary use. The combined floor area of all eating and drinking uses on a site shall not exceed two thousand five hundred (2,500) square feet unless a conditional use permit is approved.

3. Shall be conducted entirely within an enclosed building.

4. Permitted only as an ancillary use, not to occupy more than one thousand (1,000) square feet, unless a conditional use permit is approved.

5. Limited to properties between Industrial Road and Highway 101 and adjacent to Shoreway Road.

6. Limited to alternative fueling stations such as for electric or hybrid vehicles, hydrogen-powered vehicles, and similar vehicles using alternative fuels.

7. Prohibited within five hundred (500) feet of a residential district.

8. Except between Industrial and Highway 101 and Shoreway and Highway 101.

9. Permitted as an accessory use only.

10. Conditional use permit required if adjacent to an R district.

11. Conditional use permit may be required if located in the Northeast Area Overlay District, see Section 18.14 A. (Ord. 1597 § 3 (Exh. A), 2023; Ord. 1540 (Exh. C), 2019; Ord. 1525 § 2(1) (Exh. A (part)), 2017; Ord. 1480 (Exh. B (part)), 2015: Ord. 1438 § 4 (Exh. A (part)), 2011)

18.07.030 Development standards.

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Table 18.07.030 prescribes the development standards for industrial districts. Additional regulations are denoted in a right-hand column. Section numbers in this column refer to other sections of this title, while individual letters refer to subsections that directly follow the table. The numbers in each illustration in this section refer to corresponding regulations in the “#” column in the associated table.

TABLE 18.07.030: DEVELOPMENT STANDARDS—INDUSTRIAL

DISTRICTS
District IA IL IH IP Additional Regulations #
Lot and Density Standards
Minimum Lot
Size (sq. ft.)
5,000 40,000 20,000 1
acre

Corner Lots 6,000 40,000 20,000 1
acre

Maximum Lot
Size (sq. ft.)
20,000 n/a n/a n/a

Minimum Lot
Width (ft.)
50 50 75 75 1
Corner Lots 60 60 75 75 2
Building Form and Location

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TABLE 18.07.030: DEVELOPMENT STANDARDS—INDUSTRIAL

DISTRICTS
District IA IL IH IP Additional Regulations #
Maximum
Height (ft.)
28; 35
with use
permit (B)
75 (A) 50 (A) 100 See Section 18.15.060,
Height and height
exceptions
3 Minimum Setbacks (ft.)
Front 0 5, 10
along
arterials
5, 10
along
arterials
20 See Section 18.15.080,
Projections into required
yards
4 Interior Side 0 0 (A) 0 (A) 0 5
Street Side 0 5 5 5 6
Rear 0 0 (A) 0 (A) 0 7
Maximum Floor
Area Ratio (FAR)

1.0 0.5 2.0 2.0
See Chapter 18.03, Rules
of Measurement

Project Sites of
More Than One
Acre (FAR)
n/a 1.0 1.0 n/a

A. Transitional Standards. Where an industrial district adjoins an RS district, the following standards apply:

1. The maximum height is (a) thirty feet within forty feet of an RS district; (b) forty feet within fifty feet of an RS district; and (c) fifty feet within one hundred feet of an RS district.

2. The building setback from an RS district boundary shall be fifteen feet for interior side yards and thirty feet for rear yards.

3. A landscaped planting area, a minimum of ten feet in width, shall be provided along all RS district boundaries. A tree screen shall be planted in this area with trees planted at a minimum interval of fifteen feet.

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FIGURE 18.07.030-A: INDUSTRIAL DISTRICT TRANSITIONAL STANDARDS

B. Maximum Height, IA District. A maximum height of thirty-five feet may be allowed to accommodate a larger floor to ceiling height subject to the approval of a use permit. The maximum height to the parapet is twenty-eight feet. Upper stories shall be set back a minimum of ten feet from the floor below.

C. Maximum Height, IL District. For IL properties adjacent to an RS district, the maximum height shall be thirty-five feet and shall conform to transitional height setbacks contained in subsection A of this section.

A conditional use permit shall be required for height greater than thirty-five feet up to a maximum height of fifty feet for IL properties adjacent to an RS district and shall conform to transitional height setbacks in subsection A of this section. (Ord. 1480 (Exh. B (part)), 2015; Ord. 1438 § 4 (Exh. A (part)), 2011)

18.07.040 Supplemental regulations.

A. Landscaping. A minimum of ten percent of the site must be landscaping.

B. Building Design Near Highway 101. For any site that is fully or partially located within two hundred feet of the right-of-way line of Highway 101, buildings shall be designed with four-sided architecture where each exterior wall is designed equivalent to the primary facade in the extent of building articulation and quality of exterior materials, and consistent with the color scheme of the primary facade.

C. Sidewalks. Sidewalks shall be provided if none already exist or if the existing sidewalks are in poor condition.

D. Parking Location. Parking shall be located at the side or rear of buildings wherever possible.

1. Customer parking should be located near the office area.

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2. Where parking is located between a building and a street, a landscaped setback at least ten feet wide must be provided between the parking area and adjacent right-of-way.

E. Limitations on Curb Cuts. Wherever possible, parking and loading entrances shall share curb cuts in order to minimize the
overall number of curb cuts. On corner lots, curb cuts shall be located on the street frontage with the least pedestrian activity wherever feasible.

F. Access Location. Access shall be provided from a side street or alley wherever possible.

G. Truck Docks, Loading, and Service Areas. The outermost point of the truck docks, loading, and service areas are not permitted within thirty feet of the boundary of an RS district.

H. IA District. Development in the IA District is also subject to the following standards:

1. Build-To Line. Buildings shall be constructed at the property line for a minimum of fifty percent of linear street frontage.

2. Orientation of Primary Building Entrance. The primary building entrance shall face or be oriented to within forty-five degrees or parallel to the street frontage. Where a site is located on two public streets, a primary entrance shall be oriented toward the street with the higher classification.

FIGURE 18.07.040-H(2): ORIENTATION OF PRIMARY BUILDING ENTRANCES

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3. Building Details. The street-facing facade shall include applied surface ornamentation or decorative detailing to promote visual interest. This may include but not be limited to moldings/trims, brackets, niches, and decorative entrances.

4. Building Articulation Along Old County Road. Buildings along Old County Road over fifty feet wide shall be broken down to read as a series of buildings no wider than fifty feet each.

I. Business, Technology, and Office Parks. Business, technology, and office parks containing eighty thousand square feet or more of floor area shall provide the following:

1. Eating and drinking establishments and personal services that will serve employees of the park.

Such uses may occupy up to two thousand five hundred square feet, unless a conditional use permit allowing for more space is approved.

2. Open space areas equal to ten percent of the site area that provide gathering space or opportunities for active or passive recreation. Open space areas shall include benches or other seating. Amenities shall be included that enhance the comfort, aesthetics, or usability of the space, including but not limited to trees and other landscaping, shade structures, drinking fountains, water features, or public art.

3. Pedestrian walkways that connect all parts of the park, and connect to any existing or planned pedestrian facilities in adjacent neighborhoods.

4. Stormwater detention facilities incorporated into the site landscaping as a visual amenity.

5. A lighting, landscaping, and signage design concept for common areas that is approved by the review authority. (Ord. 1438 § 4 (Exh. A (part)), 2011)

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Exhibit A to Ordinance
Proposed Changes to San Carlos Municipal Code Section 18.30 Proposed Amendments are in red.

Chapter 18.30

USE PERMITS
Sections:

18.30.010 Purpose.

18.30.020 Applicability.

18.30.030 Review authority.

18.30.040 Application requirements.

18.30.050 Public notice and hearing.

18.30.060 Required findings.

18.30.070 Conditions of approval.

18.30.080 Appeals—Expiration, extensions, and modifications.

18.30.090 Failure to comply with conditions.

18.30.100 Revocation of use permits.

18.30.010 Purpose.

The use permit review and approval process is intended to apply to uses that are generally consistent with the purposes of the zoning district where they are proposed but require special consideration to ensure that they can be designed, located, and operated in a manner that will not interfere with t he use and enjoyment of surrounding properties. (Ord. 1464 § 3 (Exh. C (part)), 2013: Ord. 1438 § 4 (Exh. A (part)), 2011)

18.30.020 Applicability.

Approval of a use permit is required for uses or developments specifically identified in Article II, Base and Overlay Districts, and/or any other section of this title which requires a use permit. (Ord. 1464 § 3 (Exh. C (part)), 2013: Ord. 1438 § 4 (Exh. A (part)), 2011)

18.30.030 Review authority.

A. Conditional Use Permits. The Planning Commission shall approve, conditionally approve, or deny applications for conditional use permits based on consideration of the requirements of this chapter.

B. Minor Use Permits. The Zoning Administrator shall approve, conditionally approve, or deny applications for minor use permits based on consideration of the requirements of this chapter. The Zoning

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Administrator may, at his/her discretion, refer any application for a minor use permit for a project that may generate substantial public controversy or involve significant land use policy decisions to the Planning Commission for a decision rather than acting on it himself/herself. In that case, the application shall be processed as a conditional use permit. (Ord. 1464 § 3 (Exh. C (part)), 2013: Ord. 1438 § 4 (Exh. A (part)), 2011)

18.30.040 Application requirements.

Applications for use permits shall be filed with the Planning Division on the prescribed application forms.

In addition to any other application requirements, the application for a use permit shall include data or other evidence in support of the applicable findings required by Section 18.30.060, Required findings. (Ord. 1464 § 3 (Exh. C (part)), 2013: Ord. 1438 § 4 (Exh. A (part)), 2011)

18.30.050 Public notice and hearing.

A. Conditional Use Permits. All applications for conditional use permits shall require public notice and hearing before the Planning Commission pursuant to Chapter 18.27, Common Procedures.

B. Minor Use Permits. All applications for minor use permits shall require public notice and hearing before the Zoning Administrator pursuant to Chapter 18.27, Common Procedures. (Ord. 1464 § 3 (Exh. C (part)), 2013: Ord. 1438 § 4 (Exh. A (part)), 2011)

18.30.060 Required findings.

The decision-maker must make all of the following findings in order to approve or conditionally approve a use permit application. The inability to make one or more of the findings is grounds for denial of an application.

A. The proposed use is allowed within the applicable zoning district and complies with all other applicable provisions of this title and all other titles of the municipal code; B. The proposed use is consistent with the General Plan and any applicable specific plan; C. The proposed use will not be adverse to the public health, safety, or general welfare of the community, nor detrimental to surrounding properties or improvements; D. The proposed use complies with any design or development standards applicable to the zoning district or the use in question unless waived or modified pursuant to the provisions of this title; E. The design, location, size, and operating characteristics of the proposed activity are compatible with the existing and reasonably foreseeable future land uses in the vicinity; and

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F. The site is physically suitable for the type, density, and intensity of use being proposed, including access, utilities, and the absence of physical constraints.

G Proposed projects located within the Landmark Commercial (LC) zoning district are subject to one of the following additional findings, as applicable:

1. Regional retail and destination-oriented uses must have significant beneficial results in employment growth and contribute to the economic sustainability of the City and implementation of the Economic Development Plan, and meet the economic objectives for landmark sites.

2. Interim uses (uses other than regional retail and destination-oriented uses) shall be considered on an interim basis and shall entail use of existing buildings; erection of permanent buildings inconsistent with regional retail and destination-oriented uses shall not be permitted; additions or alterations to a building or site may be considered for health and safety purposes and limited to bring a structure into conformance with Building Code requirements. Interim uses shall be conditioned with time limitations and may be renewed on a periodic basis subject to Planning Commission use permit review and approval. (Ord. 1464 § 3 (Exh. C (part)), 2013: Ord. 1438 § 4 (Exh. A (part)), 2011)
H. Proposed projects located within the Northeast Area Overlay District (see Section 18.14A) are subject to the following additional finding:

1. The design, location, size, site, and operating characteristics of the proposed activity are compatible with the existing and reasonably foreseeable future land uses as contemplated in the development of the Northeast Area Specific Plan as set forth in Resolution 2023-032.

18.30.070 Conditions of approval.

In approving a use permit, the decision-maker may impose reasonable conditions or restrictions deemed necessary to:

A. Ensure that the proposal conforms in all significant respects with the General Plan and with any other applicable plans or policies adopted by the City Council; B. Achieve the general purposes of this title or the specific purpose of the zoning district in which the project is located;
C. Achieve the findings for a use permit listed in Section 18.30.060, Required findings; or

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D. Mitigate any potentially significant impacts identified as a result of environmental review conducted in compliance with the California Environmental Quality Act.

The decision-maker may require reasonable guarantees and evidence that such conditions are being, or will be, complied with. (Ord. 1464 § 3 (Exh. C (part)), 2013: Ord. 1438 § 4 (Exh. A (part)), 2011)

18.30.080 Appeals—Expiration, extensions, and modifications.

A. Appeals. A decision of the Zoning Administrator may be appealed to the Planning Commission and a decision of the Planning Commission may be appealed to the City Council, as provided in Section 18.27.150, Appeals.

B. Expiration, Extensions and Modifications. Use permits are effective and may only be extended or modified as provided for in Chapter 18.27, Common Procedures. (Ord. 1464 § 3 (Exh. C (part)), 2013: Ord. 1438 § 4 (Exh. A (part)), 2011)

18.30.090 Failure to comply with conditions.

Failure to comply with any condition of approval of a use permit is a violation of this title subject to provisions of Chapter 18.39, Enforcement and Abatement Procedures. (Ord. 1464 § 3 (Exh. C (part)), 2013:

Ord. 1438 § 4 (Exh. A (part)), 2011)

18.30.100 Revocation of use permits.

A use permit may be revoked as provided by Section 18.27.140, Revocation of permits. (Ord. 1464 § 3 (Exh. C (part)), 2013: Ord. 1438 § 4 (Exh. A (part)), 2011)

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Exhibit A to Ordinance
Proposed New Section to San Carlos Municipal Code
Chapter 18.14 A

NORTHEAST AREA OVERLAY DISTRICT
Sections:

18.14A.010 Purpose.

18.14A.020 Applicability.

18.14A.030 Conditional Use Permit Requirements.

18.14A.040 Findings.

18.14A.010 Purpose.

The Northeast Area Overlay District is intended to ensure that the design, location, size, site, and operating characteristics of proposed activity are compatible with the existing and reasonably foreseeable future land uses as contemplated in the Northeast Area Specific Plan, as set forth in Resolution 2023-032.

18.14A.020 Applicability.

The Northeast Area Overlay District applies to all areas as delineated in the map below.

Figure 1. Northeast Area Overlay District Boundary Map

18.14A.030 Conditional Use Permit Requirements.

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The Northeast Area Overlay District requires a conditional use permit for a majority of projects and development activity in San Carlos’ northeast area until the Northeast Area Specific Plan , as set forth in Resolution 2023-032, is adopted. Pursuant to the San Carlos Municipal Code (SCMC Section 18.26.030, D), conditional use permits for the Northeast Area are under the authority of the Planning and Transportation Commission, who shall consider whether to “ approve, conditionally approve, or deny applications for conditional use permits [in the Northeast Area].”
A. The following applications shall require a Conditional Use Permit:

1. A lot line adjustment and the subdivision of land within the Northeast Area in accordance with the City's Subdivision Regulations and the Subdivision Map Act.

2. Design review, any projects that already require a use permit (in this case only one use permit required), minor use permit, temporary use permit, planned development, zoning amendment, waiver, variance, general plan amendment, development agreement, or any other discretionary approval from the City of San Carlos necessary for the development of a site within the Northeast Area (Section 18.14A.020) in accordance with the San Carlos Zoning Ordinance.

B. Conditional use permits under this section do not apply to:

1. An application for a planning permit that has been approved as complete or deemed complete prior to April 25, 2022 (which is the date the Northeast Area Development Moratorium went into effect).

2. An application for a sign permit necessary for the approval of a sign in accordance with Chapter 18.22 of the San Carlos Zoning Ordinance and building permit as required to construct the approved sign.

3. An application for a planning permit that has been approved but requesting minor exterior changes, revisions, or modifications in accordance with Chapter 18.27 and/or Chapter 18.29 of the San Carlos Zoning Ordinance.

4. An application for a planning permit necessary for the approval of a solar photovoltaic system in accordance with the San Carlos Zoning Ordinance and building permit as required to construct the approved solar photovoltaic system.

5. An application for building permits for the construction of interior improvements to space within an existing building occupied by uses permitted within the applicable zoning district under the San Carlos Zoning Ordinance.

6. An application for planning permits and/or building permits necessary for the approval and construction of improvements required for the ordinary maintenance and repair of building components, such as roofs and windows, for the preservation of public health and safety or for building accessibility.

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7. An application for a protected tree removal permit necessary for the removal of a protected tree in accordance with Chapter 18.18 of the San Carlos Zoning Ordinance and grading permit or encroachment permit as required to remove the protected tree approved for removal.

8. An application for minor modification to the conditions of an existing conditional use permit, such as the hours of operation, provided the use is remaining in its existing space, and there is no increase in floor area devoted to such use and the modification does not otherwise result in an intensification or expansion of the use.

18.14A.040 Findings.

Approval of all projects and activities subject to the Northeast Area Overlay District shall require consistency with the findings set forth in Section 18.30.060.

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RESOLUTION NO. PTC2024 - 01

A RESOLUTION OF THE PLANNING AND TRANSPORTATION COMMISSION OF THE CITY

OF SAN CARLOS RECOMMENDING CITY COUNCIL ADOPTION OF AMENDMENTS TO SAN CARLOS MUNICIPAL CODE TITLE 18, ZONING, SECTIONS 18.07 (INDUSTRIAL DISTRICTS),

18.30 (USE PERMITS) AND ADDING A NEW SECTION 18.14A (NORTHEAST AREA OVERLAY DISTRICT).

WHEREAS, as part of the City of San Carlos 2022 and 2023 Strategic Plans, City Council directed staff to create a Northeast Area Specific Plan to consider the Northeast Area holistically through study of land uses, not only the continued development of facilities to accommodate the life sciences and biotechnology sectors, and also the introduction of housing, which is a use that is currently prohibited, as well as mobility and transportation, major infrastructure upgrades, environmental stewardship, urban design, recreation and open spaces; and WHEREAS, as part of the City of San Carlos 2022 and 2023 Strategic Plans, City Council stated the importance of completing the Northeast Area Specific Plan and set forth the following goal: “The City of San Carlos will work with residents, property owners, stakeholders, business owners, committees, commissions, the Chamber of Commerce, and all other interested members of the community to develop a plan in response to continued development interest in the life sciences and biotechnology sectors, and develop policies and strategies to incorporate housing as part of this new development’; and
WHEREAS, on April 25, 2022, the San Carlos City Council adopted Ordinance No. 1581 to establish a development moratorium for the Northeast Area and on May 23, 2022, the San Carlos City Council adopted Ordinance No. 1582 to extend this development moratorium to April 7, 2024, which is when the moratorium is set to expire; and WHEREAS, the moratorium for the Northeast Area was adopted to prohibit the approval and development of uses that may conflict with or otherwise constrain or limit the introduction of uses contemplated in the Northeast Area Specific Plan, including housing; and WHEREAS, establishing a new Northeast Area Overlay District and amending Title 18 of the San Carlos Municipal Code is necessary to ensure orderly development in the Northeast Area and consistency with the objectives of the Northeast Area Specific Plan as set forth in Resolution 2023-032; and
WHEREAS, the proposed Northeast Area Overlay District has the same boundaries as the Northeast Area Specific Plan, of which is defined as the area north of Holly Street, to the San Carlos City limits at Belmont Creek, and between Highway 101 and Old County Road; and WHEREAS, the Northeast Area Overlay District would require a conditional use permit for a majority of projects and development activity in the area until the Northeast Area Specific Plan and implementation ordinances are adopted, which is anticipated for completion in early 2025; and
WHEREAS, the Northeast Area Overlay District would allow the City to evaluate development in a comprehensive manner and ensure the adoption of the Northeast Area Specific Plan that is responsive to “continued development interest in the life sciences and biotechnology

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sectors, and develop policies and strategies to incorporate housing as part of this new development’; and
WHEREAS, pursuant to Government Code Section 65853 and 65850 and San Carlos Municipal Code Chapter 18.35, when a change in the Zoning Ordinance (Title 18 of the San Carlos Municipal Code) is found necessary, the Planning and Transportation Commission shall hold a public hearing to consider such change and render its recommendation to the City Council; and
WHEREAS, pursuant to San Carlos Municipal Code Chapter 18.35 and California Government Code Section 65090 and 650901, a Public Hearing Notice was published on January 25, 2024, for the draft San Carlos Municipal Code Zoning Amendments in the newspaper, and WHEREAS, the Planning and Transportation Commission conducted a public hearing to hear and consider all comments of all persons interested in or concerned with the proposed amendments of the City of San Carlos Municipal Code on February 5, 2024 in consideration of a recommendation to the City Council regarding adoption of an Ordinance; and WHEREAS, the Planning and Transportation Commission authorizes staff to rectify any clerical errors, clarify graphics if necessary, and make clarifications, additions, or deletions to the language, before presenting the recommended Ordinance to the City Council aiming to ensure staff can address any minor revisions without having to return to the Commission solely for a recommendation; and
WHEREAS, no additional environmental review is required pursuant to Public Resources Code Section 21166 and California Environmental Quality Act (CEQA) Guidelines Section 15060(c)(2) Preliminary Review and Section 15061(b)(3) “common sense exemption”. In addition, in accordance with CEQA Guidelines Section 15305 (Minor Alterations in Land Use Limitations), adoption of this overlay zone is categorically exempt.

NOW, THEREFORE BE IT FOUND, DETERMINED, AND RESOLVED by the Planning and Transportation Commission of the City of San Carlos that:

Pursuant to SCMC Section 18.35.080 Criteria for Zoning Amendments, the Planning and Transportation Commission shall not recommend, and the City Council shall not approve a zoning amendment unless the proposed amendment meets the following criteria:

A. Zoning Ordinance Text Amendment Findings
a. The ordinance amendment is consistent with the General Plan; and Basis for finding: The San Carlos City Council, through its adopted Strategic Plan, has directed preparation of a Specific Plan for the Northeast Area in response to “continued development interest in the life sciences and biotechnology sectors,” with further direction to staff to “develop policies and strategies to incorporate housing as part of this new development.” The proposed amendments will provide additional oversight of the review procedures for development in the Northeast Area to ensure consistency with the goals and objectives of the Northeast Area Specific Plan.

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b. The ordinance amendment is consistent with the purpose of this title to promote the growth of the City in an orderly manner and to promote the public health, safety, peace, comfort and general welfare.

B. Zoning District Boundary Amendment Findings (Zoning Map Amendments) a. The change in district boundaries is consistent with the General Plan; Basis for finding: There is no change to existing land uses, nor zoning districts, as part of this amendment. This amendment seeks to overlay a geographic boundary over the Northeast Area of San Carlos for the purposes of requiring a conditional use permit for most projects until the Northeast Area Specific Plan is adopted.
b. The change in district boundaries is consistent with the purpose of this title to promote the growth of the City in an orderly manner and to promote and protect the public health, safety, peace, comfort and general welfare; and Basis for finding: There is no change in district boundaries. The proposed Overlay District will require conditional use permits for a majority of projects and development activity in the area until the Northeast Area Specific Plan is adopted.

A conditional use permit is reviewed and approved by the Planning and Transportation Commission. These changes aim to ensure that any new development is consistent with the objectives of the Northeast Area Specific Plan, which is currently underway and anticipated for completion in early 2025. Doing so will ensure orderly growth in the Northeast Area as outlined in the goals and objectives of the Northeast Area Specific Plan
c. The change in district boundaries is necessary to achieve the balance of land uses desired by the City, consistent with the General Plan, and to increase the inventory of land within a given zoning district.

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The proposed Northeast Area Overlay District will require a conditional use permit for most project and provide additional oversight of the review procedures for development in the Northeast Area to ensure consistency with the goals and objectives of the Northeast Area Specific Plan.

B) Adoption:

1. The Planning and Transportation Commission recommends that the City Council adopt the amendments as set forth in Exhibit A.

Passed and adopted as Resolution of the Planning and Transportation Commission of the City of San Carlos at a regular meeting thereof on the 5th day of February 2024, by the following vote:

AYES, PLANNING AND TRANSPORTATION COMMISSIONERS:Castaneda, Roof, lacoponi NOES, PLANNING AND TRANSPORTATION COMMISSIONERS:None
ABSENT, PLANNING AND TRANSPORTATION COMMISSIONERS:Garvey, Clements CHAIR of the Planning and’Transportation Commission of the City of San Carlos ATTEST:

PLANNING of the City of San Carlos

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EXHIBIT A TO RESOLUTION NO. PTC2024 -__
ORDINANCE NO.

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SAN CARLOS AMENDING TITLE 18 OF THE SAN CARLOS MUNICIPAL CODE SECTIONS 18.07 (INDUSTRIAL DISTRICTS),

18.30 (USE PERMITS) AND ADDING A NEW SECTION 18.144 (NORTHEAST AREA OVERLAY DISTRICT).

SECTION 1: The City Council of the City of San Carlos does hereby ordain as follows:

WHEREAS, as part of the City of San Carlos 2022 and 2023 Strategic Plans, City Council directed staff to create a Northeast Area Specific Plan to consider the Northeast Area holistically through study of land uses, not only the continued development of facilities to accommodate the life sciences and biotechnology sectors, and also the introduction of housing, which is a use that is currently prohibited, as well as mobility and transportation, major infrastructure upgrades, environmental stewardship, urban design, recreation and open spaces; and WHEREAS, as part of the City of San Carlos 2022 and 2023 Strategic Plans, City Council stated the importance of completing the Northeast Area Specific Plan and set forth the following goal: “The City of San Carlos will work with residents, property owners, stakeholders, business owners, committees, commissions, the Chamber of Commerce, and all other interested members of the community to develop a plan in response to continued development interest in the life sciences and biotechnology sectors, and develop policies and strategies to incorporate housing as part of this new development’; and
WHEREAS, on April 25, 2022, the San Carlos City Council adopted Ordinance No. 1581 to establish a development moratorium for the Northeast Area and on May 23, 2022, the San Carlos City Council adopted Ordinance No. 1582 to extend this development moratorium to April 7, 2024, which is when the moratorium is set to expire; and WHEREAS, the moratorium for the Northeast Area was adopted to prohibit the approval and development of uses that may conflict with or otherwise constrain or limit the introduction of uses contemplated in the Northeast Area Specific Plan, including housing; and WHEREAS, establishing a new Northeast Area Overlay District and amending Title 18 of the San Carlos Municipal Code is necessary to ensure orderly development in the Northeast Area and consistency with the objectives of the Northeast Area Specific Plan as set forth in Resolution 2023-032; and
WHEREAS, the proposed Northeast Area Overlay District has the same boundaries as the Northeast Area Specific Plan, of which is defined as the area north of Holly Street, to the San Carlos City limits at Belmont Creek, and between Highway 101 and Old County Road; and WHEREAS, the Northeast Area Overlay District would require a conditional use permit for a majority of projects and development activity in the area until the Northeast Area Specific Plan

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and implementation ordinances are adopted, which is currently underway and anticipated for completion in early 2025; and
WHEREAS, the Northeast Area Overlay District would allow the City to evaluate development in a comprehensive manner and ensure the adoption of the Northeast Area Specific Plan that is responsive to “continued development interest in the life sciences and biotechnology sectors, and develop policies and strategies to incorporate housing as part of this new development”, and
WHEREAS, pursuant to Government Code Section 65853 and 65850 and San Carlos Municipal Code Chapter 18.35, when a change in the Zoning Ordinance (Title 18 of the San Carlos Municipal Code) is found necessary, the Planning and Transportation Commission shall hold a public hearing to consider such change and render its decision to the City Council; and WHEREAS, pursuant to San Carlos Municipal Code Chapter 18.35 and California Government Code Section 65090 and 650901, a Public Hearing Notice for the Planning and Transportation Commission hearing of February 5, 2024 was published on January 25, 2024, for the draft San Carlos Municipal Code Zoning Amendments in the newspaper; and WHEREAS, on February 5, 2024, the Planning and Transportation Commission conducted a public hearing on amendments to the San Carlos Municipal Code to hear and consider all comments of all persons interested in or concerned with a proposed amendments of the City of San Carlos Municipal Code in consideration of a recommendation to the City Council regarding adoption of an Ordinance; and
WHEREAS, City Council has received a recommendation from the Planning and Transportation Commission as a result of a Public Hearing held at the Planning and Transportation Commission Meeting February 5, 2024 and has considered the recommendation of the Planning and Transportation Commission for regulations in the San Carlos Municipal Code including Planning and Transportation Commission findings for amendments to the Title 18 and the reasons for the recommendations, the relationship of the proposed ordinance or amendments to the City of San Carlos 2023 Strategic Plan and consistency with the General Plan; and WHEREAS, the City Council finds that the desired outcome of the Ordinance update is to ensure orderly development in the Northeast Area and consistency with the objectives of the Northeast Area Specific Plan, which is currently underway and anticipated for completion in early 2025.

SECTION 3: The City Council makes the following findings:

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will provide additional oversight of the review procedures for development in the Northeast Area to ensure consistency with the goals and objectives of the Northeast Area Specific Plan.
b. The ordinance amendment is consistent with the purpose of this title to promote the growth of the City in an orderly manner and to promote the public health, safety, peace, comfort and general welfare.

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policies and strategies to incorporate housing as part of this new development.” The proposed Northeast Area Overlay District will require a conditional use permit for most project and provide additional oversight of the review procedures for development in the Northeast Area to ensure consistency with the goals and objectives of the Northeast Area Specific Plan.

SECTION 4: Replacement of Code. San Carlos Municipal Code Section 18.07 (Industrial Districts), 18.30 (Use Permits) and adding a new Code Section 18.14A (Northeast Area Overlay District) is hereby replaced with the language in Exhibit A.

SECTION 5: Pending Applications. As to project and development applications which have been accepted, processing and review of such applications may continue, but shall be subject to the regulations and requirements listed in Exhibit A, on the date the ordinance becomes effective.

SECTION 6: California Environmental Quality Act Determination. The City Council hereby finds that this Ordinance is not subject to the provisions of the California Environmental Quality Act (‘CEQA’). No additional environmental review is required pursuant to Public Resources Code Section 21166 and California Environmental Quality Act (CEQA) Guidelines Section 15060(c)(2) Preliminary Review and Section 15061(b)(3) “common sense exemption’. In addition, in accordance with CEQA Guidelines Section 15305 (Minor Alterations in Land Use Limitations), adoption of this overlay zone is categorically exempt.

SECTION 7: Severability. If any section, subsection, sentence, clause, phrase, or portion of this Ordinance is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council of the City of San Carlos hereby declares that it would have adopted this Ordinance and such section, subsection, clause, phrase, or portion may be declared invalid or unconstitutional.

SECTION 8: That the City Council hereby declares that it would have passed this Ordinance sentence by sentence, paragraph by paragraph, and section by section, and does hereby declare that any provisions of this Ordinance are severable and, if for any reason any sentence, paragraph or section of this Ordinance shall be held invalid, such decision shall not affect the validity of the remaining parts of this Ordinance.

SECTION 9: This Ordinance shall be published and posted according to law and shall take effect and be in force from and after 30 days after its passage and adoption.

KKK
|, City Clerk Crystal Mui, hereby certify that the foregoing Ordinance was introduced on __this day of ___, 2024 and adopted at a regular meeting of the City Council of the City of San Carlos held onthe __ day of __, 2024 by the following vote:

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AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

CITY CLERK of the City of San Carlos
APPROVED:

MAYOR of the City of San Carlos
Exhibit A: Proposed Changes to Title 18, Zoning Ordinance.

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Exhibit A to Ordinance
Proposed Changes to San Carlos Municipal Code Section 18.07 Proposed Amendments are in red.

Chapter 18.07
INDUSTRIAL DISTRICTS fevised 8/28
Sections:

18.07.010 Purpose.

18.07.020 Land use regulations. Revised 8/23

18.07.030 Development standards.

18.07.040 Supplemental regulations.

18.07.010 Purpose.

The specific purposes of the industrial districts are to:

A. Designate adequate land for businesses, professional offices, and industrial growth consistent with the General Plan to maintain and strengthen the City’s economic resources.

B. Provide a range of employment opportunities to meet the needs of current and future residents.

C. Provide areas for a wide range of manufacturing, industrial processing, and service commercial uses and protect areas where such uses now exist.

Additional purposes of each industrial district which follow implement the General Plan classification of “Planned Industrial.”
D. 1A Industrial Arts. This district is intended to promote a building form and reserve areas for small-scale industrial, artisan, and manufacturing uses. Accessory or secondary small-scale retail uses that serve local employees and visitors are also permitted.

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F. 1H Heavy Industrial. This district is intended to accommodate the broadest range of industrial uses. It includes industrial buildings and complexes, flex space, warehouses, manufacturing and assembly, and other uses that require large, warehouse-style buildings with flexible floor plans. Small-scale retail and ancillary office uses are also permitted.

G. IP Industrial Professional. This district is intended for large or campus-like office and technology development that includes office, research and development, manufacturing, and other large-scale, professional uses. Permitted uses include incubator research facilities, prototype manufacturing, testing, repairing, packaging, and printing as well as offices and research facilities. Accessory or secondary small- scale retail uses that serve local employees and visitors are also permitted. (Ord. 1480 (Exh. B (part)), 2015:

Ord. 1438 § 4 (Exh. A (part)), 2011)
18,07.020 Land use regulations. Revised 8/23
Table 18.07.020 prescribes the land use regulations for industrial districts. The regulations for each district are established by letter designations as follows:
“P” designates permitted uses.
“M” designates use classifications that are permitted after review and approval of a minor use permit by the Zoning Administrator.
“C” designates use classifications that are permitted after review and approval of a conditional use permit by the Planning Commission.
“(#)” numbers in parentheses refer to specific limitations listed at the end of the table. “.” designates uses that are not permitted.

Use classifications are defined in Chapter 18.40, Use Classifications. In cases where a specific land use or activity is not defined, the Director shall assign the land use or activity to a classification that is substantially similar in character. Use classifications and subclassifications not listed in the table or not found to be substantially similar to the uses below are prohibited. The table also notes additional use regulations that apply to various uses. Section numbers in the right-hand column refer to other sections of this title.

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TABLE 18.07.020: LAND USE REGULATIONS—INDUSTRIAL DISTRICTS

Use Classification IA | Ik IH IP Additional Regulations Public and Semi-Public Uses
Colleges and Trade Schools, Cc Cc C(8) |-
Public or Private
Government Offices - Cc Cc c 11; see SCMC 18.14A
Hospitals and Clinics See subclassification below
Hospitals : : - Cc 11; see Section 18.14A
Public Safety Facilities - M M - 11; see Section 18.14A Commercial Uses
Adult-Oriented Business C(4) |C(4) | C(4) |- See Section 18.23.040, Adult- oriented businesses
11; see Section 18.14A
Animal Care, Sales and Services | See subclassifications below Kennels - M_{- - 11; see Section 18.14A
Veterinary Services - M_i- - 11; see Section 18.14A
Artist’s Studio P P - - 11; see Section 18.14A
Automobile/Vehicle Sales and | See subclassifications below Services
Automobile/Vehicle Sales and _| - C(3) | C(5) | C(5)
Leasing
Automobile/Vehicle Repair, P P P Cc See Section 18.23.050, Major Automobile/vehicle sales and
services
Automobile/Vehicle Service P P P - 14: see Section 18.14A and Repair, Minor
Automobile/Vehicle Washing | - P - -

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TABLE 18.07.020: LAND USE REGULATIONS—INDUSTRIAL DISTRICTS

Use Classification IA | IL IH IP Additional Regulations Large Vehicle and Equipment . P P -
Sales, Service and Rental
Service Station - P(6) |- -
Towing and Impound = M |M - See Section 18.23.160,
Vehicle Storage = M |M - Outdoor storage
11: see Section 18.14A

Business Services Pp jp |p IP | 44 i see Section 18.14A Commercial Entertainment and See subclassifications below

Recreation
Large-Scale - Cc Cc - 11; see Section 18.14A
Small-Scale - Cc Cc - 11; see Section 18.14A
Eating and Drinking
Establishments
See subclassifications below

Full Service - - - M(2) | See Section 18.23.140,
Convenience M(2) | M(2) | M(2) | M(2) Outdoor dining
11; see Section 18.14A
Food Preparation P P - - 11; see Section 18.14A
Funeral Parlors and Interment |P - - - 11; see Section 18.14A Services
Maintenance and Repair P P P - 11; see Section 18.14A
Services
Nurseries and Garden Centers | - M |M - See Section 18.23.270, Commercial cannabis
businesses
11: see Section 18.14A
Offices See subclassifications below

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TABLE 18.07.020: LAND USE REGULATIONS—INDUSTRIAL DISTRICTS

erro.

Use Classification IA | IL IH IP Additional Regulations Business and Professional - Cc Cc M 11; see Section 18.14A Medical and Dental - Cc - 11; see Section 18.14A
Parking, Public or Private - P P - See Chapter 18.20, Parking and Loading
11; see Section 18.14A
Personal Services See subclassification below
Tattoo or Body Modification M_j- - - 11; see Section 18.14A Parlor
Retail Sales See subclassifications below
Building Materials and Services |M_ |M M . 11; see Section 18.14A Cannabis Dispensary - - - -
Convenience Markets M(2) | M(2) | M(2) |M(2) | 11: see Section 18.14A Food and Beverage Sales M(2) | M(2) | M(2) | M(2) | 11; see Section 18.14A General Retail M(4) | M(4) | M(4) | M(4) | 14: see Section 18.14A Retail Establishments Selling Cc Cc Cc Cc See Section 18.23.290, Retail Ammunition or Firearms establishments selling
ammunition or firearms
11; see Section 18.14A
Industrial Uses
Construction and Material P P P - See Section 18.23.160, Yards Outdoor storage
11; see Section 18.14A
Custom Manufacturing P P P - 11; see Section 18.14A
Industry, General P P P - See Section 18.23.270,
Commercial cannabis
businesses

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TABLE 18.07.020: LAND USE REGULATIONS—INDUSTRIAL DISTRICTS a

Use Classification IA | IL | IH | IP Additional Regulations 11: see Section 18.14A
Industry, Limited P P P P 11; see Section 18.14A
Recycling Facility See subclassifications below
Reverse Vending Machine P P - - See Section 18.23.190,
Recycling Collection Facility - Cc Cc - Recycling facilities 11; see Section 18.14A
Recycling Processing Facility - Cc Cc -
Research and Development P P P P See Section 18.23.270, Commercial cannabis
businesses
11; see Section 18.14A
Research and Development P P P P 11; see Section 18.14A Activities Requiring BSL-1 and
BSL-2 Containment
Research and Development - - - -
Activities Requiring BSL-3
Containment
Research and Development - - - -
Activities Requiring BSL-4
Containment
Salvage and Wrecking M(3)|M M - See Section 18.23.160,
Outdoor storage
11; see Section 18.14A
Warehousing and Storage See subclassifications below
Chemical, Mineral, and - C(7) |C(7) |- 11; see Section 18.14A Explosives Storage
Indoor Warehousing and P P P : 11; see Section 18.14A
Storage

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TABLE 18.07.020: LAND USE REGULATIONS—INDUSTRIAL DISTRICTS

Use Classification IA IL IH IP Additional Regulations
Outdoor Storage P(9) p P See Section 18.23.160,
Outdoor storage
11; see Section 18.14A

Wholesaling and Distribution See Section 18.23.270,
Commercial cannabis
businesses
11; see Section 18.14A

Cannabis Microbusiness
See Section 18.23.270,
Commercial cannabis
businesses
11; see Section 18.14A

Transportation, Communication,
Communication Facilities
Antenna and Transmission
and Utilities Uses
See subclassifications below
See Chapter 18.24, Wireless Telecommunications

Towers Facilities
Facilities Within Buildings M M M M 11; see Section 18.14A Freight/Truck Terminals and - Cc P(10) 11; see Section 18.14A Warehouses
Light Fleet-Based Services P P P 11; see Section 18.14A Utilities, Major Cc Cc Cc 11; see Section 18.14A
Utilities, Minor P P P 11; see Section 18.14A
Waste Transfer Facility - P P 11; see Section 18.14A

Other Applicable Types
Accessory Uses and Structures

See Sections 18.23.030, Accessory uses, and 18.15.020,
Accessory buildings and structures
11; see Section 18.14A

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TABLE 18.07.020: LAND USE REGULATIONS—INDUSTRIAL DISTRICTS

Use Classification IA | IL IH IP Additional Regulations Nonconforming Use Chapter 18.19, Nonconforming Uses, Structures, and Lots
Temporary Use Chapter 18.31, Temporary Use Permits
11; see Section 18.14A
Specific Limitations:

1. Permitted only in the area shown on Figure 18.23.040-B: Adult-Oriented Business Area.

3. Shall be conducted entirely within an enclosed building.

4. Permitted only as an ancillary use, not to occupy more than one thousand (1,000) square feet, unless a conditional use permit is approved.

5. Limited to properties between Industrial Road and Highway 101 and adjacent to Shoreway Road.

6. Limited to alternative fueling stations such as for electric or hybrid vehicles, hydrogen-powered vehicles, and similar vehicles using alternative fuels.

7. Prohibited within five hundred (500) feet of a residential district.

8. Except between Industrial and Highway 101 and Shoreway and Highway 101.

9. Permitted as an accessory use only.

10. Conditional use permit required if adjacent to an R district. (Ord. 1597 § 3 (Exh. A), 2023; Ord. 1540 (Exh. C), 2019; Ord. 1525 § 2(1) (Exh. A (part)), 2017; Ord. 1480 (Exh. B (part)), 2015: Ord. 1438 § 4 (Exh. A (part)), 2011)

18.07.030 Development standards.

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KEY
' Property Line
reso ile! --- Setback Line
f Buildable Area
Primary Street
TABLE 18.07.030: DEVELOPMENT STANDARDS—INDUSTRIAL

DISTRICTS

District IA IL IH IP Additional Regulations | #
Lot and Density Standards
Minimum Lot 5,000 40,000 20,000 1
Size (sq. ft.) acre
Corner Lots 6,000 40,000 20,000 1

acre
Maximum Lot 20,000 n/a n/a n/a
Size (sq. ft.)
Minimum Lot 50 50 75 75 1
Width (ft.)
Corner Lots | 60 60 75 75 2
Building Form and Location

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TABLE 18.07.030: DEVELOPMENT STANDARDS—INDUSTRIAL

DISTRICTS
District IA IL IH IP Additional Regulations | #
Maximum 28; 35 75 (A) 50 (A) 100 |See Section 18.15.060, 3 Height (ft.) with use Height and height
permit (B) exceptions
Minimum Setbacks (ft.)
Front 0 5,10 5, 10 20 |See Section 18.15.080, 4
along along Projections into required
arterials _| arterials yards
Interior Side 0 0 (A) 0 (A) 0 5
Street Side 0 5 5 5 6
Rear 0 0(A) 0 (A) 0 7
Maximum Floor | 1.0 0.5 2.0 2.0
Area Ratio (FAR)
See Chapter 18.03, Rules [—
Project Sites of |n/a 1.0 1.0 n/a of Measurement
More Than One
Acre (FAR)
A. Transitional Standards. Where an industrial district adjoins an RS district, the following standards apply:

1. The maximum height is (a) thirty feet within forty feet of an RS district; (b) forty feet within fifty feet of an RS district; and (c) fifty feet within one hundred feet of an RS district.

2. The building setback from an RS district boundary shall be fifteen feet for interior side yards and thirty feet for rear yards.

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FIGURE 18.07.030-A: INDUSTRIAL DISTRICT TRANSITIONAL STANDARDS Industrial District | RS District
4 i 1 Sees tera tee esas ot 50 fe height ;
Foo 190 ip paren er nmrrenmcenernrnrcere
— 50 fe setback -—
bm nnp 40 ft height | p—— 40 fe setback ——s

50 ft max. = : i man | . wh 4 30 ft height |
District with 35.@ mox ve
CUP height in tL | ! | 4 Corks 26 foes { i ? Mowed height in 1A District ee I |
with Use Permit
bd — —_,
Minot |
landscaped | jan | planting area |
"1S feat interior side yard; 30 ft at rear yard
B. Maximum Height, IA District. A maximum height of thirty-five feet may be allowed to accommodate a larger floor to ceiling height subject to the approval of a use permit. The maximum height to the parapet is twenty-eight feet. Upper stories shall be set back a minimum of ten feet from the floor below.

18.07.040 Supplemental regulations.

A. Landscaping. A minimum of ten percent of the site must be landscaping.

C. Sidewalks. Sidewalks shall be provided if none already exist or if the existing sidewalks are in poor condition.

D. Parking Location. Parking shall be located at the side or rear of buildings wherever possible.

1. Customer parking should be located near the office area.

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2. Where parking is located between a building and a street, a landscaped setback at least ten feet wide must be provided between the parking area and adjacent right-of-way.

F. Access Location. Access shall be provided from a side street or alley wherever possible.

G. Truck Docks, Loading, and Service Areas. The outermost point of the truck docks, loading, and service areas are not permitted within thirty feet of the boundary of an RS district.

H. IA District. Development in the IA District is also subject to the following standards:

1. Build-To Line. Buildings shall be constructed at the property line for a minimum of fifty percent of linear street frontage.

FIGURE 18.07.040-H(2): ORIENTATION OF PRIMARY BUILDING ENTRANCES Local street

Primary
entrance
Major street

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4. Building Articulation Along Old County Road. Buildings along Old County Road over fifty feet wide shall be broken down to read as a series of buildings no wider than fifty feet each.

I. Business, Technology, and Office Parks. Business, technology, and office parks containing eighty thousand square feet or more of floor area shall provide the following:

1. Eating and drinking establishments and personal services that will serve employees of the park.

Such uses may occupy up to two thousand five hundred square feet, unless a conditional use permit allowing for more space is approved.

3. Pedestrian walkways that connect all parts of the park, and connect to any existing or planned pedestrian facilities in adjacent neighborhoods.

4. Stormwater detention facilities incorporated into the site landscaping as a visual amenity.

5. Alighting, landscaping, and signage design concept for common areas that is approved by the review authority. (Ord. 1438 § 4 (Exh. A (part)), 2011)

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Exhibit A to Ordinance
Proposed Changes to San Carlos Municipal Code Section 18.30 Proposed Amendments are in red.

Chapter 18.30

USE PERMITS
Sections:

18.30.010 Purpose.

18.30.020 Applicability.

18.30.030 Review authority.

18.30.040 Application requirements.

18.30.050 Public notice and hearing.

18.30.060 Required findings.

18.30.070 Conditions of approval.

18.30.080 Appeals—Expiration, extensions, and modifications.

18.30.090 Failure to comply with conditions.

18.30.100 Revocation of use permits.

18.30.010 Purpose.

The use permit review and approval process is intended to apply to uses that are generally consistent with the purposes of the zoning district where they are proposed but require special consideration to ensure that they can be designed, located, and operated in a manner that will not interfere with the use and enjoyment of surrounding properties. (Ord. 1464 § 3 (Exh. C (part)), 2013: Ord. 1438 § 4 (Exh. A (part), 2011)

18.30.020 Applicability.

Approval of a use permit is required for uses or developments specifically identified in Article Il, Base and Overlay Districts, and/or any other section of this title which requires a use permit. (Ord. 1464 § 3 (Exh. C (part)), 2013: Ord. 1438 § 4 (Exh. A (part)), 2011)

18.30.030 Review authority.

A. Conditional Use Permits. The Planning Commission shall approve, conditionally approve, or deny applications for conditional use permits based on consideration of the requirements of this chapter.

B. Minor Use Permits. The Zoning Administrator shall approve, conditionally approve, or deny applications for minor use permits based on consideration of the requirements of this chapter. The Zoning

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18.30.040 Application requirements.

Applications for use permits shall be filed with the Planning Division on the prescribed application forms.

18.30.050 Public notice and hearing.

A. Conditional Use Permits. All applications for conditional use permits shall require public notice and hearing before the Planning Commission pursuant to Chapter 18.27, Common Procedures.

18.30.060 Required findings.

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F. The site is physically suitable for the type, density, and intensity of use being proposed, including access, utilities, and the absence of physical constraints.

G_ Proposed projects located within the Landmark Commercial (LC) zoning district are subject to one of the following additional findings, as applicable:

18.30.070 Conditions of approval.

In approving a use permit, the decision-maker may impose reasonable conditions or restrictions deemed necessary to:

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D. Mitigate any potentially significant impacts identified as a result of environmental review conducted in compliance with the California Environmental Quality Act.

18.30.080 Appeals—Expiration, extensions, and modifications.

18.30.090 Failure to comply with conditions.

Ord. 1438 § 4 (Exh. A (part)), 2011)

18.30.100 Revocation of use permits.

A use permit may be revoked as provided by Section 18.27.140, Revocation of permits. (Ord. 1464 § 3 (Exh. C (part)), 2013: Ord. 1438 § 4 (Exh. A (part)), 2011)

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Exhibit A to Ordinance
Proposed New Section to San Carlos Municipal Code
Chapter 18.14 A

NORTHEAST AREA OVERLAY DISTRICT
Sections:

18.14A.010 Purpose.

18.14A.020 Applicability.

18.14A.030 Conditional Use Permit Requirements.

18.14A.040 Findings.

18.14A.010 Purpose.

18.14A.020 Applicability.

The Northeast Area Overlay District applies to all areas as delineated in the map below.

Figure 1. Northeast Area Overlay District Boundary Map

18.14A.030 Conditional Use Permit Requirements.

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1. A lot line adjustment and the subdivision of land within the Northeast Area in accordance with the City's Subdivision Regulations and the Subdivision Map Act.

B. Conditional use permits under this section do not apply to:

1. An application for a planning permit that has been approved as complete or deemed complete prior to April 25, 2022 (which is the date the Northeast Area Development Moratorium went into effect).

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18.14A.040 Findings.

Approval of all projects and activities subject to the Northeast Area Overlay District shall require consistency with the findings set forth in Section 18.30.060.

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CITY COUNCIL

STAFF REPORT
MEETING DATE: March 11, 2024
ITEM TITLE: Adopt Ordinance 1612 Approving the San Carlos Municipal Code Clean-up Amendments to Various Sections of the Municipal Code and to Conform Chapter 3.14 – Public Projects, with Updated Informal Bidding Threshold Amounts under State Law.

RECOMMENDATION:

Staff recommends that the City Council adopt Ordinance 1612, an omnibus ordinance approving amendments to the following sections and chapters of the San Carlos Municipal Code:
-Section 1.04.100 – Definitions (of General Provisions Chapter) -Section 2.12.010 – Office Created (for Finance Director) -Section 2.24.155 – Residential Design Review Committee -Chapter 3.14 – Public Projects
-Section 5.44.080 – “Do Not Knock” Registry
-Section 8.08.070 – Abatement – Notice of Intention
-Throughout the Municipal Code, update the ‘Planning and Transportation Commission’ name.

FISCAL IMPLICATIONS:

None.

BACKGROUND:

The San Carlos Municipal Code is the collection of City ordinances that the City Councils have adopted over the years. It is a living document and is continually amended to incorporate new laws and changes in the community.

Staff proposes an omnibus ordinance to make several minor changes to the San Carlos Municipal Code. The proposed amendments are intended to clarify existing language that is ambiguous, contains errors and/or omissions, or is inconsistent with other provisions of the Municipal Code, and generates confusion for staff and members of the public.

At its February 26, 2024 meeting, the City Council considered the proposed amendments and introduced Ordinance 1612.

ANALYSIS:

An omnibus ordinance is a consolidation of changes on several minor matters. These items are combined into one ordinance for the sake of convenience and efficiency. Rather than adopting

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several ordinances to cover each individual section change to the Code, an omnibus allows for the adoption of a single ordinance to make several changes to different sections and chapters.

An omnibus is advantageous when considering matters that do not ordinarily require lengthy deliberations or are non-substantive.

The outlined changes below reflect a list compiled by City departments and are due to changes in law or the need to correct unclear or incorrect language.

Section 1.04.100 – Definitions; and 8.08.070 – Abatement – Notice of Intention Update City Hall’s address from 666 Elm Street to 600 Elm Street.

Section 2.12.010 – Office Created (Chapter 2.12 – Finance Director) Clarify that the Administrative Services Director or his/her designee serves as the City’s Finance Director.

Chapter 3.14 – Public Projects
Update this chapter to conform with the threshold increases under state law enacted in 2019 (Public Contracts Code Sections 22030-22045) to specify that the range for public informal bid projects is from two hundred thousand dollars to more than sixty thousand dollars, along with other clarifying provisions.

Section 5.44.080 – “Do Not Knock” Registry
Clarify that the registry forms are available online as well as at City Hall.

Section 2.24.155 – Residential Design Review Committee
The Residential Design Review Committee has been dissolved. As such, Section 2.24.155 needs to be repealed and any references to it throughout Chapter 2.24 – Commissions must be removed.

Throughout the Municipal Code, update Planning Commission to Planning and Transportation Commission.

In 2022, the City Council transferred the duties from the former Transportation and Circulation Commission to the Planning Commission and updated its name to ‘Planning and Transportation Commission’. There are several areas throughout the Municipal Code that still reference the former name and need to be updated.

These proposed changes are shown with track changes in Exhibit A to the Ordinance.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt Ordinance 1612 approving the San Carlos Municipal Code clean-up amendments to various sections of the Municipal Code; or

2. Do not adopt Ordinance 1612; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Crystal Mui, City Clerk

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Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

1. Ordinance 1612
Exhibit A to Ordinance – Proposed Amendments (Redlined)

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2 2
2 4
ORDINANCE NO. 1612

AN OMNIBUS ORDINANCE OF THE CITY OF SAN CARLOS

APPROVING THE SAN CARLOS MUNICIPAL CODE CLEAN-UP AMENDMENTS TO

VARIOUS SECTIONS OF THE MUNICIPAL CODE AND TO CONFORM CHAPTER

3.14 - PUBLIC PROJECTS, WITH UPDATED INFORMAL BIDDING THRESHOLD AMOUNTS UNDER STATE LAW.

SECTION 1. Findings. The City Council of the City of San Carlos does hereby find and declare as follows:

WHEREAS, the San Carlos Municipal Code is the collection of City ordinances that the City Councils have adopted over the years. It is a living document and is continually amended to incorporate new laws and changes in the community; and
WHEREAS, an omnibus ordinance is needed to make several minor changes to the San Carlos Municipal Code; and
WHEREAS, the proposed amendments are intended to clarify existing language that are ambiguous, contain errors and/or omissions, are inconsistent with other provisions of the Municipal Code, and generate confusion for staff and members of the public.

NOW, THEREFORE BE IT RESOLVED that the City Council of the City of San Carlos hereby approves the Municipal Code clean-up amendments as shown in Exhibit A.

SECTION 2: CEQA. This Ordinance is exempt from additional environmental review pursuant to California Environmental Quality Act (“CEQA”) Guidelines Section 15061(b)(3); under the general rule that CEQA applies only to projects, which have the potential for causing a significant effect on the environment. Where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA.

SECTION 3: Severability. The City Council hereby declares that it would have passed this Ordinance sentence by sentence, paragraph by paragraph, and section by section, and does hereby declare that any provisions of this Ordinance are severable and if for any reason any sentence, paragraph or section of this Ordinance shall be held invalid, such decision shall not affect the validity of the remaining parts of this Ordinance.

SECTION 4: Publication and Effective Date. This Ordinance shall be published and posted according to law and shall take effect and be in force from and after 30 days after its passage and adoption.
* * * *
I, City Clerk Crystal Mui, hereby certify that the foregoing Ordinance was introduced on the 26th day of February, 2024 and passed and adopted as an Ordinance of the City Council of the City of San Carlos at a regular meeting thereof held on the 11 th day of March, 2024 by the following vote:

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2 2
2 4
________________________________
CITY CLERK of the City of San Carlos
APPROVED:
____________________________
MAYOR of the City of San Carlos
Exhibit A: Proposed Amendments (Redlined)
AYES, COUNCILMEMBERS:

NOES, COUNCILMEMBERS:

ABSENT, COUNCILMEMBERS:

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Exhibit A to Ordinance - Proposed Changes to San Carlos Municipal Code Proposed additions are shown in blue underline and deletions are shown in red strikethrough.

Chapter 1.04

GENERAL PROVISIONS

1.04.100 Definitions.

For the purposes of this Code, unless the context clearly indicates otherwise, certain words and phrases used throughout this Code are defined as follows:

1. "City" means the City of San Carlos, California.

2. "City Council" means the City Council of the City of San Carlos, California.

3. "City Hall" means the public building 666 600 Elm Street, San Carlos, California.

Chapter 8.08

ABANDONED VEHICLES

8.08.070 Abatement—Notice of intention.

A. A ten-day notice of intention to abate and remove the vehicle, or parts thereof, as a public nuisance shall be mailed by certified mail to the owner of the land and to the owner of the vehicle, unless the vehicle is in such condition that identification numbers are not available to determine ownership. The notices of intention shall be in substantially the following forms:

NOTICE OF INTENTION TO ABATE AND REMOVE AN ABANDONED, WRECKED,

DISMANTLED, OR INOPERATIVE VEHICLE OR PARTS THEREOF AS A PUBLIC

NUISANCE AND ASSESS ADMINISTRATIVE EXPENSES AND COSTS OF REMOVAL (Name and Address
of Owner of the Land)
As owner shown on the last equalized assessment roll of the land located at (address), you are hereby notified that the undersigned pursuant to Section 8.08.010 of the ordinance code has determined that there exists upon said land an (or parts of an) abandoned, wrecked, dismantled or inoperative vehicle registered to license number which constitutes a public nuisance pursuant to the provisions of Chapter 8.08 of the ordinance code.

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You are hereby notified to abate said nuisance by the removal of said vehicle (or said parts of a vehicle) within 10 days from the date of mailing of this notice, and upon your failure to do so the same will be abated and removed by the City and the costs thereof, together with Administrative expenses, assessed to you as owner of the land on which said vehicle (or said parts of a vehicle) is located.

As owner of the land on which said vehicle (or said parts of a vehicle) is located, you are hereby notified that you may, within 10 days after the mailing of this notice of intention, request a public hearing and if such request is not received by the Police Chief of the City of San Carlos at City Hall, 666 600 Elm Street, San Carlos California 94070 within such 10-day period, the Chief of Police shall have the authority to abate and remove said vehicle (or said parts of a vehicle) as a public nuisance and assess the costs as aforesaid without a public hearing. You may submit a sworn written statement within such 10-day period denying responsibility for the presence of said vehicle (or said parts of a vehicle) on said land, with your reasons for denial, and such statement shall be construed as a request for hearing at which your presence is not required. You may appear in person at any hearing requested by you or the owner of the vehicle, or, in lieu thereof, may present a sworn written statement as aforesaid in time for consideration at such hearing.

Chapter 2.12

FINANCE DIRECTOR

2.12.010 Office Created.

The Office of Director of Finance is created and established. The Director of Finance shall be the chief accounting officer of the City and shall consolidate all accounting matters of the City in this office, as an entirely separate and distinct entity from all other departments. The Administrative Services Director or his/her designee shall serve as the Finance Director.

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Chapter 2.24

COMMISSIONS
Sections:

2.24.010 Creation of commissions.

2.24.020 Membership.

2.24.030 Appointment—Removal—Vacancies.

2.24.040 Terms of office.

2.24.050 Terms of present members.

2.24.060 Length of service.

2.24.080 Meetings—Frequency.

2.24.090 Meetings—Quorum.

2.24.100 Appointment of officers.

2.24.110 Secretary—Duties.

2.24.120 Expenses—Clerical support.

2.24.130 Rules of procedure.

2.24.140 Planning and Transportation Commission—Powers and duties.

2.24.150 Planning and Transportation Commission—Delegation of authority.

2.24.155 Residential Design Review Committee—Powers and duties.

2.24.160 Parks, Recreation and Culture Commission—Powers and duties.

2.24.260 Economic Development Advisory Commission.

2.24.010 Creation of Commissions.

There are established the following commissions and boards in the City and outside agencies that the City has appointees on:

A. Planning and Transportation Commission;
B. Parks, Recreation and Culture Commission;
C. Youth Advisory Council;
D. Residential Design Review Committee; Economic Development Advisory Commission; FE. Museum of San Carlos History Board of Directors; GF. San Mateo County Mosquito and Vector Control District Board of Trustees.

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2.24.140 Planning and Transportation Commission—Powers and duties.

The Planning and Transportation Commission shall have the following powers and duties:

A. Prepare and recommend a comprehensive General Plan for the future development of the City, and, from time to time, review the provisions of such plan and make a report of its findings and recommendations to the City Council.

B. Initiate, from time to time, a review of the zoning ordinances codified in Title 18 and make a report of its findings and recommendations to the City Council.

C. Receive and act upon applications authorized and specified in Title 18.

D. Hear and decide appeals where it is alleged there is an error in any order, requirement, decision or determination made by any City official in the interpretation and enforcement of Title 18.

E. Appoint one (1) member to serve on the Residential Design Review Committee. Receive and evaluate complaints and other matters having to do with traffic and circulation, including pedestrian and bicycling matters.

GF. Recommend to the City Council and staff ways and means for improving traffic and circulation conditions, including bicycle and pedestrian conditions, and encourage use of alternative modes of transportation in the City.

HG. Review and comment on preliminary plans for all capital improvement programs related to any and all modes of transportation.

IH. Perform such other duties as are now or may hereafter be designated by State statutes or this Code.

JI. At the initial meeting of the Planning and Transportation Commission, and yearly thereafter, the members shall elect the Chairperson and Vice Chairperson. The Vice Chairperson shall perform the duties of the Chairperson when the Chairperson is absent. In the event of a vacancy in the Chairperson’s position, the Vice Chairperson shall succeed as Chairperson for the balance of the Chairperson’s term and the Commission shall elect a successor to fill the vacancy of the Vice Chairperson. The Commission shall also annually appoint one (1) member of the Planning and Transportation Commission as a member of the Residential Design Review Committee, who shall serve as Chair of the Committee.

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KJ. The Planning and Transportation Commission is subject to the California Brown Act (Government Code Section 56900 et seq.), and all meetings shall be open to the public, except as provided by law. All meetings of a quorum of the Commission must be held pursuant to the noticing provisions of the Brown Act, and are open to the public. A majority of the members shall constitute a quorum. Meeting minutes shall be taken of each official meeting of the Commission.

2.24.155 Residential Design Review Committee—Powers and duties.

The Residential Design Review Committee (RDRC) shall have the following powers and duties:

A. The Residential Design Review Committee is established to conduct design review of proposed residential development pursuant to Title 18 and any adopted residential design review guidelines.

B. Nothing in this chapter shall be construed as restricting or curtailing any of the powers of the City Council, or as delegation to the Committee of any of the authority or discretionary powers vested and imposed by law in the City Council. The City Council declares that the public interest, convenience, welfare and necessity require the appointment of a Residential Design Review Committee to act in an advisory capacity to the Planning and Transportation Commission for the purposes enumerated in this section.

C. The composition of the Residential Design Review Committee shall be established by City Council resolution.

D. The Residential Design Review Committee is subject to the California Brown Act (Government Code Section 56900 et seq.), and all meetings shall be open to the public, except as provided by law. All meetings of a quorum of the Committee must be held pursuant to the noticing provisions of the Brown Act, and are open to the public. A majority of the members shall constitute a quorum. Meeting minutes shall be taken of each official meeting of the Committee.

Chapter 3.14

PUBLIC PROJECTS
Sections:

3.14.010 Definitions.

3.14.020 Formal bid—Public projects more than one two hundred seventy-five thousand dollars ($200,000).

3.14.030 Informal bid—Public projects of one two hundred seventy-five thousand dollars ($200,000)or less to more than sixty thousand dollars ($60,000).

3.14.040 Public projects—sixty Forty-five thousand dollars ($60,000) or less.

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3.14.020 Formal bid—Public projects more than one two hundred seventy-five thousand dollars ($200,000).

Public projects with an estimated value exceeding one two hundred seventy-five thousand dollars shall be by written contract with the lowest responsible bidder, except as otherwise provided herein.

3.14.030 Informal bid—Public projects of one two hundred seventy-five thousand dollars ($200,000) or less to more than sixty thousand dollars ($60,000).

Public projects with a value in the amount of one two hundred seventy-five thousand dollars ($200,000) or less to more than sixty thousand dollars $60,000) shall be governed by the informal bid procedures as follows:

A. A list of qualified contractors, identified according to categories of work, shall be developed and maintained by the Director of Public Works in accordance with the provisions of Section 22034 of the Public Contract Code and criteria promulgated from time to time by the California Uniform Construction Cost Accounting Commission.

B. Where a public project is to be performed, a notice inviting informal bids shall be mailed to all contractors for the category of work to be bid, as shown on the list developed in accordance with subsection A of this section, and to all construction trade journals as specified by the California Uniform Construction Cost Accounting Commission in accordance with Section 22036 of the Public Contract Code; provided, however:

1. If there is no list of qualified contractors maintained by the City for the particular category of work to be performed, the notice inviting bids shall be sent only to the construction trade journals specified by the California Uniform Construction Cost Accounting Commission.

2. If the product or service is proprietary in nature such that it can be obtained only from a certain contractor or contractors, the notice inviting informal bids may be sent exclusively to such contractor or contractors.

3. Notices shall be mailed at least ten calendar days before bids are due.

4. The notice shall describe the project in general terms; how to obtain more information; and state the time and place for submission of bids.

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5. The City Manager, Administrative Services Director and Director of Public Works or their designees shall have the authority to award informal bids.

C. If all bids received are in excess of one two hundred seventy-five thousand dollars ($200,000), the City Council may by four-fifths vote pass a resolution awarding the informal contract to the lowest responsible bidder, provided:

1. The Council determines that the original cost estimate by the City was reasonable.

2. The contract is for one two hundred eighty-seven twelve thousand five hundred dollars ($212,500) or less.

3.14.040 Public projects—Forty-five sixty thousand dollars ($60,000) or less.

Public projects of forty-five sixty thousand dollars ($60,000) or less may be performed by the employees of the City by force account, by negotiated contract, or by purchase order without formal or informal bid procedures.

Chapter 5.44

SOLICITATION

5.44.080 “Do Not Knock” registry.

A. The City Clerk, or his or her designee, shall prepare a list of addresses of those premises where the owner and/or occupant has notified the City that soliciting is not permitted on the premises (hereinafter referred to as the “Do Not Knock” registry).

B. Notification shall be by completion of a form available on the City’s website and at City Hall during normal business hours and shall be valid for two years.

Throughout the Municipal Code, update ‘Planning Commission ’ to ‘Planning and Transportation Commission’.

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CITY COUNCIL

STAFF REPORT
MEETING DATE: March 11, 2024
ITEM TITLE: Consideration of Below Actions for Nine Single Family Homes at 308- 310 Phelps Road (APNs 049-292-050; 049-292-040; 049-292-060):

Adopt Resolutions Adopting an Initial Study/Mitigated Negative Declaration and Approving a General Plan Amendment to Single Family, 6DUs/acre; and Introduce an Ordinance Rezoning the Project Site to the RS-6, Single-Family Zone within a Hillside Overlay District.

RECOMMENDATION:

The Planning and Transportation Commission recommends that the City Council approve the below actions for the nine single-family homes at 308-310 Phelps Road:
- Adopt a Resolution adopting a Mitigated Negative Declaration and Associated Mitigation Monitoring and Reporting Program;
- Adopt a Resolution approving a General Plan Amendment to a General Plan Land Use Designation of Single Family, 6 DUS/ACRE; and
- Introduce an Ordinance rezoning the Project Site to the RS-6 Single-Family Zone within a Hillside Overlay District.

FISCAL IMPLICATIONS:

There are no direct fiscal implications associated with the proposed actions.

SUMMARY:

The purpose of this action is to adopt the Initial Study/Mitigated Negative Declaration (IS/MND), approve a General Plan Amendment redesignating the project site from Single Family, 3DUs/acre to Single Family, 6DUs/acre, and rezoning the site from RS-3 Single-Family, Low Density to RS- 6 Single-Family within the Hillside Overlay District (See Figures 1 and 2). On February 5, 2024, the Planning and Transportation Commission approved the Design Review, Conditional Use Permit, Below Market Rate Housing Plan, Protected Tree Removal Permit, Natural State Reduction, Tentative Subdivision Map, and Dirt Haul and Grading Certificate for nine single family homes on 3.12 acres located at 308-310 Phelps Road. These approvals will not be effective until the City Council approves and adopts the requested entitlements.

Project Description: The proposed project would construct nine single family homes. Lot 1 is 48,527 square feet and Lot 2 is 40,449 square feet, while Lots 3 through 9 range between 5,983 and 5,999 square feet in area. Out of the nine lots proposed for subdivision, seven lots are less than 6,000 square feet in size. As such, the project is considered a Small Lot Subdivision Development project. Six accessory dwelling units (ADUs) on Lots 3, 4, 5, 6, and 9 are proposed This staff report was updated on March 8, 2024, after the initial packet publication on March 7, 2024. Edits are shown in red.

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and two junior accessory dwelling units (JADUs) are proposed on Lot 1 and 2. The number of accessory units has been reduced from eight since the Planning and Transportation Commission hearing. The applicant believes removing the accessory units from Lot 1 and Lot 2 would increase the marketability of these lots. The City Attorney has confirmed this change has no impact on the Planning and Transportation Commission’s action.

Vehicular access to the site would be provided by a new private driveway off Phelps Road to serve two homes, and an extension of Spring Valley Way through the project site to serve seven homes. The project proposal includes the improvement of Sheldon Avenue through Arguello Park (an existing unimproved lane), as a paved emergency vehicle access road to improve emergency access. Tree removal consists of removal of a total of 23 protected trees due to grading requirements, poor health, and fire code requirements. Replacement plantings consist of 29 native trees. A total of 68 new trees will be planted. Grading will result in the removal of 10,740 cubic yards of soil from the site.

The proposed building design utilizes modern architectural design that includes exterior building materials such as fiber cement siding, board formed concrete siding, smooth black stucco, and light gray stucco. The proposed project would feature extensive landscaping, including native grassland and drought tolerant and low water use plantings throughout the site.

Figure 1: Existing and Proposed General Plan Land Use Map

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Figure 2: Existing and Proposed Zoning
Existing Proposed
BACKGROUND:

The application was originally submitted in January 2021 as a pre-application review with the formal application submitted on November 18, 2021. The application was deemed complete on July 20, 2022, which locked in the standards in effect at that time. The IS/MND was circulated for public review from April 20, 2023-May 22, 2023, and a Response to Comments was provided on July 13, 2023.

Planning and Transportation Commission Recommendation
At the February 5, 2024, public meeting, the Planning and Transportation Commission voted unanimously (3-0) to adopt Resolutions #PTC2024-02 and #PTC2024-03 (enclosed with this staff report as Attachments 4 and 5) recommending that the City Council adopt the Initial Study/Mitigation Mitigated Negative Declaration (IS/MND), General Plan Amendment, and approve rezoning. The Commissioners did not have questions or comments on the IS/MND, General Plan Amendment, or proposed rezoning. Five members of the public spoke with questions on traffic management, retaining walls, sewer, and trash pickup, but did not comment on the IS/MND, General Plan Amendment, or rezoning. See Attachment 6 for the Planning and Transportation Commission meeting minutes.

The staff report and attachments from the Planning and Transportation Commission meeting are available on the City’s website at the following link: www.cityofsancarlos.org/agenda, and are also available on the project website at www.cityofsancarlos.org/308PhelpsRoad.

ANALYSIS:

Initial Study/Mitigated Negative Declaration. An Initial Study/Mitigated Negative Declaration (IS/MND) has been prepared for the project and was made available for public review from April 20, 2023 to May 22, 2023. This IS/MND has been prepared pursuant to the requirements of CEQA (California Public Resources Code, Division 13, Section 21000, et seq.) and the CEQA Guidelines (Title 14 of the California Code of Regulations, Division 6, Chapter 3, Section 15000, et seq.) to RS-6

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determine if approval of the identified discretionary actions and related subsequent development could have a significant impact on the environment.

Based on the environmental evaluation presented in the Initial Study/Mitigated Negative Declaration (Attachment 1a), the project would not cause significant adverse effects related to:
aesthetics, agricultural and forestry resources, energy, geology and soils, greenhouse gas emissions, hazards and hazardous emissions, hydrology and water quality, land use and planning, mineral resources, noise, population and housing, public services, recreation, transportation, utilities/service systems, and wildfire.

The environmental evaluation has determined that the project would have potentially significant impacts on air quality biological resources, cultural resources, geology/paleontological resources, and tribal cultural resources. Mitigation measures have been recommended and are included in the project to reduce potentially significant impacts to less than significant levels.

A response to comments (RTC) was prepared on July 13, 2023, and distributed to commenters (Attachment 1c). A total of six comments were received. The comments focused on wildlife, density of the project, access from Spring Valley Way, amount of grading, and emergency access.

General Plan Amendment. The request to designate the property to Single Family (up to 6 du/ac) is consistent with surrounding properties. Residential properties to the east and south are designated as Single Family (up to 6 du/ac). Arguello Park is located to the north and is designated Open Space, and Arundel Elementary School is located to the west and is designated Open Space/Schools.

Overall, the project is consistent with the General Plan in that it has pedestrian-friendly elements, including enhanced pedestrian access to open space in Arguello Park with the connection to the emergency vehicle access. The project is sensitive to the neighborhood and is designed to respect the natural topography. The project achieves the overall objectives while maintaining the allowable number of units under the proposed zoning district.

Zoning Ordinance Amendment. Approximately two-thirds of the site is bordered by the RS-6 zone, and the remainder is bordered by a park and a school. The request to rezone to the RS-6 zone is consistent with the prevailing neighborhood pattern. The property would remain in the Hillside Overlay Zone.

The proposed density is 2.9 du/ac. The reason for the General Plan Amendment and Rezoning to allow up to six dwelling units per acre is that the RS-6 zone is necessary to allow Small Lot Developments pursuant to SCMC Section 18.04.040 J., while the existing RS-3 designation does not permit Small Lot Subdivision Developments. The six Accessory Dwelling Units and Junior Accessory Dwelling Units do not count in the density calculation; however, they do count towards the RHNA numbers.

Public Notice and Comments
The notice of the availability of the IS/MND was mailed on April 20, 2023, to property owners and occupants within 300 feet of the project site, as well as to various state and local agencies, and other interested parties. The public notice was published in the newspaper on April 22, 2023.

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The Public Hearing Notice for February 5, 2024, Planning and Transportation Commission were mailed to property owners within 300 feet of the site on January 19, 2024.

Notice of this hearing was published in the Daily Journal on February 29, 2024 (See Attachment 7 - Public Hearing Notice Affidavit). A public notice was also mailed out to 300’ radius of the subject APNs on February 29, 2024. At the time of the writing of the staff report, there were no public comments received.

Environmental Determination
An Initial Study/Mitigated Negative Declaration (IS/MND) has been prepared for the project and was made available for public review from April 20, 2023, to May 22, 2023. See discussion above.

ALTERNATIVES:

The alternatives available to the City Council include:

1. Adopt Resolutions adopting an Initial Study/Mitigated Negative Declaration and approving a General Plan Amendment to Single Family, 6DUs/acre, and introduction of an Ordinance for a Zoning Ordinance Amendment rezoning the project site to the RS-6, Single-Family zone within a Hillside Overlay district at 308-310 Phelps Road for construction of nine single family homes; or

2. Do not adopt the proposed Resolutions nor introduce the proposed Ordinance; or

3. Provide staff with alternative direction.

Respectfully submitted by:

Al Savay, Community Development Director
Approved for submission by:
_______________________
Jeff Maltbie, City Manager
ATTACHMENT(S):

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1. Resolution adopting the Mitigated Negative Declaration and Mitigation Monitoring and Reporting Plan.

Exhibit A: IS/MND.

Exhibit B: MMRP
Exhibit C: Response to Comments

2. Resolution adopting the General Plan Amendment with Exhibit A and Exhibit B

3. Proposed Ordinance for a Zoning Ordinance Amendment with Exhibit A

4. Planning and Transportation Commission Resolution PTC 2024-02 (IS/MND)

5. Planning and Transportation Commission Resolution PTC2024-03 (General Plan Amendment)

6. Draft Minutes from the 2.5.24 Planning and Transportation Commission Meeting

7. Public Hearing Notice Affidavit

8. Public Hearing Notice Radius Map
Project Plans are available online at www.cityofsancarlos.org/308PhelpsRoad and at the Planning Division Counter at City Hall – 600 Elm Street, San Carlos.

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6 RESOLUTION NO. 2024-__

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

ADOPTING A MITIGATED NEGATIVE DECLARATION AND ASSOCIATED MITIGATION MONITORING AND REPORTING PROGRAM FOR THE 308-310 PHELPS ROAD PROJECT.

WHEREAS, Phelps San Carlos LLC proposes to develop nine single family homes, including one Below Market Rate Unit, on 3.12 acres at 308-310-310 Phelps Road (APNs: 049- 292-050; 049-292-040; 049-292-060); and
WHEREAS, the City of San Carlos ("City") determined that the Project requires review pursuant the California Environmental Quality Act ("CEQA"); and WHEREAS, pursuant to CEQA Section 15070, the City as the lead agency under CEQA, hired MIG, Inc, ("Consultant") to prepare an Initial Study to determine if the Project may have a significant effect on the environment and concluded that there is no substantial evidence that the Project may cause a significant effect on the environment, and prepared an Initial Study/Mitigated Negative Declaration ("IS/MND"); and
WHEREAS, the City prepared IS/MND that included an assessment of potential environmental effects and a description of mitigation measures to reduce potentially significant environmental effects to a less than significant level; and WHEREAS, the City issued a Notice of Intent regarding the IS/MND seeking public comment and agency review and comment for the period of April 20, 2023, through May 22, 2023, on the prepared IS/MND pursuant to CEQA Guidelines Section 15072 and 15073; and WHEREAS, the City mailed a notice for the project on April 20, 2023 to property owners and occupants within a 300-foot radius of the project site, published the Notice of Intent on April 20, 2023 and made reference to the fact that an IS/MND was available for public review per Section 15073 of the CEQA Guidelines; and
WHEREAS, the City received six comments on the IS/MND and prepared a Response to Comments (“RTC”) on July 13, 2023. The RTC concluded that the comments did not change the conclusions of the IS/MND (Exhibit C); and
WHEREAS, the Planning and Transportation Commission conducted a public hearing on February 5, 2024 and reviewed all evidence presented both orally and in writing and considered in light of public comments and testimony the information in the IS/MND, for adequacy, completeness and compliance with CEQA and State CEQA Guidelines, and recommended that the City Council adopt the IS/MND (Resolution PTC 2024-02); and WHEREAS, the City Council conducted a public hearing on March 11, 2024 and reviewed all evidence presented both orally and in writing and considered in light of public comments and testimony the information in the IS/MND, for adequacy, completeness and compliance with CEQA and State CEQA Guidelines; and

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6 WHEREAS, CEQA requires that the lead agency approving a project adopt an Initial Study/Mitigation Monitoring and Reporting Program for changes to the project to ensure compliance during project implementation.

NOW THEREFORE BE IT RESOLVED, the City Council makes the following findings and certifies the IS/MND:

1. The City Council has independently reviewed and analyzed the 308-310 Phelps Road Project IS/MND and other information in the record and the mitigation measures incorporated into the Project would avoid or substantially lessen all of the significant environmental effects as identified in the IS/MND to a less than significant level; and

2. The Mitigation Monitoring and Reporting Program accurately reflects the mitigation measures contained in the IS/MND.

IT IS FURTHER RESOLVED that the City Council:

1. Adopts the Initial Study/Mitigated Negative Declaration (Exhibit A); and

2. Adopts, and imposes as conditions of the Project approval the mitigation measures set forth in, the Mitigation Monitoring and Reporting Program (Exhibit B) ******
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 scheduled meeting thereof held on the 11th day of March 2024, 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
Exhibits:

A. Public Draft Initial Study/Mitigated Negative Declaration B. Mitigation Monitoring and Reporting Program
C. Response to Comments

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EXHIBIT A - 308-310 PHELPS ROAD PROJECT

MITIGATED NEGATIVE DECLARATION
Technical Attachments are available on the City’s website (https://cms3.revize.com/revize/sancarlos/Document%20Center/Community/Current%2 0Projects/Development%20Projects/308%20310%20Phelps%20Road/308%20Phelps% 20Road%20Public%20Draft%20IS%20MND.pdf)
and at the Planning Division Counter - 600 Elm Street, San Carlos.

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Mitigation Monitoring and Reporting Program 1
308-310 Phelps Road Subdivision Project July 2023 City of San Carlos MITIGATION MONITORING AND REPORTING PROGRAM This Mitigation, Monitoring and Reporting Program (MMRP) has been prepared pursuant to the CEQA Guidelines, which state: “When adopting a mitigated negative declaration, the lead agency shall also adopt a program for reporting on or monitoring the changes which it has either required in the project or made a condition of approval to mitigate or avoid significant environmental effects” (§15074(d)) and; “The Lead Agency may choose whether its program will monitor mitigation, report on mitigation, or both. “Reporting” generally consists of a written compliance review that is presented to the decision-making body or authorized staff person. A report may be required at various stages during project implementation or upon completion of the mitigation measure. “Monitoring” is generally an ongoing or periodic process of project oversight. There is often no clear distinction between monitoring and reporting and the program best suited to ensuring compliance in any given instance will usually involve elements of both.” (§15097 (c)) The table beginning on the next page list the impacts, mitigation measures, and timing of the mitigation measure (when the measure will be implemented) related to the 308-310 Phelps Road Subdivision Project. All of the mitigation measures listed here will be implemented by the City, the Applicant, or by their appointees. According to CEQA Guidelines section 15126.4 (a) (2), “Mitigation measures must be fully enforceable through permit conditions, agreements, or other legally-binding instruments. In the case of the adoption of a plan, policy, regulation, or other public project, mitigation measures can be incorporated into the plan, policy, regulation, or project design.” Therefore, all mitigation measures as listed in this MMRP will be adopted by the City of San Carlos City Council when the project is approved.

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Mitigation Monitoring and Reporting Program 2
642 Quarry Road Life Science Project July 2023 City of San Carlos This page intentionally left blank.

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Mitigation Monitoring and Reporting Program 3
308-310 Phelps Road Subdivision Project July 2023 City of San Carlos Impact Mitigation Measure Implementation Responsibility/Timing Monitoring Responsibility Verified Implementation AIR QUALITY Impact AIR-1: Construction equipment would generate diesel particulate matter (DPM) emissions that could result in adverse health risks that are above applicable BAAQMD thresholds. Significance of Impact Before Mitigation: Potentially Significant Significance of Impact After Mitigation: Less than Significant Mitigation Measure AIR-1: To reduce potential, short-term adverse health risks associated with PM2.5 emissions, including emissions of DPM generated during project construction activities, the City shall require the project Applicant and/or its designated contractors, contractor’s representatives, or other appropriate personnel to comply with the following construction equipment restrictions: • All mobile construction equipment greater than 50 horsepower in size shall meet with United State Environmental Protection Agency (U.S. EPA) and California Air Resources Board (CARB) Tier IV Exhaust Emission Standards. This may be achieved via the use of equipment with engines that have been certified to meet U.S. EPA and CARB Tier IV emissions standards, or through the use of equipment that has been retrofitted with a CARB-verified diesel emission control strategy (e.g., particulate filter) capable of Implementation: The Applicant or its Contractor shall include this requirement on all appropriate bid, contract, and engineering and site plan (e.g., building, grading, and improvement plans) documents. Timing: During construction activities.

Monitoring: The City shall review all appropriate bid, contract, and engineering and site plan documents for inclusion of this requirement and verify the construction equipment utilized during construction meet the Tier IV emission standards.

Initials: ______ Date: ________

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4 Mitigation Monitoring and Reporting Program
308-310 Phelps Road Subdivision Project July 2023 City of San Carlos Impact Mitigation Measure Implementation Responsibility/Timing Monitoring Responsibility Verified Implementation reducing exhaust PM2.5 emissions to levels that meet U.S. EPA and CARB Tier IV emissions standards. BIOLOGICAL RESOURCES Impact BIO-1. Project activities may result in injury or mortality of Townsend’s big-eared bat and pallid bat individuals due to tree removal. Significance of Impact Before Mitigation: Potentially Significant Significance of Impact After Mitigation: Less than Significant Mitigation Measure BIO-1 The following measures shall be implemented to protect Townsend’s big-eared bat and pallid bat during tree removal: a) Tree removal shall occur during the time of year when bats are most active and detectible (i.e., March 1 – October 15) and will avoid the fall/winter bat torpor period (October 16 – February 28) when bats may be inactive and difficult to detect. b) No more than 14 days prior to tree removal, a qualified biologist with demonstrated experience with bat ecology shall conduct a pre-activity survey for roosting bats. During the survey the biologist shall look for evidence of bat use in trees. If roosting bats or evidence of use is observed (e.g., guano, urine staining), or if high-quality roost sites are present in areas where Implementation: by Applicant or its Contractor Timing: Year-round, no more than 48 hours in advance of the start of project construction activities.

Monitoring: The biologist shall prepare a written record of survey results and implementation of any avoidance/minimization measures to be kept on file at the City of San Carlos Planning Department office. The biologist shall coordinate with California Department of Fish and Wildlife to determine the appropriate mitigation and monitoring if a roost is found.

Initials: ______ Date: ________

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Mitigation Monitoring and Reporting Program 5
308-310 Phelps Road Subdivision Project July 2023 City of San Carlos Impact Mitigation Measure Implementation Responsibility/Timing Monitoring Responsibility Verified Implementation evidence of bat use might not be detectable (such as a tree cavity), an evening visual survey utilizing bat acoustic detectors shall be conducted to determine if roosting bats are present and to identify their specific locations. The results of the survey(s) shall be documented. c) If roosting bats are not detected, project work can proceed as planned. If project activities are not initiated within 14 days of survey completion, the surveys shall be repeated. d) In the event that a maternity colony is detected, Mitigation Measure BIO-4B shall be implemented to reduce impacts on maternity colonies of Townsend’s big-eared bat and pallid bat species to less than significant. Impact BIO-2: Project activities may result in injury or mortality of dusky-footed woodrats due to project construction including vegetation removal, grading, vehicle traffic, equipment use, Mitigation Measure BIO-2. No more than 30 days prior to initial ground disturbance, a pre-construction survey for woodrat nests will be conducted within the project site by a qualified biologist. The survey will consist Implementation: Applicant or its Contractor. Timing: Pre-construction survey no more than 30 days in advance of the start of construction.

Monitoring: The biologist shall prepare a written record of survey results and relocation if implemented to be kept on file at the City of San Carlos Planning Department office.

Initials: ______ Date: ________

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6 Mitigation Monitoring and Reporting Program
308-310 Phelps Road Subdivision Project July 2023 City of San Carlos Impact Mitigation Measure Implementation Responsibility/Timing Monitoring Responsibility Verified Implementation and worker foot traffic, particularly if disturbance occurs when woodrats are taking refuge in the existing structures or areas of dense vegetation. Additionally, project-related disturbances may cause woodrats to flee their nests, exposing them to a greater risk of predation. Such impacts would be temporary in nature, occurring only during construction activities. Significance of Impact Before Mitigation: Potentially Significant Significance of Impact After Mitigation: Less than Significant of walking the project limits and all areas within the project site looking for woodrat nests. If active woodrat nests are observed during the pre-construction survey, they shall be avoided as feasible, and a disturbance-free buffer shall be maintained around the nest. This buffer will be determined by a qualified biologist. Additionally, environmentally sensitive area (ESA) fencing will be installed around active woodrat nests to keep workers, construction equipment, and construction materials out of the area where the nests are located. If active woodrat nests are found within the project boundary during the preconstruction survey and avoidance is not feasible, the woodrats will be evicted from their nests prior to the removal of the nests and onset of ground-disturbing activities to avoid injury or mortality of the woodrats. A qualified biologist will disturb the woodrat nest to the degree that all woodrats leave the nest and seek refuge outside of the project activity area. Subsequently, the nest sticks will be relocated; these materials will be piled at the base of a nearby tree or shrub

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Mitigation Monitoring and Reporting Program 7
308-310 Phelps Road Subdivision Project July 2023 City of San Carlos Impact Mitigation Measure Implementation Responsibility/Timing Monitoring Responsibility Verified Implementation outside of the activity area. The spacing between relocated nests will not be less than 20 ft, unless a qualified biologist has determined that the habitat can support higher densities of nests. Impact BIO-3: Construction disturbance during the avian breeding season (February 1 through August 31, for the species expected in this urban location) could result in the incidental loss of eggs or nestlings, either directly through the destruction or disturbance of active nests or indirectly by causing the abandonment of nests. Tree removal at the site could cause destruction of nests, and noise and construction activity could also impact foraging behavior, potentially resulting in the abandonment of nest sites. Significance of Impact Before Mitigation: Potentially Significant Significance of Impact After Mitigation: Less than Significant Mitigation Measure BIO-3. Nesting Bird Surveys. To ensure that project activities comply with the Migratory Bird Treaty Act and California Fish and Game Code, the following measures shall be implemented: a) To the extent feasible, construction activities should be scheduled to avoid the avian nesting season. If construction activities are scheduled to take place outside the nesting season, all impacts to nesting birds protected under the MBTA and California Fish and Game Code will be avoided. The nesting season for most birds in San Carlos extends from February 1 through August 31. b) If it is not possible to schedule construction activities between September 1 and January 31, then pre-construction Implementation: Applicant or its Contractor. Timing: February 1 through August 31, no more than five days in advance of the start of project construction.

Initials: ______ Date: ________

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8 Mitigation Monitoring and Reporting Program
308-310 Phelps Road Subdivision Project July 2023 City of San Carlos Impact Mitigation Measure Implementation Responsibility/Timing Monitoring Responsibility Verified Implementation surveys for nesting birds should be conducted by a qualified biologist to ensure that no nests will be disturbed during project implementation. These surveys shall be conducted no more than 7 days prior to the initiation of construction activities. During this survey, a qualified biologist will inspect all trees and other potential nesting habitats (e.g., trees, shrubs, and structures) in and immediately adjacent to the impact areas for nests. If an active nest is found sufficiently close to work areas to be disturbed by these activities, the biologist will determine the extent of a construction-free buffer zone to be established around the nest (typically 300 ft for raptors and 100 ft for other species, typically recommended by the California Department of Fish and Wildlife), to ensure that no nests of species protected by the Migratory Bird Treaty Act and California Fish and Game Code will be

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Mitigation Monitoring and Reporting Program 9
308-310 Phelps Road Subdivision Project July 2023 City of San Carlos Impact Mitigation Measure Implementation Responsibility/Timing Monitoring Responsibility Verified Implementation disturbed during project implementation. c) If construction activities will not be initiated until after the start of the nesting season, all potential nesting substrates (e.g., bushes, trees, grasses, and other vegetation) that are scheduled to be removed by the Project should be removed prior to the start of the nesting season (e.g., prior to February 1). This will reduce the initiation of nests in the vegetation and reduce potential delays of the Project due to the presence of active nests within these substrates. Impact BIO-4: Tree removal could impact non-special-status roosting bats protected by the California Fish and Game Code. Significance of Impact Before Mitigation: Potentially Significant Significance of Impact After Mitigation: Less than Significant Mitigation Measure BIO-4A. Implement Mitigation Measure BIO-1 as above for special-status bats. Mitigation Measure BIO-4B. If work is planned to occur during the bat maternity season (April 1 – August 31), and an active maternity colony is detected in trees, disturbance of active maternity roost sites will be scheduled to take place outside the maternity season (i.e., after August 31 when young are able to fly and leave the roost) and a Implementation: Applicant or its Contractor Timing: Prior to start of project construction activities.

Monitoring: The biologist shall prepare a written record of survey results and implementation of any avoidance/minimization measures to be kept on file at the City of San Carlos Planning Department office. The biologist shall coordinate with CDFW to determine the appropriate mitigation and monitoring if a roost is found.

Initials: ______ Date: ________

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308-310 Phelps Road Subdivision Project July 2023 City of San Carlos Impact Mitigation Measure Implementation Responsibility/Timing Monitoring Responsibility Verified Implementation disturbance-free buffer zone (determined by a qualified bat biologist) will be implemented until the end of the bat maternity season (August 31). Because bats may still occupy the roost site after August 31, a qualified biologist shall inspect the roost to determine if bats have vacated to the roost or are still present. If bats are still present, they should be humane deterred or excluded under the direction of a qualified biologist. For trees planned for removal, or if presence is assumed, a two-step tree removal process shall be utilized under the supervision of the qualified biologist. Two-step tree removal involves removal of all branches of the tree that do not provide roosting habitat on the first day, and then removing the remaining portion of the tree on the following day (day 2). If deterrence and/or eviction is performed, the results of these activities shall be documented. Mitigation Measure BIO-4C. If tree removal is planned to occur outside the bat maternity season and roosting bats are detected, or individual/non-breeding bats are detected during the maternity season, the

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Mitigation Monitoring and Reporting Program 11
308-310 Phelps Road Subdivision Project July 2023 City of San Carlos Impact Mitigation Measure Implementation Responsibility/Timing Monitoring Responsibility Verified Implementation individual(s) will be humanely deterred or excluded when bats are most active (March 1 – October 15). CULTURAL RESOURCES Impact CUL-1: Project construction may unearth or disturb previously unidentified buried archaeological resources during project construction. Significance of Impact Before Mitigation: Potentially Significant Significance of Impact After Mitigation: Less than Significant Mitigation Measure CUL-1: Protection of Archaeological Resources. In the event archaeological resources are unearthed during ground-disturbing activities, all ground-disturbing activities within 100 feet of the find shall be halted so that the find can be evaluated. Ground moving activities shall not be allowed to continue until a qualified archaeologist has examined the newly discovered artifact(s) and has evaluated the area of the find. All archaeological resources unearthed by project construction activities shall be evaluated by a qualified professional archaeologist, who meets the U.S. Secretary of the Interior’s Professional Qualifications and Standards. All Native American artifacts (tribal finds) shall be considered as a significant Tribal Cultural Resource, pursuant to PRC 21074 until the lead agency has Implementation: The Applicant shall include these measures on all appropriate bid, contract, and engineering and site plan (e.g., building, grading, and improvement plans) documents. The Applicant and/or its contractor(s) shall implement this measure in the event cultural resources are discovered. Timing: During all earth moving phases of project construction.

Monitoring: The City shall review all appropriate bid, contract, and engineering and site plan documents for inclusion of cultural resource mitigation. An archaeological report, if appropriate, will be written detailing all archaeological finds and submitted to the City and the Northwest Information Center.

Initials: ______ Date: ________

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308-310 Phelps Road Subdivision Project July 2023 City of San Carlos Impact Mitigation Measure Implementation Responsibility/Timing Monitoring Responsibility Verified Implementation enough evidence to make a determination of significance. The City shall coordinate with the archaeologist to develop an appropriate treatment plan for the resources. The plan may include implementation of archaeological data recovery excavations to address treatment of the resource along with subsequent laboratory processing and analysis. If appropriate, the archaeologist may introduce archaeological monitoring on all or part of the site. An archaeological report will be written detailing all archaeological finds and submitted to the City and the Northwest Information Center. Impact CUL-2: Project construction, particularly excavation of the building foundations and development of the emergency access road, may disturb human remains during project construction. Significance of Impact Before Mitigation: Potentially Significant Significance of Impact After Mitigation: Less than Significant Mitigation Measure CUL-2: Protection of Human Remains. If human remains are unearthed during ground-disturbing activities, Section 7050.5(b) of the California Health and Safety code will be implemented. Section 7050.5(b) states: In the event of discovery or recognition of any human remains in any location other than a dedicated cemetery, there shall be no further excavation or Implementation: The Applicant shall include these measures on all appropriate bid, contract, and engineering and site plan (e.g., building, grading, and improvement plans) documents. The Applicant and/or its contractor(s) shall implement this measure in the event human remains are discovered.

Monitoring: The City shall review all appropriate bid, contract, and engineering and site plan documents for inclusion of cultural resource mitigation. The County Coroner will detail the findings in a coroner’s report.

Initials: ______ Date: ________

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Mitigation Monitoring and Reporting Program 13
308-310 Phelps Road Subdivision Project July 2023 City of San Carlos Impact Mitigation Measure Implementation Responsibility/Timing Monitoring Responsibility Verified Implementation disturbance of the site or any nearby area reasonably suspected to overlie adjacent remains until the coroner of the county in which the human remains are discovered has determined, in accordance with Chapter 10 (commencing with Section 27460) of Part 3 of Division 2 of Title 3 of the Government Code, that the remains are not subject to the provisions of Section 27492 of the Government Code or any other related provisions of law concerning investigation of the circumstances, manner and cause of death, and the recommendations concerning treatment and disposition of the human remains have been made to the person responsible for the excavation, or to his or her authorized representative, in the manner provided in Section 5097.98 of the Public Resources Code. The County Coroner, upon recognizing the remains as being of Native American origin, is responsible to contact the Native American Heritage Timing: During all earth moving phases of project construction.

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308-310 Phelps Road Subdivision Project July 2023 City of San Carlos Impact Mitigation Measure Implementation Responsibility/Timing Monitoring Responsibility Verified Implementation Commission (NAHC) within 24 hours. The Commission has various powers and duties, including the appointment of a Most Likely Descendant (MLD) to the Project. The MLD, or in lieu of the MLD, the NAHC, has the responsibility to provide guidance as to the ultimate disposition of any Native American remains. GEOLOGY Impact GEO-1: Project construction could unearth paleontological resources, including fossils. Significance of Impact Before Mitigation: Potentially Significant Significance of Impact After Mitigation: Less than Significant Mitigation Measure GEO-1: Protection of Paleontological Resources. If paleontological resources are discovered during construction, ground-disturbing activities shall halt immediately until a qualified paleontologist can assess the significance of the discovery. Depending on determinations made by the paleontologist, work may either be allowed to continue once the discovery has been recorded, or if recommended by the paleontologist, recovery of the resource may be required, in which ground-disturbing activity within the area of the find will be temporarily halted until the resource is recovered. If treatment and salvage is required, recommendations shall be consistent with Society of Vertebrate Paleontology Implementation: The Applicant shall include these measures on all appropriate bid, contract, and engineering and site plan (e.g., building, grading, and improvement plans) documents. The Applicant and/or its contractor(s) shall implement this measure in the event any paleontological resources are discovered. Timing: During all earth moving phases of project construction.

Monitoring: The City shall review all appropriate bid, contract, and engineering and site plan documents for inclusion of paleontological mitigation. If paleontological resources are uncovered, a report shall be prepared by the qualified paleontologist describing the find and its deposition.

Initials: ______ Date: ________

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Mitigation Monitoring and Reporting Program 15
308-310 Phelps Road Subdivision Project July 2023 City of San Carlos Impact Mitigation Measure Implementation Responsibility/Timing Monitoring Responsibility Verified Implementation guidelines and current professional standards. TRANSPORTATION Impact TRA-1: Project construction related vehicles and equipment would interact with other vehicles, bicyclists, and pedestrians accessing the adjacent residences and Arundel Elementary School and could create traffic safety hazards. Significance of Impact Before Mitigation: Potentially Significant Significance of Impact After Mitigation: Less than Significant Mitigation Measure TRA-1: Traffic Control Plan. The Applicant or its contractor(s) shall prepare and implement a traffic control plan to reduce traffic impacts on the roadways at and near the work site, as well as to reduce potential traffic safety hazards and ensure adequate access for emergency responders and construction vehicles, as appropriate. To the extent applicable, the traffic control plan shall conform to the California Manual on Uniform Traffic Control Devices (MUTCD), Part 6 (Temporary Traffic Control) (Caltrans 2014). The traffic control plan shall include, but not be limited to, the following elements: • Circulation and detour plans to minimize impacts on local road circulation during road and lane closures. Flaggers and/or signage shall be used to guide vehicles through and/or around the construction zone. • Identifying truck routes designated by the City.

Implementation: by Applicant or its Contractor Timing: Prior to (preparation of construction traffic management plan) and during construction (implementation of the plan).

Monitoring: The construction traffic management plan shall be included in final project design and construction documents.

Initials: ______ Date: ________

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308-310 Phelps Road Subdivision Project July 2023 City of San Carlos Impact Mitigation Measure Implementation Responsibility/Timing Monitoring Responsibility Verified Implementation Haul routes that minimize truck traffic on local roadways shall be utilized to the extent possible. • Sufficient staging areas for trucks accessing construction zones to minimize disruption of access to adjacent public right-of-ways. • Designate on-site parking for construction workers to avoid or minimize construction parking on public streets. • Controlling and monitoring construction vehicle movement through the enforcement of standard construction specifications by on-site inspectors • Scheduling truck trips outside the peak morning and evening commute hours and Arundel Elementary School drop-off and pick-up times to the greatest extent possible. • Limiting the duration of road and lane closures to the extent possible. • Ensuring safe and continuous vehicular, pedestrian and bicycle

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308-310 Phelps Road Subdivision Project July 2023 City of San Carlos Impact Mitigation Measure Implementation Responsibility/Timing Monitoring Responsibility Verified Implementation access to Arundel Elementary School and Arguello Park, Silicon Valley Tennis Club, and local residents on Phelps Road, Spring Valley Way and the surrounding neighborhoods. • Implementing roadside safety protocols. Advance “Road Work Ahead” warning and speed control signs (including those informing drivers of State legislated double fines for speed infractions in a construction zone) shall be posted to reduce speeds and provide safe traffic flow through the work zone. • Ensure continuous access for mail and/or delivery services. • Coordinating construction administrators of emergency service providers (including all fire protection agencies), and recreational facility managers. Operators shall be notified at least one month in advance of the timing, location, and duration of construction activities and the locations of detours and lane

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308-310 Phelps Road Subdivision Project July 2023 City of San Carlos Impact Mitigation Measure Implementation Responsibility/Timing Monitoring Responsibility Verified Implementation closures, where applicable. All roads shall remain passable to emergency service vehicles at all times. • Repairing and restoring affected roadway rights-of-way to their original condition after construction is completed. Impact TRA-2: The project does not meet the Redwood City-San Carlos Fire Department’s (RC-SCFD) standards for minimum roadway width (20-foot minimum) for paving the existing dirt road at Sheldon Avenue and maximum roadway slopes (10 percent) at several points along the proposed Spring Valley Way extension. Significance of Impact Before Mitigation: Potentially Significant Significance of Impact After Mitigation: Less than Significant Mitigation Measure TRA-2: Emergency Access. The project shall meet all fire access requirements for emergency access or obtain approval of an Alternate Means and Method Review (AMMR) from the RC-SCFD prior to final site plan approval.

Implementation: by Applicant or its Contractor Timing: Timing: Prior to final site plan approval.

Monitoring: RC-SCFD approval of emergency access shall be incorporated into final project design and construction documents.

Initials: ______ Date: ________

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San Carlos City CouncilMarch 11, 2024

San Carlos City Council
March 11, 2024