Agenda packet, first session — Santa Barbara City Council, July 29, 2025 (part 1 of 5)

CITY OF SANTA BARBARA

CITY COUNCIL
Randy Rowse
Mayor
Kelly McAdoo
City Administrator
Eric Friedman
Mayor Pro Tempore
Kristen W. Sneddon
Ordinance Committee Chair
Sarah J. Knecht
City Attorney
Eric Friedman
Finance Committee Chair
Oscar Gutierrez
Meagan Harmon
Mike Jordan
Wendy Santamaria
City Hall
735 Anacapa Street
http://www.SantaBarbaraCA.gov
JULY 29, 2025, 2:00 PM
AGENDA
IN-PERSON PUBLIC COMMENT: At the beginning of each meeting of the City Council, Finance Committee, or Ordinance Committee, any member of the public may address the City Council concerning any item not on the Council's agenda. Any person wishing to make such address should first complete and deliver a "Request to Speak" form prior to the time that public comment is taken up by the City Council. Each speaker will be given a total of 3 minutes to address the Council. Pooling of time is not allowed during general public comment. The time allotted for general public comment at the beginning of the 2:00 p.m. session is 30 minutes.

Any member of the public who did not speak during the 2:00 p.m. session but who submitted a request to do so during the 2:00 p.m. 30 minute session may do so at the end of the meeting when the additional “Public Comment (If Necessary)” is announced. The City Council, upon majority vote, may decline to hear a speaker on the grounds that the subject matter is beyond their jurisdiction.

REMOTE PUBLIC COMMENT: Members of the public wishing to speak must “raise their hand” in the Zoom platform by selecting the virtual hand icon when their item is called. The keyboard shortcut for this is Alt+Y for Windows and Option+Y for Macs. City staff will activate the speaker’s microphone when the speaker’s name is called. The speaker will then need to unmute themselves. The keyboard shortcut for this is Alt+M for Windows or Command-Shift-A for Macs.

HOW TO REMOTELY OBSERVE AND/OR SPEAK LIVE AT A MEETING
• Web: https://santabarbaraca-gov.zoom.us/webinar/register/WN_-tbNSuHPTmquCwDEP9hNaQ (Participation via Zoom)
• Telephone: Dial 1-669-900-6833, Enter Webinar ID: 894 0718 1596 (press *9 to raise/lower hand; press *6 to mute/unmute) • Online Streaming: Council meetings are streamed live at www.SantaBarbaraCA.gov/CAP • TV: Each regular City Council meeting is broadcast live in English and Spanish on City TV Channel 18 and rebroadcast in English on Wednesdays and Thursdays at 7:00 p.m. and Saturdays at 8:00 a.m., and in Spanish on Sundays at 3:00 p.m.

Each televised Council meeting is closed captioned for the hearing impaired. Check the City TV program guide at www.santabarbaraca.gov/citytv for rebroadcasts of Finance and Ordinance Committee meetings.

WRITTEN PUBLIC COMMENT: Public comments may also be submitted via email to [email protected] prior to the beginning of the Council Meeting. All public comments submitted via email will be provided to City Council and will become part of the public record.
(CONTINUED ON NEXT PAGE)
ORDER OF BUSINESS: Regular meetings of the Finance Committee and the Ordinance Committee begin at 12:00 p.m. The regular City Council meeting begins at 2:00 p.m. in the Council Chambers at City Hall.

REPORTS: Copies of the reports relating to agenda items are available for review at http://www.SantaBarbaraCA.gov/CAP.In accordance with state law requirements, this agenda generally contains only a brief general description of each item of business to be transacted or discussed at the meeting. Should you wish more detailed information regarding any particular agenda item, you are encouraged to obtain a copy of the Council Agenda Report (a "CAR") online at the City's website (http://www.SantaBarbaraCA.gov/CAP). Materials related to an item on this agenda submitted to the City Council after distribution of the agenda packet are posted to the City’s website as soon as reasonably feasible.

CONSENT CALENDAR: The Consent Calendar is comprised of items that will not usually require discussion by the City Council. A Consent Calendar item is open for discussion by the City Council upon request of a Councilmember, City staff, or member of the public. Items on the Consent Calendar may be approved by a single motion. Should you wish to comment on an item listed on the Consent Agenda, after turning in your "Request to Speak" form, you should come forward to speak or raise your hand in Zoom at the time the Council considers the Consent Calendar.

LANGUAGE TRANSLATION AND INTERPRETATION: The City of Santa Barbara offers live Spanish translation and interpretation for City Council Meetings via the Wordly platform. Follow the directions below to access the service. • Go to: https://attend.wordly.ai/join/QQBV-6746
o Ensure the Session ID QQBV-6746 is displayed.
o Select “Spanish” and click on the “Attend” button.
o You can now read the captions on your device and/or listen to the translation of the City Council meeting. o Click the speaker button to hear a text-to-speech version of the translated dialogue. • If you have any questions or concerns, please contact City TV at 805-564-5311.

SPANISH INTERPRETATION: If you need interpretation of your communications to Council from Spanish into English, please contact the City Clerk’s Office at 564-5309 or by email at [email protected]. If possible, notification of at least 48 hours will usually enable the City to make arrangements.

INTERPRETACIÓN EN ESPAÑOL: Si necesita una interpretación del español al inglés, para sus comunicaciones al Consejo, comuníquese con la Oficina del Secretario Municipal al 564-5309, o por correo electrónico a [email protected]. Si es posible, la notificación de al menos 48 horas generalmente permitirá a la Ciudad hacer los arreglos.

AMERICANS WITH DISABILITIES ACT: If you need auxiliary aids or services or staff assistance to attend or participate in this meeting, please contact the City Administrator's Office at 564-5305 or by email at [email protected]. If possible, notification at least 48 hours prior to the meeting will usually enable the City to make reasonable arrangements. For those who need accessibility accommodation in using the “raise hand” function and/or registering to participate in the Zoom session, please contact the Clerk’s office by 5:00 p.m. the day before the meeting for assistance. Additionally, a speaker may email [email protected] by 5:00 p.m. the day before a meeting, stating which item they wish to speak on. Specialized services, such as sign language interpretation or documents in Braille, may require additional lead time to arrange. 07/29/2025 Santa Barbara City Council Final Agenda Page 1 JULY 29, 2025 AGENDA
SPECIAL ORDINANCE COMMITTEE MEETING - 11:30 A.M. IN THE COUNCIL CHAMBER (120.03)

1. Subject: Amendments to Title 30 to Add an Adaptive Reuse Ordinance (120.03)
Recommendation: That Ordinance Committee:

A. Consider the proposed Adaptive Reuse Ordinance and forward the proposed ordinance to City Council for introduction and adoption; B. Determine that the ordinance is exempt from the California Environmental Quality Act (CEQA); and
C. Determine that the ordinance is consistent with the General Plan, and forward the proposed Adaptive Reuse Ordinance to City Council for introduction and adoption.

2. Subject: Introduction of Ordinance for Water Metering for Adaptive Reuse Projects (120.03)
Recommendation: That Ordinance Committee forward to Council for introduction, an Ordinance of the Council of the City of Santa Barbara Amending Section

14.08.150 of the Santa Barbara Municipal Coded Relating to Water Meters for Adaptive Reuse Projects.
07/29/2025 Santa Barbara City Council Final Agenda Page 2 REGULAR CITY COUNCIL MEETING - 2:00 P.M.

CALL TO ORDER

PLEDGE OF ALLEGIANCE

ROLL CALL

CEREMONIAL ITEMS

1. Subject: Old Spanish Days Week 2025 (120.04)

CHANGES TO THE AGENDA

CONSENT CALENDAR

2. Subject: Minutes (000.00)
Recommendation: That Council waive reading and approve the minutes for the special meetings of June 3, June 10, June 17, and July 1, 2025; and regular meetings of June 10, June 17, and July 1, 2025.

3. Subject: Amending Chapter 22.70 of the Municipal Code Regarding Sign Regulations [Ordinance Adoption] (640.02)
Recommendation: That Council adopt by reading of title only, an Ordinance of the Council of the City of Santa Barbara Amending the Municipal Code by Amending Chapter 22.70 Pertaining to Sign Regulations.

4. Subject: Lease Agreement between City of Santa Barbara and Dean [Ordinance Introduction; Agreement] (330.04)
Recommendation: That Council introduce and subsequently adopt, by reading of title only, an Ordinance of the Council of the City of Santa Barbara Approving and Authorizing the Airport Director to Execute Lease Agreement No. 202502 with Jennifer Shively, a Sole Proprietorship, Operating Under the Name Dean, Located at 6100 Hollister Ave, Building 1 Unit B, Commencing Upon the Effective Date of the Enabling Ordinance.
07/29/2025 Santa Barbara City Council Final Agenda Page 3

5. Subject: Adoption of Resolution Updating the City’s Records Retention Policy and Procedures [Resolution] (160.06)
Recommendation: That Council adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Adopting the City of Santa Barbara’s Records Management Policies and Procedures Manual to Adopt Updated Policies and Procedures for all City Departments and Rescinding Resolution Nos. 16-005, 21- 028 and 23-155.

6. Subject: Advisory Group Guidelines Update [Resolution] (140.02) Recommendation: That Council adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending Resolution No. 24-021 to Revise the Advisory Group Guidelines.

7. Subject: Annual Assessments for Downtown Community Benefit Improvement District and Coast Village Community Benefit Improvement District [Resolution] (290.00)
Recommendation: That Council:

A. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Requesting the Board of Supervisors of Santa Barbara County to Include the Downtown Community Benefit Improvement District Special Assessment on the 2025-2026 Parcel Tax Roll; and B. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Requesting the Board of Supervisors of Santa Barbara County to Include the Coast Village Community Benefit Improvement District Special Assessment on the 2025-2026 Parcel Tax Roll. 07/29/2025 Santa Barbara City Council Final Agenda Page 4

8. Subject: Authorize a Memorandum of Understanding with the Santa Barbara County Association of Governments for the Santa Barbara Eastside Active Transportation Improvements Project [Resolution; Agreement] (670.08) Recommendation: That Council:

A. Authorize the City Administrator to execute the Memorandum of Understanding between the Santa Barbara County Association of Governments and the City of Santa Barbara for the pre-construction phases of the Santa Barbara Eastside Active Transportation Improvements Project; and
B. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending Resolution No. 25-066, Adopting the Budget for Fiscal Year 2026, to Appropriate Funds for the Pre-Construction Phases of the Santa Barbara Eastside Active Transportation Improvements Project.

9. Subject: California State Coastal Conservancy Grant of $240,000 for the Chumash Cultural Project at Ambassador Park [Resolution; Agreement] (570.05)
Recommendation: That Council:

A. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Authorizing the Parks and Recreation Director to enter into a Grant Agreement Between the City and the California State Coastal Conservancy for the Chumash Cultural Project at Ambassador Park; and B. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending Resolution No. 25-066, adopting the budget for Fiscal Year 2026, to increase revenue and expenditure appropriation by $240,000 in the Parks and Recreation Department Fiscal Year 2026 Miscellaneous Grants Fund for the Chumash Cultural Project at Ambassador Park.
07/29/2025 Santa Barbara City Council Final Agenda Page 5

10. Subject: Resolution Approving the 2025-2027 Santa Barbara Firefighters’ Association Bargaining Unit Memorandum of Understanding and Amendment of Resolution No. 25-071, the Position and Salary Control Resolution for Fiscal Year 2026 [Resolution; Agreement] (440.02) Recommendation: That Council:

A. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Adopting the 2025-2027 Memorandum of Understanding Between the City of Santa Barbara and the Santa Barbara Firefighters’ Association; and
B. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending Resolution No. 25-071, the Position and Salary Control Resolution for Fiscal Year 2026, Affecting Classifications in the Firefighters’ Association Effective July 12, 2025.

11. Subject: Fiscal Year 2025 Interim Financial Statements for the Eleven Months Ended May 31, 2025 (250.02)
Recommendation: That Council accept the Fiscal Year 2025 Interim Financial Statements for the eleven months ended May 31, 2025.

12. Subject: June 2025 Investment Report (260.02)
Recommendation: That Council accept the June 2025 Investment Report.

13. Subject: Best Interest Waiver and Agreement for Custodial Services with Downtown Santa Barbara Improvement Association [Agreement] (550.1) Recommendation: That Council:

A. Approve a Best Interest Waiver under Santa Barbara Municipal Code

4.52.070, subdivision L; and
B. Authorize the execution of an agreement in the amount of $718,328 with Downtown Santa Barbara Improvement Association for custodial services from September 1, 2025, through June 30, 2026, renewable for up to four additional one-year terms thereafter.
07/29/2025 Santa Barbara City Council Final Agenda Page 6

14. Subject: Contract Amendment with RRM Design Group for the Chase Palm Park Arbor Project [Agreement] (570.05)
Recommendation: That Council authorize the Parks and Recreation Director to execute a third amendment to Agreement No. 26,919 with RRM Design Group in the amount of $34,940 for design services and construction administration for the Chase Palm Park Arbor Project.

15. Subject: Contract with Visit Santa Barbara for Tourism Marketing Services [Agreement] (180.02)
Recommendation: That Council authorize the City Administrator to execute an annual community promotion contract with Visit Santa Barbara to provide marketing services that promote Santa Barbara as a tourism destination, in an amount of $950,000.

16. Subject: Memorandum of Understanding with Eucalyptus Hill Improvement Association for Installation of Driver Speed Feedback Signs [Agreement] (530.04)
Recommendation: That Council:

A. Authorize the City Administrator to enter into a Memorandum of Understanding between the City of Santa Barbara and the Eucalyptus Hill Improvement Association to install driver speed feedback signs on Alston Road; and
B. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending Resolution No. 25-066, Adopting the Budget for Fiscal Year 2026, to Appropriate Funds for Driver Speed Feedback Signs on Alston Road.
07/29/2025 Santa Barbara City Council Final Agenda Page 7

17. Subject: Sole Source Vendor for Airport Mosquito Control Services [Agreement] (330.04)
Recommendation: That Council:

A. Authorize the City’s General Serivces Manager to issue a Purchase Order to the Mosquito and Vector Management District of Santa Barbara County (District) in the amount of $108,145.60 pursuant to the Sole Source provisions of the Santa Barbara Municipal Code Section 4.52.070(K) for mosquito monitoring and control services at the Airport; B. Authorize the City’s General Services Manager to issue Purchase Orders and Change Orders to the District for four subsequent fiscal years for mosquito monitoring and control services, in amounts not to exceed the annual appropriated budget for the program as approved by City Council; and
C. Authorize the Airport Director to execute a Memorandum of Understanding between the City of Santa Barbara and the District describing mosquito monitoring and control services at the Airport.

18. Subject: Agreement for Fiscal Year 2026 with Good Samaritan Shelter [Agreement] (610.04)
Recommendation: That Council authorize the City Administrator to execute a funding agreement in the amount of $200,000 with Good Samaritan Shelter for the operation of the non-congregate interim housing project and related services at Dignity Moves at 1016 Santa Barbara Street.

19. Subject: Increase Purchase Order for the U.S. 101 State Street Undercrossing Project (530.04)
Recommendation: That Council authorize an increase to Purchase Order No. 32500838 with David Shelton Inc., for payment and performance bonding for the U.S. 101 State Street Undercrossing Project, in the amount of $24,108, for a total expenditure authority of $575,539.

20. Subject: Office Furniture Donation from Bright Market LLC (630.02) Recommendation: That Council accept a donation of office equipment, valued at $29,000, from Bright Market LLC. for use by the Sustainability and Resilience Department.
07/29/2025 Santa Barbara City Council Final Agenda Page 8

21. Subject: Sewer System Management Plan Update (540.13) Recommendation: That Council approve the updated Sewer System Management Plan.

22. Subject: Environmental Determination for Cliff Drive Vision Zero Project for Notice of Exemption (630.02)
Recommendation: That Council find the Cliff Drive Vision Zero Project meets the criteria for exemption under California Environmental Quality Act Guidelines Section 15301 Existing Facilities (c) and authorize the filing of a Notice of Exemption in compliance with California Environmental Quality Act Guidelines Section 15062.

CONSENT PUBLIC HEARING

23. Subject: Prohousing Designation Program Application (660.01) Recommendation: That Council receive and accept public comments on the City’s draft application to the State of California Prohousing Designation Program.

REPORT FROM THE ORDINANCE COMMITTEE

GENERAL PUBLIC COMMENT

PULLED CONSENT ITEMS

CITY COUNCIL ADMINISTRATIVE AND ATTORNEY REPORTS

PUBLIC HEARING

FIRE DEPARTMENT

24. Subject: Renewal of Levy for Fiscal Year 2026 for the Wildland Fire Suppression Assessment District [Resolution] (520.03)
Recommendation: That Council adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Declaring its Intention to Continue Vegetation Road Clearance, Implementation of a Defensible Space Inspection and Assistance Program, and Implementation of a Vegetation Management Program Within the Foothill and Extreme Foothill Zones; Declaring the Work to be of More Than General or Ordinary Benefit and Describing the District to be Assessed to Pay the Costs and Expenses Thereof; Approving the Updated Engineer’s Report; Confirming Diagram and Assessment; and Ordering Continuation of the Wildland Fire Suppression Assessment District for Fiscal Year 2026. 07/29/2025 Santa Barbara City Council Final Agenda Page 9

COUNCIL AND STAFF COMMUNICATIONS

COUNCILMEMBER COMMITTEE ASSIGNMENT REPORTS & ENGAGEMENTS

PUBLIC COMMENT (IF NECESSARY)

ADJOURNMENT

CITY OF SANTA BARBARA

SPECIAL ORDINANCE COMMITTEE

MEETING

MEETING AGENDA
DATE: July 29, 2025 Kristen W. Sneddon, Chair
TIME: 11:30 a.m. Oscar Gutierrez
PLACE: Council Chambers Mike Jordan
Office of the City Office of the City
Administrator Attorney
Kelly McAdoo Sarah Knecht
City Administrator, City Administrator’s Office City Attorney Nicole Grisanti
Supervisor, City Administrator’s Office
IN-PERSON PUBLIC COMMENT: Any person wishing to address the Ordinance Committee should first complete and deliver a "Request to Speak" form prior to the time that public comment is taken up by the Committee Member. Each speaker will be given a total of 3 minutes to address the Committee. The Ordinance Committee, upon majority vote, may decline to hear a speaker on the grounds that the subject matter is beyond their jurisdiction.

WRITTEN PUBLIC COMMENT: Public comments may also be submitted via email to [email protected] prior to the beginning of the Ordinance Committee Meeting. All public comments submitted via email will be provided to the Ordinance Committee and will become part of the public record.

HOW TO REMOTELY OBSERVE AND/OR SPEAK LIVE AT A MEETING:
 WEB: https://santabarbaraca-gov.zoom.us/j/83099911799?pwd=N0fwX914FLbpUNNMPr2foEbiub5ovC.1 Passcode: 199458
 TELEPHONE: Phone one-tap:
+16699006833,,83099911799# US (San Jose)
+16694449171,,83099911799# US
REPORTS: Copies of the reports relating to agenda items are available for review at http://www.SantaBarbaraCA.gov/CAP.In accordance with state law requirements, this agenda generally contains only a brief general description of each item of business to be transacted or discussed at the meeting. Should you wish more detailed information regarding any particular agenda item, you are encouraged to obtain a copy of the Council Agenda Report (a "CAR") online at the City's website (http://www.SantaBarbaraCA.gov/CAP). Materials related to an item on this agenda submitted to the City Council after distribution of the agenda packet are posted to the City’s website as soon as reasonably feasible.

AMERICANS WITH DISABILITIES ACT: If you need auxiliary aids or services or staff assistance to attend or participate in this meeting, please contact the City Administrator's Office at 564-5305 or by email at [email protected] if possible, notification at least 48 hours prior to the meeting will usually enable the City to make reasonable arrangements. For those who need accessibility accommodation in using the “raise hand” function and/or registering to participate in the Zoom session, please contact the Clerk’s office by 5:00 p.m. the day before the meeting for assistance. Additionally, a speaker may email [email protected] by 5:00 p.m. the day before a meeting, stating which item they wish to speak on. Specialized Services, such as sign language interpretation or documents in Braille, may require additional lead time to arrange.

File Code No. 120.03

ITEMS FOR CONSIDERATION

1. SUBJECT: Amendments to Title 30 to Add an Adaptive Reuse Ordinance RECOMMENDATION: That Ordinance Committee:

A. Consider the proposed Adaptive Reuse Ordinance and forward the Proposed Ordinance to City Council for introduction and adoption; B. Determine that the Ordinance is exempt from the California Environmental Quality Act (CEQA); and
C. Determine that the Ordinance is consistent with the General Plan, and forward the proposed Adaptive Reuse Ordinance to City Council for introduction and adoption.

2. SUBJECT: Introduction of Ordinance for Water Metering for Adaptive Reuse Projects RECOMMENDATION: That Ordinance Committee forward to Council for introduction, an Ordinance of the Council of the City of Santa Barbara Amending Section 14.08.150 of the Santa Barbara Municipal Coded Relating to Water Meters for Adaptive Reuse Projects.

CITY OF SANTA BARBARA

ORDINANCE COMMITTEE AGENDA REPORT
AGENDA DATE: July 29, 2025
TO: Ordinance Committee
FROM: Community Development Department
SUBJECT: Amendments to Title 30 to Add an Adaptive Reuse Ordinance RECOMMENDATION:

That Ordinance Committee:

EXECUTIVE SUMMARY:

The proposed adaptive reuse ordinance (Attachment 1) facilitates and incentivizes the conversion of nonresidential buildings to housing by offering development incentives. The ordinance would allow adaptive reuse projects anywhere in the City that allows multi-unit residential use (shown in Attachment 2), except the coastal zone, provided that the building is at least five years old. The development incentives for adaptive reuse projects allow unlimited residential density and reduce or eliminate requirements for open yard, parking, and setbacks. Adaptive reuse projects are further incentivized with a waiver of pre-application and concept review requirements.

The adaptive reuse ordinance implements Housing Element Program HE-1: Facilitate Conversion of Nonresidential Buildings to Housing from the 2023–2031 Housing Element.

Agenda Item No. 1
File Code No. 120.03
Ordinance Committee Agenda Report
Amendments to Title 30 to Add an Adaptive Reuse Ordinance July 29, 2025

Page 2 ends

DISCUSSION:

Adaptive reuse is the process of converting buildings from their original purpose to accommodate new uses. Commonly used to revitalize historic structures, adaptive reuse has become more attractive nationwide following the COVID-19 pandemic and the associated underutilization of existing nonresidential spaces intended for office or retail.

Adaptive reuse is one method to increase housing supply and has been gaining popularity in response to high commercial vacancy rates and the need for housing.

Background
The proposed adaptive reuse ordinance is the implementation action for Housing Element Program HE-1: Facilitate Conversion of Nonresidential Buildings to Housing, to carry out Housing Element Goal 1: Create New Housing1. HE-1 directs staff to draft an adaptive reuse ordinance to facilitate the conversion of buildings to multi-unit residential or mixeduse residential spaces. The time frame for completing this program is December 2025.

Program HE-1 focused on adaptive reuse of existing buildings in the Central Business District and designated historic resources; however, the current version has been expanded to apply citywide based on direction from City Council and Planning Commission.

City Council provided guidance for the adaptive reuse ordinance in a Joint Work Session with Planning Commission on July 26, 2024. The Planning Commission provided additional feedback on December 12, 2024. The ordinance was further refined through public participation, including multiple focus group interviews, comments at public hearings, and presentations at the Historic Landmarks Commission and Architectural Board of Review on January 29 and March 17, 2025, respectively. The Planning Commission recommended adoption of the ordinance to City Council on June 12, 2025.

Minutes from these hearings are included as Attachments 4, 5, and 6.

Overview: Adaptive Reuse Ordinance
Currently, converting a nonresidential space to housing requires zoning modifications because the buildings often don’t provide the open yard areas, parking, or setbacks that are required for residential development. The proposed adaptive reuse ordinance would eliminate the need for these zoning modifications and the required discretionary hearing, thereby reducing development risk and expediting the approval process to facilitate conversion to housing.
1 Housing Element Goal 1: Create New Housing. Create new healthy, safe, and energy-efficient housing that meets community needs, within our resources.

Ordinance Committee Agenda Report
Amendments to Title 30 to Add an Adaptive Reuse Ordinance July 29, 2025

Page 3 ends

Adoption of an adaptive reuse ordinance does not eliminate the City’s current process for change in use, nor does it preclude an applicant from using state legislation, such as Assembly Bill 1490 (2023)2 or Assembly Bill 2263 (2017)3. Projects that do not meet the minimum requirements of the proposed adaptive reuse ordinance, or projects located in the Coastal Zone4, may still pursue a conversion from nonresidential to residential if the proposed use is allowed in the zone; however, these change in use projects would not qualify for the development incentives provided by the adaptive reuse ordinance.5 Following is an overview of key provisions in the proposed adaptive reuse ordinance. See Attachment 1 for the proposed ordinance.

Existing Building: The existing building must be at least five years old.

Zones. Allowed in all Title 30 zones that allow multi-unit residential use,6 as shown in Attachment 2. The proposed ordinance does not include any changes to the allowed uses within these zones.

Uses. Requires conversion from nonresidential use(s) to a multi-unit residential use or a mixed-use residential project. Adaptive reuse projects cannot involve conversion from or to industrial uses. Existing hotel or similar uses can be converted into housing, but new hotel uses are not allowed in an adaptive reuse project.

Floor Area. Adaptive reuse projects are focused on the interior reuse of space in the existing building. There is no restriction on new floor area for residential use within the shell of the existing building, meaning lofts, mezzanines, and additional floors could be permitted within the building envelope. New floor area outside the existing building envelope is limited to 1) residential amenity space that serves all units on-site, or 2) additions necessary for egress, circulation, accessibility, or other improvements to comply with the Building Code. New floor area additions for residential amenity space are limited 2 Assembly Bill 1490: Affordable housing development projects: adaptive reuse (2023). This bill removes local development standards relating to maximum density and floor area ratios, as well as removing requirements for additional parking or open space, for “extremely affordable adaptive reuse projects” creating very low and low income units.
3 Assembly Bill 2263: Designated historic resource: conversion or adaption: required parking (2017). This bill reduces parking requirements for projects adaptively reusing a designated historic resource. 4 The adaptive reuse ordinance is proposed as an amendment to Title 30, Zoning—Inland. At present, Title 30 is not in effect in the Coastal Zone. Staff is not proposing to amend Title 28, Zoning—Coastal at this time because Section 30222 of the Coastal Act, and related Local Coastal Plan policies and regulations, clearly prioritize visitor-serving facilities to enhance public opportunities for coastal recreation and access over private residential development.
5 Change in use projects may use a modification to request relief from development standards. 6 Title 30 has seven zones that allow multi-unit residential: Residential Multi-Unit (R-M), Residential MultiUnit and Hotel (R-MH), Office Restricted (O-R), Office Medical (O-M), Commercial Restricted (C-R), Commercial General (C-G), and Manufacturing Commercial (M-C), not including coastal-oriented zones.

Ordinance Committee Agenda Report
Amendments to Title 30 to Add an Adaptive Reuse Ordinance July 29, 2025

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in size to 600 square feet or 10 percent of the existing floor area, whichever is greater.

Additions to comply with Building Code are limited to the minimum square footage necessary to meet compliance. An adaptive reuse project may not demolish nor substantially redevelop the existing building.

Unit Size. Proposed residential units may be up to 800 square feet on average for rental units and 1,200 square feet on average for ownership units.

Inclusionary Housing. Adaptive reuse projects would be required to comply with the existing inclusionary housing requirements7 like any other multi-unit or mixed-use housing project. A separate staff effort is underway to study the feasibility of updating the City’s inclusionary housing requirements. No change to the current inclusionary housing requirements is included in the proposed adaptive reuse ordinance as such.

Incentives. The four development incentives are:
 Remove density limitations,
 Remove open yard requirements for the new residential use,  Reduce parking requirements (no parking required beyond the existing quantity on site or what is required by ordinance, whichever is less), and  Allow residential units to use existing building setbacks.

Process. Eligible adaptive reuse projects can proceed to building permit application without a discretionary land use decision due to the by-right incentives that codify commonly approved zoning modifications.8 Additionally, the review process is slightly amended to waive the Pre-Application and Concept Review required for a larger Average Unit-Size Density Incentive Program project. Any changes to a building’s exterior that currently trigger design review—either with the Architectural Board of Review or Historic Landmarks Commission—would still trigger design review for adaptive reuse projects.

Planning Commission Recommendation
On June 12, 2025, Planning Commission unanimously recommended that City Council amend the Santa Barbara Municipal Code to add Section 30.185.045, Adaptive Reuse Projects.9 The motion included minor changes to the ordinance (listed below), a recommendation to report on adaptive reuse projects in the General Plan Annual Progress Report, and a recommendation to “accelerate consideration” to City Council 7 Ownership units per Chapter 30.160, Inclusionary Housing. Rental units per Section 30.150.110, Inclusionary Requirements for Rental Housing Projects.
8 Zoning modification decisions are made by the Staff Hearing Officer or Planning Commission at a noticed public hearing.
9 Planning Commission vote: five ayes, two absent (Wardlow, Peterson).

Ordinance Committee Agenda Report
Amendments to Title 30 to Add an Adaptive Reuse Ordinance July 29, 2025

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about the separate work effort on inclusionary housing requirements. Staff concurred and has incorporated Planning Commission’s recommended changes as follows:
 Change the minimum building age from 10 years to 5 years (Section 30.185.045.B.2)
 Change the maximum average unit size for rental units from 1,200 square feet to 800 square feet (Section 30.185.045.G.1)
 Change the maximum average unit size for ownership units from 2,000 square feet to 1,200 square feet (Section 30.185.045.G.2)
BUDGET/FINANCIAL IMPACT:

This action does not have a budget/financial impact on the City.

SUSTAINABILITY IMPACT:

Adaptive reuse is considered sustainable development because it extends the life of existing buildings and reduces construction waste. This minimizes the environmental impact not only because of the reduced waste, but also the reduced need for new construction materials with their associated carbon footprint.

ENVIRONMENTAL REVIEW:

Staff has determined this action qualifies for an exemption from further environmental review under Section 15061(b)(3) [General Rule] of the California Environmental Quality Act (CEQA) Guidelines because it can be seen with certainty that the ordinance will not have a significant effect on the environment. The proposed adaptive reuse ordinance establishes a regulatory framework for converting existing structures to residential or mixed-use development and does not directly approve or authorize any specific construction, nor does it grant entitlements or directly result in any physical changes to the environment. Staff evaluated the ordinance in terms of land use, unit quantities, additions to the building envelope, and potentially contaminated soils.  Change in Use: Adaptive reuse projects are simply a subset of change in use projects allowed under the current zoning ordinance. These projects are already allowed to convert from an existing nonresidential use to residential units, consistent with General Plan land use designations. The ordinance does not change allowed uses in a zone and, therefore, does not result in new impacts compared to the existing regulatory setting.
 Residential Unit Quantities: In adaptive reuse projects, the number of new residential units is limited by the size of the existing building envelope and building code standards, rather than by density limitations. These units replace existing nonresidential uses, potentially resulting in lower environmental impacts compared Ordinance Committee Agenda Report
Amendments to Title 30 to Add an Adaptive Reuse Ordinance July 29, 2025

Page 6 ends

to existing conditions. The number of units facilitated by the adaptive reuse ordinance is not anticipated to exceed any established regional growth forecasts or the Regional Housing Needs Allocation; therefore, the proposed ordinance would not have any growth-inducing impacts.
 Existing Building Envelope: Any project altering the façade or adding floor area outside the existing building envelope requires a discretionary permit and design review under the current zoning ordinance, which would be subject to site-specific environmental review. This requirement remains unchanged for adaptive reuse projects; therefore, the ordinance would not approve physical changes that would result in environmental impacts without site-specific environmental review.  Environmental Review: Adaptive reuse projects requiring a discretionary entitlement will continue to be subject to environmental review. For projects that do not trigger discretionary review, environmental requirements remain the same as for other allowed change in use projects, with one exception: if an adaptive reuse project involves foundation work or soil disturbance in areas where contaminated fill may be present, the appropriate agency must determine that the site is suitable for residential occupancy. This new requirement would increase safety from hazardous sites for adaptive reuse projects. As written, the proposed ordinance provides an added environmental safeguard related to public health protection, further reducing the possibility of adverse environmental effects.

ATTACHMENTS: 1. Proposed Section 30.185.045, Adaptive Reuse Projects

2. Map of Title 30 Zones that Allow Multi-Unit Residential Use

3. General Plan Policies and Consistency Analysis

4. Planning Commission (June 12, 2025) Minutes

5. Planning Commission (December 12, 2024) Minutes

6. Joint City Council and Planning Commission Work Session (July 26, 2024) Minutes
PREPARED BY: Dana Falk, Project Planner
SUBMITTED BY: Allison DeBusk, Interim Community Development Director APPROVED BY: Kelly McAdoo, City Administrator
ATTACHMENT 1
1 ORDINANCE NO.____

AN ORDINANCE OF THE COUNCIL OF THE CITY OF

SANTA BARBARA AMENDING THE SANTA BARBARA
MUNICIPAL CODE BY ADDING SECTION 30.185.045 TO
CHAPTER 30.185 OF TITLE 30 PERTAINING TO

REGULATIONS FOR ADAPTIVE REUSE PROJECTS

THE CITY COUNCIL OF THE CITY OF SANTA BARBARA DOES ORDAIN AS FOLLOWS:

SECTION 1. Section 30.185.045 is added to Chapter 30.185 of Title 30 of the Santa Barbara Municipal Code to read as follows:

30.185.045 Adaptive Reuse Projects.

Adaptive reuse projects shall be located, developed, and operated in compliance with the following standards:

A. Purpose. The purpose of this section is to encourage and facilitate the conversion of existing nonresidential buildings into new residential uses.

B. Definitions. The following words or phrases as used in this section shall have the following meanings:

1. Adaptive Reuse Project. A change of use of all or any portion of an existing building envelope from nonresidential use to one or more new residential units.

2. Existing Building Envelope. The building volume within the fully enclosed exterior walls, foundations, roof, windows, and doors of a building that existed with a final inspection/certificate of occupancy issued at least 5 years prior to the date of application submittal for an adaptive reuse project.

C. Where Allowed. Adaptive reuse projects are allowed in all zones that allow multi-unit residential use, subject to the development standards in this section.

D. Conversion Types. Adaptive reuse projects may only convert:

1. Nonresidential land uses to a residential use.

AMENDMENTS TO TITLE 30
Staff Draft Showing Changes
From Current Code
2 2. Nonresidential land uses to either mixed use or live-work, consistent with the land uses allowed by the zone.

3. The following uses are prohibited in an adaptive reuse project:
a. New Hotel or Similar Use
b. New or conversion of Industrial Uses

4. Notwithstanding any of the foregoing, any existing floor area may convert to an adaptive reuse project if allowed by State law; however, adaptive reuse projects utilizing State regulations are not eligible for the incentives in this section unless they meet all the requirements of this section.

E. Existing Buildings. An adaptive reuse project shall be located within the existing building envelope, with no additions proposed outside the building volume, except as follows:

1. Maximum 600 square feet or 10% of the existing building floor area, whichever is greater, of additional floor area is allowed outside the existing building envelope to provide residential amenities that serve all units on-site (such as a laundry room, bicycle storage room, or recreation room).

2. Additions necessary for egress, circulation, accessibility, or other improvements to comply with the Building Code, are allowed outside the existing building envelope, up to the minimum size required by the Building Code.

3. Residential additions may be constructed within the existing building envelope, such as mezzanines and lofts.

F. Demolition. An adaptive reuse project shall not demolish or substantially redevelop the existing building as defined in Section 30.140.200, Substantial Redevelopment.

G. Average Unit Size. All the residential units in an adaptive reuse project must meet the standards in Section 30.140.150, Residential Unit, and shall not exceed the following average unit size:

1. Rental Units: 800 square feet

2. Ownership Units: 1,200 square feet
AMENDMENTS TO TITLE 30
Staff Draft Showing Changes
From Current Code
3 Exception: The Community Development Director may approve larger unit sizes with a determination that the unit sizes are necessary to accommodate the existing building size or shape; the location of building elements such as vertical circulation, exterior windows, access doors; or to facilitate the legalization of preexisting unauthorized residential units.

H. Required Ground Floor Nonresidential Space on State Street. For adaptive reuse projects located on State Street, from Montecito Street to Sola Street, nonresidential uses (excluding parking, storage or other non-occupiable space) are required on the ground floor for the full width of the ground floor fronting onto State Street. The required nonresidential space must be a minimum of 35 feet deep, measured perpendicular to the façade of the building, and may include common residential entries or lobbies but no portion of a residential unit.

I. Development Incentives. Adaptive reuse projects are entitled to the following incentives:

1. Density. The addition of residential units shall not be counted toward the maximum residential density limits applicable for the lot.

2. Open Yard. Any minimum open yard areas required for residential uses shall not apply.

3. Setbacks. Existing building setbacks shall remain, and any setback requirements related to the conversion of existing buildings to residential use shall not apply. Additions to the existing building envelope to accommodate new floor area as specified in Subsection E, may continue nonconforming setbacks.

4. Parking. An adaptive reuse project is not required to provide additional automobile parking spaces, if all the following conditions are met:
a. Bicycle parking in accordance with Chapter 30.175, Parking Regulations, is provided.
b. Parking spaces shall be maintained, or may be reduced or increased, in accordance with the requirements of Chapter 30.175, Parking Regulations; except that when calculating the minimum number of parking spaces for residential units, the required number shall not exceed one space per unit. c. Any requirement to provide electric vehicle supply equipment or parking spaces that are accessible to persons with disabilities is met.

AMENDMENTS TO TITLE 30
Staff Draft Showing Changes
From Current Code
4 J. Review Process.

1. Building Permits. Adaptive reuse projects must comply with applicable state and local building codes and require approval of a building permit. Alternative building standards shall be considered pursuant to the California Existing Building Code and the California Historic Building Code, as applicable.

2. Discretionary Review. Adaptive reuse projects shall be exempt from all City discretionary review with the following exceptions:
a. If the project is in the coastal zone, an application for a Coastal Development Permit shall be submitted as required by Chapter 30.210, Coastal Permits.
b. If the project includes a subdivision, an application shall be submitted as required by Title 27, Subdivisions. The incentives identified in subsection

30.185.045.I, Development Incentives, shall apply to condominium development, notwithstanding Section 27.13.060, Physical Standards for Condominiums. c. If the project includes allowed additions, or exterior alterations, it will be processed according to the discretionary review procedures (e.g., design review, development plan) applicable to multi-unit residential or mixed-use development in the same zone except as follows:
i. Adaptive reuse projects are exempt from any mandatory preapplication or concept review. ii. Minor design alterations, as specified in the applicable Design Guidelines, may be approved as a ministerial action by the Community Development Director without review by the Design Review body.

3. Inclusionary Housing. An adaptive reuse project shall include inclusionary housing consistent with Chapter 30.160, Inclusionary Housing, or Section 30.150.110, Inclusionary Requirements for Rental Housing Projects, as applicable.

4. Historic Resources. Adaptive reuse projects for Designated Historic Resources must comply with Chapter 30.157, Historic Resources.

AMENDMENTS TO TITLE 30
Staff Draft Showing Changes
From Current Code
5 5. Contaminated Fill. If an adaptive reuse project is proposed in the “Area of Potential Contaminated Fill,” as identified on a map on file with the Community Development Department – Planning Division, and there is ground disturbance or foundation repair proposed as part of the project, it shall not be approved unless the applicable agency makes a determination pursuant to subdivision (c) of Section 25296.10 of the Health and Safety Code, that the site is suitable for residential use.

SECTION 2. Severability
If any provision of this Ordinance or the application thereof to any persons or circumstances is held invalid, such invalidity shall not affect other provisions or applications of this Ordinance which can be given effect without the invalid provision or application and, to this end, the provisions of this Ordinance are hereby declared to be severable.

SECTION 3. California Environmental Quality Act
This action is exempt from further environmental review pursuant to California Environmental Quality Act (CEQA) Guidelines Section 15061(b)(3) [General Rule]. The proposed adaptive reuse ordinance establishes a regulatory framework that facilitates the conversion of existing structures to residential or mixed use development and does not directly approve or authorize any specific construction nor does it grant entitlements or directly result in any physical changes to the environment.

MONTECITO

DE LA VINA

CABRILLO
CLIFF

CASTILLO

GUTIERREZ
HALEY

CARRILLO

ANACAPA

LAS POSITAS
MILPAS

YANONALI

CHAPALA

MISSION

FOOTHILL

STATE ST
HWY 101
HWY 101
HWY 101
1 Mile
Eligible
Mixed-Use
(O-R, O-M, C-R, C-G, M-C)
Eligible
Multi-Unit Residential Use
(R-M, R-MH)
Not Eligible
No Multi-Unit Residential Use
(RS, R-2, M-I, P-R, Specific Plans)
Not in Effect Coastal Zone, Title 28
Proposed Adaptive Reuse Ordinance
\\ch.sbcity.com\Departments\Community Development\Group Folders\GIS\Adaptive Reuse\Adaptive Reuse.aprx City of Santa Barbara IT/Planning Division - 6/11/2025

CITY LIMIT

CITY LIMIT
ATTACHMENT 2
ATTACHMENT 3
Ordinance Committee: Adaptive Reuse Ordinance
July 29, 2025
1 GENERAL PLAN POLICIES AND CONSISTENCY ANALYSIS
Staff has determined that the Adaptive Reuse Ordinance is consistent with General Plan policies and programs that encourage adaptive reuse, a mix of land uses, sustainable neighborhood planning, and infill housing.

Consistency Analysis General Plan Policies
The adaptive reuse ordinance is
consistent with General Plan policies
supporting adaptive reuse. The ordinance
creates development incentives to
facilitate adaptive reuse projects that
convert existing nonresidential buildings
to housing.

Housing Element, Policy 1.3
Adaptive Reuse
Economic and Fiscal Health Element,
EF12.

Re-Use of Commercial Space
Historic Resources Element, HR4.

Adaptive Reuse
The adaptive reuse ordinance is
consistent with General Plan policies
supporting infill housing, efficient
development, and sustainable
neighborhoods. The ordinance intends to
revitalize and reuse existing buildings in
zones that allow multi-unit residential
uses to focus adaptive reuse projects in
areas near jobs, commercial services,
and transit.

Land Use Element, LG4.

Principles for Development
Land Use Element, LG15.

Sustainable Neighborhood Planning
Housing Element, Policy 1.1
Sustainable and Livable Neighborhoods
Housing Element, Policy 1.2
Infill Housing
Housing Element, Policy 1.7
Prioritize Housing and Community Benefit
Circulation Element, 8.5
Downtown Housing
Circulation Element, 13.2
Compact Development
The adaptive reuse ordinance is
consistent with General Plan policies to
protect industrial use. The ordinance
excludes industrial uses thereby
protecting those uses by not allowing
their conversion in projects using the
ordinance.

Land Use Element, LG8.

Manufacturing Uses
Economic and Fiscal Health Element,
EF15.

Protect Industrial Zoned Areas
Ordinance Committee: Adaptive Reuse Ordinance
July 29, 2025
2 Consistency Analysis General Plan Policies
The adaptive reuse ordinance is
consistent with General Plan policies
supporting active transportation. The
ordinance reduces parking requirements
while maintaining all bicycle and
pedestrian requirements to promote
active transportation modes and goals.

Land Use Element, LG4.

Principle for Development
Land Use Element, LG15.

Sustainable Neighborhood Planning
Housing Element, Policy 1.1
Sustainable and Livable Neighborhoods
Circulation Element, 7.7
Bicycle Parking and Other Needs
The adaptive reuse ordinance is
consistent with General Plan policies for
more flexible and fewer regulations that
may impede housing development. The
ordinance provides development
incentives directly correlated to residential
uses to reduce constraints and allows for
more flexibility in other standards.

Housing Element, Policy 1.6
Reduce Constraints
Housing Element, Policy 1.8
Flexible Standards
The adaptive reuse ordinance is
consistent with General Plan policy to
minimize demolition. The reuse of existing
buildings reduces demolition and
upcycles existing buildings.

Historic Resources Element, HR3.

Discourage Demolition
Ordinance Committee: Adaptive Reuse Ordinance
July 29, 2025
3 Land Use Element
Goals
Design: Protect and enhance the community’s character with appropriately sized and scaled buildings, a walkable town, usable and well-located open space, and abundant, sustainable landscaping.

Historic Preservation: Protect, preserve and enhance the City’s historic resources.

Policies
LG4. Principles for Development. Establish the following Principles for Development to focus growth, encourage a mix of land uses, strengthen mobility options and promote healthy active living.
o Focus Growth. Encourage workforce and affordable housing within a quarter mile of frequent transit service and commercial services through smaller units and increased density, transit resources, parking demand standards, targeted infrastructure improvements, and increased public areas and open space. Incorporate areas as a result of an employee survey. o Mix of Land Uses. Encourage a mix of land uses, particularly in the Downtown to maintain its strength as a viable commercial center, to include retail, office, restaurant, residential, institutional, financial and cultural arts, encourage easy access to basic needs such as groceries, drug stores, community services, recreation, and public space.
o Mobility and Active Living. Link mixed-use development with main transit lines; promote active living by encouraging compact, vibrant, walkable places; encourage the use of bicycles; and reduce the need for residential parking.

LG8. Manufacturing Uses. Preserve and encourage the long-term integrity of light manufacturing uses.
o LG8.2 Limit Residential
Better define residential uses in the C-M Zone to both encourage priority housing and to protect existing manufacturing and industrial uses.

LG15. Sustainable Neighborhood Planning. Neighborhoods shall be encouraged to preserve and enhance the sense of place, provide opportunities for healthy living and accessibility, while reducing the community’s carbon footprint. 2023-2031 Housing Element
Goals
Create New Housing: Create new healthy, safe, and energy-efficient housing that meets community needs, within our resources.

Ordinance Committee: Adaptive Reuse Ordinance
July 29, 2025
4 Promote Housing Stability: Implement tenant protection measures, promote full time occupancy of existing housing, and discourage conversion of housing to other uses.

Policies
Policy 1.1 Sustainable and Livable Neighborhoods. Ensure that new housing programs, housing developments, and related infrastructure improvements include community-led strategies that encourage community revitalization in areas of lower opportunity to meet the needs of lower-income residents and are consistent with the City’s sustainability initiatives for energy efficiency and active transportation goals.

Policy 1.2: Infill Housing. Encourage development of housing on infill sites near transit and jobs, particularly redevelopment of sites suitable for housing, while continuing to limit residential density in High Fire Hazard Areas.

Policy 1.3 Adaptive Reuse. Provide incentives and promote flexibility for adaptive reuse projects that convert existing structures to multi-unit housing in order to reduce construction waste and extend the life of existing buildings.

Policy 1.4 Reduce Constraints. Reduce and, where feasible and practical, remove unnecessary City-imposed constraints that impede housing development.

Policy 1.7 Prioritize Housing and Community Benefit. Prioritize residential development and nonresidential priority projects with broad community benefit on sites zoned for both residential and other uses.

Policy 1.8 Flexible Standards. Increase flexibility in multi-unit housing densities and other standards to allow a variety of unit sizes and affordability levels.

Programs
HE-1: Facilitate Conversion of Nonresidential Buildings to Housing The City has older commercial, office, and industrial buildings and larger single-unit residential buildings that are appropriate for conversion (i.e., adaptive reuse) to multi-unit or mixed-use residential. There are also historic buildings that could be converted to residential use or expanded to accommodate multiple residential units consistent with the Secretary of Interior’s Standards for Rehabilitation. The City will draft an Adaptive Reuse Ordinance for adoption, proposed to initially apply to existing buildings within the Central Business District (CBD), where there is sufficient transit and services, and existing buildings designated as a historic resource, where residential use is allowed.

The City shall prepare outreach materials, and online forms and applications to encourage adaptive reuse to property owners and interested developers.

Funding Source: General Fund (staff)
Ordinance Committee: Adaptive Reuse Ordinance
July 29, 2025
5 Responsibility: Planning Division
Time Frame: Start Date Q2 2024. End Date Q4 2025.

Corresponding Goal/Policy: Goal 1; Policies 1.1, 1.2, 1.3, 1.4, 1.7, and 1.8 Economic and Fiscal Health Element
Goals
Interconnected Regional Economy: Recognize that commerce is intertwined with transportation, natural resources and housing, and together are key elements of a healthy economy that is regional in scope.

Minimize Impacts and Costs: Internalize impacts to the environment of new development and redevelopment, and avoid costs to the community.

Policies
EF12. Re-Use of Commercial Space. Provide incentives for adaptive re-use of vacant commercial buildings.

EF15. Protect Industrial Zoned Areas. Preserve the industrial zones as a resource for the service trades, product development companies, and other industrial businesses not precluding priority housing in the C-M, Commercial Manufacturing Zone.

Historic Resources Element
Goals
Protection and Enhancement of Historical Resources: Continue to identify, designate, protect, preserve and enhance the City’s historical, architectural, and archaeological resources. Ensure Santa Barbara’s “sense of place” by preserving and protecting evidence of its historical past, which includes but is not limited to historic buildings, structures, and cultural landscapes such as sites, features, streetscapes, neighborhoods, and landscapes.

Policies
HR3. Discourage Demolition. Develop effective measures to discourage and curtail the demolition of historic resources.

HR4. Adaptive Reuse. Encourage the adaption of historic buildings or structures for uses other than the original intended use when the original use is no longer viable. o HR4.1 Provide Incentives
Provide incentives for the adaptive reuse of historic buildings. Support zoning modification approvals for parking and setbacks to allow more change of uses for historic properties and allow more flexible building code Ordinance Committee: Adaptive Reuse Ordinance
July 29, 2025
6 compliance alternatives. For example, employ the California State Historic Building Code to allow more flexibility in code compliance.

Circulation Element
Policies

7.7 Bicycle Parking and Other Needs. Require all multi-family and commercial projects to be designed to meet the needs of bicyclists (e.g., secure parking, storage, lockers, showers, etc.)

8.5 Downtown Housing. The City shall promote/facilitate the development of housing to decrease the need for parking through an increased walking/biking population that lives, works, and shops Downtown (See Chapter 13).

13.2 Compact Development. Without increasing the City wide development potential as provided for in the existing Zoning Ordinance and General Plan, the City shall allow more compact, pedestrian oriented development along major transit corridors (see Traffic Standards Chapter, Implementation Strategy 11.1.1).
o 13.2.2 Consider amending the Zoning Ordinance to:
 Allow increased residential densities and more compact, pedestrian oriented, non-residential along streets identified as major transit corridors, and
 Reduce parking requirements for properties near major transit corridors if it can be demonstrated that a negative impact will not occur. In conjunction with this reduction, the City shall evaluate and aggressively monitor the results to ensure continued use of alternative means of travel and to justify reduced parking demands.

City of Santa Barbara

PLANNING COMMISSION

MINUTES
JUNE 12, 2025
1:00 P.M.

City Hall, Council Chambers
735 Anacapa Street
SantaBarbaraCA.gov
COMMISSION MEMBERS:

Devon Wardlow, Chair
Lucille Boss, Vice Chair
Brian Barnwell
John M. Baucke
Donald DeLuccio
Benjamin Peterson
Lesley Wiscomb
CITY COUNCIL LIAISON:

Mike Jordan
STAFF:

Tava Ostrenger, Assistant City Attorney
Ellen Kokinda, Acting City Planner
Jasper Carman, Commission Secretary

CALL TO ORDER
Vice Chair Boss called the meeting to order at 1:00 p.m.

I. ROLL CALL
Vice Chair Lucille Boss, Commissioners Brian Barnwell, John M. Baucke, Donald DeLuccio, Benjamin Peterson (until 2:31 p.m.), and Lesley Wiscomb

Absent: Chair Devon Wardlow

STAFF PRESENT
Allison DeBusk, Interim Community Development Director
Tava Ostrenger, Assistant City Attorney
Ellen Kokinda, Acting City Planner
Tina Dye, Chief Building Official
Rosie Dyste, Acting Principal Planner
Brenda Beltz, Planning Analyst
Dana Falk, Project Planner
Christopher Bell, City TV Production Supervisor
Janet Ahern, City TV Production Specialist
Jasper Carman, Commission Secretary
II. PRELIMINARY MATTERS
A. Requests for continuances, withdrawals, postponements, or addition of ex-agenda items:

No requests.

B. Announcements and appeals:

ATTACMENT 4
Planning Commission Minutes June 12, 2025 Page 2 of 4
Ms. Kokinda announced the following:

1. The mixed-use development at 418 N. Milpas St. has been appealed and will be heard at City Council on August 12, 2025.

2. The development at 633 E. Cabrillo Blvd. has been appealed and is slated to be heard at City Council on September 23, 2025. This appeal date will be confirmed at the City Council hearing next Tuesday, June 17, 2025.

3. The next Planning Commission hearing on June 19, 2025 is cancelled due to the Juneteenth holiday. The following hearing on July 3, 2025 is confirmed and will include a lunch meeting for legislative updates.

C. Review, consideration, and action on the following draft Planning Commission minutes and resolutions:

1. May 15, 2025 Planning Commission Minutes

2. Planning Commission Resolution No. 003-25
500 James Fowler / End of Runway 33

3. Planning Commission Resolution No. 004-25
633 E. Cabrillo Blvd. / Hilton Santa Barbara Beachfront Resort MOTION: DeLuccio / Wiscomb
Approve the minutes and resolutions as presented.

The motion carried by the following vote:

Ayes: 6 Noes: 0 Abstain: 0 Absent: 1 (Wardlow)
D. Comments from members of the public pertaining to items not on this agenda:

Public comment opened at 1:04 p.m., and as no one wished to speak, it closed.

III. NEW ITEM
ACTUAL TIME: 1:04 P.M.

HE-1 ADAPTIVE REUSE ORDINANCE
Application Number: PLN2024-00411
Applicant: City of Santa Barbara, Planning Division
The adaptive reuse ordinance implements Housing Element Program HE-1 from the 2023–2031 Housing Element, with the purpose of facilitating conversion of nonresidential buildings to housing.

The discretionary actions under the jurisdiction of the Planning Commission at this hearing are:

A. Recommendation to City Council to amend the Santa Barbara Municipal Code to add Section

30.185.045, Adaptive Reuse Projects,
Planning Commission Minutes June 12, 2025 Page 3 of 4
B. Recommendation to City Council to determine that the adaptive reuse ordinance is exempt from CEQA pursuant to CEQA Guidelines Section 15061(b)(3), and C. Recommendation to City Council to determine that the adaptive reuse ordinance is consistent with the General Plan.

EX PARTE COMMUNICATION: Commissioner Barnwell disclosed an ex parte communication with a public commenter, Ben Romo, regarding his written public comment submission.

Dana Falk, Project Planner, gave the Staff presentation. Allison DeBusk, Interim Community Development Director; Tina Dye, Chief Building Official; Rosie Dyste, Acting Principal Planner; and Brenda Beltz, Planning Analyst were available to answer questions.

Public comment opened at 1:18 p.m., and the following individuals spoke:

1. Rob Fredricks

2. Linda Honikman on behalf of Strong Towns Santa Barbara

3. Ben Romo

4. Lisa Carlos

5. Steve Johnson
Written correspondence from Pat Saley, Steve Johnson, Ben Romo, Fran Galt, Dianne Black on behalf of the League of Women Voters of Santa Barbara, Craig Minus on behalf of the Coastal Housing Coalition, Peter Lewis, Matt Gries on behalf of the AIA Santa Barbara, and Strong Towns Santa Barbara was acknowledged.

Public comment closed at 1:33 p.m.

MOTION: Baucke / Wiscomb
Approve the ordinance, making the findings for the Recommendation to City Council as outlined in the Staff Report dated June 5, 2025, with the following modifications to the ordinance:

1. In section 1, subsection B, definition 2 “Existing Building Envelope”, modify the certificate of occupancy down to 5 years prior.

2. In section 1, subsection G, change the rental unit size to 800 square feet and ownership unit size to 1,200 square feet.

3. The Commission requests an update on adaptive reuse projects in the Annual Housing Element Progress Report.

4. The Commission strongly recommends to City Council that the inclusionary housing in-lieu fees program gets accelerated consideration as it is preferred over in-lieu deed restricted units.

5. Consider treating in-lieu fees differently or waiving them altogether for adaptive reuse projects in the Central Business District.

The motion carried by the following vote:

Ayes: 5 Noes: 0 Abstain: 0 Absent: 2 (Peterson and Wardlow) Planning Commission Minutes June 12, 2025 Page 4 of 4
IV. ADMINISTRATIVE AGENDA
ACTUAL TIME: 2:38 P.M.

A. Committee and Liaison Reports:

1. Staff Hearing Officer Liaison Report
Commissioner DeLuccio reported on the Staff Hearing Officer meeting of June 11, 2025.

2. Other Committee and Liaison Reports
a. Commissioner Wiscomb reported on the Waterfront Harbor Community Survey.
b. Commissioner DeLuccio reported on the June 4, 2025 meeting of Historic Landmarks Commission.

B. Discussion on Subcommittees and Workshops
No discussion held.

V. ADJOURNMENT
Vice Chair Boss adjourned the meeting at 2:41 p.m.

Submitted by,
__________________________________________
Jasper Carman, Commission Secretary
City of Santa Barbara

PLANNING COMMISSION

MINUTES
DECEMBER 12, 2024
1:00 P.M.

City Hall, Council Chambers
735 Anacapa Street
SantaBarbaraCA.gov
COMMISSION MEMBERS:

John M. Baucke, Chair
Devon Wardlow, Vice Chair
Brian Barnwell
Lucille Boss
Donald DeLuccio
Sheila Lodge
Lesley Wiscomb
CITY COUNCIL LIAISON:

Mike Jordan
STAFF:

Tava Ostrenger, Assistant City Attorney
Megan Arciniega, Senior Planner
Kira Esparza, Administrative Assistant

CALL TO ORDER
Chair Baucke called the meeting to order at 1:01 p.m.

I. ROLL CALL
Chair John M. Baucke, Vice Chair Devon Wardlow, Commissioners Brian Barnwell, Lucille Boss, Donald DeLuccio, and Lesley Wiscomb

Absent: Sheila Lodge

STAFF PRESENT
Tava Ostrenger, Assistant City Attorney
Allison DeBusk, City Planner
Dan Gullett, Principal Planner
Dana Falk, Project Planner
Brenda Beltz, Planning Analyst
Jessica Grant, Supervising Transportation Planner
Christopher Bell, City TV Production Supervisor
Janet Ahern, City TV Production Specialist
Kira Esparza, Administrative Assistant
Jasper Carman, Commission Secretary
II. PRELIMINARY MATTERS
A. Requests for continuances, withdrawals, postponements, or addition of ex-agenda items:

No requests.

B. Announcements and appeals:

ATTACHMENT 5
Planning Commission Minutes December 12, 2024 Page 2 of 6 Ms. DeBusk announced the following:

1. On December 10, 2024 City Council heard the appeal at 17-21 West Montecito, which they denied, upholding the project and the Planning Commission’s conditions of approval and findings.

C. Comments from members of the public pertaining to items not on this agenda:

Public comment opened at 1:02 p.m., and as no one wished to speak, it closed.

III. DISCUSSION ITEM
ACTUAL TIME: 1:02 P.M.

HE-1 ADAPTIVE REUSE ORDINANCE DISCUSSION
Application Number: PLN2024-00411
Applicant: City of Santa Barbara, Planning Division
Discussion of a draft adaptive reuse ordinance intended to facilitate conversion of existing nonresidential buildings to housing. The draft adaptive reuse ordinance implements the 2023– 2031 Housing Element Program HE-1: Facilitate Conversion of Nonresidential Buildings to Housing.

The Planning Commission will receive a presentation on the draft adaptive reuse ordinance, receive public comment, hold a discussion, and provide feedback to staff. No formal action will be taken at this meeting.

Staff Contact: Dana Falk, Project Planner
[email protected], (805) 564-5470, ext. 4556
Staff Report*
*Available for viewing online at SantaBarbaraCA.gov/PC
Dana Falk, Project Planner, gave the Staff presentation. Dan Gullet, Principal Planner; Brenda Beltz, Planning Analyst, and Jessica Grant, Supervising Transportation Planner, were available to answer questions.
* THE COMMISSION RECESSED FROM 1:06 TO 1:28 P.M. *
Public comment opened at 1:54 p.m., and the following individuals spoke:

1. Karl Hutterer

2. Ben Romo

3. Brian Cearnal
Written correspondence from Patricia Saley, Ben Romo, and Peter Lewis was acknowledged.

Public comment closed at 2:05 p.m.

Commissioner comments:

Planning Commission Minutes December 12, 2024 Page 3 of 6 Commissioner Boss:
• Appreciates the background and years of work that have gone into this, having gone through the Housing Element and feedback from several different City Councils and Planning Commissions.
• Thanks Staff and recognizes the complexity.
• Glad to see that it not only complies with State laws, but goes beyond State incentives too. That is something they are already hearing from developers that it will encourage housing.
• In next Housing Element update cycle, it would be helpful to include potential adaptive reuse opportunities in suitable sites inventory.
• The Adaptive Reuse Ordinance should expand and apply to all of Title 30 where residential is allowed, including M-C but excluding Single Family. • It might be helpful to have a percentage rather than the specified 35-foot depth in regard to the required ground floor nonresidential space on State Street.

Commissioner Wiscomb:
• Agrees with Commissioner Boss’ comment to expand adaptive reuse to all residential zones excluding the Single Family zones.
• Agrees with Commissioner Boss’ comment about using a percentage rather than a 35- foot depth for nonresidential space on State Street, and would also like to see some flexibility on the additional 250 sq. ft. allowance. Maybe some sort of percentage or a “and/or” scenario to try to avoid limiting developers.
• It is imperative that Staff continues to work with the Creeks Division on SWMP regulations.

There may be a possibility of identifying buildings downtown that are adjacent to one another that could share stormwater facilities if they need to be changed or upgraded.

There should be creative ways to incentivize adaptive reuse. • Agrees with Commissioner DeLuccio that Historic Landmarks Commission involvement would play an important role.
• In-lieu fees need to be finalized as soon as possible. Pleased to hear Mr. Gullett say that it is ahead of where it’s supposed to be at this point in time, but it has been a stumbling block to Downtown development and needs to be done so housing can be built. Would like to see the in-lieu fees deposited into the Affordable Housing Trust Fund and then let the experts that build affordable housing do their part, and the developers who build residential housing without the inclusionary portion do their part. • Appreciates the incentives that have been developed. They are very well thought out. • Planning Staff have done a really thorough job, and have had great answers to all questions asked.
• Wants to see this go through and start to work for us. There may be a few more steps that need to happen before it works, but it’s on its way.

Commissioner DeLuccio:
• Would love to see it expand to all Title 30 zones where residential is permitted, but at the same time it would be good to even see this get adopted because it’s more than we have now.
• In regard to the first floor requirements, likes the approach where it’s not square footage but instead it’s a percentage.

Planning Commission Minutes December 12, 2024 Page 4 of 6 • Thanks Staff for reducing the requirement from 100% very low or low income to 50% that can be moderate, low, or very low income to qualify because that will help us with the missing middle and to address workforce housing.
• Glad that buildings would have to stay within the footprint for adaptive reuse and if there is open space already, that it would have to be preserved. • Supports any kind of streamlining processes that can be done. Reduction of fees as a result of streamlining would be welcomed by the community and developers. • Would like to see Staff who can address stormwater runoff questions more in depth at the next hearing.
• Supports in-lieu fees into the housing fund in lieu of putting the units on site. • Thanks Staff and thinks they have done a wonderful job.

Vice Chair Wardlow:
• Thanks staff and recognizes this has been a long time coming and there has been substantial progress made.
• Supports a lot of the adjustments that have been made and are proposed. • The Commission would really like to see the Adaptive Reuse Ordinance apply to every area of the city under Title 30 that allows residential except for single family residential.

That is really crucial to getting this done now, as it has been explained that it is very unlikely that this will come back and be amended in the near future. We should get it right the first time because it would be a missed opportunity and we want to make sure that we have the most eligible sites that are available to utilize this program. • Agrees with flexibility on the building envelope piece that some of the Commissioners have mentioned. Moving to a percentage may make more sense but wants to make sure that the flexibility is there. It might need to be more clear for developers. • It is very important that we get the same type of flexibility language that we are including for other components of eligibility to be included around the stormwater requirements.

Defers to Staff on what that’s going to take to work with the Creeks Department, but really hopes that next time either there is a representative from Creeks or that this is addressed with some type of language. We should proactively address any issues since this will not be amended later.
• Strongly believes that the inclusionary requirement should be included and maintained as required in the Central Business District. Is very excited to see the upcoming feasibility study and knows everyone is anxiously awaiting this as the hope is that we are increasing the inclusionary and in-lieu fees. As an example, the City of Santa Monica requires 30% inclusionary that is applied across the City and across the board in their adaptive reuse policy. We are at 10% and she looks forward to the study coming back and increasing that.
• Excited with a lot of the updates that have been made and believes we are really close.

Commissioner Barnwell:
• Recognizes how emphatic the Commission is about the things they want to get done and commends Staff for being so diplomatic.
• The Commissioners are passionate about this and do believe this is a crisis but knows that Staff is under different marching orders. Staff is doing their part very well. • On the percentage versus the 35-foot depth comment, unsure of how you would figure out that percentage, and is in favor of the 35-foot depth from personal experience.

Planning Commission Minutes December 12, 2024 Page 5 of 6 • We need to work with Creeks and get the stormwater issue ironed out. Unsure of how to do it, it might have to come from the City Council, either way we have to diplomatically arrange how we can work with them to make it happen.
• Believes the incentives are great.
• Appreciates that staff has been able to answer all questions without being flummoxed. • Likes the open spaces on roofs, but is unsure on how to incentivize it. • Reiterated how important the in-lieu fees are.
• There needs to be a better discussion of parking.
• Would like to see this expand beyond the Central Business District, maybe not all of Title 30, but areas like the Westside, Haley, State St. or Milpas St. Those areas are similar to the Central Business District.

Chair Baucke:
• It is clear that we need to apply this city wide to the extent feasible and that includes the coastal zone.
• Understands the rationale for focusing the Adaptive Reuse Ordinance on the Central Business District, but would rather be ahead of things instead of chug along in pieces. • There is a need for consideration for some kind of an allowance and flexibility for additions so modifications can actually look architecturally correct. • Agrees with Commissioners that the inclusionary requirement, at whatever percentage it is, should be applied as in-lieu fees as these are small projects with few units. The in-lieu fees should be an appropriate dollar amount.
• If there was an enhanced infrastructure finance district in the CBD, when the project’s assessed valuation increases upon completion, the additional tax revenue that comes from the property taxes for the higher assessed valuation could be added directly to the housing fund, and would make it no longer a per developer problem. It would be better to have the experts in affordable housing development be those projects that utilize the system instead of trying to incentivize it as a big system. • Understands that from the City Manager that the City, as part of the BAE feasibility study, will be looking at an enhanced infrastructure finance district. • The SWMP issues in the downtown area need to be addressed on a system wide basis and all of downtown is treated like a master plan development. Given that the city already is a master plan, a city-wide public works based water quality system would be most effective. This would be another project that could be paid for by the enhanced infrastructure finance district, and the taxes that could be recaptured by the radically different assessed property valuations once projects are completed can be used for the public benefit of the whole downtown area
• Supports the square footage requirements and appreciates the flexibility while not promoting larger than needed units. Open to a conversation in the future about potential micro units.
• Important to analyze the building code issues and fire code issues. Encourages Staff to have a conversation with the Fire Chief about systems that can provide the necessary requirements but aren’t the most expensive options on the market. Feels that a building going from not having sprinklers to having them so they are up to code is a large enough step that they don’t need to be the most expensive sprinklers out there. • Agrees with Commissioners and public comments that this needs to be applied city wide.

We need more supply and going city wide will give us more housing supply. • Thanks Staff for confirming that rooftop facilities would be helpful and could be done.

Planning Commission Minutes December 12, 2024 Page 6 of 6 • The City should come up with an understanding of what parking is currently available and how the Central Business District parking could operate as a system, how to allow residential uses when parking lots are under parked. We should come up with a system that is a much more proactive use of parking.
• There needs to be a minimum depth of active commercial space on State St, and the 35 feet does serve the purpose of activation. Percentages could be combined with 35 feet depth minimum, but does not recommend getting rid of the 35 feet.

IV. ADMINISTRATIVE AGENDA
ACTUAL TIME: 3:40 P.M.

A. Committee and Liaison Reports:

1. Staff Hearing Officer Liaison Report
Commissioner Boss reported on the Staff Hearing Officer meeting of December 11, 2024.

2. Other Committee and Liaison Reports
No reports.

B. Discussion on Subcommittees and Workshops
No discussion held.

V. ADJOURNMENT
Chair Baucke adjourned the meeting at 3:41 p.m.

Submitted by,
__________________________________________
Kira Esparza, Administrative Assistant
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SPECIAL JOINT CITf COUNCIL/PLANNING COMMISSION MEETING
JULY 26, 2024
DAVID GEBHARD PUBLIC MEETING ROOM, 630 GARDEN STREET

CALL TO ORDER
Mayor Randy Rowse called the meeting to order at 9:01 a. m.

PLEDGE OF ALLEGIANCE
Mayor Rowse.

ROLL CALL
Councilmembers present: Eric Friedman, Alejandra Gutierrez (9:25 a. m.), Oscar Gutierrez (9:07 a. m.), Meagan Harmon (9:05 a. m. ), Mike Jordan (9:05 a. m. ), Kristen W Sneddon, Mayor Randy Rowse.

Councilmembers absent: None.

Planning Commissioners present: Vice Chair Devon Wardlow, Brian Barnwell, Lucille Boss, Donald DeLuccio, Sheila Lodge, Lesley Wiscomb.

Planning Commissioners absent: Chair John M. Baucke.

Staff present: City Administrator Kelly McAdoo, City Attorney Sarah J. Knecht, Planning Commission Secretary Mariah Johnson.

WORK SESSION

1. Subject: Joint City Council and Planning Commission Work Session:

Direction on Housing Element Program Implementation (650.06) Recommendation: That City Council and Planning Commission provide direction to staff on adaptive reuse and hotel use zoning amendments to implement Housing Element Programs (HE-1 and HE-20).

Documents:

July 26, 2024, report from the Community Development Director.

Powerpoint presentation prepared and made by staff.
07/26/2024 Santa Barbara City Council Minutes Page 1 of 2 ATTACHMENT 6
Speakers:

Staff: Community Development Director Elias Isaacson; Project Planner Dana Falk; Principal Planner Daniel Gullet; City Planner Allison DeBusk.

Discussion:

Staff presented to City Council and Planning Commission direction for Adaptive Reuse and Hotel Use Zoning Ordinances (HE-1 & HE-20).

Staff then presented overviews of a few of these directions, including an expected projection of the Housing Element from 2023-2031, an overview of Adaptive Reuse (Program HE-1), an overview of Hotel Zones (Program HE-20), and next steps for City Council and Planning Commission moving forward regarding the Housing Element.

Councilmembers' and Planning Commissioners' questions were answered.

PUBLIC COMMENT ON ITEMS LISTED ON THE AGENDA
Members of the Public: Rhonda Dell; Dale Aazam; Dianne Black; Brian Cearnal; Ben Romo; Trey Pinner.

ADJOURNMENT
Mayor Rowse adjourned the meeting at 11:33 a.m.

Approved and adopted by the City Council of the City of Santa Barbara on August 20, 2024.

SANTA BARBARA CITY COUNCIL SANTA BARBARA

CITY CLERK'S OFFICE

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SARAH GORMAN

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07/26/2024 Santa Barbara City Council Minutes Page 2 of 2

CITY OF SANTA BARBARA

ORDINANCE COMMITTEE AGENDA REPORT
AGENDA DATE: July 29, 2025
TO: Ordinance Committee
FROM: Public Works Department
SUBJECT: Introduction of Ordinance for Water Metering for Adaptive Reuse Projects
RECOMMENDATION:

That Ordinance Committee forward to Council for introduction, an Ordinance of the Council of the City of Santa Barbara Amending Section 14.08.150 of the Santa Barbara Municipal Code Relating to Water Meters for Adaptive Reuse Projects.

DISCUSSION:

Staff is recommending updates to Section 14.08.150 of the City’s Municipal Code, Title 14, which governs the City’s water system. The updates are related to water metering requirements for adaptive reuse projects, as described below.

Background
To promote water-use efficiency, the City of Santa Barbara (City) has a long-standing requirement that each new dwelling unit must be served by a separate City water meter.

Separate metering establishes a relationship directly between the City and the end water user for purposes of billing, communication, and water use information. The City requires that its water meters be located at the curb line of the street to allow for meter reading and maintenance. In cases where it is not physically feasible to place all the required water meters in the public right-of-way, the Public Works Director may authorize a City master meter to be installed at the curb with individual, privately owned submeters on private property.

On January 28, 2025, City Council adopted an ordinance amending section 14.08.150 of the Municipal Code, which waived the requirement for separate water metering or submetering of individual residential units specifically for adaptive reuse projects where one hundred percent of units are affordable to very low or low income households. At the ordinance introduction Council meeting on January 14, 2025, City Council directed staff to examine water metering requirements for all adaptive reuse projects, regardless of affordability.

Agenda Item No. 2
File Code No. 120.03
Ordinance Committee Agenda Report
Introduction of Ordinance for Water Metering for Adaptive Reuse Projects July 29, 2025

Page 2 ends

In response to City Council’s request, Public Works staff have considered water metering requirements for adaptive reuse projects with no affordability requirements, and have been coordinating with Community Development while they develop an ordinance adopting development incentives for adaptive reuse projects. Staff researched the policies of other water agencies and learned that other agencies are allowing private submetering. Staff also discussed with local developers, architects, and property managers to gain insight on their experiences with installing and maintaining private submeters.

Proposed Metering Requirements for Adaptive Reuse Projects No changes are proposed to the regulations adopted by City Council in January 2025 regarding metering regulations for one hundred percent affordable adaptive reuse projects.

This proposed ordinance focuses on adaptive reuse projects that have no affordability requirements.

This ordinance would expand the option of private submetering to all adaptive reuse developments with no affordability requirements, regardless of space constraints in the public right-of-way. Private submetering of residential units will be allowed for projects that qualify as an Adaptive Reuse Project pursuant to Section 30.185.045 of the Santa Barbara Municipal Code, which is a proposed ordinance not yet in effect. The subject ordinance proposed is intended to align with Community Development’s proposed ordinance adding Section 30.185.045 to the Municipal Code relating to regulations for adaptive reuse projects.

Other water metering requirements will remain in place, such as applicable irrigation metering specifications and that non-residential uses within the building be metered by City water meters separate from those serving the residential units.

Despite the benefits to the customer and water utility of separate City metering for purposes of customer communication, conservation, and rebate participation, private submetering provides a compromise by removing some upfront construction costs for developers of adaptive reuse projects associated with installing separate City meters, while still retaining some ability for end water users to be aware of their individual water usage via their submeter. This ordinance will also provide developers with more certainty at the outset of their adaptive reuse projects regarding what their water metering requirements will be.

Overall, staff anticipates this ordinance will increase flexibility and decrease construction costs for adaptive reuse projects.

BUDGET/FINANCIAL INFORMATION:

The proposed action has no financial impact on the City.

SUSTAINABILITY IMPACT:

These changes only affect residential units that qualify as an Adaptive Reuse Project pursuant to Section 30.185.045 of the Santa Barbara Municipal Code. Additionally, Ordinance Committee Agenda Report
Introduction of Ordinance for Water Metering for Adaptive Reuse Projects July 29, 2025

Page 3 ends

adaptive reuse projects are commonly located in dense areas with inherently small frontages that would already necessitate private submetering under the current ordinance.

Therefore, staff does not anticipate material negative impacts to the City’s overall water efficiency goals. These projects will still be required to abide by other water metering and water efficiency regulations as applicable, including but not limited to water efficient landscape standards.

WATER COMMISSION RECOMMENDATION:

This item was presented to Water Commission at its meeting on April 17, 2025, and the Commission voted 3-0-2 (yes, against, and absent, respectively) in support of staff’s recommendation. The Water Commission’s recommendation and approval supported consistency with Planning Commission.

ATTACHMENT: Ordinance for Water Metering for Adaptive Reuse Projects PREPARED BY: Joshua Haggmark, P.E., Water Resources Manager/KM SUBMITTED BY: Brian D’Amour, P.E., Acting Public Works Director APPROVED BY: Kelly McAdoo, City Administrator

ATTACHMENT
ORDINANCE NO. _________

AN ORDINANCE OF THE COUNCIL OF THE CITY OF
SANTA BARBARA AMENDING SECTION 14.08.150 OF

THE SANTA BARBARA MUNICIPAL CODE RELATING TO

WATER METERS FOR ADAPTIVE REUSE PROJECTS

THE CITY COUNCIL OF THE CITY OF SANTA BARBARA DOES ORDAIN AS FOLLOWS:

SECTION 1. Section 14.08.150 of Chapter 14.08 of Title 14 of the Santa Barbara Municipal Code is amended to read as follows:

14.08.150 New Dwelling Units - Metering Requirements.

A. GENERAL RULE. Every new dwelling unit shall be served by a separate meter, unless submetered service has been authorized or required pursuant to Section

14.08.140(B), or except as provided in Subsection D, E, F, or G of this Section. As used in this Section, dwelling unit has the same meaning as in Titles 28 and 30 of this Code and includes newly constructed units and units resulting from a conversion or subdivision of all or a portion of an existing structure.

B. PROJECTS OF FOUR OR FEWER UNITS. For projects adding four or fewer new dwelling units, common area uses on the lots or parcels within the project including, but not limited to, irrigation, water features (pools, spas, fountains), and shared laundry facilities, may be served by the meter or meters measuring the water supplied to the dwelling units or may be served by a separate meter or meters. For purposes of this Subsection, if a project demolishes an existing dwelling unit and constructs a new dwelling unit in its place, the resulting unit shall be considered a new dwelling unit.

C. PROJECTS OF FIVE OR MORE UNITS. For projects adding five or more dwelling units, a meter measuring only the water supplied to the interior of a dwelling unit shall measure only the water used within the dwelling unit and any adjacent outside area exclusively for occupants of the dwelling unit. All other uses on the lots or parcels within the project, including, but not limited to, irrigation, water features (pools, spas, fountains), and shared laundry facilities, shall be served by one or more meters separate from the meters measuring the water supplied to the dwelling units. For purposes of this Subsection, if a project demolishes an existing dwelling unit and constructs a new dwelling unit in its place, the resulting unit shall be considered a new dwelling unit.

D. LOW INCOME HOUSING PROJECTS. One water meter may serve six residential dwelling units or submetering may be authorized for developments in which Staff Draft Showing Changes
From Current Code
2 100% of the units, except a manager’s unit, are rental units that are affordable to very low or low income households if the following conditions are met:

1. A covenant is recorded in the Official Records of the County of Santa Barbara against the title which states: (a) all of the residential units on the real property shall be rented to very low or low income households, (b) the maximum rent and the maximum household income of tenants shall be determined as set forth in the Affordable Housing Policies and Procedures Manual of the City of Santa Barbara, which is adopted by City Council resolution from time to time, and (c) the maximum rent shall be controlled through recorded documents to assure continued affordability for a term that is consistent with the City's Affordable Housing Policies and Procedures Manual. The City shall be a party to the covenant; and

2. A covenant is recorded in the Official Records of the County of Santa Barbara against the title which states that the development has received a reduction in the number of water meters required because it is a project with 100% affordable units.

In the event that the real property, or any portion thereof, is not or cannot be used solely for very low or low income rental housing, either: (a) the structure(s) shall be redesigned and possibly reconstructed and the number of residential units shall be reduced so that there is compliance with the City's water metering requirements then in effect; or (b) the owner shall provide additional water meters as needed in order to comply with the City's water metering requirements then in effect and owner pay any applicable installation and/or capacity-based fees or costs associated with the additional water meters. The City shall be a party to the covenant.

E. ONE HUNDERD PERCENT AFFORDABLE ADAPTIVE REUSE
PROJECTS. The requirement for separate metering or submetering of individual residential units may be waived for residential units that qualify as an Adaptive Reuse Project pursuant to section 30.185.045 of this Code, as may be amended from time to time, resulting from a development consisting of the retrofitting and repurposing of an existing non-residential, if all the following requirements are met:

1. All of the resulting residential units, except a manager’s unit, are to be rented to very low or low income households at the maximum rent and with a maximum household income of tenants be determined as set forth in the Affordable Housing Policies and Procedures Manual of the City of Santa Barbara, as adopted by City Council resolution from time to time.

2. Non-residential uses within the building are metered separately from the residential units.

3. A covenant as specified in Subsection D is recorded for the project.

F. ADAPTIVE REUSE PROJECTS. Submetering of individual units may be authorized for residential units that qualify as an Adaptive Reuse Project pursuant to Staff Draft Showing Changes
From Current Code
3 section 30.185.045 of this Code, as may be amended from time to time, so long as nonresidential uses within the building are metered separately from the residential units.

G.F. ACCESSORY DWELLING UNITS. An accessory dwelling unit described in California Government Code Section 66323(a)(1) may be served by the meter serving the lot, unless the accessory dwelling unit is constructed concurrently with a new single family dwelling. All other accessory dwelling units shall be separately metered as provided in Subsection A; provided, however, that the accessory unit may be served by a submeter if the meter for the property has sufficient capacity to serve both the primary and accessory dwelling units. The capacity charge for a separately metered accessory dwelling unit shall be in an amount established by City Council resolution consistent with Government Code Section 66324 (e).

H.G. ULTRA-HIGH WATER USE EFFICIENCY RESIDENTIAL PROJECTS. The Director may approve or require submetered service for a residential project having ultrahigh water use efficiency verified by an independent rating institution approved by the Director, provided that a single meter may not serve more than six dwelling units. The Director may adopt an administrative policy for implementation of this subdivision, including standards for ultra-high water use efficiency, determination of meter size, and approval of independent rating institutions.

PROCLAMATION

OLD SPANISH DAYS WEEK
JULY 30 -AUGUST 3, 2025
WHEREAS, 2025 marks the 10 J
51 anniversary of Old Spanish Days ''Fiesta" in
Santa Barbara, California; and
WHEREAS, this annual five-day celebration of Santa Barbara's historical origins honors the Spanish, Mexican, and Chumash cultures that are integral to the very fabric of our community; and
WHEREAS, the.first Fiesta was held in 1924, and many of the same elements are stillenjoyed today, including parades, educational presentations, delicious food and drink, lively music, and impressive dance performances; and WHEREAS, thousands of visitors flock to Santa Barbara each year to experience this unique celebration of culture, arts, history, and community; and WHEREAS, many area nonprofits, businesses, and community groups benefit from the boost to the local economy during Fiesta; and
WHEREAS, this beloved local event has continued to thrive and grow for more than a century due to the dedication of all current andformer Presidentes and Presidentas, board members, volunteers, performers, and participants; and WHEREAS, the City of Santa Barbara is proud to continue its longstanding support of Old Spanish Days, and welcomes residents and visitors alike tojoin us in Fiesta revelry;
NOW, THEREFORE, I, RANDY ROWSE, by virtue of the authority vested in me as Mayor of the City of Santa Barbara, do hereby proclaim July 30 - August 3, 2025 as OLD SPANISH DAYS WEEK in Santa Barbara.

Viva la Fiesta!
'REOF, I have h nto set my hand and caused the Offidal Seal 1a to be affixed this 29h day of July, 2025.

Agenda Item No. 1
File Code No. 120.04
06/03/2025 Santa Barbara City Council Minutes Page 1 of 2

CITY OF SANTA BARBARA

CITY COUNCIL MINUTES

SPECIAL MEETING
JUNE 3, 2025
PALM PARK BEACH HOUSE, 236 E. CABRILLO BLVD.

CALL TO ORDER
Mayor Randy Rowse called the meeting to order at 9:06 a.m.

PLEDGE OF ALLEGIANCE
Mayor Rowse.

ROLL CALL
Councilmembers present: Eric Friedman (10:11 a.m.), Oscar Gutierrez, Meagan Harmon, Mike Jordan, Wendy Santamaria, Kristen W. Sneddon (9:10 a.m.), Mayor Randy Rowse.

Councilmembers absent: None.

Staff present: City Administrator Kelly McAdoo and City Attorney Sarah J. Knecht.

PUBLIC COMMENT ON ITEMS LISTED ON THE AGENDA
Members of the public: Rich Appelbaum; Zoila Cabrera; Rob Fredericks; Larry Severance; Linda Honikman; Emiliano Campobello; Angeliza Sanchez; Ana Arcia.

WORK SESSION

1. Subject: Council Strategic Planning Workshop (120.02) Recommendation: That Council participates in a facilitated workshop to provide input into a new citywide strategic plan.

Documents:
- Council Strategic Planning Workshop, report from Barbara Andersen. - Council Strategic Planning Workshop Agenda
Speakers:
- Raftelis Financial Consultants, Inc: Nancy Hetrick, Project Manager; Janae Janik; Susan Keene
Agenda Item No. 2
File Code No. 000.00
06/03/2025 Santa Barbara City Council Minutes Page 2 of 2 - Staff: Kelly McAdoo, City Administrator
- Members of the public: None.

Discussion:
- Topics included: a vision for Santa Barbara and strategic planning priorities. Councilmembers’ questions were answered
RECESS
11:48 a.m. – 12:30 p.m.

Subject: Council Strategic Planning Workshop (120.02) (Continued)

ADJOURNMENT
Mayor Rowse adjourned the meeting at 2:11p.m.

Approved and adopted by the City Council of the City of Santa Barbara on July 29, 2025.

SANTA BARBARA CITY COUNCIL SANTA BARBARA

CITY CLERK'S OFFICE
_______________________________ ATTEST: ______________________________

RANDY ROWSE SARAH GORMAN

MAYOR CITY CLERK SERVICES MANAGER
06/10/2025 Santa Barbara City Council Minutes Page 1 of 4

CITY OF SANTA BARBARA

CITY COUNCIL MINUTES

SPECIAL MEETING
JUNE 10, 2025
COUNCIL CHAMBERS, 735 ANACAPA STREET

CALL TO ORDER
Mayor Randy Rowse called the meeting to order at 10:01 a.m.

PLEDGE OF ALLEGIANCE
Mayor Rowse.

ROLL CALL
Councilmembers present: Eric Friedman, Oscar Gutierrez, Meagan Harmon (10:02 a.m.), Mike Jordan, Wendy Santamaria (10:14 a.m.), Kristen W. Sneddon, Mayor Randy Rowse.

Councilmembers absent: None.

Staff present: City Administrator Kelly McAdoo, City Attorney Sarah J. Knecht, Deputy City Clerk Caitlin Colyer.

RECESS
Mayor Rowse recessed to Closed Session at 10:04 a.m. and stated that no reportable action is anticipated.
06/10/2025 Santa Barbara City Council Minutes Page 2 of 4

CLOSED SESSION

1. Subject: Conference with Real Property Negotiators (330.03) Recommendation: That Council hold a closed session pursuant to Government Code Section 54956.8 to discuss price and terms of payment for the lease/purchase of the real property located at 1633 La Coronilla Drive, Santa Barbara, CA.

Real Property: 1633 La Coronilla Drive, Santa Barbara, CA (APN 035-033- 007)
City Negotiators: City Attorney Sarah J. Knecht; Assistant City Attorney John S.

Doimas; Acting Public Works Director Brian D’Amour
Negotiating Party: WF Overland, LLC – Property Owner
Under Negotiation: Price and terms of lease/purchase
agreement
Scheduling: Duration, 30 mins; anytime
Report: None anticipated
Document:
- June 10, 2025 report from the City Attorney.

Time:
- 10:01 a.m. - 10:13 a.m.

Report:
- No report made.
06/10/2025 Santa Barbara City Council Minutes Page 3 of 4

2. Subject: Conference with Labor Negotiators (440.05)
Recommendation: That Council hold a closed session pursuant to the authority of Government Code Section 54957.6 to consider instructions to City Negotiator/ Acting Human Resources Director Rene Eyerly; Labor Relations Manager Sam Ramirez; and Assistant City Attorney John Doimas; Liebert Cassidy Whitmore Attorney Peter Q. Nguyen and Adrianna Guzman; regarding negotiations with:

Service Employees’ International Union, Local 620, Treatment and Patrol Bargaining Unit; Service Employees’ International Union, Local 620, Santa Barbara City Employees’ Association (General Bargaining Unit); Fire Management Association; Santa Barbara City Firefighters Association; Police Officers Association; Police Management Association; Santa Barbara City Supervisory Employees; American Federation of State, County, and Municipal Employees and Unrepresented Managers and Confidential Employees.

Scheduling: Duration, 45 Minutes; anytime
Report: None anticipated
Document:
- June 10, 2025, report from the Interim Human Resources Director.

Time:
- 10:14 a.m. - 11:11 a.m.

Report:
- No report made.
06/10/2025 Santa Barbara City Council Minutes Page 4 of 4

PUBLIC COMMENT ON ITEMS LISTED ON THE AGENDA
No one wished to speak.

ADJOURNMENT
Mayor Rowse adjourned the meeting at 11:11 a.m.

Approved and adopted by the City Council of the City of Santa Barbara on July 29, 2025.

SANTA BARBARA CITY COUNCIL SANTA BARBARA

CITY CLERK'S OFFICE
_______________________________ ATTEST: ______________________________

RANDY ROWSE SARAH GORMAN

MAYOR CITY CLERK SERVICES MANAGER
06/17/2025 Santa Barbara City Council Minutes Page 1 of 4

CITY OF SANTA BARBARA

CITY COUNCIL MINUTES

SPECIAL MEETING
JUNE 17, 2025
COUNCIL CHAMBERS, 735 ANACAPA STREET

CALL TO ORDER
Mayor Randy Rowse called the meeting to order at 10:00 a.m.

PLEDGE OF ALLEGIANCE
Mayor Rowse.

ROLL CALL
Councilmembers present: Eric Friedman, Oscar Gutierrez (10:04 a.m.), Meagan Harmon (10:01am), Mike Jordan, Wendy Santamaria, Kristen W. Sneddon, Mayor Randy Rowse.

Councilmembers absent: None.

Staff present: City Administrator Kelly McAdoo, City Attorney Sarah J. Knecht, City Clerk Services Manager Sarah Gorman.

PUBLIC COMMENT ON ITEMS ON THE AGENDA
Members of the Public: Beth Collins; Rich Sander.

RECESS
Mayor Rowse recessed to Closed Session at 10:15 a.m. and stated that no reportable action is anticipated.
06/17/2025 Santa Barbara City Council Minutes Page 2 of 4

CLOSED SESSION

1. Subject: Conference with Real Property Negotiators (330.03) Recommendation: That Council hold a closed session pursuant to Government Code Section 54956.8 to discuss price and terms of payment for the purchase of the real property located at 816 Cacique Street, #A, Santa Barbara, CA.

Real Property: 816 Cacique Street, #A, Santa Barbara, CA (APN 017-240- 021)
City Negotiators: City Attorney Sarah J. Knecht; City Administrator Kelly McAdoo; Senior Assistant to the City Administrator Barbara Andersen; Finance Director Keith DeMartini.

Negotiating Party: Jennifer Hark Dietz, CEO PATH
Under Negotiation: Price and terms of purchase
Scheduling: Duration, 30 mins.

Report: None anticipated
Document:
- June 17, 2025, report from the City Attorney.

Time:
- 10:15 a.m. - 10:40 a.m.

Report:
- No report made.

2. Subject: Conference with Real Property Negotiators (330.03) Recommendation: That Council hold a closed session pursuant to Government Code Section 54956.8 to discuss price and terms of payment for the lease of the real property located at 210 Stearns Wharf, Santa Barbara, CA.

Real Property: 210 Stearns Wharf, Santa Barbara, CA (APN 033-120-022) City Negotiators: City Attorney Sarah J. Knecht; Assistant City Attorney John S.

Doimas; Waterfront Director Mike Wiltshire.

Negotiating Party: John J. Thyne; Olesya Thyne; Eugenio Sanchez; Carolina Jimenez – Leaseholders
Under Negotiation: Price and terms of lease agreement
06/17/2025 Santa Barbara City Council Minutes Page 3 of 4 Scheduling: Duration, 30 mins.

Report: None anticipated
Document:
- June 17, 2025 report from the City Attorney.

Time:
- 10:41 a.m. - 11:20 a.m.

Report:
- No report made.

3. Subject: Conference with City Attorney – Existing Litigation – Gov. Code §54956.9(d)(1) (160.03)
Recommendation: That Council hold a closed session to consider pending litigation pursuant to subsection (d)(1) of section 54956.9 of the Government Code and take appropriate action as needed.

The pending litigation is City of Santa Barbara v. 2735 De La Vina, LLC, SBSC Case No. 22CV02059.

Scheduling: Duration 15 mins; anytime
Report: None anticipated
Document:
- June 17, 2025 report from the City Attorney.

Time:
- 11:21 a.m. - 11:26 a.m.

Report:
- No report made.

4. Subject: Conference with City Attorney--Anticipated Litigation -- Gov. Code § 54956.9(e)(3) (160.03)
Recommendation: That Council hold a closed session to consider significant exposure to litigation (one potential case) pursuant to Government Code Section 54956.9(e)(3) and take appropriate action as needed.

The anticipated litigation is based upon significant exposure arising out of a letter, a copy of which is on file with the City Clerk’s office.

Scheduling: Duration: 30 mins.
06/17/2025 Santa Barbara City Council Minutes Page 4 of 4 Report: None anticipated
Document:
- June 17, 2025 report from the City Attorney.

Time:
- 11:27 a.m. - 12:02 a.m.

Report:
- No report made.

RECESS
12:02 p.m.

The meeting was recessed at 12:02 p.m. due to technical issues in order to reopen the public comment period later in the day.

RECONVENE
5:35 p.m.

PUBLIC COMMENT (CONT’D)
There were no members of the public present to speak.

ADJOURNMENT
Mayor Rowse adjourned the meeting at 6:05 p.m.

Approved and adopted by the City Council of the City of Santa Barbara on July 29, 2025.

SANTA BARBARA CITY COUNCIL SANTA BARBARA

CITY CLERK'S OFFICE
_______________________________ ATTEST: ______________________________

RANDY ROWSE SARAH GORMAN

MAYOR CITY CLERK SERVICES MANAGER
07/01/2025 Santa Barbara City Council Minutes Page 1 of 2

CITY OF SANTA BARBARA

CITY COUNCIL MINUTES

SPECIAL MEETING
JULY 1, 2025
20 PEASES POINT WAY NORTH, #7, EDGARTOWN, MA 02539
COUNCIL CHAMBERS, 735 ANACAPA STREET

CALL TO ORDER
Mayor Randy Rowse called the meeting to order at 10:30 a.m. and announced that the meeting is being held via teleconference as Councilmember Harmon is participating remotely from the address noticed on the agenda.

PLEDGE OF ALLEGIANCE
Mayor Rowse.

ROLL CALL
Councilmembers present: Eric Friedman, Oscar Gutierrez (10:40), Meagan Harmon (10:32), Mike Jordan, Wendy Santamaria (10:40), Kristen W. Sneddon, Mayor Randy Rowse.

Councilmembers absent: None.

Staff present: City Administrator Kelly McAdoo, City Attorney Sarah J. Knecht, Deputy City Clerk Austin Taylor.

PUBLIC COMMENT ON ITEMS LISTED ON THE AGENDA
Members of the Public: None.

RECESS
Mayor Rowse recessed to Closed Session at 10:32 a.m. and stated that no reportable action is anticipated.
07/01/2025 Santa Barbara City Council Minutes Page 2 of 2

1. Subject: Public Employee Performance Evaluation – Government Code Section 54957 (170.01)
Recommendation: That Council hold a closed session for a Public Employee Performance Evaluation per Government Code Section 54957.

Title: City Administrator
Scheduling: Duration, 60 minutes; anytime
Report: None anticipated
Document:
- July 1, 2025, report from the City Administrator’s Office.

Time:
- 10:32 a.m. – 11:50 a.m.

No report made.

ADJOURNMENT
Mayor Rowse adjourned the meeting at 11:50 a.m.

Approved and adopted by the City Council of the City of Santa Barbara on July 29, 2025.

SANTA BARBARA CITY COUNCIL SANTA BARBARA

CITY CLERK'S OFFICE
_______________________________ ATTEST: ______________________________

RANDY ROWSE SARAH GORMAN

MAYOR CITY CLERK SERVICES MANAGER
06/10/2025 Santa Barbara City Council Minutes Page 1 of 14

CITY OF SANTA BARBARA

CITY COUNCIL MINUTES

REGULAR MEETING
JUNE 10, 2025
COUNCIL CHAMBERS, 735 ANACAPA STREET

CALL TO ORDER
Mayor Randy Rowse called the meeting to order at 2:02 p.m. (The Finance Committee met at 12:00 p.m. The Ordinance Committee, which ordinarily meets at 12:00 p.m., did not meet on this day.)

PLEDGE OF ALLEGIANCE
Mayor Rowse.

ROLL CALL
Councilmembers present: Eric Friedman, Oscar Gutierrez, Meagan Harmon (2:03 p.m.), Mike Jordan, Wendy Santamaria, Kristen W. Sneddon, Mayor Randy Rowse.

Councilmembers absent: None.

Staff present: City Administrator Kelly McAdoo, City Attorney Sarah J. Knecht, City Clerk Services Manager Sarah Gorman.

CEREMONIAL ITEMS

1. Subject: Employee Recognition – Service Award Pins (120.04) Recommendation: That Council authorize the City Administrator to express the City’s appreciation to employees who are eligible to receive service award pins for their years of service through June 30, 2025.

Action: City Administrator Kelly McAdoo expressed her gratitude towards all employees that were recognized at this meeting.

2. Subject: Juneteenth - June 19, 2025 (120.04)
Action: Mayor Rowse presented the proclamation to Jordan Killebrew. 06/10/2025 Santa Barbara City Council Minutes Page 2 of 14

3. Subject: Pride Month - June 2025 (120.04)
Action: Mayor Rowse presented the proclamation to Deja Cabrera Hartley and Megan Overland.

CHANGES TO THE AGENDA
There were no changes to the agenda.

CONSENT CALENDAR (Item Nos. 4 – 17)
The titles of the Ordinances and Resolutions related to the consent calendar were read.

Motion:

Councilmembers Jordan/Friedman to approve the entirety of the consent calendar as recommended.

Vote:

Unanimous roll call vote.

4. Subject: Amendment to Position and Salary Control Resolution No. 25-053 for Fiscal Year 2025 [Resolution] (410.06)
Recommendation: That Council adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending Resolution 25-053, the Position and Salary Control Resolution for Fiscal Year 2025, to Amend the Established Salary for Positions as Listed and to Establish Classifications as Listed.

Action: Approved the recommendation; Resolution No. 25-057 (June 10, 2025, report from the Interim Human Resources Director; proposed Resolution).

5. Subject: Approval of Additional Services for ARFF Apparatus Decontamination [Resolution; Agreement] (560.04)
Recommendation: That Council:

A. Authorize the Airport Director to amend a professional services contract with CDM Smith for additional scope of work to assist in the execution of the output-based foam solution testing and facilitating hazmat waste transportation and disposal related to the aircraft rescue and fire fighting apparatus decontamination services. The amendment increases the total compensation for all services under this agreement by $294,223 for a new not-to-exceed dollar amount of $518,820; and
B. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending Resolution No. 24-066, Adopting the Budget for Fiscal Year 2025, to Authorize Additional Appropriations for the Santa 06/10/2025 Santa Barbara City Council Minutes Page 3 of 14 Barbara Airport Contract for Additional Services for ARFF Apparatus Decontamination.

Action: Approved the recommendations; Resolution No. 25-058; Agreement 28,601.1 (June 10, 2025, report from the Airport Director; proposed Resolution).

6. Subject: Fifth Amendment to Contract with Mead and Hunt, Inc. for the Santa Barbara Airport Master Plan Update [Resolution; Agreement] (560.09) Recommendation: That Council:

A. Authorize the Airport Director to execute the Fifth Amendment to Contract No. 28,162 with Mead and Hunt Inc. in the amount of $7,000 for professional services for the Master Plan Update Project; and
B. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending Resolution No. 24-066, Adopting the Budget for Fiscal Year 2025, to Appropriate Funds for Increase in Professional Services for the Master Plan Update Project.

Action: Approved the recommendations; Resolution No. 25-059; Agreement 28,162.5 (June 10, 2025, report from the Airport Director; proposed Resolution).

7. Subject: Projects for Fiscal Year 2025-2026 Funded by SB 1: the Road Repair and Accountability Act [Resolution] (530.04)
Recommendation: That Council adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Adopting Projects for Fiscal Year 2025-2026 Funded by SB 1: the Road Repair and Accountability Act.

Action: Approved the recommendation; Resolution No. 25-060 (June 10, 2025, report from the Airport Director; proposed Resolution).

8. Subject: April 2025 Investment Report (260.02)
Recommendation: That Council accept the April 2025 Investment Report.

Action: Approved the recommendation (June 10, 2025, report from the Finance Director).

9. Subject: Fiscal Year 2025 Interim Financial Statements for the Ten Months Ended April 30, 2025 (250.02)
Recommendation: That Council accept the Fiscal Year 2025 Interim Financial Statements for the ten months ended April 30, 2025.
06/10/2025 Santa Barbara City Council Minutes Page 4 of 14 Action: Approved the recommendation (June 10, 2025, report from the Finance Director).

10. Subject: Contract Amendment for Environmental Services for the Taxiway B Extension Project [Agreement] (560.04)
Recommendation: That Council authorize the Public Works Director to execute the First Contract Amendment with Kimley-Horn and Associates Inc., for environmental services for the Taxiway B Extension Project, Contract No. 26,543, in the amount of $17,823, for a total expenditure authority of $135,996.

Action: Approved the recommendation; (June 10, 2025, report from the Airport Director).

11. Subject: Contract Amendment for Geotechnical Engineer of Record Services for the Santa Barbara Police Station Project [Agreement] (700.08) Recommendation: That Council authorize the Public Works Director to execute the First Contract Amendment with Earth Systems Pacific, Inc. for Geotechnical Engineer of Record services for the Santa Barbara Police Station Project, Contract No. 22300036A, in the amount of $96,400, and to authorize additional expenditures of up to $9,640 for potential extra services, for a new total expenditure authority of $114,920.

Action: Approved the recommendation; Agreement 28,709 (June 10, 2025, report from the Airport Director).

12. Subject: Contract for Construction of the Fiscal Year 2025C Pavement Maintenance Project [Agreement] (530.04)
Recommendation: That Council:

A. Award a contract to Lash Construction Inc., in their low bid amount of $4,023,604 for construction of the Fiscal Year 2025C Pavement Maintenance Project, Bid No. 5078, and authorize the Public Works Director to execute the contract and approve expenditures up to $201,180 to cover any cost increases that may result from contract change orders for extra work and differences between estimated bid quantities and actual quantities measured for payment, for a total expenditure authority of $4,224,784; and B. Determine that the project is exempt under California Environmental Quality Act Guidelines 15301 Existing Facilities and direct the filing of a Notice of Exemption in compliance with California Environmental Quality Act Guidelines § 15062.
06/10/2025 Santa Barbara City Council Minutes Page 5 of 14 Action: Approved the recommendations; Agreement 28,708 (June 10, 2025, report from the Interim Public Works Director).

13. Subject: Increase and Extend Professional Services Agreement with Jacobs Aviation Advisory Services [Agreement] (560.01)
Recommendation: That Council authorize the Airport Director to execute this second amendment to the Professional Service Agreement with Jacobs Engineering Group Inc. (Contract No. 27,069) to amend the agreement to extend the June 30, 2025 time of completion to October 25, 2026.

Action: Approved the recommendation; Agreement 27,069.2 (June 10, 2025, report from the Airport Director).

14. Subject: Professional Services Agreement for Environmental Compliance at the Closed Las Positas Landfill [Agreement] (630.02)
Recommendation: That Council authorize the Sustainability and Resilience Director to execute a five-year Professional Services Agreement with Rincon Consultants, Inc., for Environmental Compliance Management at the Closed Las Positas Landfill at Elings Park.

Action: Approved the recommendation; Agreement 28,710 (June 10, 2025, report from the Sustainability and Resilience Director).

15. Subject: Approval of T-2 System’s Luke Self-Pay Parking Stations as Standard Equipment for the Business Services Division of the Waterfront Department (570.03)
Recommendation: That Council find it in the City’s best interest to waive formal purchase bidding requirements and approve T-2 System’s Luke Self-Pay Parking Stations as Standard Equipment for the Waterfront Department for the next three years, in accordance with Section 4.52.070 (L) of the Municipal Code.

Action: Approved the recommendation (June 10, 2025, report from the Waterfront Director).

16. Subject: Living Wage Annual Report for Fiscal Year 2025 (210.01) Recommendation: That Council receive the Living Wage Annual Report for Fiscal Year 2025.

Action: Approved the recommendation; (June 10, 2025, report from the Finance Director).
06/10/2025 Santa Barbara City Council Minutes Page 6 of 14

17. Subject: Proposed Sole Source Purchase Order with Western Extrication Specialists for Battery-Operated Extrication Equipment (520.03) Recommendation: That Council find it in the City’s best interest to waive the formal bid procedure as authorized by Municipal Code Section 4.52.070 (K), and authorize the sole source purchase, in an amount of $159,826 for battery-operated Holmatro Rescue tools.

Action: Approved the recommendation (June 10, 2025, report from the Fire Chief).

REPORT FROM THE FINANCE COMMITTEE
Mayor Pro Tem Friedman reported that Finance Committee received a report from staff regarding the City Council Reserve Policy, received a report from staff regarding the Measure C and General Fund Capital projects included in the City Administrator’s Recommended Budget for Fiscal Year 2026 and 2027, and discussed and made recommendations to Council regarding changes to the Reserve Policy and Measure C and General Fund Capital Project Appropriations.

GENERAL PUBLIC COMMENT
Members of the Public: Craig Griffin; Jose Arturo Gallegos; Faizah Dean; Jacqueline Inda; Maria Lopez.

PULLED CONSENT ITEMS
None.

CITY COUNCIL ADMINISTRATIVE AND ATTORNEY REPORTS

FINANCE DEPARTMENT

18. Subject: Fiscal Year 2026 Operating and Capital Budget Deliberations (230.05)
Recommendation: That Council:

A. Approve certain adjustments to the Fiscal Year 2026 Recommended Budget identified by staff as detailed in the Schedule of Recommended Adjustments; and
B. Provide final direction to staff based on the Council’s review of the Fiscal Year 2026 Recommended Budget over the last several weeks. 06/10/2025 Santa Barbara City Council Minutes Page 7 of 14 Documents:
- June 10, 2025, report from the Finance Director.
- PowerPoint presentation prepared and made by Staff.

Speakers:
- Staff: Finance Director Keith DeMartini; Budget Manager Natalija Glusac; Fire Chief Chris Mailes.
- Members of the Public: Barbara Cronin Hershberg; Rich Appelbaum; Adam Mik; Blaze Osborne; Dianne Black; Lisa Carlos; Sarah Veeck; Larry Severance; Amber Caldwell; Dena Davis; Pat Saley; Nancy Avoce; Benjamin Ancho; Zoila Cabrera; Angeliza Sanchez; Ana Arce; Jessica Wilshan de L’Arbre; Emiliano Campobello; Gina Quiroz.

Motion:

Councilmembers Sneddon/Santamaria authorizing $100,000 to authorize the City Administrator to engage in the administrative procedure to start a wildland fire assessment district as described earlier in the evening, with reimbursement upon adoption.

Vote:

Unanimous roll call vote.

Motion:

Councilmembers Jordan/Harmon to move the staff recommendations with additional changes as described in the meeting, not including the Finance Committee recommendations or the funding of $2 M.

Vote:

Unanimous roll call vote.

Motion:

Councilmembers Sneddon/Harmon to use General Fund Reserves to fund the Local Housing Trust Fund with $2,000,000 for Fiscal Year 2026 with direction to staff to develop a balancing strategy by next budget cycle (June 2026).

Vote:

Majority roll call vote (No: Mayor Rowse)
Motion:

Councilmembers Harmon/Sneddon to use General Fund Reserves to fund the Local Housing Trust Fund with $2,000,000 for Fiscal Year 2027 with direction to staff to develop a balancing strategy by next budget cycle (June 2026).

Vote:

Majority roll call vote (No: Councilmembers Friedman, Jordan, Mayor Rowse.)
06/10/2025 Santa Barbara City Council Minutes Page 8 of 14 RECESS
5:50 p.m. – 6:23 p.m.

Councilmember Harmon was excused from the meeting at 6:00 p.m.

HUMAN RESOURCES

19. Subject: Amend the CalPERS Contract for Local Safety Members to Include Airport Police Officers [Ordinance Adoption] (430.08)
Recommendation: That Council adopt, by reading of title only, an Ordinance of the Council of the City of Santa Barbara Authorizing an Amendment to the Contract between the City of Santa Barbara and the Board of Administration of the California Public Employees’ Retirement System (CalPERS).

Documents:
- June 10, 2025, report from the Interim Human Resources Director.

Speakers:
- Staff: Labor Relations Manager Sam Ramirez.
- Members of the Public: None.

Motion:

Councilmembers Sneddon/Jordan to approve the staff recommendation with the modification to Section 3 stating that the ordinance shall take effect 30 days after adoption in order to comply with the City Charter; Ordinance 6176.

Vote:

Unanimous roll call vote (Absent: Councilmember Harmon).

PUBLIC HEARING

SUSTAINABILITY AND RESILIENCE

20. Subject: Public Hearing on Proposed Solid Waste Utility Rates (630.01) Recommendation: That Council:

A. Hold a public hearing, consider all written protests, and determine if there is a majority protest regarding proposed increases to solid waste rates for Fiscal Years 2026-2030 as required by California Constitution Article XIII D, § 6; and
B. If there is no majority written protest, direct staff to prepare a rate schedule setting the solid waste rates for Fiscal Years 2026-2030 and update the 06/10/2025 Santa Barbara City Council Minutes Page 9 of 14 schedules within the City of Santa Barbara Schedule of Penalties, Fees, Rates, and Service Charges Resolution for adoption on June 17, 2025.

Documents:
- June 10, 2025, report from the Interim Human Resources Director.

Speakers:
- Staff: Sustainability and Resilience Director Alelia Parenteau; Environmental Services Specialist Dustin Merback.
- Members of the Public: Mike Lewis.

Discussion: Clerk said:

Motion:

Councilmembers Jordan/Gutierrez for recommended actions.

Vote:

Majority roll call vote (Absent: Councilmember Harmon; Abstain Santamaria).

MAYOR AND COUNCIL REPORTS

21. Subject: Appointments to City Advisory Groups (140.05) Recommendation: That Council make appointments to the City’s Advisory Groups.

Documents:
- June 10, 2025, report from the City Administrator.

Speakers:
- Staff: Deputy City Clerk Norma Welche.
- Members of the public: None.

Arts Advisory Committee:

Motion:

Councilmembers Sneddon/Gutierrez to appoint Linda Saccoccio by acclamation.

Vote:

Unanimous roll call vote.

Appointment:

Linda Saccoccio was appointed to the Arts Advisory Committee, County Resident category, with a term expiring December 31, 2027.
06/10/2025 Santa Barbara City Council Minutes Page 10 of 14 Community Development and Human Services Committee:

Nominees: Joseph Evers, Jen Lemberger, Eileen Read.

Motion:

Councilmembers Friedman/Jordan to appoint Jen Lemberger, Eileen Read, and Joseph Evers by acclamation with the clarification that Joseph Evers is for the Lower Westside position.

Vote:

Unanimous roll call vote.

Appointments:

Jen Lemberger was appointed to the Community Development and Human Services Committee, Business Community category, with a term expiring December 31, 2026.

Eileen Read was appointed to the Community Development and Human Services Committee, Human Services Organization category, with a term expiring December 31, 2027.

Joseph Evers was appointed to the Community Development and Human Services Committee, Westside/Lower Westside Neighborhood category, with a term expiring December 31, 2027.

County of Santa Barbara Library Advisory Committee:

Motion:

Councilmembers Friedman/Jordan to reappoint Amber Caldwell by acclamation.

Vote:

Unanimous roll call vote.

Appointment:

Amber Caldwell was reappointed to the County of Santa Barbara Library Advisory Committee, City Resident category, with a term expiring December 31, 2029. 06/10/2025 Santa Barbara City Council Minutes Page 11 of 14 Downtown Parking Committee:

Motion:

Councilmembers Friedman/Sneddon to appoint Joseph Evers and Wesley McRae by acclamation.

Vote:

Unanimous roll call vote.

Appointment:

Joseph Evers was appointed to the Downtown Parking Committee, County Resident category, with a term expiring December 31, 2028.

Wesley McRae was appointed to the Downtown Parking Committee, City Resident category, with a term expiring December 31, 2028.

Historic Landmarks Commission:

Motion:

Councilmembers Sneddon/Friedman to appoint Sheila Lodge by acclamation.

Vote:

Unanimous roll call vote.

Appointment:

Sheila Lodge was appointed to the Historic Landmarks Commission, Public at Large – City category, with a term expiring December 31, 2028.

Housing Authority Commission:

Motion:

Councilmembers Sneddon/Jordan to appoint Joseph Samora, Skip Szymanski, and reappoint Patricia Wheatley.

Vote:

Unanimous roll call vote.

Appointments:

Joseph Samora was appointed to the Housing Authority Commission, Tenant category, with a term expiring June 30, 2026.

Skip Szymanski was appointed to the Housing Authority Commission, Public at Large category, with a term expiring June 30, 2029.

Patricia Wheatley was reappointed to the Housing Authority Commission, Public at Large category, with a term expiring June 30, 2029.
06/10/2025 Santa Barbara City Council Minutes Page 12 of 14 Mosquito and Vector Management District Board:

Motion:

Councilmembers Gutierrez/Sneddon to reappoint Teri Jory by acclamation.

Vote:

Unanimous roll call vote.

Appointment:

Teri Jory was reappointed to the Mosquito and Vector Management District Board, Voter of the City category, with a term expiring January 4, 2027.

Neighborhood Advisory Council:

Motion:

Councilmembers Sneddon/Gutierrez to appoint Bruce Caron and Genevieve TaftVazquez, and reappoint Sally Foxen, by acclamation.

Vote:

Unanimous roll call vote.

Appointment:

Bruce Caron was appointed to the Neighborhood Advisory Council, Public at Large category, with a term expiring December 31, 2027.

Sally Foxen was reappointed to the Neighborhood Advisory Council, Lower Westside Neighborhood category, with a term expiring December 31, 2028.

Genevieve Taft-Vazquez was appointed to the Neighborhood Advisory Council, Eastside Neighborhood category, with a term expiring December 31, 2028. 06/10/2025 Santa Barbara City Council Minutes Page 13 of 14 Santa Barbara Youth Council:

Motion:

Councilmembers Gutierrez/Sneddon to approve the Santa Barbara Youth Council’s recommendation by acclamation.

Vote:

Unanimous roll call vote.

Appointments:

Carlos Vazquez was reappointed to the Santa Barbara Youth Council, SMHS Student (City) category, with a term expiring June 30, 2027.

Amelia Leonardi was appointed to the Santa Barbara Youth Council, SMHS Student (City) category, with a term expiring June 30, 2026.

Frida Hernandez Pulido was appointed to the Santa Barbara Youth Council, Public at Large (County) category, with a term expiring June 30, 2027.

Rumi Jahangir-Arshad was reappointed to the Santa Barbara Youth Council, SMHS Student (County) category, with a term expiring June 30, 2027.

Carter Saunders was appointed to the Santa Barbara Youth Council, Public at Large (County) category, with a term expiring June 30, 2026.

Layla Llewellyn was appointed to the Santa Barbara Youth Council, Public at Large (County) category, with a term expiring June 30, 2026.

Wyatt Wagner was appointed to the Santa Barbara Youth Council, SBHS Student (City) category, with a term expiring June 30, 2026.

Single Family Design Board:

Motion:

Councilmembers Friedman/Gutierrez to reappoint Katie Gerpheide and Dawn Sherry by acclamation.

Vote:

Unanimous roll call vote.

Appointments:

Katie Gerpheide was reappointed to the Single Family Design Board, County Resident category, with a term expiring June 30, 2029.

Dawn Sherry was reappointed to the Single Family Design Board, County Resident category, with a term expiring June 30, 2029.
06/10/2025 Santa Barbara City Council Minutes Page 14 of 14

COUNCIL AND STAFF COMMUNICATIONS

COUNCILMEMBER COMMITTEE ASSIGNMENT REPORTS & ENGAGEMENTS - Councilmember Friedman attended the following meetings or events: 1. State Street Underpass Ribbon Cutting Ceremony; 2. Dwight Murphy Field Groundbreaking; 3.

Sustainability Committee: 4. San Marcos High School AAPLE potluck; 5. Environmental Defense Center Annual Green and Blue Awards; and 6. Bucket Brigade year end celebration and awards.
- Councilmember Sneddon attended the following meetings or events: 1. CCRB meeting;

2. State Street Underpass Ribbon Cutting Ceremony; 3. Sustainability and Resilience Committee Meeting; 4. Dwight Murphy Field Groundbreaking; and 5. HLC meeting. - Mayor Rowse attended the following meetings or events: 1. Providence School Civics Class meeting; and 2. Imagine Santa Barbara Meet and Greet at Atlantic Aviation.

PUBLIC COMMENT (IF NECESSARY)
No one wished to speak.

ADJOURNMENT
Mayor Rowse adjourned the meeting at 6:53 p.m. in the memory of journalist Barney Brantingham.

Approved and adopted by the City Council of the City of Santa Barbara on July 29, 2025.

SANTA BARBARA CITY COUNCIL SANTA BARBARA

CITY CLERK'S OFFICE
_______________________________ ATTEST: ______________________________

RANDY ROWSE SARAH GORMAN

MAYOR CITY CLERK SERVICES MANAGER
06/17/2025 Santa Barbara City Council Minutes Page 1 of 12

CITY OF SANTA BARBARA

CITY COUNCIL MINUTES

REGULAR MEETING
JUNE 17, 2025
COUNCIL CHAMBERS, 735 ANACAPA STREET

CALL TO ORDER
Mayor Randy Rowse called the meeting to order at 2:00 p.m. (The Ordinance Committee met at 12:00 p.m. The Finance Committee, which ordinarily meets at 12:00 p.m., did not meet on this day.)

PLEDGE OF ALLEGIANCE
Mayor Rowse.

ROLL CALL
Councilmembers present: Eric Friedman, Oscar Gutierrez, Meagan Harmon, Mike Jordan, Wendy Santamaria, Kristen W. Sneddon, Mayor Randy Rowse.

Councilmembers absent: None.

Staff present: City Administrator Kelly McAdoo, City Attorney Sarah J. Knecht, City Clerk Services Manager Sarah Gorman.

CEREMONIAL ITEMS

1. Subject: National Pollinator Week (120.04)
Action: Mayor Rowse presented the proclamation to Integrated Pest Control Management Advisory Committee member Kristen LaBonte and Parks and Recreation staff.

CHANGES TO THE AGENDA
There were no changes to the agenda.
06/17/2025 Santa Barbara City Council Minutes Page 2 of 12 CONSENT CALENDAR (Item Nos. 2 – 14)
The titles of the Ordinances and Resolutions related to the consent calendar were read.

Motion:

Councilmembers Friedman/Gutierrez to approve consent calendar Items 2 – 14 as recommended.

Vote:

Unanimous roll call vote.

2. Subject: Minutes (000.00)
Recommendation: That Council waive reading and approve the minutes for the regular meetings of May 13, 2025, and May 20, 2025.

Action: Approved the recommendation.

A. Introduce and subsequently adopt, by reading of title only, an Ordinance of the Council of the City of Santa Barbara Authorizing the Execution of the Installment Sale Agreement with the State Water Resources Control Board for the Cater Reservoir Resiliency Project (Agreement No. D2502003); and B. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending Resolution No. 24-066, Adopting the Budget for Fiscal Year 2025, to Appropriate Loan Funds for the Cater Reservoir Resiliency Project.

Action: Approved the recommendations; Resolution No. 25-061; Agreement No.

D2502003 (June 17, 2025, report from the Interim Public Works Director; Proposed Ordinance).

4. Subject: Design Services for Phase I of the Calle Real and Castillo Trunk Main Wastewater Capacity Improvements Project [Resolution; Agreement] (540.13)
Recommendation: That Council:

A. Authorize the Public Works Director to execute a City Professional Services Agreement with Dudek in the amount of $634,746 for professional 06/17/2025 Santa Barbara City Council Minutes Page 3 of 12 engineering design services for Phase I of the Calle Real and Castillo Trunk Main Wastewater Capacity Improvements Project and authorize $63,475 for potential extra services, for a total expenditure authority of $698,221; and
B. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending Resolution No. 24-066, Adopting the Budget for Fiscal Year 2025, to Allocate Funds for the Calle Real and Castillo Trunk Main Wastewater Capacity Improvements Project.

Action: Approved the recommendations; Resolution No. 25-062; Agreement No. 28,714 (June 17, 2025, report from the Interim Public Works Director; proposed Resolution).

5. Subject: Set a Date for Public Hearing Regarding Renewal of Levy for Fiscal Year 2026 for the Wildland Fire Suppression Assessment District [Resolution] (520.03)
Recommendation: That Council adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Declaring its Intention to Continue the Wildland Fire Suppression Assessment within the Foothill and Extreme Foothill Zones; Declaring the Work to be of More Than General or Ordinary Benefit and Describing the District to be Assessed to Pay the Costs and Expenses Thereof; Preliminarily Approving the Updated Engineer’s Report; Stating Intention to Continue Assessments for Fiscal Year 2026 and Establishing a Time of 2:00 P.M. on Tuesday, July 1, 2025, in the City Council Chambers for a Public Hearing on the Wildland Fire Suppression Assessment.

Action: Approved the recommendation; Resolution No. 25-063 (June 17, 2025, report from the Fire Chief; proposed Resolution).

6. Subject: Construction Management Services for the Cliff Drive Water Main Replacement Project [Agreement] (540.06)
Recommendation: That Council authorize the Public Works Director to execute a City Professional Services contract with Davis CME in the amount of $621,980 for construction management and inspection services, and authorize $62,198 for potential extra services, for a total expenditure authority of $684,178 for the Cliff Drive Water Main Replacement Project.

Action: Approved the recommendation; Agreement No. 28,715 (June 17, 2025, report from the Interim Public Works Director).
06/17/2025 Santa Barbara City Council Minutes Page 4 of 12

7. Subject: Contract Administration Support Services for the Charles E. Meyer Desalination Plant Operations [Agreement] (540.1)
Recommendation: That Council authorize the Public Works Director to execute a City Professional Services Agreement with Carollo Engineers, Inc., in the total notto-exceed the amount of $377,266, to provide contract administration support services for the Charles E. Meyer Desalination Plant operations.

Action: Approved the recommendation; Agreement No. 28,716 (June 17, 2025, report from the Interim Public Works Director).

8. Subject: License Agreement with the Santa Barbara Swim Club [Agreement] (570.05)
Recommendation: That Council authorizes the Parks and Recreation Director to execute a two-year license agreement with the Santa Barbara Swim Club for the use of Los Baños del Mar Swimming Pool.

Action: Approved the recommendation; Agreement No. 28,717 (June 17, 2025, report from the Parks and Recreation Director).

9. Subject: License Agreement with Santa Barbara Masters Swimming [Agreement] (570.05)
Recommendation: That Council authorize the Parks and Recreation Director to execute a two-year license agreement with Santa Barbara Masters Swimming for the use of Los Baños del Mar Swimming Pool.

Action: Approved the recommendation; Agreement No. 28,718 (June 17, 2025, report from the Parks and Recreation Director).

10. Subject: Memoranda of Understanding with Santa Barbara Unified School District and Hope Elementary School District for Crossing Guard Services [Agreement] (150.05)
Recommendation: That Council authorize the Public Works Director to execute a Memorandum of Understanding with Santa Barbara Unified School District and Hope Elementary School District for school crossing guard services from July 1, 2024, through June 30, 2027.

Action: Approved the recommendation; Agreement No. 28,719 (June 17, 2025, report from the Parks and Recreation Director).
06/17/2025 Santa Barbara City Council Minutes Page 5 of 12

11. Subject: Non-Profit Organization Leases at the Westside and Franklin Community Centers [Agreement] (580.04)
Recommendation: That Council:

A. Authorize the Parks and Recreation Director to renew and execute threeyear lease agreements for office space at the Westside Community Center for Access Central Coast, and Momentum Work, Inc.; and
B. Authorize the Parks and Recreation Director to renew and execute threeyear lease agreements for office space at the Franklin Community Center for California Rural Legal Assistance, Inc., and the Santa Barbara County Immigrant Legal Defense Center.

Action: Approved the recommendations; Agreement Nos. 28,720; 28,721; 28,722; 28,723 (June 17, 2025, report from the Parks and Recreation Director).

12. Subject: Twelve35 Teen Center Lease with Santa Barbara Police Activities League [Agreement] (520.04)
Recommendation: That Council authorize the Parks and Recreation Director to renew a three-year lease agreement with the Santa Barbara Police Activities League (PAL) for the Twelve35 Teen Center, with an annual rent of one dollar per year.

Action: Approved the recommendation; Agreement No. 28,724 (June 17, 2025, report from the Parks and Recreation Director).

13. Subject: Cachuma Conservation Release Board Fiscal Year 2026 Budget Ratification (540.03)
Recommendation: That Council ratify the Cachuma Conservation Release Board’s Fiscal Year 2026 Budget, with the City’s proportional share not to exceed $594,804.

Action: Approved the recommendation (June 17, 2025, report from the Interim Public Works Director).
06/17/2025 Santa Barbara City Council Minutes Page 6 of 12

14. Subject: Set a Date for Public Hearing Regarding Planning Commission's Approval for 633 E. Cabrillo Blvd. (640.07)
Recommendation: That Council:

A. Set the date of September 23, 2025, at 2:00 p.m. for hearing the appeal filed by Jordan R. Sisson, UNITE HERE Local 11, of the Planning Commission's approval of the Hilton Santa Barbara Beachfront Resort Project at 633 E. Cabrillo Blvd.; and
B. Set the date of September 22, 2025, at 1:30 p.m. for a site visit to the property located at 633 E. Cabrillo Blvd.

Action: Approved the recommendations.

CONSENT PUBLIC HEARING

15. Subject: Designation of Proposed Development at 33 East Canon Perdido Street (Lobero Theatre) as a Community Benefit Project (610.01) Recommendation: That Council designate the proposed development at 33 East Canon Perdido Street as a Community Benefit Project pursuant to the Santa Barbara Municipal Code Chapter 30.170 and allocate a total of 13,042 square feet (net) of nonresidential floor area to the project from the Nonresidential Growth Management Program’s Community Benefit Category.

Action: Approved the recommendation; (June 17, 2025, report from the Interim Community Development Director).

Public hearing opened: 2:08 p.m.

Document:
- June 17, 2025, report from the Interim Community Development Director.

Speakers:
- Members of the Public: None.
- Staff: None.

Public hearing closed: 2:10 p.m.

Motion:

Councilmembers Sneddon/Friedman to approve the recommended action.

Vote:

Unanimous roll call vote.
06/17/2025 Santa Barbara City Council Minutes Page 7 of 12

16. Subject: Public Hearing Regarding Parking and Business Improvement Area Annual Assessment Report for Fiscal Year 2026 [Resolution] (550.1) Recommendation: That Council:

A. Consider any appropriate protests to the Parking and Business Improvement Area Annual Assessment Report for Fiscal Year 2026, as required under the California Parking and Business Improvement Law of 1989; and
B. Adopt by reading of title only, a Resolution of the Council of the City of Santa Barbara Fixing and Assessing the Parking and Business Improvement Area Assessment Rates for Fiscal Year 2026, and Approving the Parking and Business Improvement Area Annual Assessment Report for Fiscal Year 2026.

City Attorney Knecht noted that the Resolution Section 3 should provide Fiscal Year 2026 instead of Fiscal Year 2025.

Public hearing opened: 2:10 p.m.

Document:
- June 17, 2025, report from the Interim Public Works Director. - Proposed resolution.

Speakers:
- Members of the Public: None.
- Staff: None.

Public hearing closed: 2:12 p.m.

Motion:

Councilmembers Friedman/Gutierrez to approve the recommended action with the change as noted by Ms. Knecht; Resolution No. 25-064.

Vote:

Unanimous roll call vote.

REPORT FROM THE ORDINANCE COMMITTEE
Councilmember Sneddon reported that Ordinance Committee received a report from staff regarding an ordinance to detach inactive services from the water and wastewater system, gave direction to consult with Santa Barbara Association Of Realtors, and that the item may have minor changes before coming to Council. 06/17/2025 Santa Barbara City Council Minutes Page 8 of 12

GENERAL PUBLIC COMMENT
Members of the Public: Joseph Cortez, Jr.; Stephen Meade.

PULLED CONSENT ITEMS
None.

CITY COUNCIL ADMINISTRATIVE AND ATTORNEY REPORTS

FINANCE DEPARTMENT

17. Subject: Adoption of the Two-Year Financial Plan for Fiscal Years 2026 and 2027 and the Operating and Capital Budget for Fiscal Year 2026 [Resolution] (230.05)
Recommendation: That Council:

A. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Adopting the Two-Year Financial Plan for Fiscal Years 2026 and 2027;
B. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Adopting the Budget for the Fiscal Year 2026 by Appropriating Moneys for the Use and Support of Said City from the Funds and to the Purposes Herein Specified;
C. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Establishing the City’s Appropriation Limitation for Fiscal Year 2026;
D. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending the City of Santa Barbara Schedule of Penalties, Fees, and Services Charges;
E. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending the City of Santa Barbara Waterfront Harbor Slip, Mooring, and User Fees;
F. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending the City of Santa Barbara Abandoned Shopping Cart Recovery Fee;
G. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Authorizing Classified and Unclassified Positions in the City’s Service Effective June 28, 2025, and Providing a Schedule of 06/17/2025 Santa Barbara City Council Minutes Page 9 of 12 Classifications and Salaries for the Same in Accordance with the Operating Budget for Fiscal Year 2026;
H. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Authorizing the Continuation of Capital and Special Project Appropriations to Fiscal Year 2026; and
I. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Authorizing the Public Works Director to Execute Water Purchase Agreements, in a Form Approved by the City Attorney, and in Accordance with the Appropriation in the Approved Budget as May Be Amended from Time to Time.

Documents:
- June 17, 2025, report from the Finance Director.
- Proposed Resolutions.
- PowerPoint presentation prepared and made by Staff.

Speakers:
- Staff: Finance Director Keith DeMartini; Budget Manager Natalija Glusac.
- Members of the Public: None.

Motion:

Councilmembers Jordan/Harmon to approve Recommendation A; Resolution No. 25-065.

Vote:

Majority roll call vote (Noes: Councilmembers Rowse, Friedman, Jordan).

Motion:

Councilmembers Harmon/Santamaria to approve Recommendation B; Resolution No. 25-066.

Vote:

Majority roll call vote (Noes: Councilmembers Rowse, Friedman, Jordan).

Motion:

Councilmembers Sneddon/Harmon to approve Recommendation C; Resolution No. 25-067.

Vote:

Majority roll call vote (Noes: Councilmembers Friedman, Jordan). 06/17/2025 Santa Barbara City Council Minutes Page 10 of 12 Motion:26:59 discussion: “once per calendar day per vehicle” Councilmembers Sneddon/Santamaria to approve Recommendation D, to strike the “once per day per lot” language on page 81 of the Master Fee Schedule, section 1; Resolution No. 25-068.

Vote:

Unanimous roll call vote.

Mayor Rowse announced he was recusing himself from consideration of Recommendation E because he is a slip owner. He was excused from the meeting at 3:12 p.m.

Motion:

Councilmembers Harmon/Gutierrez to approve Recommendation E; Resolution No. 25-069.

Vote:

Unanimous roll call vote (Abstain: Mayor Rowse).

Mayor Rowse returned to the meeting at 3:15 p.m.

Mayor Pro Tem Friedman announced he was recusing himself from consideration of Recommendation F because of his employment. He was excused from the meeting at 3:16 p.m.

Motion:

Councilmembers Gutierrez/Harmon to approve Recommendation F; Resolution No. 25-070.

Vote:

Unanimous roll call vote (Abstain: Councilmember Friedman).

Mayor Pro Tem Friedman returned to the meeting at 3:18 p.m.

Motion:

Councilmembers Harmon/Gutierrez to approve Recommendations G, H, and I; Resolution Nos. 25-071; 25-072; 25-073.

Vote:

Unanimous roll call vote.
06/17/2025 Santa Barbara City Council Minutes Page 11 of 12

FIRE DEPARTMENT

18. Subject: Ordinance Amending High Fire Hazard Area Zones [Ordinance Introduction] (520.03)
Recommendation: That Council:

A. Introduce and subsequently adopt, by reading of title only, an Ordinance of the Council of the City of Santa Barbara Approving Updated Fire Hazard Severity Zones as Recommended by the California State Fire Marshal; and B. Authorize the City Administrator to engage in the administrative procedure to implement a wildland fire suppression assessment district in the designated Coastal and Coastal Interior High Fire Hazard Areas.

Documents:
- June 17, 2025, report from the Finance Director.
- Proposed Ordinance.
- PowerPoint presentation prepared and made by Staff.

Speakers:
- Staff: Fire Chief Chris Mailes; Fire Marshal Ryan DiGiulio. - Members of the Public: None.

Motion:

Councilmembers Sneddon/Friedman to move recommendations A and B with staff direction to engage in conversation with the engineer of record regarding further assessment regarding the wildland fire assessment district.

Vote:

Unanimous roll call vote.

RECESS
3:56 – 4: 19 p.m.

COMMUNITY DEVELOPMENT DEPARTMENT

19. Subject: Single-Family Development Streamlining (640.03) Recommendation: That Council receive a staff presentation and provide input on proposed conceptual changes intended to streamline single-family residential development.

Documents:
- June 17, 2025, report from the Community Development Director. - PowerPoint presentation prepared and made by Staff.
06/17/2025 Santa Barbara City Council Minutes Page 12 of 12 Speakers:
- Staff: Project Planner Ted Hamilton-Rolle; Senior Planner Ellen Kokinda.
- Members of the Public: Brian Johnson; Jarrett Gorin; Fred Sweeney.

Discussion:
- Council discussion items included revision of the SFDB process. - Councilmembers’ questions were answered.

COUNCIL AND STAFF COMMUNICATIONS

COUNCILMEMBER COMMITTEE ASSIGNMENT REPORTS AND ENGAGEMENTS - Councilmember Gutierrez attended the following meetings or events: 1. Ribbon cutting by Chamber of Commerce for Best Western; 2. NAACP Zoom meeting; 3. Elected leaders’ forum on housing and homelessness; 4. 50th anniversary of TVSB; 5. Circus Vargas opening night; 5. No Kings demonstration; 6. Juneteenth; 7. New Vic play, “Justice,”; 8. Webinar for Westside and Lower Westside community outreach meeting. - Councilmember Sneddon attended the following meetings or events: 1. Elected leaders forum on homelessness and housing; 2. No Kings demonstration; 3. Hope for the People event.
- Mayor Rowse attended the following meetings or events: 1. Juneteenth event; 2. Coast Guard changing of commanders; 3. City leadership meeting; 4. Meeting with German students; 5. Foresters opening game.

PUBLIC COMMENT (IF NECESSARY)

ADJOURNMENT
Mayor Rowse recessed the meeting to closed session at 5:32 p.m. in the memory of Bernard Hicks.

Approved and adopted by the City Council of the City of Santa Barbara on July 29, 2025.

SANTA BARBARA CITY COUNCIL SANTA BARBARA

CITY CLERK'S OFFICE
_______________________________ ATTEST: ______________________________

RANDY ROWSE SARAH GORMAN

MAYOR CITY CLERK SERVICES MANAGER
07/01/2025 Santa Barbara City Council Minutes Page 1 of 8

CITY OF SANTA BARBARA

CITY COUNCIL MINUTES

REGULAR MEETING
JULY 1, 2025
20 PEASES POINT WAY NORTH, #7, EDGARTOWN, MA 02539
COUNCIL CHAMBERS, 735 ANACAPA STREET

CALL TO ORDER
Mayor Randy Rowse called the meeting to order at 2:00 p.m. and announced that the meeting is being held via teleconference as Councilmember Harmon is participating remotely from the address noticed on the agenda (The Finance Committee and Ordinance Committee, which normally meet at 12:00 p.m., did not meet this day).

PLEDGE OF ALLEGIANCE
Mayor Rowse.

ROLL CALL
Councilmembers present: Eric Friedman, Oscar Gutierrez, Meagan Harmon, Mike Jordan, Wendy Santamaria, Kristen W. Sneddon, Mayor Randy Rowse.

Councilmembers absent: None.

Staff present: City Administrator Kelly McAdoo, City Attorney Sarah J. Knecht, City Clerk Services Manager Sarah Gorman.

1. Subject: Parks Make Life Better Month - July 2025 (120.04) Action: Mayor Rowse presented the proclamation to Parks and Recreation Commission Chair Kathy McGill and Parks and Recreation Assistant Director Jazmin LeBlanc.

2. Subject: Employee Recognition – Service Award Pins (120.04) Recommendation: That Council authorize the City Administrator to express the City’s appreciation to employees who are eligible to receive service award pins for their years of service through July 31, 2025.

Action: City Administrator Kelly McAdoo expressed her gratitude towards all employees that were recognized at this meeting.
07/01/2025 Santa Barbara City Council Minutes Page 2 of 8

CHANGES TO THE AGENDA
There were no changes to the agenda.

CONSENT CALENDAR (Item Nos. 3- 5, 7 - 11)
The titles of the Ordinances and Resolutions related to the consent calendar were read.

Motion:

Councilmembers Friedman/Gutierrez to approve items 3 – 5 and 7 – 11 of the consent calendar as recommended.

Vote:

Unanimous roll call vote.

3. Subject: Authorize Execution of the Drinking Water State Revolving Fund Installment Sale Agreement and Appropriate Loan Funds for the Cater Reservoir Resiliency Project [Ordinance Adoption] (540.1) Recommendation: That Council adopt by reading of title only, an Ordinance of the Council of the City of Santa Barbara Authorizing the Execution of the Installment Sale Agreement with the State Water Resources Control Board for the Cater Reservoir Resiliency Project (Agreement No. D2502003).

Action: Approved the recommendation; Ordinance No. 6182; Agreement No.

D2502003.

4. Subject: Ordinance Amending High Fire Hazard Area Zones [Ordinance Adoption] (520.03)
Recommendation: That Council adopt, by reading of title only, an Ordinance of the Council of the City of Santa Barbara Approving Updated Fire Hazard Severity Zones as Recommended by the California State Fire Marshal.

Approved the recommendation; Ordinance No. 6183.
07/01/2025 Santa Barbara City Council Minutes Page 3 of 8

5. Subject: Set a Date for Public Hearing Regarding Renewal of Levy for Fiscal Year 2026 for the Wildland Fire Suppression Assessment District [Resolution] (520.03)
Recommendation: That Council adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Declaring its Intention to Continue the Wildland Fire Suppression Assessment within the Foothill and Extreme Foothill Zones; Declaring the Work to be of More Than General or Ordinary Benefit and Describing the District to be Assessed to Pay the Costs and Expenses Thereof; Preliminarily Approving the Updated Engineer’s Report; Stating Intention to Continue Assessments for Fiscal Year 2026 and Establishing a Time of 2:00 P.M. on Tuesday, July 29, 2025, in the City Council Chambers for a Public Hearing on the Wildland Fire Suppression Assessment.

Action: Approved the recommendation; Resolution No. 25-074 (July 1, 2025, report from the Fire Chief; proposed Resolution).

7. Subject: May 2025 Investment Report (260.02)
Recommendation: That Council accept the May 2025 Investment Report.

Action: Approved the recommendation (July 1, 2025, report from the Finance Director).

8. Subject: Approval of Five-Year Pre-Qualified Professional Engineering Firms for Water Resources Facilities Support [Agreement] (540.01) Recommendation: That Council:

A. Approve pre-qualifying professional engineering firms to provide on-call engineering services for the Water Resources Division’s water and wastewater facilities for five years, expiring July 30, 2030; and B. Authorize the Public Works Director to execute fourteen, five-year Master Agreements with the selected firms in an amount not to exceed $500,000 each.

Action: Approved the recommendations; Agreement Nos. 28,726; 28,727; 28,728; 28,729; 28,730; 28,731; 28,732; 28,733; 28,734; 28,735; 28,736; 28,737; 28,738; 28,739; (July 1, 2025, report from the Interim Public Works Director). 07/01/2025 Santa Barbara City Council Minutes Page 4 of 8

9. Subject: Adoption of Five-Year Consolidated Plan Including Fiscal Year 2025–2026 Annual Action Plan for Use of Federal CDBG and HOME Funds (660.01)
Recommendation: That Council:

A. Adopt the City’s Five-Year Consolidated Plan for program years 2025–2029 and the Annual Action Plan for Program Year 2025–2026 for submittal to the U.S. Department of Housing and Urban Development (HUD); and B. Authorize the City Administrator to sign all necessary documents to submit the City’s Consolidated Plan and Annual Action Plan to HUD.

Action: Approved the recommendations (July 1, 2025, report from the Interim Community Development Director).

10. Subject: Standard Traffic and Street Lighting Equipment List (530.05) Recommendation: That Council find it to be in the City’s best interest to approve a list of Standard Traffic and Street Lighting equipment for a five-year period through June 20, 2030, in accordance with Section 4.52.070 (k) and (l) of the Municipal Code.

Action: Approved the recommendation (July 1, 2025, report from the Interim Public Works Director).

11. Subject: Water Supply Update (540.11)
Recommendation: That Council receive an update on the City’s water supply condition.

Action: Approved the recommendation (July 1, 2025, report from the Interim Public Works Director).

GENERAL PUBLIC COMMENT
Members of the Public: Lindsey Black; Karen Spechler; Ted Schneider; Christian H.; Tara Wright; Heather Fiore; Stephanie Boumedien; Ross; Kerry Kelly; Joseph Vasquez; Johnny D. Watkins; Laura La Greca; Hannah Bedwell; Melinda Maysonet; Deirdre Gitau; Leticia Trujillo; Jen Lemberger; Kit McMillian; Larry Behrendt; Maureen Ellenberger; Landon Ranck; Debra Barber; Christopher Reilly; Rev. Sarah Thomas; Joyce Berg; Hannah Rael; Claire Mitchell; Stephanie Drake; Larry Severance; Robert Kooyman; Marie Corbin; Amber Scouras; Rachel Sucavagle; Dan Shank; Mary Turley; Wayne Mellinger; Gabriel Zahony.
07/01/2025 Santa Barbara City Council Minutes Page 5 of 8

PULLED CONSENT ITEMS

6. Subject: Authorization to Amend the Legal Services Agreement with Jarvis Fay, LLP [Resolution; Agreement] (160.01)
Recommendation: That Council:

A. Authorize the City Attorney to execute a second amendment to the legal services agreement with Jarvis Fay, a Limited Liability Partnership, by increasing the agreement not to exceed amount by $50,000 (from $200,000 to $250,000); and
B. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending Resolution No. 25-066, Adopting the Budget for FY 2026, to Appropriate $50,000 of General Fund Reserves into the City Attorney’s Office Operating Budget in FY 2026.

Documents:
- July 1, 2025, report from the City Attorney.
- Proposed Resolution.

Mayor Pro Tem Friedman stated that he was recusing himself from consideration of this item due to his ownership of relevant stock.

Motion:

Councilmembers Jordan/Gutierrez to approve the recommendations as made by staff; Resolution No. 25-075; Agreement No. 28,581.1.

Vote:

Unanimous roll call vote (Abstain: Councilmember Friedman). 07/01/2025 Santa Barbara City Council Minutes Page 6 of 8

CITY COUNCIL ADMINISTRATIVE AND ATTORNEY REPORTS

CITY ATTORNEY

12. Subject: Amending Chapter 22.70 of the Municipal Code Regarding Sign Regulations [Ordinance Introduction] (640.02)
Recommendation: That Council introduce and subsequently adopt, by reading of title only, an Ordinance of the Council of the City of Santa Barbara Amending the Municipal Code by Amending Chapter 22.70 Pertaining to Sign Regulations.

Documents:
- July 1, 2025, report from the City Attorney.
- PowerPoint presentation prepared and made by staff.
- Proposed Ordinance.

Speakers:
- Staff: Assistant City Attorney John Doimas,
- Members of the Public: Brian Johnson.

Motion:

Councilmembers Jordan/Sneddon to approve the recommendation as made by staff.

Vote:

Majority roll call vote (No: Councilmember Gutierrez).

COUNCIL AND STAFF COMMUNICATIONS
07/01/2025 Santa Barbara City Council Minutes Page 7 of 8

COUNCILMEMBER COMMITTEE ASSIGNMENT REPORTS & ENGAGEMENTS - Councilmember Friedman attended the following meetings or events: 1. Library Advisory Committee; 2. League of Cities Coastal Cities Group meeting; 3. Central Coast Water Authority meeting.
- Councilmember Gutierrez attended the following meetings or events: 1. Westside and Lower Westside community outreach meeting at La Cumbre Junior High; 2. Atlantic Aviation Juneteenth barbeque; 3. Pride at Airport; 4. Fiesta Ranchera at Stow House;

5. CommUnify executive committee meeting; 6. Summer Solstice parade; 7. Dali Llama 90th birthday; 8. Maricela’s restaurant celebration at the Ritz Carlton; 9.

Westside resident Paul Lopez’s 100th birthday; 10. Santa Barbara County Action Network fundraiser; 11. Life Chronicles fundraiser; 12. Dem Women beer garden social; 13. Visit Santa Barbara meeting re: July 10th hospitality and immigration meeting; 14. Alexander Gardens ribbon cutting ceremony; 15. Youth Wellness meeting; 16. Mexican California stories at De La Guerra Casa; 17. CAUSE roundtable;

18. Santa Barbara Immigration Defense Council event; 19. Women Who Lead mixer;

20. Great Quake events.
- Councilmember Sneddon attended the following meetings or events: 1. Cachuma Operation and Management Board meeting; 2. Fire Safe Council; 3. Ribbon Cutting for Alexander Gardens Assisted Living Facility; 4. Women Who Lead meeting; 5.

CAUSE committee round table on rent stabilization; 6. Block party regarding earthquake commemorations; 7. Presented the proclamation to the interfaith commemoration for the earthquake.
- Mayor Rowse attended the following meetings or events: 1. Spoke for CA Transportation Commission for SBCAG; 2. Roger and Sarah Chrisman event for Granada Theater Commemoration.

Councilmember Harmon was excused from the meeting at 3:55 p.m.

PUBLIC COMMENT (IF NECESSARY)
No one wished to speak.
07/01/2025 Santa Barbara City Council Minutes Page 8 of 8

CLOSED SESSION

13. Subject: Conference with City Attorney – Existing Litigation – Gov. Code §54956.9(d)(1) (160.03)
Recommendation: That Council hold a closed session to consider pending litigation pursuant to subsection (d)(1) of section 54956.9 of the Government Code and take appropriate action as needed.

The pending litigation is The Mission LLC v. City of Santa Barbara, SBSC Case No. 25CV03180.

Scheduling: Duration 45 mins; anytime
Report: None anticipated
Document:
- July 1, 2025, report from the City Attorney.

Time:
- 3:55 p.m. – 4:45 p.m.

No report made.

ADJOURNMENT
Mayor Rowse adjourned the meeting at p.m. in memory of local architect Henry Lenny.

Approved and adopted by the City Council of the City of Santa Barbara on July 29, 2025.

SANTA BARBARA CITY COUNCIL SANTA BARBARA

CITY CLERK'S OFFICE
_______________________________ ATTEST: ______________________________

RANDY ROWSE SARAH GORMAN

MAYOR CITY CLERK SERVICES MANAGER
1 ORDINANCE NO.____

AN ORDINANCE OF THE COUNCIL OF THE CITY

OF SANTA BARBARA AMENDING THE

MUNICIPAL CODE BY AMENDING CHAPTER

22.70 PERTAINING TO SIGN REGULATIONS

THE CITY COUNCIL OF THE CITY OF SANTA BARBARA DOES ORDAIN AS FOLLOWS:

SECTION 1. Chapter 22.70 of Title 22 of the Santa Barbara Municipal Code is amended to read as follows:

22.70.010 General Provisions.

A. TITLE. This Chapter shall be known and cited as the Sign Ordinance of the City of Santa Barbara.

B. PURPOSE AND INTENT. The City of Santa Barbara has a national and international reputation as a community of natural beauty, distinctive and historic architecture and historic tradition. Signs have a strong visual impact on the character and quality of the community. As a prominent part of the scenery, they attract or repel the viewing public, affect the safety of vehicular traffic, and their suitability or appropriateness helps to set the tone of the neighborhood. Since the City of Santa Barbara relies on its scenery and physical beauty to attract tourists and commerce, aesthetic considerations assume economic value. It is the intent of the City of Santa Barbara, through this chapter, to protect and enhance the City’s historic and residential character and its economic base through the provision of appropriate and aesthetic signing. In addition, it is the intent of the City to limit the size, type and location of signs in order to minimize their distracting effect on drivers and thereby improve traffic safety.

In view of these facts, the City of Santa Barbara adopts the policy that the sign should serve primarily to identify an establishment, organization or enterprise and protect the constitutionally guaranteed right of free speech. As identification devices, signs must not subject the citizens of the City to excessive competition for their visual attention. As appropriate identification devices, signs must harmonize with the building, the neighborhood and other signs in the area.

C. COMPLIANCE WITH CHAPTER. It is unlawful for any person to construct, maintain, display or alter or cause to be constructed, maintained, displayed or altered, a sign within the City of Santa Barbara except in conformance with this Chapter. These requirements apply to proposed signs in addition to all applicable provisions of the California Outdoor Advertising Act (Business and Professions Code Sections 5200 et seq., and California Administrative Code Title 4, Sections 2240 et seq.).

Agenda Item No. 3
File Code No. 640.02
2 22.70.020 Definitions.

As used in this Chapter, the following terms and phrases shall have the indicated meanings:

A. ABANDONED SIGN. Means a sign located on a parcel of land or on a structure either of which is vacant for a period of ninety (90) days or where the establishment to which the sign is attached has ceased operation and where it is clear that the sign has been forsaken or deserted.

B. ACCESSORY SIGN. A separate unit displaying information related to the principal business conducted on the premises, which is not attached to or supported by any other sign, and not made a part thereof.

C. ARCHITECTURAL FEATURE. Any window frame, recessed area, door, detail or other feature that is part of any building, or is a specific element of a recognized style of architecture.

D. AWNING SIGN. Any sign or graphic attached to, painted on or applied to an awning or awning canopy.

E. BACK-LIT SIGN. Any internally illuminated sign with opaque, reverse pan channel, halo-lit letters and elements with concealed light sources in which the light projects away from the viewer.

F. BALLOON. A lighter-than-air or inflated object no larger than 18 inches in any dimension.

G. BANNER. A bunting or other flexible sign characteristically supported at two or more points and hung on a building or otherwise suspended down or along its face, or across any public street of the City. The banner may or may not include copy or other graphic symbols.

H. BENCH SIGN. Any sign painted on or otherwise attached to a bench or other seat placed in an exterior area.

I. BILLBOARD. Static or revolving free-standing sign that identifies or communicates a commercial message related to an activity conducted, a service rendered, or a commodity sold at a location other than where the sign is located. This includes, but is not limited to, building graphics, supergraphics, building wraps, and wall drop signs containing off-site messages, and billboards painted or applied to building walls. The terms "billboard" and "off-premises sign" may be used interchangeably to mean the same thing.

J. CIVIC EVENT SIGN. A sign, other than a commercial sign, posted to advertise or provide direction to a civic event sponsored by a public agency, the City, a 3 school, church, or a documented not-for-profit organization that is open to the public, and does not include the sale of goods or services.

K. COMMERCIAL, OFFICE OR INDUSTRIAL CENTER. Any non-residential grouping of structures or uses occupied by four or more tenants which are connected by architectural treatment, shared access roads, and/or a commonality of use.

L. COMMERCIAL SIGN. A message on a sign, or portion of a sign, that promotes, informs, or proposes an economic transaction, primarily concerns the economic interests of the sign sponsor and/or audience, or is intended to further discuss in the marketplace of goods and services.

M. COMMERCIAL SPEECH. Any message, the prevailing thrust of which is to propose a commercial transaction.

N. DIGITAL DISPLAY. A sign that displays still images, scrolling images, or moving images, including video or animation, through a series of grid lights, including cathode ray, light emitting diode display, liquid crystal display, plasma screen, fiber optic, or other electronic media or technology, where the display can be changed through electronic means. The definition of digital display does not include time and temperature signs or electronic signs placed in the right-of-way that function as traffic control devices.

O. EAVE. The projecting lower edges of a roof overhanging the wall of a building.

P. ELECTION SIGN. A non-commercial sign pertaining to an election for public office or to a ballot measure to be placed before the voters in a federal, state or local election.

Q. ERECT. To build, construct, attach, hang, place, suspend, affix, fabricate (which shall also include painting of wall signs and window signs or other graphics), or project light in a manner that creates a projected light sign.

R. FAÇADE. The front of a building or structure facing a street.

S. FLAG. A piece of fabric of distinctive design (customarily rectangular or square) that is used as a symbol of a nation, state, city, agency, corporation or person, or as a signaling device, and is usually displayed hanging free from a staff or halyard to which it is attached by one edge.

T. FRONTAGE. The width of any face of a building.

1. Dominant Building Frontage. The principal frontage of the building where its main entrance is located or which faces the street upon which its address is located.
4 2. Subordinate Building Frontage. Any frontage other than the dominant frontage.

U. GROUND SIGN. A sign which is supported by one or more uprights or braces on the ground, the overall total height of which does not exceed (i) six feet above grade measured at the edge of the public right-of-way; or (ii) six feet above the base of the sign structure when the grade at the public right-of-way is at least three and one-half feet lower than the grade at the base of the sign, whichever is higher. In no case shall an artificial grade be established for the sole purpose of placing a sign at more than six feet above the grade at the edge of the public right-of-way.

V. HANGING SIGN. A sign attached to and located below any eave, roof, canopy, awning, or wall bracket.

W. IDENTIFICATION SIGN. A sign which serves to identify the name, address and lawful use of the premises upon which the sign is located. This includes signs indicating the name of residents on residential uses.

X. INFORMATION SIGN. A sign that is limited to a message giving directions, instructions, menus, selections or address numerals.

Y. ILLUMINATED SIGN. A physical sign that is illuminated internally or from an exterior light source. An illuminated sign is distinguished from a projected light sign by the fact that a projected light sign uses light to create the sign rather than using light to illuminate a sign of physical material.

Z. INFLATABLE SIGNS. A lighter-than-air or inflated object tethered or otherwise attached to the ground, structure or other object. This definition includes, but is not limited to, inflated representations of blimps, products, cartoon characters, animals and the like. Balloons are a distinct subset of inflatable signs.

AA. KIOSK. A small, freestanding structure permanently affixed to the ground, requiring a building permit, which may have one or more surfaces used to display temporary advertising signs.

BB. LETTER HEIGHT. The height of a letter from its bottom to its top, including any shadow line.

CC. LIGHTING STANDARD. A device for providing artificial light on the sign surface.

DD. LOGO SIGN WITH COURTESY PANELS. Pre-fabricated signs bearing a brand name, registered trademark or logo with space for the name of a local business or occupant or other items of information to be applied thereto or erected thereon. 5 EE. MARQUEE. A permanent roof structure attached to and entirely supported by a wall of a building, having no connection or relationship with the roof of the building to which it is attached.

FF. MARQUEE SIGN. Any sign attached to a marquee.

GG. MOBILE SIGN. A sign on a boat or on a vehicle, other than on a public transit vehicle designed to carry at least 19 passengers, advertising a good, service, or entity other than that for which the boat or vehicle is principally used.

HH. MURAL. A painting or picture applied to and made part of a wall or window which may be pictorial or abstract, and is characteristically visually set off or separated from the background color or architectural environment.

II. NON-COMMERCIAL SIGN. A message or image on a sign that directs public attention to or advocates an idea or issue of public interest or concern that does not serve to advertise or promote any business, product, service, or entertainment.

JJ. NON-COMMERCIAL SPEECH. Any message which is not determined to be commercial speech as defined herein.

KK. OFF-PREMISES SIGN. A commercial sign not located on the premises of the business or entity indicated or advertised by said sign, or a commercial sign advertising a commodity, service or entertainment offered at a location other than the location of the sign.

LL. PARAPET. A low wall used to protect the edge of a roof from view, also called a parapet wall.

MM. PARAPET OR PERGOLA SIGN. Any sign or other graphic attached to a parapet, ramada, pergola, or other similar structure.

NN. PENNANT. A small triangular or rectangular flag or multiples thereof, individually supported or attached to each other by means of a string, rope, or other material, and meant to be stretched across or fastened to buildings, or between poles and/or structures.

OO. PERGOLA. A structure usually consisting of parallel colonnades supporting an open roof of girders and cross-rafters, also known as an arbor, trellis or ramada.

PP. POLE SIGN. Any sign, other than a ground sign, supported by one or more uprights or braces on the ground, the height of which is greater than a ground sign, and which is not part of any building or structure other than a structure erected solely for the purpose of supporting a sign.
6 QQ. PORTABLE SIGN. A sign or advertising device that rests on the ground and is not designed to be permanently attached to a building or permanently anchored to the ground. Portable sign types include A-frame or sandwich board signs, but do not include temporary banners, flags, streamers, balloons, and similar signs made of nonpermanent materials.

RR. PROJECTED LIGHT SIGN. A projection of light onto a physical surface in a manner designed to communicate a message by creating a variable intensity of light on the physical surface in the form of letters, shapes, or symbols.

SS. PROJECTING SIGN. Any sign which projects from and is supported by a wall of a building with the display surface of the sign perpendicular to the building wall.

TT. PUBLIC PROPERTY. Land or asset owned by the City of Santa Barbara.

UU. ROOF. The cover of any building, including the eaves and similar projections. False roofs on store fronts, coverings on or over oriels, bay windows, canopies and horizontally projecting surfaces other than marquees shall be considered roofs.

VV. ROOF SIGN. A sign erected upon or on any area that is defined as part of the roof of a building pursuant to this Chapter.

WW. SIGN. Any form of visual communication including any physical object, projection of light, digital display, or open flame (with or without lettering, a symbol, logo) used to announce, declare, demonstrate, display, or otherwise present a message to or attract the attention of the public. A sign may include a commercial or non-commercial sign. A sign includes all parts, portions, units and materials used in constructing the sign, together with the illumination, frame, background, structure, support and anchorage thereof. A mural is not a sign.

XX. TEMPORARY. Any sign that is to be maintained for a period of time not exceeding 30 consecutive days, including paper signs and other signs that are not permanently affixed to the ground or building.

YY. VENDING MACHINE. A machine or other mechanical device or container that dispenses a product or service through a self-service method of payment, but not including an automatic bank teller machine incorporated within a wall or a façade of a building; a newsrack; a machine dispensing fuel, compressed air, or water at an automobile service station; or a public telephone.

ZZ. WALL SIGN. Any sign affixed directly to or painted on or otherwise inscribed on an exterior wall or solid fence, the principal face of which is parallel to said wall or fence and which projects from that surface no more than 12 inches at all points. 7 AAA. WINDOW SIGN. A sign that is attached to, affixed to, leaning against, or otherwise placed within six feet of a window in a manner so as to present a message to or attract the attention of the public on adjoining streets, walkways, malls or parking lots available for public use.

22.70.030 Sign Regulations.

A. PERMIT REQUIRED. It is unlawful for any person to erect, repair, alter, relocate or maintain any sign within the City, or to direct or authorize another person to do so, except pursuant to a sign permit obtained as provided in this Chapter, unless the sign is specifically exempted from permit requirements by the provisions of this Chapter.

No permit shall be required for repainting, cleaning, or other normal maintenance and repair of a sign unless the structure, design, color or character is altered.

B. EXEMPT SIGNS. The following signs shall be allowed without a sign permit and shall not be included in the determination of type, number, or area of signs allowed on a building or parcel:

1. A non-commercial on-site sign not exceeding six square feet total for each lot in residential zones and 24 square feet total for each lot in nonresidential zones.

Such a sign shall be erected only with the permission of the property owner or tenant and must comply with all requirements of a legally conforming sign pursuant to this Chapter.

2. Any official federal, state, or local government sign.

3. Notices issued by any court, person or officer in performance of a public duty; notices posted by a utility or other quasi-public agency; or other signs required or authorized by law.

4. Any temporary sign warning of construction, excavation, or similar hazards so long as the hazard exists.

5. One temporary construction sign, provided the sign (i) does not exceed six square feet in the one-family and two-family residential zones (Chapters 28.15 and 28.18) or the single unit and two-unit residential zones (Chapter 30.20) and does not exceed 24 square feet in all other zones; (ii) is used only to indicate the name of the construction project and the names and locations (city or community and state name only) of the contractors, architects, engineers, landscape designers, project or leasing agent, and financing company; (iii) is displayed during construction only; (iv) does not exceed the height limitations of a ground sign; and (v) meets all other applicable restrictions of this Chapter.

6. Any temporary sign relating to Fiesta, Solstice, Juneteenth, or any official City holiday except banners, blinking lights, or signs and any related lighting that require a building, electrical, or other permit. Any such decorations or displays and any 8 related lighting must be removed within 10 days following the event for which they were erected.

7. A sign consisting of a display of balloons for any single business or residence must be displayed at a height which is not above the roof ridge line of the main building or 15 feet, whichever is lower.

8. A temporary real estate sign which indicates that the property is for sale, rent, or lease. Only one such sign is allowed on each street frontage of the property.

A temporary real estate sign may be displayed only for such time as the lot or any portion of the lot is actively offered for sale, rent, or lease. Such a sign may be single-faced or double-faced and is limited to a maximum area on each face of four square feet or less on property in residential zones and 12 square feet or less on property in nonresidential zones. Signs allowed pursuant to this exemption shall not exceed the height limitations of a ground sign (six feet).

9. Signs prohibiting trespassing and other incidental signs conveying noncommercial messages essential to the proper operation of the site such as “exit only” or similar messages.

10. One identification sign of no more than one square foot for a residence.

11. Any parking lot or other private traffic directional sign not to exceed two square feet in area having black letters on a white or building color background, and limited to guidance of pedestrian or vehicular traffic within the premises.

12. Any informational commercial signs within the premises of a place of business located at the opening in the façade of the business or at least 10 feet back from any window provided the sign (i) is in a nonresidential zone; (ii) has an aggregate area (when combined with all other similar signs on the parcel) of not more than one-and-onehalf square feet at each public entrance nor more than five square feet total; (iii) indicates address, hours and days of operation, whether a business is open or closed, credit information, and emergency address and telephone numbers. Lettering shall not exceed two inches in height except for street numbers. Neon or light-emitting diode (LED) signs with the text “open” may be erected under this exemption subject to the following conditions: (i) no more than one such sign may be erected per business; (ii) the letter height of any such sign shall not exceed six inches and the overall height of the sign shall not exceed 12 inches; and (iii) such signs are not allowed in El Pueblo Viejo, unless the sign is located inside the building and at least 10 feet back from any window or other opening in the façade of the building.

13. Any street name and address stamped or painted on a sidewalk or curb.
9 14. Any civic event sign, except a banner. Such a sign shall be removed within 24 hours after the time of the event, shall not exceed 24 square feet in size and may be erected for a period not to exceed five days out of any 30-day period. Only one such sign shall be erected per lot.

15. Temporary open house signs. One on-site open house sign may be erected on each street frontage of the property that is for sale. Each face of an on-site open house sign shall have an area of three square feet or less, and the height of the onsite open house sign, including the supporting structure, shall not exceed four feet. Open house signs erected pursuant to this confors exemption shall contain only the address of the property where the open house is being held and the name of the real estate agent and/or real estate agency or party holding the open house. Open house signs may be single-faced or double-faced. Open house signs shall be erected and removed on the day the open house is held. Open house signs shall not be fastened or attached in any way to a building façade or architectural element.

16. Any sign on a telephone booth or newsrack, provided the sign (i) identifies only the product contained therein or displays operating instructions, and (ii) the lettering does not exceed two inches in height.

17. The official flag of a government, governmental agency, public institution, religion, corporation, business, or other similar entity; and temporary displays of patriotic, religious, charitable, civic character. Only one flag pole with a maximum height of 25 feet and with a maximum dimension on the flag of eight feet and which is not attached to the building shall be exempt.

18. Temporary window signs, except banners, not exceeding four square feet or 15% of the window area of each facade, whichever is greater. For windows which are more than 25 feet from the public right-of-way, such signs shall not exceed 25% of such window area. No temporary window signs on a building or parcel shall be displayed for more than 30 consecutive days nor more than a total of 60 days per calendar year.

Signs erected pursuant to this exemption shall not be illuminated. Unless specifically exempt pursuant to this Subsection B, any illuminated sign erected within 10 feet of a window, door, or other opening in the façade of a building in a manner so as to present a message to or attract the attention of the public on adjoining streets, walkways, malls, or parking lots available for public use shall require a permit.

19. Signs specifically required by federal, state, or City law, of the minimum size required.

20. Signs on the air operation side of the Santa Barbara Municipal Airport which are designed and oriented to provide information to aircraft.

21. A sign, such as a menu, which (i) shows prices of goods or services not on window display to the public; (ii) does not exceed 24 inches by 18 inches; (iii) has 10 letters and numbers not exceeding three-quarters (3/4) of an inch in height; and (iv) is located on a wall or in a window.

22. Signs on public transit vehicles designed to transport at least 19 passengers. No more than one sign may be displayed on each side of these vehicles, except as approved by the Sign Committee.

23. Temporary “Garage Sale” or other similar signs located only on the premises upon which the sale is occurring.

24. Digital displays on gasoline pumps, provided the digital displays conform to all of the following standards:
a. Each digital display shall not measure more than 26 inches on the diagonal;
b. Each digital display is integrated into the face of the gasoline pump and is not a stand-alone display;
c. No more than one digital display is erected on each face of a gasoline pump;
d. The luminance of each digital display shall not exceed 1500 nits;
e. Any audio associated with a digital display shall not exceed 65 dB, measured at the nearest property line, between the hours of 7:00 a.m. and 10:00 p.m., and 55 dB, measured at the nearest property line, between the hours of 10:00 p.m. and 7:00 a.m.; and
f. No digital display shall be installed within 25 feet of any property zoned exclusively for residential use.

25. Digital displays on automated teller machines (ATMs), provided, (i) the digital display only displays the name of the financial institution that operates the ATM and the instructions for operating the ATM and (ii) the lettering does not exceed two inches in height.

26. Off-site signs. A temporary off-site sign may be placed within the public right-of-way only in compliance with all the following requirements:
a. Signs may be placed only in the parkway area, as defined under section 10.04.070 of this Code.
b. Sign may be placed only on weekends during the 42 hour period from 6:00 a.m. Saturday to Sunday 11:59 pm.
11 c. Signs shall not be placed in a manner that obstructs a sidewalk, curb ramp, or other pedestrian path of travel. d. Signs must not extend higher than 42 inches above the ground and must not have an area greater than six square feet. e. Signs must be free standing and not attached or locked to trees, signs, utility poles, or street furniture.
f. Off-site signs are prohibited within the boundaries of the El Pueblo Viejo Landmark district due to the high pedestrian traffic and lack of parkway space.
g. The City may remove any signs placed in the in violation of any of the requirements of this section. Any signs removed by the City will be stored by the City. The owner of any removed sign may retrieve a removed sign within 90 days from the date of removal. After 90 days, the City may destroy or dispose of any unclaimed sign.

C. PROHIBITED SIGNS. In addition to any sign not conforming to the provisions of this Chapter, the following signs are prohibited:

1. The City has a compelling interest in ensuring traffic and public safety.

To directly advance that interest, this Ordinance prohibits any signs that include the following:
a. Any sign which, by color, shape, working, or location, resembles or conflicts with any traffic control sign or device.
b. Signs attached or placed adjacent to any utility pole, traffic sign post, traffic signal, historical marker, or any other official traffic control device. c. Any sign, except as may be required by other code or ordinance, placed or maintained so as to interfere with free ingress or egress from any door, window, or fire escape.
d. Signs that rotate, move, glare, flash, reflect.
e. Signs that create a hazard by obstructing clear views of pedestrian and vehicular traffic.
f. Signs that impede normal pedestrian use of public sidewalks.

2. Signs erected on public or private property without the permission of the property owner.
12 3. Signs erected in the public right of way. Other than official government signs or hazard or prohibition signs required by law, or the exception allowed under section 22.70.030 (B)(26), no sign can be placed in or project into the public right-of-way.

This prohibition does not apply to other public agencies placement of signs in the course and scope of their professional duties such as the California Department of Transportation.

4. Billboards or off premise signs.

5. Any sign that contains obscene matters, as defined in Section 311 of the Penal Code of the State of California or incites violence or promotes other illegal activity.

6. Signs on awnings or canopies except on the valance.

7. Portable signs.

8. Mobile signs.

9. Any sign (generally known as a “snipe sign”) tacked, nailed, posted, pasted, glued, or otherwise attached to trees, poles, stakes, fences, or the exterior of a building or other structure, where the information appearing thereon is not applicable to the present use of the premises upon which such sign is located. Whenever a sign is found so placed, the same shall constitute prima facie evidence that the person benefited by the sign placed or authorized the placement of the sign.

10. Bench signs.

11. Banners, including any banner inside a building that is attached to, leaning against, or otherwise placed within 10 feet of a window, door, or other opening in the façade of the building in a manner so as to present a message to or attract the attention of the public on adjoining streets, walkways, malls or parking lots available for public use.

12. Roof signs and any other graphics which extend, wholly or in part, above the eave line of the structure to which it is attached.

13. Any parapet or pergola sign placed above or partially above the parapet or pergola.

14. Logo signs with courtesy panels.

15. Pennants.

16. Signs which cover or interrupt architectural features. 13 17. Historical markers placed on the structure, tree or other historical monument itself, except as approved by the Historic Landmarks Commission.

18. Pole signs.

19. Exposed cabinet/raceways behind channel letters.

20. Inflatable signs, except for balloon displays exempted by this Chapter.

21. Unless otherwise exempted by this Chapter, digital displays, including any digital display inside a building that is attached to, leaning against, or otherwise placed within 10 feet of a window, door, or other opening in the façade of the building in a manner so as to present a message to or attract the attention of the public on adjoining streets, walkways, malls or parking lots available for public use.

D. GENERAL REQUIREMENTS.

1. No sign, other than a sign installed by a public agency, shall be allowed to be erected, installed, placed or maintained in or on any public property, including sidewalks and parkways.

2. Any sign which is supported by more than one means and therefore cannot be clearly defined as a ground, marquee, wall, roof, projecting or other sign shall be administratively assigned to the sign category most logically applicable and be subject to the corresponding standards.

3. Accessory signs will be considered only if they are designed in conjunction with or made an integral part of the signing existing on the subject building or project. Said signs shall not exceed 25% of the building’s total signage.

4. A temporary window sign in excess of four square feet, or 15% of the window area of each façade, whichever is greater, requires a permit, unless the sign is otherwise exempt from the permit requirements of this Chapter. For a window which is more than 25 feet from the public right-of-way, such a sign shall not exceed 25% of the window area. Such signs shall not be displayed for more than 30 consecutive days nor for more than a total of 60 days per calendar year. Unless specifically exempted in Subsection B of this Section, all illuminated signs erected within 10 feet of a window, door, or other opening in the façade of a building in a manner so as to present a message to or attract the attention of the public on adjoining streets, walkways, malls, or parking lots available for public use shall require a permit.

5. Only one face of a double-faced sign with parallel opposing faces, and bearing identical copy or language translation, shall be used in computing the area of a sign. Signing and illumination shall be on two opposing faces only. 14 6. In order to calculate the size of a sign, the following provisions apply:
a. If the sign is enclosed by a box or outline, the area of the sign includes that portion of the sign comprised of said box or outline. b. If the sign consists of individual letters attached directly to the building or wall, the size is calculated by drawing a rectangle around each line of copy. c. If the sign is a ground sign, the base or support structure shall be included in calculating the height of the sign.

7. If a building consists of two or more above-ground stories, no sign shall be allowed more than five feet, six inches (5′6″) above the second floor line or in conformance with paragraph 11 below, where applicable.

8. Prior to issuance of a sign permit, a ground sign shall be approved by the traffic engineer to ensure that placement of the sign would not adversely affect traffic or pedestrian safety.

9. A non-temporary window sign shall be not larger than 25% of the window area of the façade on which it is displayed.

10. A wall sign may be attached flat against or pinned away from the wall.

A wall sign placed in the space between windows on the same story shall not exceed more than two-thirds (2/3) of the height of the window, or major architectural details related thereto. A wall sign placed between windows on adjacent stories shall not exceed two-thirds (2/3) the height of the space between said windows.

11. A projecting or hanging sign must clear the nearest sidewalk by a minimum of seven feet and may project no more than four feet into the public right-ofway. Such a sign for a business in the second story of a building is allowed only if the business has a separate street or public parking lot entrance and may be placed at the entrance only.

12. A device displaying time or temperature is permitted in all zones except residential zones and designated historic districts, subject to the provisions herein regulating various types of signs. Such devices are limited to one per block. Only a logo is allowed to appear on the same structure as such a device.

13. A kiosk is permitted in all nonresidential zones, subject to approval by the Sign Committee and (i) the Historic Landmarks Commission if within El Pueblo Viejo Landmark District or another landmark district, or (ii) the Architectural Board of Review in other parts of the City.
15 14. A relocated sign shall be considered to be a new sign, unless the relocation is required by a public agency as a result of a public improvement, in which case approval shall be obtained only for the new location and base of the sign.

15. Except as otherwise stated in this Chapter, letter height shall be limited to a maximum of 12 inches, except where it can be found that said letter size is inconsistent with building size, architecture and setback from the public right-of-way.

16. A ground sign which exceeds six square feet in area shall not be located within 75 feet of any other ground sign.

17. All signs on parcels immediately adjacent to El Pueblo Viejo Landmark District are subject to El Pueblo Viejo regulations.

18. Gas pricing signs, as required by state law, which identify the brand, types, octane rating, etc., of gasoline for sale within the City. The Committee retains the ability to review any signage beyond state law on advertising and labeling requirements.

E. ADMINISTRATIVE GUIDELINES. The Community Development Director or their designee may prepare administrative guidelines for implementation of this Chapter. The administrative guidelines may include additional terms and requirements for the submission of applications, and issuance of permits that are consistent with the provisions of this Chapter. The administrative guidelines and amendments thereto shall become effective upon approval by the City Administrator. All such administrative guidelines must be in writing and made available on the Community Development Department’s City website.

22.70.040 Sign Standards.

A. GENERAL REQUIREMENT. All signs shall conform to the following standards.

1. Residential Uses. The following sign standards shall apply to any residential use in any zone in the City:
a. An apartment or condominium project identification sign identifying an apartment or condominium complex by name or address. One such sign shall be allowed for each complex, shall not exceed 10 square feet in size if less than 25 units, nor 25 square feet if larger than 25 units, and shall not be internally illuminated. b. The Sign Committee may authorize one ground sign or wall sign, not to exceed an area of 24 square feet, to identify a neighborhood or subdivision, other than an apartment or condominium project, at the entrance to such subdivision or neighborhood. Such sign shall not be internally illuminated. 16 c. Any existing legal nonconforming use in a residential zone may have one-half (½) the number and size of signs as are allowed in commercial zones.

2. Office Uses. The following sign standards shall apply to office uses in any zone:
a. The aggregate area for all signs identifying a building or complex shall not exceed one-half (½) square foot of sign area per linear foot of building frontage or 20 square feet, whichever is less.
b. Establishments within an office building or complex may collectively place a directory sign at each public entrance to said building listing establishments within.

3. Commercial, Office and Industrial Center Uses. The following sign standards shall apply to commercial and industrial uses, including hotels and motels in any zone:
a. The total area for all signs identifying a business shall not exceed the following:
(1) For a dominant building frontage up to 100 linear feet, one square foot of sign area per linear foot of building frontage, or 65 square feet, whichever is less.
(2) For a dominant building frontage with more than 100 linear feet, three-quarters (3/4) square foot of sign area per linear foot of dominant building frontage or 90 square feet, whichever is less.
(3) For a building occupied by more than one tenant, the dominant building frontage for each business is that portion of the building elevation adjacent to the business. For a business which is not on the ground floor, one-half (½) square foot of sign area per linear foot of dominant building frontage is permitted. b. For a commercial or industrial complex containing four or more occupants, the following sign standards apply:
(1) One sign per frontage to identify the commercial or industrial complex, allowing one square foot of sign area per linear foot of complex frontage or 75 square feet, whichever is less, on the dominant facade. (2) For each individual business with frontage on a public street or parking lot, one-half (½) square foot of sign area per linear foot or 25 square feet, whichever is less.
17 (3) One directory sign not exceeding 10 square feet in size may be allowed at each public entrance.

B. EL PUEBLO VIEJO LANDMARK DISTRICT. Signs in El Pueblo Viejo Landmark District (EPV) shall contribute to the retention or restoration of the historical character of the area. In addition to the other standards and restrictions in this Chapter, signs in EPV shall comply with the following:

1. Colors shall be consistent with the El Pueblo Viejo Landmark District design standard styles specified in Chapter 30.57.

2. The typeface used on all signs in EPV shall be consistent with the El Pueblo Viejo Landmark District design standard styles specified in Chapter 30.57, except that where the business logo or trademark uses a particular typeface, it may be used.

3. Letter height shall be limited to a maximum height of 10 inches, except where it can be found that said letter size is inconsistent with building size, architecture, and setback from the public right-of-way.

4. No internally illuminated signs, except back-lit signs, are allowed.

Traditional materials and methods are to be used as defined in Chapter 22.70 and described in Subsection B.5 below. Internally illuminated projecting cabinet signs are prohibited.

5. The choice of materials is left to the discretion of the applicant, subject to the approval of the Sign Committee; however, the following materials and/or methods are acceptable and desirable:
a. Sign face, supports, and standards made of resawn or rough sawn wood and/or wrought iron with painted or stained backgrounds and lettering. b. Sign face, supports, and standards made of smooth wood trimmed with moldings of historically based design and lettering. c. Signs painted directly on the face of the building.
d. Projecting signs.
e. Use of wood cutouts, wrought iron, or other metal silhouettes further identifying the business.
f. Glass.
g. Lighting standards and style typical of the building’s architecture and period.
18 h. Flush or inset mounted signs of tile or stone.

6. The following materials and details are not acceptable:
a. Contemporary finish materials such as plastics, aluminum, and stainless steel.
b. Imitation wood or imitation marble.
c. Fluorescent paint.
d. Spot lights, neon tubing, and exposed electrical conduits on the exterior of any building or structure.
e. Neon tubing, light rope, or similar illuminated displays located within 10 feet of any window (except “open” signs as provided in Section 22.70.030.B.12 and “no vacancy” signs as provided in Subsection B.7 below).

7. For hotels and motels in the El Pueblo Viejo Landmark District (EPV), a single neon “No Vacancy” sign shall be allowed if the following conditions are met:
a. Only one double-faced neon “No Vacancy” sign per property or business.
b. Letter size to be three inches maximum height.
c. Tube size to be 12 mm. maximum diameter.
d. Neon color to be clear red.

8. Landscaping.
a. Landscaping in EPV shall conform to the El Pueblo Viejo Guidelines’ list of preferred plants.
b. Low shrubs or dense ground cover is required to conceal nondecorative lighting fixtures. c. Irrigation plans shall be included where applicable.

22.70.050 Sign Permits.

A. APPLICATION. Any person desiring to construct, maintain or display a sign for which a permit is required shall submit an application to the Planning Division of the Community Development Department. The application shall be made upon forms 19 provided by the Community Development Department and shall be accompanied by the materials identified on the application form.

1. The substitution of the message in a Sign previously permitted by the City may be made without any additional approval, permitting, registration, or other notice to the City. This provision prevents any inadvertent favoring of commercial speech over non-commercial speech or favoring any noncommercial message over any other noncommercial message.

B. FEES. The sign permit application shall be accompanied by the appropriate fee established by the City Council by resolution. If installation of a sign is commenced before an application for a permit is made or before the plans are approved by the Sign Committee, the applicant shall be charged an additional field inspection fee equal to the permit fee.

C. PROCESSING APPLICATIONS.

1. Community Development Department staff shall review the application and accept it as complete or reject it as incomplete.

2. No sign permit application will be accepted if:
a. The applicant has installed a sign in violation of the provisions of this Chapter and, at the time of the submission of the application, each illegal sign has not been legalized, removed or included in the application; or b. Any sign under the control of the applicant on the premises of the proposed sign was installed in violation of this Chapter and at the time of submission of the application, each illegal sign has not been legalized, removed or included in the application; or
c. The sign permit application is substantially the same as an application previously denied by staff or the Sign Committee or, on appeal, by the Historic Landmarks Commission, the Architectural Board of Review, or the City Council, unless:
(1) 12 months have elapsed from the date of the final
decision on the application; or
(2) New evidence or proof of changed conditions is
furnished in the new application.

3. Assignment of Level of Review. Community Development staff will review each sign permit application and assign each complete application to one of two review categories: Conforming Review or Full Committee Review. Sign permit applications will be assigned to Conforming Review based on the criteria found in Subsection E of this Section. Sign permit applications that are not assigned to conforming 20 review will be assigned to Full Committee Review including applications that involve multiple exception requests, a large number of signs, or a large volume of signage.

D. BUILDING AND ELECTRICAL PERMITS. After a sign has been approved by the Sign Committee, the applicant shall obtain all required building and electrical permits from the Building and Safety Division of the Community Development Department.

E. CONFORMING SIGN REVIEW.

1. Sign Conformance Determination. Applications which meet the following criteria shall be referred by Staff for Conforming Review:
a. Signs where the size, shape, color, placement, and any lighting of the sign are consistent with adopted guidelines;
b. Signs located within El Pueblo Viejo Landmark District that comply with the requirements of Section 22.70.040.B and would be compatible with the required architectural style described in Section 30.57.030; c. Minor wording, name, color and/or face changes which do not affect the character or location of a sign;
d. Signs for a commercial or industrial complex where a previously approved sign program is in effect and the proposed sign conforms to the program; e. Thirty (30) day extension of temporary signage. Extension of temporary signage for an additional thirty days requires Full Committee Review. No more than two thirty-day extensions can be granted by the Committee. f. Conceptually approved signs, if all Committee conditions are met; and
g. Awning signs.

2. Conforming Review. Conforming reviews are conducted by the Chair of the Sign Committee, the Vice-Chair of the Sign Committee, or a designated alternate.

If the conforming reviewer cannot approve an application, the conforming reviewer shall refer the application to Full Committee Review.

F. FULL COMMITTEE REVIEW. Full Committee Review is conducted by a quorum of the Sign Committee. The Sign Committee shall take action to approve, conditionally approve or deny an application within 21 days from the date of acceptance thereof. If no action is taken by the Sign Committee within said period or within any extension approved by the applicant, the application shall be deemed approved as submitted, provided the proposed sign otherwise complies with the provisions of this 21 Chapter. After initial review, the Committee may refer all or a portion of an application to Conforming Review, if the Committee deems it appropriate.

G. STANDARD OF REVIEW AND FINDINGS. Conforming Review and Full Committee Review are conducted using the review criteria provided in Subsection H below and making the findings required in Subsection I of this Section.

H. SIGN REVIEW CRITERIA.

1. In reviewing a sign permit application, the Sign Committee or the conforming reviewer shall apply the following criteria as the basis for action:
a. The sign shall be in proportion with and visually consistent with the architectural character of the building. There is no proliferation of signage. b. The location of the proposed sign and the design of its visual elements (lettering, colors, decorative motif, spacing and proportion) shall result in a sign which is legible under normal viewing conditions existing at the sign’s proposed location. c. The sign shall not obscure from view or unduly detract from existing signing.
d. If the proposed sign will be adjacent to, in or near a residential area, it shall be harmonious and compatible with the residential character of the area. e. The size, shape, color and placement of the sign and any lighting shall be compatible to and harmonious with the building which it identifies and with the area in which it will be located.
f. If the sign is to be located in El Pueblo Viejo Landmark District, the sign shall comply with the requirements of Section 22.70.040.B and shall be compatible with the required architectural style described in Section 30.57.030.

2. If a sign permit application satisfies the above criteria and complies with the other provisions of this Chapter, it shall be approved.

3. Sign Committee or the conforming reviewer shall conduct their review in a content-neutral manner and the purview of their review shall be limited to the criteria in this subsection. A non-commercial message of any type may be substituted, in whole or in part, for any duly permitted commercial message; and any non-commercial message may be substituted for any non-commercial message. Moreover, review is limited to a sign’s physical attributes. Only regulation such as size, height, dimension, placement and manner of construction is considered.

I. FINDINGS. If a sign permit application is denied, specific and detailed findings setting forth the reasons why the proposed sign violates the criteria set forth 22 above or other provisions of this Chapter shall be prepared in writing and mailed to the applicant or his or her agent and sign contractor within seven days.

J. APPEALS. The applicant or any interested person may appeal decisions concerning sign permit applications as follows:

1. Appeals to the Architectural Board of Review or the Historic Landmarks Commission. Any action of the Sign Committee or of the Division staff may be appealed by the applicant or any interested party to the Architectural Board of Review or, if the sign is in El Pueblo Viejo Landmark District or if the sign is proposed on a site that is a designated historic resource or potential historic resource, to the Historic Landmarks Commission. Said appeal shall be in writing, shall state reasons for the appeal and shall be filed with the staff of the Architectural Board of Review or the Historic Landmarks Commission within 10 days of the meeting at which the decision being appealed was rendered. A hearing shall be held by the Architectural Board of Review or the Historic Landmarks Commission, as appropriate, at the first available meeting of the Architectural Board of Review or the Historic Landmarks Commission following the filing of the appeal.
a. Notice of Appeal. Notice of the time and place of the hearing shall be sent to the applicant and appellant no later than five days prior to said hearing.

The Board or Commission may affirm, reverse or modify the decision of the Sign Committee or staff concerning the sign permit application. Said action shall take place within 28 days from the date of the filing of the appeal. Failure to act within said period will result in the sign permit application being deemed approved to the extent that it complies with the provisions of this Chapter. Upon such an automatic approval, the Building and Safety Division shall issue the permit. No member of the Board or Commission who is also a member of the Sign Committee and who participated in the decision of the Sign.
b. Limits on New Evidence. The Architectural Board of Review or the Historic Landmarks Commission will decide the appeal in the exercise of its independent judgment based upon a review of the record of the proceedings before the Sign Committee. New evidence will not be considered unless the Architectural Board of Review or the Historic Landmarks Commission determines that relevant evidence exists that, in the exercise of reasonable diligence, could not have been produced or was improperly excluded at the hearing before the Sign Committee.

2. Appeal to the City Council. An appeal to the City Council from the decision of the Architectural Board of Review or the Historic Landmarks Commission shall be made pursuant to the provisions of Section 1.30.050 of this Code. a. Limit of New Evidence. The City Council will decide the appeal in the exercise of its independent judgment based upon the record of the proceedings of the Architectural Board of Review or the Historic Landmarks Commission. New evidence will not be considered unless the City Council determines that relevant evidence exists 23 that, in the exercise of reasonable diligence, could not have been produced or was improperly excluded at the hearing before the Architectural Board of Review or the Historic Landmarks Commission.

K. EXPIRATION OF PENDING APPLICATION. Signs must be installed within six months of the date of approval or the approval is void, unless the applicant has requested and received an extension not exceeding six months from the Community Development Director.

22.70.060 Revocation of Sign Permits.

A. GROUNDS. Any permit issued under this Chapter may be revoked by order of the City Council when it is shown by substantial evidence that:

1. The permit was issued without or in excess of the authority provided in this Chapter. Permittee shall be compensated for any and all costs incurred as a result of said revocation to the extent it occurs through no fault of the permittee.

2. The application for a permit contained any material misrepresentation of fact.

B. HEARING. Prior to revoking a sign permit, the City Council shall hold a hearing concerning said revocation. Written notice of said hearing shall be given to the permittee not less than 10 days prior to the date of said hearing. Following the hearing, if the City Council revokes the sign permit, it shall adopt findings setting forth the basis for its decision. The findings shall be mailed to the permittee.

22.70.070 Exceptions.

A. APPLICATION. When a person desires to erect a sign which does not comply with the provisions of this Chapter, he or she shall file an application for an exception. An application for an exception shall be filed with a sign permit application, shall be accompanied by a fee established by the City Council by resolution, shall state the specific section or sections of this Chapter which the applicant desires to have waived, and shall state the grounds for the exception.

B. GROUNDS. Before an exception may be granted, the following shall be shown:

1. There are exceptional or extraordinary circumstances or conditions applicable to the property involved, or to the intended use of the property, that do not apply generally to other properties in the vicinity.

2. The granting of the exception will not be materially detrimental to the public welfare or injurious to the properties or improvements in the vicinity. 24 3. The proposed sign is in conformance with the stated purpose and intent of the Sign Ordinance.

C. HEARING. A hearing on the exception application shall be held by the Sign Committee prior to considering the sign permit application. The time limits for the Sign Committee’s action shall be the same as those set forth in Section 22.70.050.F of this Chapter.

D. APPEAL. The provisions for the appeal of the decision of the Sign Committee concerning an exception application shall be the same as those set forth in Section 22.70.050.J.

22.70.080 Non-Conforming Signs.

A. Every on-site sign that becomes nonconforming as a result of this Ordinance shall not be required to be removed, except as provided for in California Business & Professions Code Sections 5492, 5493, 5495 and 5497.

22.70.090 Abandoned, Unsafe, or Illegal Signs.

A. ABANDONED SIGNS. Any abandoned signs, shall be deemed to be a public nuisance and shall be removed by the owner of the property on which it is located upon 10 days written notice by the Community Development Department.

B. UNSAFE SIGNS. All signs shall be properly maintained in a safe and legible condition at all times. Whenever any sign, by virtue of its physical nature and condition, that includes unpermitted electrical work associated with the installation of the sign, poses an immediate and serious threat to the public safety, the sign may be removed by City personnel, or repaired to the satisfaction of the City within 10 days written notice by the Community Development Department.

C. ILLEGAL SIGNS. Any sign, including its supporting structure, which is installed or maintained on private property in violation of this Chapter shall be deemed to be a public nuisance and shall be removed by the owner of the property on which it is located upon 310 days written notice by the Community Development Department.

D. SIGNS ON PUBLIC PROPERTY. Any sign, including its supporting structure, which is installed, placed or maintained on public property, other than a sign installed by, or with the permission of a public agency, is illegal and subject to immediate removal by the City. If the owner of the sign is ascertained the City will follow the post removal notice procedures contained in the Personal Property Storage under Section

9.96.050 B.
25 22.70.095 Vending Machines Readily Visible From a Public Right-of-Way.

A. VENDING MACHINES WITHIN THE PUBLIC RIGHTS-OF-WAY. No owner of real property shall install, operate, or maintain a vending machine which is located on or encroaches within or over a City public right-of-way, such as a City street, sidewalk, paseo, or alleyway except for those machines which encroach in the public right-of-way on the date of the enactment of this amendment to Chapter 22.70, provided that the owner or operator of such an encroaching vending machine obtains a vending machine license agreement pursuant to the requirements of Chapter 9.48 within one year of the adoption of this amendment and provided that such machine dispenses drinking water only.

B. VENDING MACHINES IN A CITY LANDMARK DISTRICT. No owner of real property located within a City Landmark District (as such districts are designated by Chapter 30.57) shall install, operate, or maintain a vending machine upon such real property under circumstances where the vending machine is readily visible from an area accessible to public.

C. VENDING MACHINES - NONRESIDENTIAL USES.

1. Generally. No owner of real property located outside of a City Landmark District shall install, operate, or maintain a vending machine on such real property under circumstances where the machine is readily visible from an area accessible to the public unless and until the property owner or vending machine operator (or an authorized agent thereof) has obtained the permits required by this Section and has completed the design review and approval required by this Section, where applicable.

No business shall be allowed or permitted to have more than four vending machines at each business location.

2. Residential Properties. No owner of real property used exclusively for residential purposes shall install, operate, or maintain a vending machine upon such property.

D. REVIEW AND ISSUANCE OF VENDING MACHINE PERMITS.

1. Machine Locations with Not More Than Two Vending Machines. A vending machine which is visible from an area readily accessible to the public may be installed, operated, and maintained on real property zoned or being used for nonresidential purposes and located outside of a City Landmark District only under the following circumstances:
a. No More Than Two Machines. The real property upon which the machine will be located will have no more than two vending machines installed or operated upon the same location at any one time; and
26 b. Necessary Permits. The owner or operator of the vending machine has obtained a building permit from the City Building and Safety Division and a vending machine sign permit from the City Sign Committee in accordance with the procedures established for sign permits set forth herein; and c. Size and Machine Panel Design. The size, design, and the use of illumination for the vending machine is installed in full compliance with the City’s Outdoor Vending Machine Design Guideline requirements for unscreened vending machines.
d. Signage Illumination. A vending machine may not have signage which is internally illuminated.

2. Machine Locations with More Than Two Vending Machines. A vending machine which is readily visible from an area accessible to the public may be installed, operated, and maintained on nonresidential real property located outside of a City Landmark District where the real property will have more than two vending machines but less than five machines only under the following circumstances:
a. ABR Design Review. The owner or operator of the vending machine has obtained design and screening review and approval from the City Architectural Board of Review and the machine is installed in full compliance with the City’s Outdoor Vending Machine Design Guidelines; and
b. Required Permits. The owner or operator of the vending machine has obtained both a building permit from the City Division of Building and Safety and a sign permit in accordance with the procedures established for sign permits set forth herein from the City Sign Committee for the machine; and c. Compliance with Conditions of Approval. The vending machine is installed and maintained in accordance with any conditions of approval issued by either the Sign Committee or the ABR in connection with the approved permits or design review. d. Automobile Service Station Locations. The real property is not being used as a gasoline service or automobile service station.

3. Vending Machines in a Shopping, Office, or Industrial Center. Vending machines located on real property being used as a Commercial, Office, or Industrial Complex (as defined in Section 22.70.020.I) may be permitted only pursuant to a Complex Vending Machine Program approved by the Sign Committee in a manner similar to the Sign Committee’s review and approval of Complex Sign Programs pursuant to Section 22.70.040.A.3.b and where such machines are designed and located in accordance with the City’s Outdoor Vending Machine Design Guidelines. 27 E. OUTDOOR VENDING MACHINE DESIGN GUIDELINES.

1. Adoption of Machine Design and Locational Guidelines. Within 30 days of the adoption of the ordinance enacting this Section, the City Council shall approve Outdoor Vending Machine Design Guidelines which shall be approved pursuant to a resolution of the City Council.

2. Exceptions to Guideline Requirements. Upon the written request of an applicant for an outdoor vending machine permit, the Sign Committee, or, where applicable, the City’s Architectural Board of Review may grant appropriate exceptions to the Outdoor Vending Machine Design Guidelines provided that all of the following grounds for the exception are determined to be applicable:
a. There are exceptional or extraordinary circumstances or conditions applicable to the real property involved which do not apply generally to other real properties in the vicinity.
b. The granting of the exception will not be materially detrimental to the public welfare or injurious to the properties or improvements in the vicinity. c. The proposed vending machine installation is in conformance with the stated purpose and general intent of the Outdoor Vending Machine Design Guidelines and this Chapter.
d. A public benefit will be derived from the proposed outdoor vending machine location and a hardship otherwise exists due to the physical constraints of the site which make the strict application of City vending machine requirements impractical or not readily feasible.

F. COMPLIANCE ESTABLISHED BY VENDING MACHINE PERMIT STICKER.

Compliance with the requirements of this Section shall be conclusively established by the City’s issuance of an appropriate permit sticker which shall be posted or affixed to and maintained on the permitted vending machine by the operator thereof and which shall serve as conclusive proof of compliance with the requirements of this Section.

G. VENDING MACHINES INSTALLED PRIOR TO ADOPTION. Except with respect to the prohibition on internally illuminated signage contained in paragraph D.1.d of this Section, the requirements of this Section (including the Outdoor Vending Machine Design Guidelines) shall be applicable to any vending machines installed prior to the adoption of the ordinance enacting this Section upon the expiration of one year after the effective date of the ordinance. Permit applicants may be granted additional time for compliance with the requirements of this Chapter (not to exceed one year) by the Community Development Director upon a showing by the applicant of due diligence in seeking to obtain the permits and design review required by this Chapter. 28 H. APPEALS. A decision of the Sign Committee or a decision of the Architectural Board of Review made pursuant to this Section may be appealed in accordance with the applicable appeal procedures of Section 22.70.050.J.

I. DEFINITION OF “READILY VISIBLE TO THE PUBLIC.” For the purposes of this Section, the phrase “readily visible to the public” shall mean that a majority of the face panel of a vending machine can typically, reasonably, and usually be observed by an average person standing or traveling upon a City public right-of-way or visible from a parking or other area generally open for public use, including those vending machines which are located indoors but visible and less than four feet from a window. Where necessary whether a machine is “readily visible to the public” may be determined by the Community Development Director.

22.70.100 Sign Enforcement and Penalties.

A. ENFORCEMENT.

1. Every sign erected in the City shall be subject to inspection by the Community Development Director, or his or her deputy, to insure compliance with all provisions of the Sign Ordinance.

2. With respect to all signs existing on the effective date of this Chapter, and to all signs constructed, maintained, displayed, or altered after the effective date of this Chapter, it shall be the duty of the Community Development Director to enforce this Chapter.

3. It shall be the duty of the Community Development Director to enforce this Chapter for any signs installed contrary to the approved plans or to any conditions imposed by the Sign Committee.

B. PENALTIES. Any person who violates the provisions of this Chapter shall be subject to the procedures and penalties described in Chapters 1.25 and 1.28 of the Santa Barbara Municipal Code. Any administrative citation hearing for violations of this Chapter shall be heard by the Sign Committee.

CITY OF SANTA BARBARA

COUNCIL AGENDA REPORT
AGENDA DATE: July 29, 2025
TO: Mayor and Councilmembers
FROM: Airport Department
SUBJECT: Lease Agreement between City of Santa Barbara and Dean [Ordinance Introduction; Agreement]
RECOMMENDATION:

That Council introduce and subsequently adopt, by reading of title only, an Ordinance of the Council of the City of Santa Barbara Approving and Authorizing the Airport Director to Execute Lease Agreement No. 202502 with Jennifer Shively, a Sole Proprietorship, Operating Under the Name Dean, Located at 6100 Hollister Ave, Building 1 Unit B, Commencing Upon the Effective Date of the Enabling Ordinance.

DISCUSSION:

In 2019, Jennifer Shively, operating as a Sole Proprietorship under the name Dean, hereinafter referred to as Lessee, entered into a lease agreement with the City of Santa Barbara, hereinafter referred to as the City, for a property located at the Airport. Lessee has been a valued, long-standing tenant and a strong partner with the Airport throughout their tenancy. The previous Lease Agreement expired on September 30, 2024.

Under Resolution 93-127, the City may renew a lease with an existing tenant in good standing. As such, the Airport and Lessee negotiated a new five-year lease term, with one five-year option to extend. To exercise the option term, Lessee will be required to invest $50,000 into improvements to the premises during the initial term. This requirement ensures that the premises are maintained in good condition while providing additional security for the tenant.

In accordance with Santa Barbara Municipal Code §18.44.075(A), leases exceeding five years require City Council action. The Airport Commission reviewed the proposed lease on March 19, 2025, and recommends approval.

Agenda Item No. 4
File Code No. 330.04
Council Agenda Report
Lease Agreement between City of Santa Barbara and Dean [Ordinance Introduction; Agreement]
July 29, 2025

Page 2 ends

BUDGET/FINANCIAL INFORMATION:

Under Lease Agreement No. 202502 between the City and the Lessee, the rent is structured as follows:

The Lessee agrees to pay total annual rent of $66,456, payable to the City, in monthly installments in advance on or before the first day of each calendar month, of $5,538 exclusive of all charges for utilities and common area maintenance charges.

A copy of the contract/agreement is available for public review by emailing [email protected].

PREPARED BY: John Feldhans, Airport Properties Manager
SUBMITTED BY: Christopher Hastert, Airport Director
APPROVED BY: Kelly R. McAdoo, City Administrator
COUNCIL INTRODUCTION DRAFT 07/29/25
ORDINANCE NO.____________

AN ORDINANCE OF THE COUNCIL OF THE CITY OF SANTA

BARBARA APPROVING AND AUTHORIZING THE AIRPORT
DIRECTOR TO EXECUTE LEASE AGREEMENT NO. 202502

WITH JENNIFER SHIVELY, A SOLE PROPRIETORSHIP,
OPERATING UNDER THE NAME DEAN, LOCATED AT 6100
HOLLISTER AVENUE, BUILDING 1 UNIT B, COMMENCING

UPON THE EFFECTIVE DATE OF THE ENABLING ORDINANCE

THE COUNCIL OF THE CITY OF SANTA BARBARA DOES ORDAIN AS FOLLOWS:

SECTION 1. In accordance with the provisions of Section 521 of the Charter of the City of Santa Barbara, an Ordinance of the Council of the City of Santa Barbara approving and authorizing execution of Lease Agreement No. 202502 with Jennifer Shively, a Sole Proprietorship, operating under the name Dean, located at 6100 Hollister Avenue, Building 1 Unit B, commencing upon the effective date of the enabling ordinance, a copy of which is on file with the City Clerk, is approved.

CITY OF SANTA BARBARA

COUNCIL AGENDA REPORT
AGENDA DATE: July 29, 2025
TO: Mayor and Councilmembers
FROM: City Administrator’s Office
SUBJECT: Adoption of Resolution Updating the City’s Records Retention Policy and Procedures [Resolution]
RECOMMENDATION:

That Council adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Adopting the City of Santa Barbara’s Records Management Policies and Procedures Manual to Adopt Updated Policies and Procedures for all City Departments and Rescinding Resolution Nos. 16-005, 21-028 and 23-155.

DISCUSSION:

Council adopted Resolution No. 16-005 on February 9, 2016, approving the City of Santa Barbara Records Management Policies and Procedures Manual (Manual). The Manual was amended by Resolution 21-028 to amend the Public Works Department schedule and amended by Resolution 23-155 to amend the Human Resources schedule. The Manual contains the records retention and disposition schedules for all City departments. The schedules are a comprehensive listing of records created or maintained by the City, the length of time each record should be retained, and the legal retention authority. If no legal retention authority is cited, the retention period is based on standard records management practice.

The City Administrator’s Office desires to update its records management system to make minor changes to reflect current records practices, and to reflect modern record retention technology, including retaining records in electronic format. The proposed resolution will authorize all Departments to maintain record copies in a secure electronic format appropriate for the needs of the Department. It will also permit the Department Directors to destroy paper duplicates of Department records kept in electronic format, and further authorize destruction of other Department records for which the retention period has expired under the Department’s records retention schedule, subject to approval of the City Attorney and City Clerk Services Manager.

The City Clerk’s Office coordinated the proposed amendments with the City Attorney’s Office. The retention periods are consistent with best record management practice and applicable law. Further, by adoption of the proposed resolution, the Council will be Agenda Item No. 5
File Code No. 160.06
Council Agenda Report
Adoption of Resolution Updating the City’s Records Retention Policy and Procedures [Resolution]
July 29, 2025

Page 2 ends

authorizing retention and destruction of records in accordance with the City’s records retention policy adopted by City Council without further Council authorization. Instead, Department records may be destroyed upon approval of the Department’s Director, City Attorney, and City Clerk Services Manager.

PREPARED BY: Norma Welche, Deputy City Clerk
SUBMITTED BY: Sarah Gorman, City Clerk Services Manager APPROVED BY: Kelly McAdoo, City Administrator
RESOLUTION NO._____

A RESOLUTION OF THE COUNCIL OF THE CITY OF

SANTA BARBARA ADOPTING THE CITY OF SANTA
BARBARA’S RECORDS MANAGEMENT POLICIES AND

PROCEDURES MANUAL TO ADOPT UPDATED POLICIES

AND PROCEDURES FOR ALL CITY DEPARTMENTS AND
RESCINDING RESOLUTION NOS. 16-005, 21-028 AND 23-
155.

WHEREAS, the Council adopted the City of Santa Barbara Records Management Policies and Procedures Manual by Resolution No. 16-005; WHEREAS, the City Clerk’s Office, in coordination with the City Attorney’s Office, has completed a comprehensive review of the record management policies and procedures applicable to all departments and has recommended amendments based on that review, including amendments to modernize records management practices in light of available technologies, including electronic record keeping;
WHEREAS, Resolution Nos. 21-028 and 23-155 were previously adopted to amend Resolution No. 16-005 to revise the records retention policy for Public Works Department and Human Resources Department; and
WHEREAS, to consolidate all existing resolutions into one comprehensive resolution to which the Manual is attached, existing Resolutions Nos. 16-005. 21-028, and 23-155 are rescinded.

NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF SANTA BARBARA that:

SECTION 1. This resolution is adopted pursuant to Government Code §§ 34090 and 34090.5, and the City’s powers with respect to municipal affair under City Charter § 400.

SECTION 2. The City of Santa Barbara Records Management Policies and Procedures Manual is amended by the policies and procedures pertaining to all departments, with the policies and procedures set forth in Exhibit A to this resolution attached hereto and incorporated herein by reference. All department records may be destroyed as provided in Exhibit A, provided however, that no record, except a duplicate record, may be destroyed except upon the approval of the Department’s Director, City Clerk Services Manager, and City Attorney.

SECTION 3. Resolution Nos. 16-005, 21-028 and 23-155 are hereby rescinded.

SECTION 4. This resolution shall be effective upon adoption.

EXHIBIT A

CITY OF SANTA BARBARA

RECORDS MANAGEMENT POLICIES AND

PROCEDURES MANUAL
Approved by Resolution No. 16-005
Amended by Resolution Nos. 21-028 (Public Works) &
23-155 (Human Resources)

TABLE OF CONTENTS
PART 1: RECORDS MANAGEMENT PROGRAM .................................................1

1.1. PURPOSE STATEMENT ..............................................................................1

1.1.2 Application, Relationship to Public Records Act...................................1

1.1.3 Scope ....................................................................................................2

1.1.4 Records on Private Devices and Accounts...........................................2

1.2. OFFICIAL RECORDS....................................................................................3

1.2.1 Record Copy .........................................................................................4

1.2.2 Active Records ......................................................................................4

1.2.3 Inactive Records....................................................................................5

1.2.4 Permanent Records ..............................................................................5

1.3. RECORDS RETENTION AND DISPOSITION SCHEDULES ......................5

1.3.1 Retention Periods..................................................................................5

1.3.2 Records Retention and Disposition Schedules in Part 2 of this Manual ........................................................................................................................6

1.3.3 Review of Records Retention and Disposition Schedules ...................6

1.3.4 Recommendations for Schedule Changes ...........................................6

1.3.5 Submission of Proposed Schedule Changes .......................................7

1.4. RECORDS DISPOSITION.............................................................................7

1.4.1 Retirement of Records ..........................................................................8

1.4.2 Transfer of Records ..............................................................................9

1.4.3 Destruction of Records..........................................................................9

1.4.4 Permanent Retention ..........................................................................10

1.5 FILES MANAGEMENT................................................................................10

1.5.1 Appraisal Guidelines ...........................................................................11

1.5.2 File Types............................................................................................12

1.5.3 Files Cutoff ..........................................................................................12

1.5.4 General Housekeeping .......................................................................14

1.6. VITAL RECORDS........................................................................................15

1.7. Staff Responsibilities.................................................................................16

1.7.1 City Clerk Services Manager ..............................................................16

1.7.2 Department Director............................................................................16

1.7.3 Records Coordinator...........................................................................17

1.7.4 Officers and Employees......................................................................17

1.8. DEFINITIONS...............................................................................................18 PART 2: RECORDS RETENTION AND DISPOSITION SCHEDULES................21 Section 2.1 RECORDS COMMON TO MOST OFFICES...................................21 Section 2.2 AIRPORT DEPARTMENT...............................................................34 Section 2.3 CITY ADMINISTRATOR’S OFFICE................................................45 Section 2.4 CITY ATTORNEY’S OFFICE...........................................................65 Section 2.5 COMMUNITY DEVELOPMENT DEPARTMENT...............................67 Section 2.6 FINANCE DEPARTMENT ...............................................................87 Section 2.7 FIRE DEPARTMENT .....................................................................108 Section 2.8 HUMAN RESOURCES DEPARTMENT........................................113 Section 2.9 INFORMATION TECHNOLOGY DEPARTMENT.........................118 Section 2.10 LIBRARY DEPARTMENT ...........................................................121 Section 2.11 PARKS AND RECREATION DEPARTMENT ............................124 Section 2.12 POLICE DEPARTMENT..............................................................139 Section 2.13 PUBLIC WORKS DEPARTMENT...............................................157 Section 2.14 SUSTAINABILITY AND RESILIENCE DEPARTMENT .............191 Section 2.15 WATERFRONT DEPARTMENT .................................................192 APPENDIX I – LIST OF AUTHORITIES CITED ..................................................202 APPENDIX II – LEGAL RESEARCH CONCERNING RECORDS OF THE CITY OF SANTA BARBARA, CALIFORNIA ......................................................................203 APPENDIX III – VITAL RECORDS OF THE CITY OF SANTA BARBARA, CALIFORNIA ........................................................................................................210 City of Santa Barbara Records Management Policies and Procedures Manual 1 PART 1: RECORDS MANAGEMENT PROGRAM

1.1. PURPOSE STATEMENT
The goal of the City of Santa Barbara’s records management program is to promote efficiency in the management of City records. The records management program will provide for economical and efficient creation, organization, use, maintenance, and disposition of records. The City will assure the preservation of records with enduring or archival value and ensure the retirement and destruction of records with short-term value. All Santa Barbara City offices are required to participate in the City’s records management program detailed in this manual. This program is designed to comply with legal requirements and records management best practices.

1.1.2 Application, Relationship to Public Records Act.

The record retention and destruction policies and practices stated in this manual apply only to official records as described below. Writings that are not official records and materials that are not City records are not subject to the retention and destruction policies. The record management program implements California Government Code §§ 34090, et seq. The policies and procedures for record management are distinct from the obligations of the City under the California Public Records Act. The Public Records Act relates to the disclosure of documents, but does not govern record management, retention, or destruction. However, all City records in the possession of the City at a time a public record request is submitted may be subject to disclosure unless the record is exempt from disclosure under state law.

Further, notwithstanding anything in these policies and procedures to the contrary, if the City Attorney has issued a litigation hold, or the City has received a public records request or subpoena, then no records subject to the litigation hold, records request, or subpoena may be destroyed until the City Attorney provides written direction releasing the records from the prohibition against destruction.

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1.1.3 Scope
The policies, procedures, and retention and disposition schedules in this manual apply to all record formats. Records are any writing containing information relating to the conduct of the City’s business prepared, owned, used, or retained by the City regardless of physical form or characteristics. A “writing” means any handwriting, typewriting, printing, photostating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored. Thus, the records management program is media neutral and applies to hardcopy/paper records and electronic records. These definitions correlate to the definitions of “public record” under state law. (E.g. California Government Code §§ 7920.530, 7920.545.)

1.1.4 Records on Private Devices and Accounts
Official records shall be kept on premises or devices owned or controlled by the City, or in secure electronic storage owned or controlled by the City. To the extent possible, all records created or maintained by City officers, employees, agents, or contractors in the course and scope of their official duties will be done on City computers, communication equipment, recording equipment, or other electronic device, or using the City email or other electronic information account. Work related communications should be sent via the City’s email account (@santabarbaraca.gov) and not via private or personal email accounts or via private text messages. Using the City’s communication and information systems and equipment will assure that records are stored in the City’s record system or cloud domain.

City of Santa Barbara Records Management Policies and Procedures Manual 3 If City business is performed by City officers, employees, agents, or contractors using private equipment, devices, or accounts, any resulting record may be subject to disclosure under the California Public Records Act.

Therefore, to assure compliance with the California Public Records Act or other legal requirement such as a subpoena, all City officers, employees, agents, and contractors must provide to the City Clerk Services Manager, in a timely manner and upon request, copies of all records from their private devices or accounts relating to City business about the requested subject matter. The officer, employee, agent, or contractor subject to a request to provide documents may be required to verify under penalty of perjury that all requested records on their devices or in their accounts relating to the request at the time it is made have been provided. If a City records is stored both on a private device and in the City’s record system, then only the copy stored in the City record system need be provided.

1.2. OFFICIAL RECORDS
Official records as defined in section 1.8, below, are subject to the retention and destruction policies and procedures stated in this manual. Writings that are not official records and materials that are not City records are not subject to the retention and destruction policies.

An official record may be kept in secure electronic record format or in paper format as specified in this manual. All copies of a document other than the record copy are considered duplicate records and may be discarded or destroyed at any time subject to approval by the City Clerk or the Department Head responsible for keeping the record copy. When emails are an official record they will be retained either by (1) printing and maintaining as a paper record, or (2) retaining as an electronic record in an organized secure electronic file system.

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1.2.1 Record Copy
The record copy is the principal copy of any document. Throughout City departments, duplicate or information copies of the record copy may exist. Duplicates and information copies held in an office other than the office of record should be retained only as long as administratively valuable.

However, they should never be retained longer than the record copy and, in most cases, should be retained for significantly less time than the record copy.
 Records created by the City of Santa Barbara
For most records created by Santa Barbara City departments, the record copy is retained by the originating office. For example, the record copy of outgoing correspondence is generally found in the office of origin.

The record copy of some records generated by Santa Barbara City departments is retained by the office that receives it because its purpose is not served until the record reaches another office. For example, time and attendance reports originate in all departments but are filed for record in the Finance Department. The recipient of official reports within the City of Santa Barbara is the office of record.
 Records created outside the City of Santa Barbara
The record copy of documents created or generated outside Santa Barbara City departments, such as incoming correspondence, is retained by the office that receives it.

1.2.2 Active Records
Active records are those records frequently referred to and used on a daily, weekly, or monthly basis. Active records remain in office areas when they receive frequent use. In time, their use will diminish and the records will become inactive.

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1.2.3 Inactive Records
Some inactive records may be discarded as soon as they cease to be useful. These records should never be placed in storage. Many inactive records, however, are required to be retained for legal, fiscal, or administrative purposes. For this reason, the records are moved from expensive office space to low-cost storage when they become inactive. They are retained in storage until their retention periods expire, when records of short-term value are destroyed.

1.2.4 Permanent Records
A small percentage of records have permanent value. Permanent records are those records that have enduring administrative, evidential, legal, fiscal, or historical value. Permanent records should be sent to storage when they become inactive.

1.3. RECORDS RETENTION AND DISPOSITION SCHEDULES
Records retention and disposition schedules are comprehensive listings of records created or maintained for record by an institution. Schedules list the length of time each record should be retained (retention period) and provide direction on its final disposition.

1.3.1 Retention Periods
Retention periods are based on one or more of the following criteria:
statutory retention requirements, an office's need for a document, duplication of information elsewhere, archival value, and legal and fiscal guidelines.

Retention periods also provide guidance in the periodic removal of inactive records (i.e., retirement) from office areas to records storage areas.

The majority of retention periods in this manual apply to the record copy of a document. In certain cases, however, a retention period applies to a department's duplicate or information copy which is necessary to the operation of a particular department. These copies are identified in the schedules as department copies.

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1.3.2 Records Retention and Disposition Schedules in Part 2 of this Manual
 The first schedule contains retention and disposition guidelines for records common to most offices (i.e., office administrative files and general program correspondence files).
 The remaining schedules contain retention and disposition guidelines for records created or maintained by individual departments or divisions.

1.3.3 Review of Records Retention and Disposition Schedules Each department should review its records retention and disposition schedule (Part 2 of this Manual) every five years to ensure that it is current.

Schedules should be revised to accommodate newly created records and forms, including those records that are maintained solely electronically, and reflect any changes resulting from implementation of new systems and procedures. Obsolete record categories should be deleted when the records are no longer retained in the office or in inactive storage.

1.3.4 Recommendations for Schedule Changes
Staff should also consider whether retention periods are adequate and are being followed. Changes in retention periods are recommended only when the need is clearly indicated and justified. Requests to add, delete, or change records retention and disposition schedules should be made when biennial reviews disclose:
 Record is not covered by the schedules.
 Record should be deleted from the schedules because it is no longer being created or maintained.
 Retention period needs to be changed.

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1.3.5 Submission of Proposed Schedule Changes
Requests for schedule changes should be submitted to the City Clerk Services Manager who will then present them to the City Attorney for review and approval by the City Council. Recommendations should contain the following information:
 Organizational department(s) maintaining the records.  A clear and meaningful description of the records, including the purpose for which the records were created; their relationship to the program activities of the department creating them; and their relationship to other records, including duplication elsewhere in content or in substance.  A proposed period of retention no longer than necessary to satisfy normal administrative, historical, legal, and fiscal requirements, with full justification for the new retention period.

1.4. RECORDS DISPOSITION
Records disposition refers to the retirement, transfer, destruction, or permanent retention of records. Records disposition is based on the content of the records and not necessarily on the format (i.e., paper, microform, or electronic). The record copy of permanent records should be retained in the original format when feasible; provided, however, secure digital storage of permanent records is permitted if storage in original format is not feasible.

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1.4.1 Retirement of Records
Records are considered "retired" when they are sent to the records center for temporary storage, servicing, and ultimate destruction or sent for permanent retention. Records may also may be retired by creating an electronic duplicate and storing the electronic duplicate in secure electronic storage. Records with a retention period longer than three years are eligible for retirement to the records center. Records with a retention period of less than three years should remain in the office until the retention period expires and should then be destroyed.

Prior to retirement, records should be purged of routine, duplicate, and published material. Rubber bands, large paper clips, and other bulky binders should be removed. Large documents requiring binders should be placed in a separate folder and labeled for easy access.

Each type of record listed on the records retention schedule should be placed in a separate box in the department’s designated records center storage area. Optimally, boxes should be full or nearly full. Records not on the approved records schedule are not eligible for retirement in records center storage.

When preparing records for retirement, standard-sized record storage boxes (one cubic foot) must be used to store the records, unless otherwise approved by the City Clerk Services Manager. Boxes should be clearly labeled with the department/office of origin, record title as listed on the records schedule, alphabetical or numerical sequence of files (if applicable), date span, destruction date, name of sender, and individual box number of the total sequence of boxes in a record series (i.e., Invoices, Box 2 of 6). A file folder inventory of contents must be inserted in the front of the box. Each department is also required to retain a duplicate of all their file folder inventories in their office.

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1.4.2 Transfer of Records
Disposition includes the transfer or a change of custody of records from one department to another. The City Clerk Services Manager should be notified when records are transferred from one department to another department via an official memorandum.

1.4.3 Destruction of Records
The destruction of records involves the permanent disposal or physical destruction of the record itself. Paper records containing confidential information must be shredded, digital records containing confidential information must be erased in a manner that precludes reconstruction. Paper records authorized for destruction should be recycled when feasible consistent with the City’s sustainability and resilience policies. Records consisting of magnetic or comparable media should be erased and reused.

Departments Heads may contract with commercial shredding and recycling services to perform record destruction consistent with funds appropriated in the departmental budget.

The record copy of all records will be located in the City Clerk’s Office unless otherwise specified in a departmental record retention schedule contained in Part 2 of this manual. Copies of a record other than the record copy may be treated as duplicates and discarded when obsolete or no longer needed for reference. The City Clerk Services Manager, for general city records, or a Department Head for records identified in the applicable departmental record retention schedule may authorize record copies to be kept in a secure electronic format and may authorize other records to be kept in an electronic format appropriate for the needs of the department. When a record is kept in an electronic format, paper duplicates of the records may be destroyed upon approval of the City Clerk Services Manager or Department Head, as applicable, so long as the electronic record is retained.

City of Santa Barbara Records Management Policies and Procedures Manual 10 Records, regardless of format, shall be retained and may be destroyed following the expiration of the retention period specified for the document. No records, other than duplicate records, may be destroyed except upon written approval of the Department Head, City Clerk Services Manager, and City Attorney. A certificate of destruction identifying the destroyed documents, containing the necessary approvals, and verifying the fact of destruction must be filed with the City Clerk Services Manager.

1.4.4 Permanent Retention
Records are retained permanently when they are considered to have enduring administrative, legal, evidential, or historical value.

1.5 FILES MANAGEMENT
Files management is an important component of records management and involves the arrangement of documents in an orderly manner so that they can be located easily and quickly. This also refers to the efficient management of documents within files so that City departments do not waste file space on unnecessary documents.

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1.5.1 Appraisal Guidelines
The following guidelines for appraisal are provided to facilitate the regular destruction of unnecessary records and the retirement of documents, subject to the destruction policy stated in section 1.4.3.

RETAIN:
 Official file copies that provide information on the organization, function, policy, procedures, or operation of the department.  Material that documents the mission of the department.  Lists of records that are transferred to storage.
 Backups of all electronic records, especially when a paper copy is not retained.

DISCARD ACCORDING TO SCHEDULE:
 Courtesy letters and routine transmittal letters.
 Notices of routine departmental meetings.
 Convenience, tickler, or reader files.
 Outdated reference material.
 Obsolete publications, circulars, or blank forms.
 Surplus copies of publications.

DISCARD AT ANY TIME:
 Duplicate copies
 Emails not intended as official records.

SEPARATE:
 Housekeeping records (general administrative and financial operating records such as budgets, travel expenses, personnel files, and all material filed for record elsewhere) from your program records.  Personal files from official files.

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1.5.2 File Types
 General correspondence or subject files. These files contain program records that are arranged by subject.
 Transitory correspondence. These files contain routine requests for information, letters of transmittal, and notices of routine departmental meetings.
 Case files or project files. These files contain material related to a specific action, event, person, organization, location, or project. Case files are usually arranged by name or number.
 Technical and reference material. Includes such material as printed reports, periodicals, catalogs, and manuals.
 Administrative files. These files contain departmental and/or personal copies of expense reports, purchase orders, and personnel files that are filed for record elsewhere.

To facilitate retirement of records, program records should be filed separately from transitory correspondence, administrative records, and reference material. Additionally, documents of a private or unofficial character pertaining to an individual's personal affairs should be clearly designated as personal and should at all times be filed separately from official records of the City.

1.5.3 Files Cutoff
Files "cutoff" is the termination of files at regular intervals to permit their transfer, retirement, or destruction in complete file blocks. Files must be regularly cut off at the end of a specified time or an event and a new file must be established.

Establishment of periodic cutoff of files is essential in controlling record accumulations and facilitating economical disposition in convenient blocks.

At least annually, file custodians should cut off files and segregate inactive files from active files; dispose of files eligible for retirement or destruction; and destroy all non-current reference material.

City of Santa Barbara Records Management Policies and Procedures Manual 13 Cutting off files is important because it allows the file custodian to control the size of the folders. If not cut off periodically, folder contents will grow until individual papers become difficult to find. If the files are cut off periodically, older files can be progressively moved from active file space to storage space as their reference activity declines. Cutoff standards are based on the following criteria for the various types of records:
 Chronologically Sequenced Files. These files include accounting records, are filed by period of account (fiscal year), and can be readily cut off and retired in convenient annual blocks.
 Subject Files. These files should be cut off at planned intervals; there is no natural cutoff as with case files or chronologically arranged records. Subject files should be maintained on a calendar or fiscal year basis. Subject files without an annual cutoff, containing many different types of records (i.e., correspondence mixed with accounting files, reference files, and other types of records) are commonly used in many City departments. The mixture of records with differing retention periods and the lack of a chronological cutoff date makes these files difficult to retire.
 Case or Project Files. These files are often cut off upon the termination of a transaction or expiration of an event, such as termination of personnel, final contract payment, or completion of a project. When closed, the case file should be marked with the date of closing and placed in an inactive file apart from the active files. The inactive files can then be retired or destroyed in convenient calendar or fiscal year blocks. Case files that continue over a long span of years can be cut off by setting up a new folder each year and retiring the folders of the prior year which have little reference activity.

City of Santa Barbara Records Management Policies and Procedures Manual 14  Reference Materials. These files have no established cutoff and should be destroyed when they are superseded, obsolete, or no longer needed. These files should be reviewed at least annually to determine if they are current and still useful. Reference files are not official records and should never be sent to inactive records storage.

1.5.4 General Housekeeping
 Removal of rubber bands and fasteners. Prior to filing documents or folders, rubber bands and fasteners should be removed and replaced with staples, if needed. Paper clips are especially troublesome since they add to the bulk of the files, slip off, and catch on other documents.
 File Drawers and Boxes. In order to ensure efficient file retrieval, overcrowded file drawers and boxes should be avoided as this encourages tearing of documents, loss of adhesive file labels, and diminished visibility of file labels.
 Charge-out System. A file charge-out system should be utilized in order to control the occurrence of misfiles and allow for easier and faster refiling. A charge-out slip should be placed in the location that the file was removed in order to assist the records custodian in refiling folders upon return. The charge-out slip should include employee name and the date of removal in order to assist the records custodian in tracking the location of files that have been removed from file drawers or boxes.

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1.6. VITAL RECORDS
A vital record is the recorded information needed by the City of Santa Barbara to:
 Continue operations under crisis or emergency conditions and resume operations after a disaster.
 Recreate the City’s legal and financial status.
 Protect the rights and interests of its personnel and constituents.

Emergency plans and any records that must be presented as evidence to owners, creditors, debtors, and governments are vital records. These are records of ownership interest, legal status, party to a contract, and employment. In the event of disaster, vital records are needed to collect outstanding receivables; protect the City against unjust claims; comply with regulations; and minimize interruption of operations.

Records which change frequently are vital only as long as they are current.

Records that are currently vital and essential may be superseded and thus not vital after a period of time. Financial records and contracts fall into this category. Other records, such as articles of incorporation which establish legal status, are both permanent and vital.

Current vital records are identified in the records schedules. However, identification of vital records is an ongoing process and should be considered when schedules are reviewed and revised.

At present, the City of Santa Barbara vital records are decentralized throughout the organization. The identification of vital records in this manual is the first step in the development of a vital records program.

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1.7. Staff Responsibilities

1.7.1 City Clerk Services Manager
The City Clerk Services Manager administers the City of Santa Barbara records management program. This responsibility includes the following functions:
 Planning, formulating, and recommending basic records disposition policies, system standards, and procedures.
 Coordinating the overall records management program and evaluating program effectiveness.
 Providing advice and assistance to all organizational levels.  Analyzing, developing, coordinating, and implementing records disposition procedures, including those prescribed in this manual, to meet the operational needs of the City of Santa Barbara.  Supervising records center operations.

1.7.2 Department Director
The Director of each City department is responsible for the implementation and operation of an effective records management program in accordance with the standards and procedures in this manual and the retention schedule for the Department.

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1.7.3 Records Coordinator
A records coordinator for each Department must be appointed by its Department Director. Coordinators are responsible for the establishment, maintenance, and operation of files within their departments in conformity with the standards and procedures in this manual. This responsibility includes:
 Insuring ongoing implementation of records retention schedules.  Selecting, organizing, packing, labeling, and listing of records sent to storage.
 Reviewing departmental schedules for currency and submitting proposed changes to the City Clerk Services Manager who will then present them to the City Attorney for review and approval by the City Council.
 Submitting the request for records destruction to the City Clerk Services Manager. The City Clerk Services Manager will obtain concurrence from the City Attorney to ensure the retention of records involved in foreseeable, pending, or actual litigation.

1.7.4 Officers and Employees
Each City officer or employee is responsible for managing the records they create or otherwise handle. City officers and employees are responsible for using the City’s email and other information systems in a manner that result in the unnecessary retention of records.

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1.8. DEFINITIONS
 Active Records. Records frequently referred to and used on a daily, weekly, or monthly basis.
 Administrative Records. Records relating to internal office or department operations.
 Case Files. Material related to a specific action, event, person, organization, location, or project. Also known as project files.
 Chronological Files. Material filed in chronological order.  City. The City of Santa Barbara, California.
 Department. Departments include each City department as established by the City Council or City Administrator and includes the offices of the City Administrator, City Clerk, and City Attorney.
 Files Custodian. Individual responsible for maintaining a particular file in an office or department.
 Files Cutoff. The termination of files at regular intervals to permit their transfer, retirement, or destruction in complete file blocks.
 Files Management. The orderly arrangement and maintenance of records in office areas.
 Files Termination. Ending, closing, or cutting off a file at regular intervals such as at the conclusion of a fiscal or calendar year, project, event, or program.  Inactive Records. Records infrequently referred to, generally used less than once a month.
 Information Files. Unofficial copies of documents kept for convenience or reference, stocks of publications, and other material intended solely for reference. Also known as reference, convenience, or reader files.  Non-current Records. Records no longer required in the conduct of active business.
 Office. Office includes City offices such as the City Attorney’s Office or the City Clerk’s Office and also refers to each City department.  Office of Record. The office that maintains the record copy of an official record.

City of Santa Barbara Records Management Policies and Procedures Manual 19  Official Records. Records created or maintained by the City that meet any of the following criteria:

1. The record is made by the City for the purpose of disseminating information to the public;

2. The record is made for the purpose of memorializing an official act, transaction, or event such as ordinances, resolutions, contracts, meeting minutes, records related to collection of City taxes, and similar documents created in pursuit of the City’s legal obligations or the transaction of City business;

3. The record is required by law to be kept; or

4. The record is necessary to the discharge of official duties of City officers or employees and is made and retained for the purpose of preserving its informational content.

Official records do not include drafts, transitory records, copies of official records, hand-written notes, and other writings that are in a preliminary state and do not yet reflect an official City position.
 Permanent Records. The non-current records of the City preserved because of their permanent value.
 Program Records. Records relating to the mission or function of an office.  Record Copy. The record copy is the principal copy of any letter or document.  Records. Records are any writing containing information relating to the conduct of the City’s business prepared, owned, used, or retained by the City regardless of physical form or characteristics. City records do not include materials such as library books, research materials, publications, blank forms, and other writings generally available to the public.
 Records Coordinator. Individual identified in a particular department as responsible for implementation of the records management program in that department.
 Records Disposition. Actions taken when a record becomes inactive. Such actions include transfer to an archives, storage in a records storage facility, or destruction.

City of Santa Barbara Records Management Policies and Procedures Manual 20  Records Manager. Individual within the City assigned the responsibility of administering the records management program. The City’s records manager is the City Clerk Services Manager, however each office or department may have a records manager for that office or department.
 Records Retirement. Removal of an inactive record from an office and movement to a storage facility for permanent or short-term retention.  Records with Short-term Value. Records which do not have permanent value but require retention for a period of time for legal, fiscal, or administrative reasons.
 Retention Period. The period of time for which records must be retained before they may be recycled or destroyed.
 Subject Files. Material filed by subject, usually in alphabetical order.  Transitory Records. Records which do not have value beyond the immediate purpose for which the document is created, such as transmittals and routine meeting notices.
 Vital Records. Records that are essential to resume or continue operations; records necessary to recreate the City of Santa Barbara's legal and financial position; and records necessary to preserve the rights of its personnel and residents.
 Writing. Means any handwriting, typewriting, printing, photostating, photographing, photocopying, transmitting by electronic mail or facsimile, and every other means of recording upon any tangible thing any form of communication or representation, including letters, words, pictures, sounds, or symbols, or combinations thereof, and any record thereby created, regardless of the manner in which the record has been stored.

Records Common to Most Offices, City of Santa Barbara, CA 21 PART 2: RECORDS RETENTION AND DISPOSITION SCHEDULES
Part 2 of this manual consists of a record retention and disposition schedule for Records Common to Most Departments and schedules for each individual department. The policies, procedures, and definitions contained in Part 1 apply to Part 2. The first schedule covers records which are not unique to a particular department.

Consistent with Part 1, Section 1.4.3, records identified in any of the schedules contained in this Part, regardless of format, shall be retained and may be destroyed following the expiration of the retention period specified for the record upon written approval of the Department Head, City Clerk, and City Attorney. Duplicate records may be destroyed at any time provided the original is retained, upon approval of the City Clerk Services Manager or Department Head, as applicable. A certificate of destruction identifying the destroyed documents, containing the necessary approvals, and verifying the fact of destruction must be filed with the City Clerk Services Manager.

When a retention period for an official record is not stated in a schedule, the City Clerk Services Manager or Department Head, as applicable, with the written consent of the City Attorney, may apply a retention period consistent with the recommendations and guidelines established by the Secretary of State under Government Code § 12236(a), but no less than a minimum retention period of two years consistent with Government Code § 34090.

Section 2.1 RECORDS COMMON TO MOST OFFICES
Each entry below constitutes a separate records series with a particular retention period. and disposition instructions. The provisions of this section apply unless a departmental schedule has a different provision that applies to records of that department Consistent with Part 1, Section 1.4.3, records identified below, regardless of format, shall be retained and may be destroyed following the expiration of the retention period specified for the document upon written approval of the Department Head, City Clerk, and City Attorney. A certificate of destruction identifying the destroyed documents, containing the necessary approvals, and verifying the fact of destruction must be filed with the City Clerk Services Manager.

Records Common to Most Offices, City of Santa Barbara, CA 22

1. Agendas
Posted agendas and notices for meetings of the City Council, Boards, Commission, and Committees. Record copy is kept in the City Clerk’s Office or in the Department responsible for staffing the Board, Commission, or Committee.

Disposition: Permanent.

2. Audiovisual Materials
Audio or video recordings of meetings.
(a) Audio or video recordings for which no written minutes are prepared.

Disposition: May discard or reuse after 2 years.
(b) Audio or video recordings of meetings for which official written minutes are prepared. Disposition: May erase/discard after 30 days (GC 54953.5)

3. Budget Working Papers
Records created and used in the preparation of the annual budget, including departmental requests and budget submittal packets, estimates, spreadsheets, handwritten notes, and related correspondence and memoranda. Record copies are in Finance Department.

Disposition: Retain 5 years after the fiscal year to which the records relate, per Finance Department policy. (GC 34090)
Records Common to Most Offices, City of Santa Barbara, CA 23

4. Complaints
Records of general complaints or requests for service received from members of the public citizens concerning city government, services, and ordinances which lists name, address, phone number, location and nature of complaint, responsible department, and steps taken.
(a) Complaints relating to environmental violations.
(b) Record copy in the Public Works Department, Engineering Division, Environmental Programs Section. Current files are vital records.

Disposition: Discard 5 years after final action. [California Public Utilities Commission (CA PUC) Resolution #A-4691 and GC 25105.5]
(c) Complaints relating to city improvements.
(d) Record copy in the Public Works Department, Streets, Parking, and Transportation Operations Divisions. Disposition: Discard 10 years after the complaint is resolved. (CCP 337.15)

5. Bids, Proposals, Bid Awards, Purchase Orders, Contracts (a) Unsuccessful bids and proposals for awards and contracts.

Record copy is in Finance Department, General Services Division for procurements by the General Services Division unless the procurement is done by a Department, in which case the procuring Department will retain the record copy. Disposition: Retain 2 years after opening of bids or ordering of products/services. (GC § 34090.) Unopened bids are not City records and should be returned to the bidder.

Records Common to Most Offices, City of Santa Barbara, CA 24 (b) Successful bids and proposals for awards and contracts.

Record copy is in Finance Department, General Services Division for procurements by the General Services Division or in the Department undertaking the procurement for other procurements. This file includes contracts and agreements and related procurement records including legal notices, affidavits of publication, certificates of insurance, surety bonds, requests for proposals, proposals, technical specifications, reports, correspondence, and similar records relating to the negotiation, administration, renewal, and termination of contracts, and agreements to which the City is a party.

Disposition: Discard 11 years after completion of project for construction contracts; 5 years after completion of the contract work for other contracts. (CCP 337, 337.15)
(c) Contracts and agreements approved by the City Council.

Contracts and agreements are synonymous and include all contract documents, including, as applicable, exhibits, plans, specifications, bonds, insurance certificates, amendments, and procurement documents. Record copy is in the City Clerk’s Office, except that contracts for public works may be retained in the Public Works Department. Disposition: For contracts for construction, maintenance, or repair of City buildings or real property retain 11 years after termination or completion and final payment. (CCP 337.15): for all other contracts retain for 5 years after termination or completion of the contract. (CCP 337.)
Records Common to Most Offices, City of Santa Barbara, CA 25 (d) Contracts, agreements, and purchase orders not requiring City Council approval.

Record copy is in originating department. Contracts and agreements are synonymous and include all contract documents, including exhibits, bonds, insurance certificates, amendments, and procurement documents. Purchase orders are a particular type of contract issued by the General Serviced Division. Disposition: For contracts for construction, maintenance, or repair of City buildings or real property retain 11 years after termination or completion and final payment. (CCP 337.15); for all other contracts retain for 5 years after termination or completion of the contract. (CCP 337).
(e) Routine procurement records including legal notices, affidavits of publication, correspondence with bidders, and similar records relating to the negotiation, administration, renewal, and termination of contracts and agreements that are not included as part of the contract document for a contract or agreement.

6. Correspondence
(a) Program and Policy Correspondence. Incoming and outgoing letters and memoranda pertaining to the formulation, planning, and implementation of the mission, policies, programs, operations, and projects of a City department, division, or office. Program and policy correspondence is generally maintained in the office of the department or division director. Disposition: Discard after 2 years. (GC 34090) Records Common to Most Offices, City of Santa Barbara, CA 26 (b) Routine Correspondence. Incoming and outgoing letters pertaining to the normal and routine administrative functions of a City department, division, or office. Consists of correspondence providing general information, replying to complaints and requests for information, referring inquiries elsewhere, forwarding materials, acknowledging incoming letters, making arrangements for routine meetings or other events, and similar matters of minor administrative character which contain no substantive information. Disposition: Discard after 2 years. (GC 34090)

7. Council Packets
Material assembled and distributed to Councilmembers containing documents pertaining to a Council meeting as well as informational material. Record copy in the City Clerk’s Office. Disposition: Permanent

8. Credit Card Transaction Records
Records document credit card transactions for payment of fees, service charges, and fines. Records include individual signed or unsigned credit card transaction slips, detailed reports of itemized charges to customers for a specific time period (e.g., daily or monthly), and summary transaction reports. Disposition: Retain for 18 months, then destroy (shred). Destruction is to occur on an annual basis on a date set by the department, with certification of annual destruction sent to Finance Department for PCI compliance files.

9. Equipment Records
Original operating instruction booklets, service agreements, warranty information, replacement part information, technical reference booklets, purchasing information, and owner manuals which document the use and maintenance of equipment purchased by a City office. Disposition: Retain for life of the equipment, as needed for reference.

Records Common to Most Offices, City of Santa Barbara, CA 27

10. Financial Files
Files relating to the expenditure of funds, such as receipts and receipt stubs, purchase orders, invoices, and vouchers, except those for the payment of taxes, special assessments, utility deposits, and any receipts noted elsewhere in these schedules. Record copies are in Finance Department. Disposition: Retain 7 years after end of fiscal year to which the records relate. (26 Code of Federal Regulations (CFR) §1.6001-1 and California Code of Regulations (CCR) §19141.6)

11. General Administrative Files
Records relating to the internal management or general administration of a department rather than to the functions for which the office exists. In general, these records relate to the office organization, staffing, procedures, and communications; the expenditure of funds, including budget records; day-to-day administration of office personnel including training and travel; supplies and office services and equipment requests and receipts; and the use of office space and utilities.

Disposition: Retain for 2 years then discard. (GC 340900)

12. Insurance Policies
Liability, theft, fire, accident, health, life, and other policies for City property and personnel, including supporting documentation regarding implementation, modification, or replacement of policies. Record copy is in the Finance Department, Risk Management Office, or Human Resources Department. Disposition:

Permanent. (CCP 337 and California Insurance Code (CIC) 10508.5) Records Common to Most Offices, City of Santa Barbara, CA 28

13. Leases
Legal instruments, signed leases, correspondence, memoranda, and other records pertaining to the negotiation, administration, renewal, and termination of a lease to which the City is a party.
(a) Leases approved by the City Council and associated documents. i. Record copy of leases approved by the City Council and associated documents is in the City Clerk's Office. Disposition: Retain for life of lease plus 4 years; then discard. (CCP 337.2)
(b) Leases not requiring City Council approval and associated documents. i. Record copy of leases not requiring City Council approval and associated documents is in originating department. Disposition:

Retain for life of lease plus 4 years; then discard. (CCP 337.2)

14. Policy and Procedure Files
Consists of manuals, directives, handbooks, and other formal policy and procedural issuances.
(a) Formal issuances created by department or division for which the policy or procedure is a program function.
i. Master set. Disposition: Permanent
Records Common to Most Offices, City of Santa Barbara, CA 29

15. Publications
(a) Publications commissioned and approved by the City Council, such as a published book, pamphlet, report, bulletin, or other publication commissioned by the City, funded by City monies, and pertaining to City facilities, operations, or services. Originating department forwards four copies to the City Clerk’s Office, which sends one copy to the California State Library, one copy to the Institute of Governmental Studies of the University of California, Berkeley, and one copy to the Public Affairs Service of the University of California, Los Angeles, to be preserved for reference use in those institutions. (GC 50110 and 50115) i. City Clerk’s Office maintains City's record copy. Disposition:

Permanent
ii. Library use copies. Disposition: Permanent (GC 50115)

16. Subject Files
Subject files consisting of a mix of administrative and technical material, the value of which varies depending on the organizational level at which they are created and the purpose they serve.
(a) Subject Files of Department and Division Heads. Files arranged by subject relating to the projects, administration, and procedures maintained by City department and division heads.
i. Organizational and Project Files. Files containing administrative directives, policy studies and reports, formal memoranda, reports of special advisory committees and task forces, and similar records documenting the formulation and implementation of projects, policies, programs, and operations of any City office.

Disposition: Permanent
Records Common to Most Offices, City of Santa Barbara, CA 30 ii. Administrative Procedural Files. Administrative announcements, routine correspondence and memoranda, statements, reports, and other records of City offices pertaining to office procedures and distributed within the department or among City offices.

Disposition: Retain in office 2 years or when superseded. (GC 34090)
(b) Staff Subject Files. Documents generated by City department and division offices in the course of routine office administrative functions have short-term value. These records include correspondence, and general information about city activities and programs, budget and appropriations, training, legislation, and associations and societies.

Disposition: Transfer to storage when 1 year old. Discard when 3 years old. (GC 34090)

17. Time Sheets
Current time sheets are a vital record. Record copy is located in the Finance Department.
(a) Record copy in the Finance Department. Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR

1.6001-1, 29 CFR 516.5, 18 CCR §19141.6, and California Labor Code 1174)

18. Training Records
(a) Records pertaining to the availability of training and employee participation in training programs sponsored by other government or non-government agencies. Disposition: Discard when 5 years old or when superseded or obsolete, whichever is sooner.

Records Common to Most Offices, City of Santa Barbara, CA 31 (b) Certificates of completion, certificates of passing of training requirements, and other documentation of successful training completion retained by City departments. Includes test scores on final tests taken by employee. Disposition: Discard after separation, transfer, or termination of employee.

19. Travel Expense Records
Records relating to the expenditure of funds for travel. Record copy is kept by the originating department. Disposition: Retain 7 years after end of fiscal year to which the records relate. (26 CFR1.6001-1 and 18 CCR §19141.6)

20. Video Feed from Security Cameras
Recordings of the video monitoring of public activity within the City’s right-of-ways (e.g. streets, sidewalks, and paseos) and public buildings. (a) Routine video monitoring of regular and ongoing operations, including feed produced by mobile in-car video systems and building security recording systems. Disposition: Destroy after one year. (GC 34090.6) (b) Special video recording of a specific event or activity. Disposition:

Destroy after two years. (GC 34090)
(c) Video recordings related to complaints against police personnel.

Disposition: Retain for five years. (Penal Code 832.5)
Records Common to Most Offices, City of Santa Barbara, CA 32

DEFINITIONS
 Active Records. Records frequently referred to and used on a daily, weekly, or monthly basis.
 Administrative Records. Records relating to office operations such as travel and time and attendance.
 Case Files. Material related to a specific action, event, person, organization, location, or project. Also known as Project Files.
 Inactive Records. Records infrequently referred to, generally used less than once every three months.
 Noncurrent Records. Records no longer required in the conduct of active business.
 Office of Record. Office which maintains the record copy of a document for the City of Santa Barbara.
 Program Records. Records relating to the mission or the unique, substantive functions of an office.
 Project Files. Material related to a specific action, event, person, organization, location, or project. Also known as Case Files.
 Reading Files. Material such as correspondence and reference materials filed in chronological order, generally used for reference and convenience.  Records. Records include all books, papers, maps, photographs, machinereadable materials, or other documentary materials, regardless of form or physical characteristics, made or received by the City of Santa Barbara in connection with the transaction of City business as evidence of the City's functions, policies, decisions, procedures, operations, or other activities or because of the informational value of data in them.
 Record Copy. The record copy is the principal copy of any letter or document.

Also referred to as the official file copy.
 Records Series. File units or documents arranged according to a filing system or kept together because they relate to a particular subject or function, resulting from the same activity, or take a particular form.

Records Common to Most Offices, City of Santa Barbara, CA 33  Retention Period. The period of time records must be kept before they may be disposed of or discarded.
 Subject Files. Material filed by subject, usually in alphabetical order.  Transitory Records. Records which do not have value beyond the immediate purpose for which the document is created, such as transmittals and meeting notices.
 Vital Records. Records that are essential to resume or continue operations during and after an emergency; records necessary to recreate the City's legal and financial position; and records necessary to preserve the rights and interests of the City, its employees, residents, and other individuals directly affected by the City's activities.

Airport Department, City of Santa Barbara, CA 34
Section 2.2 AIRPORT DEPARTMENT
Unless specifically indicated otherwise, the record copy of all records listed in this records schedule is located in the Airport Department. If no other instructions exist, copies other than the record copy may be treated as duplicates and discarded when obsolete or no longer needed for reference.

Retention and disposition instructions for records commonly found in most City offices, including routine administrative and housekeeping records are listed in a separate schedule entitled "Records Common to Most Offices." If no legal retention authority is cited, retention period is based on standard records management practice and experience of History Associates Incorporated.

ADMINISTRATION/PROPERTY MANAGEMENT DIVISION

1. Administration Financial Files
Files contain reports, correspondence, and other materials on budgeting and Federal Aviation Administration Airport Improvement Project grants; also, financial records for the Airport's public parking lots.
(a) Reports, correspondence, and general budgeting materials.

Disposition: Discard 7 years after end of fiscal year to which the records relate. (26 Code of Federal Regulations (CFR) 1.6001-1 and California Code of Regulations (CCR) §19141.6)
(b) Airport Improvement Project grant financial expenditure records and related materials including invoices, cost estimates, payroll, and payment reports. Disposition: Discard 7 years after final grant payment. (14 CFR 151.55)
(c) Public Parking Receipts and Financial Documents. Disposition:

Discard after 2 years. (GC 34090.7)
(d) Passenger Facility Charge reports and treasury receipts. Disposition:

Discard 10 years after final payment is received.

Airport Department, City of Santa Barbara, CA 35
(e) Transportation Security Administration Agreement. Agreement, correspondence, invoices, and treasury receipts. Disposition: Discard 3 years after expiration of agreement.

2. Airport Audiotapes
Audiotapes contain radio broadcasts and radio promotion spots concerning the airport.

Disposition: Retain until superseded or no longer needed for reference.

3. Airport Commission Files
Files contain Commission minutes, agendas, correspondence, and other documentation of Airport Commission activities. These materials are kept in the General File. Disposition: Permanent

4. Airport History Files
Files contain newspaper clippings, leases, contracts, correspondence, reports, and other materials related to the history of the airport. Disposition: Permanent

5. General Files
The General Files are the central files for the Airport Department. Files contain closed project and lease files, completed engineering files, Airport Commission files, consultant files, files related to outside agencies such as the Federal Aviation Administration and the California Department of Transportation, and other files related to airport issues.
(a) Inactive Engineering project files.
i. Maps, plans, reports, correspondence, photographs, specific plans, and other original construction related materials.

Disposition: Permanent
Airport Department, City of Santa Barbara, CA 36
ii. Duplicate of records in other City departments and routine materials such as correspondence and records of minor
administrative character which contain no substantive information.

Disposition: Discard 10 years after project is complete. (CCP 337.15; CCP 337.1)
(b) Inactive Lease files contain closed leases and concession management agreements, and related correspondence. Disposition: Retain for 2 years or until no longer needed for reference, then discard. (GC 34090.7)
(c) Inactive Airport Commission Files. Disposition: Retain for 2 years, then discard. (GC 34090.7)
(d) Duplicates of records in other City departments and routine materials such as correspondence and records of minor administrative character which contain no substantive information. Disposition: Discard after 2 years. (GC 34090 and 34090.7)

6. Maps and Plans
These are maps and plans of airport facilities. Included are original pencil drawings.

Disposition: Permanent

7. Marketing Subject Files
Files contain the working and subject files of the marketing office and document airport marketing activities and information. Also included in the files are historical marketing materials dating back to the 1960s.
(a) Historical marketing files dating back to the 1960s. Disposition:

Permanent
(b) Subject and Reference Files. Disposition: Discard after 2 years. (GC 34090 and 34090.7)
Airport Department, City of Santa Barbara, CA 37

8. Permit Files
Files contain airline operating permits, shuttle permits, temporary permits, and other types of permits. Disposition: Retain until expiration of permit plus 2 years; then discard. (GC 34090)

9. Photographic Materials
Photographs and slides show airport facilities, famous people at the airport, and airport events and staff. Some of the slides are duplicates of historic photographs.

Disposition: Permanent

10. Requisitions
Binders contain requisitions related to administration, maintenance, capital support, grants, and other airport functions. Record copy is in Finance Department.

Disposition: Discard after 2 years. (GC 34090.7)

11. Terminated Accounts
Binders document airport business or service accounts that have been terminated.

Disposition: Discard 7 years after end of fiscal year to which the records relate. (26 CFR 1.6001-1; CCR § 19141.6)

AIRPORT OPERATIONS

12. Aircraft Incident Reports
Files contain correspondence, photographs, reports, and other materials documenting every incident involving an airplane such as plane crashes and emergencies. Files for prior 5 years are a vital record. Disposition: Retain until investigation is complete plus 5 years; then discard. (14 CFR 107.23) Airport Department, City of Santa Barbara, CA 38

13. As-Built Plans
These are as-built plans for all airport facilities. Disposition: Permanent

14. CalTrans (California Department of Transportation) – Operating Permit State of California Airport Operating Permit. Disposition: Permanent

15. Citizen Injury Reports
Reports document injuries to civilians on airport property. Disposition: Discard after 5 years. (CCP 337.1 and 340)

16. FAA (Federal Aviation Administration) – Certification Federal government certification documentation including the certification manual and correspondence. Disposition: Permanent

17. FAA – Letters of Agreement
Letters of Agreement with the FAA covering the topics of airfield lighting, aircraft movement, and procedures for alerting emergency equipment. Disposition:

Discard 15 years after termination or completion (CCP 337, 337.1, 337.15, 337.2, 338, and 338.1)

18. Facilities File
Files contain maps, remodel drawings, specifications, correspondence, and other materials concerning each airport facility. Current maps, drawings, and specifications are vital. Disposition: Permanent

19. Found Items Binder
Binder documents disposition of property found on airport grounds and describes that property. Disposition: Discard 7 years after property is reported to the State Controller. (CCR § 1175)
Airport Department, City of Santa Barbara, CA 39

20. General Incident Reports
Reports document incidents such as thefts, break-ins, and other occurrences on airport property. Current files are vital records. Disposition: Discard after 3 years. (14 CFR 107.23)

21. Identification Badge Files
Files contain applications for identification badges for any person having regular business on airport grounds and contain information on the date the badge was issued. This is a vital record. Disposition: Retain until canceled plus 6 months; then discard. (14 CFR 108.33)

22. Noise Abatement Files
Files contain minutes of Noise Abatement Committee meetings, noise reports, and other related materials.
(a) Noise Abatement Committee Minutes. Disposition: Permanent (b) Noise Reports. Disposition: Permanent
(c) All other materials. Disposition: Retain 7 years, then discard.

23. Noise Abatement Subject Files
Files contain correspondence, reports, statistics, reference information, and other materials related to airport noise and miscellaneous issues such as bird strikes, emergency information, administrative information, and runway incursions. (a) Correspondence, reports, statistics, and other materials related to noise issues at Santa Barbara Municipal Airport. Disposition: Permanent (b) Reference Files. Disposition: Discard after 2 years. (GC 34090 and 34090.7)

24. Notice to Airmen
File documents the airport's issuance of notices to airmen regarding obstructions to flight (i.e., tall derricks, etc.) and unusual flying conditions. Disposition: Discard after 7 years. (Code of Civil Procedure (CCP) 340)
Airport Department, City of Santa Barbara, CA 40

25. Parking Permit Applications
Applications for permits to park in the airport parking lot. Disposition: Discard after 2 years. (GC 34090)

26. Patrol Officer's Daily Logs
Logs document the daily activities of the Airport patrol officers. Disposition:

Discard after 3 years. (GC 34090)

27. Responsible List
This is a list of employees of businesses leasing airport property to be contacted in case there is a problem. Disposition: Discard when superseded.

28. Runway Inspection Sheets
Sheets document that the security patrol inspects the runway for obstructions as required by the Federal Aviation Administration. This is a vital record. Disposition:

Retain 1 year unless there is a major incident and pending possible litigation; then discard. (FAA Regulation)

29. Security Correspondence
FAA/CASFO (Civilian Aviation Security Field Office) correspondence regarding security issues. Disposition: Retain until no longer needed then destroy after 2 years. (GC 34090)

30. Security Office Subject Files
Files contain inspection reports, correspondence, notes, reports, and other materials related to subjects such as risk management, vehicles warned prior to towing, stolen vehicles, and other topics. Disposition: Discard after 2 years. (14 CFR 107.23, GC 34090 and 68152)

31. Security Plan
The Airport Security Plan. Disposition: Permanent
Airport Department, City of Santa Barbara, CA 41

32. Stormwater Discharge Reports
Reports related to stormwater run-off quality at the Santa Barbara Municipal Airport.

They are prepared annually and submitted to the California State Water Quality Control Board. Disposition: Permanent

33. Taxicab Files
Files contain correspondence, statistics, activity logs, taxicab permits, and other materials related to taxicabs serving the airport. Disposition: Discard 7 years after end of fiscal year to which the records relate. (26 CFR 1.6001-1; GC 34090; CCR § 19141.6)

34. Terminal Building Surveillance Video Tapes
Video tapes containing time lapse video of the interior of the airline terminal building, the commercial airline ramp, terminal vehicle loading zone, and the front of the Security Operations Center. Disposition: If the tape contains no incidents, erase/discard after 2 years (GC 34090.6); if tape contains incident likely to lead to civil litigation, erase/discard after 5 years (CCP 338, 338.1, CCP 340); and if tape contains incident likely to lead to criminal prosecution, turn tape over to the law enforcement agency handling the case.

35. Towed Vehicle Files
Files document the towing of vehicles by airport security. Disposition: Discard after 2 years. (GC 68152)

36. Work Orders
Work orders document work performed by maintenance staff at the airport.

Disposition: Retain until work order is complete plus 6 months; then discard. (14 CFR 139.327)
Airport Department, City of Santa Barbara, CA 42

CAPITAL SUPPORT

37. Airport Design and Construction Project Files
Files contain maps, plans, reports, correspondence, photographs, specific plans, construction information and other materials related to airport design and construction.
(a) Maps, plans, reports, correspondence, photographs, specific plans, and other original construction related materials. This is a vital record.

Disposition: Permanent
(b) Duplicates of records retained in other City departments and routine records such as correspondence and other materials of minor administrative character which contain no substantive information.

Disposition: Discard 10 years after project is complete. (CCP 337.15; CCP 337.1)

38. Drawings (current)
These are current drawings of airport grounds and facilities. This is a vital record.

Disposition: Permanent

39. Engineering Project Files (inactive)
Files contain plans, reports, correspondence, and other materials related to airport engineering projects.
(a) Maps, plans, reports, correspondence, photographs, specific plans, and other original construction related materials. Disposition: Permanent (b) Duplicate of records retained in other City departments and routine materials such as correspondence and records or minor administrative character which contain no substantive information. Disposition:

Discard 10 years after project is complete. (CCP 337.15; CCP 337.1) Airport Department, City of Santa Barbara, CA 43

40. Engineering Subject and Open Project Files
Files contain maps, plans, reports, correspondence, and other materials related to airport engineering topics such as runways, lighting, resurfacing, the terminal, and grading.
(a) Maps, plans, reports, correspondence, photographs, specific plans, and other original construction related materials. Disposition:

Permanent
(b) Duplicate of records retained in other departments and routine materials such as correspondence and records of minor administrative character which contain no substantive information. Disposition:

Discard 10 years after project is complete. (CCP 337.15; CCP 337.1)

41. Hazardous Material Files
These files contain MSDS data sheets, manifests, and incident and exposure reports.
(a) Material Safety Data Sheets (MSDS). List of each hazardous chemical containing information on the manufacture, proper, use, storage, and other relevant safety information. Disposition: Discard 30 years after the last use of the chemical. (29 CFR 1910.1200 (g) and 29 CFR 1910.1020 (d))
(b) Incident and Exposure Reports. These document incidents related to hazardous materials and hazardous materials exposures.

Disposition: Retain 5 years following the end of the year to which they relate. (29 CFR 1904.6)
(c) Manifests. These are workplace chemical lists of hazardous materials used at the Airport Department. Disposition: Update annually; discard when superseded.

Airport Department, City of Santa Barbara, CA 44

42. Plans and Layouts
These are working and final plans for airport facilities. Working plans and layouts are vital records. Disposition: Permanent

43. Plans, Maps, and Aerial Photographs (original)
These are the original final plans and as-built plans for airport facilities. Also included are aerial photographs and blueprints. Current as-built plans are vital records. Disposition: Permanent

44. Specifications
These are construction specifications for airport facilities. Disposition: Permanent City Administrator’s Office, City of Santa Barbara, CA 45 Section 2.3 CITY ADMINISTRATOR’S OFFICE
Unless specifically indicated otherwise, the record copy of all records listed in this records schedule is located in the City Administrator's office. If no other instructions exist, copies other than the record copy may be treated as duplicates and discarded when obsolete or no longer needed for reference.

1. City Administrator Files
Files contain correspondence, reports, and reference information used by the City Administrator. Included are directives to staff.
(a) City Administrator Directives to Staff. Disposition: Permanent (b) Duplicate correspondence and reports. Disposition: Discard after 2 years. (GC 34090and 34090.7)

2. City Administrator’s Office Departmental Files
Files contain memoranda, correspondence, studies, reports, and other materials related to the activities of City departments and agencies. Many files contain information on historically significant issues and events in Santa Barbara. (a) Memoranda and Correspondence.
i. Program and Policy Correspondence. Incoming and outgoing letters and memoranda pertaining to the formulation, planning, and implementation of large and significant policies, programs, operations, and projects of a City department, division, or office.

Disposition: Retain for 25 years.

City Administrator’s Office, City of Santa Barbara, CA 46 ii. Routine Correspondence. Incoming and outgoing letters pertaining to normal and routine administrative functions. Consists of correspondence providing general information, replying to complaints and requests for information, referring inquiries elsewhere, forwarding materials, acknowledging incoming letters, making arrangements for routine meetings or other events, and similar matters of minor administrative character which contain no substantive information. Disposition: Discard after 2 years. (GC 34090)
iii. Transitory Correspondence. Requests for information and copies of replies thereto involving no administrative actions, no policy decisions, and no special compilations or research, and requests for and transmittal of publications, photographs, and other informational literature. Also letters of transmittal and thanks.

Disposition: Retain in office 1 year, then discard.
(b) Studies completed by City Administrator staff.
i. Departmental record copy of reports and studies approved by City Council. Record copy is in Administrative Services Department, City Clerk’s Office. Disposition: Retain for 2 years.
ii. Internal Reports and Studies. Reports, studies, surveys, and analyses conducted or commissioned by the City Administrator for internal information or planning purposes, and not transferred to the City Clerk’s Office. Disposition: Discard when 10 years old, unless listed otherwise in the City schedules.

City Administrator’s Office, City of Santa Barbara, CA 47

3. Confidential Files
Files contain correspondence, reports, reference information, and court records and reports concerning municipal issues or problem situations such as Grand Jury investigations and employee matters.
(a) Grand Jury Investigation files. Current files are vital records.

Disposition: Retain until issue is resolved plus 2 years, then discard. (GC 68152)
(b) Employee files. These files deal with problem situations involving particular employees. Current files are vital records. If case goes to court retain:
i. Civil action files. Disposition: Discard after 10 years. (GC 68152) ii. Misdemeanor case files. Disposition: Discard after 5 years. (GC 68152)
(c) Employee files. If case does not go to court. Disposition: Retain materials until issue is resolved plus 4 years, then discard. (Code of Civil Procedure 337, 337.1, 338, 339, and 340)

4. Finance Subject Files
Files contain correspondence, reports, budgets, bonds, studies, audits, claims and other materials related to accounting and billing, budgeting, debt service, investments, revenue and taxation, assessment districts, and other financial topics.

Record copy is in Finance Department. Disposition: Discard after 2 years. (GC 34090.7)
City Administrator’s Office, City of Santa Barbara, CA 48

5. Human Resources Subject Files
Files contain reports, correspondence, policies and procedures, studies, grievance files, and other materials concerning Human Resource issues and policies, labor relation and negotiation records, and other related topics. Current Grievance Files are vital records. Disposition: Discard original grievance and labor materials after 10 years; discard other materials and duplicates after 2 years. (GC 34090 and 34090.7)

6. Municipal Government Subject Files
Files contain correspondence, reports, charts, indices, resolutions, proclamations, committee/ advisory board/task force records, policies and procedures, newsletters, bulletins, and other materials concerning the City council, mayor, commissions, committees, task forces, and other units of government. The files concern the administration of the municipal government.
(a) City Administrator policies and procedures relating to City administration. Disposition: Retain for 10 years.
(b) Duplicate records maintained in other City departments. Disposition:

Discard duplicates after 2 years. (GC 34090.7)

7. Municipal Operations Subject Files
Files contain correspondence, reports, studies, leases, policies and procedures, agreements, and other materials related to maintenance and improvement of City properties, City property leases, purchasing, risk management, and utilities. Record copy of leases and agreements approved by the City Council is in Administrative Services Department, City Clerk’s Office.
(a) City Administrator Correspondence.
i. Program and Policy Correspondence. Incoming and outgoing letters and memoranda pertaining to the formulation, planning, and implementation of policies, programs, operations, and projects related to city properties. Disposition: Retain for 10 years.

City Administrator’s Office, City of Santa Barbara, CA 49 ii. Routine Correspondence. Incoming and outgoing letters pertaining to normal and routine administrative functions. Consists of correspondence providing general information, replying to complaints and requests for information, referring inquiries elsewhere, forwarding materials, acknowledging incoming letters, making arrangements for routine meetings or other events, and similar matters of minor administrative character which contain no substantive information. Disposition: Discard after 2 years. (GC 34090)
iii. Transitory Correspondence. Requests for information and copies of replies thereto involving no administrative actions, no policy decisions, and no special compilations or research, and requests for and transmittal of publications, photographs, and other informational literature. Also letters of transmittal and thanks.

Disposition: Retain in office 1 year, then discard.
(b) City Administrator policies and procedures related to municipal operations. Disposition: Retain for 25 years.
(c) Duplicate records maintained in other City departments. Disposition:

Discard after 2 years. (GC 34090.7)
City Administrator’s Office, City of Santa Barbara, CA 50

8. Municipal Planning and Development Subject Files
Files contain correspondence, reports, grant information, policies and procedures, and plans related to community development and planning topics and issues such as administration, commissions, redevelopment, the environment, land use, planning, housing, and transportation. The majority of these records are in the Community Development Department.
(a) City Administrator Correspondence. Disposition: Retain for 10 years. (b) City Administrator policies and procedures related to municipal planning and development. Disposition: Retain for 10 years.
(c) Duplicate records are maintained in other City departments. Disposition:

Discard after 2 years. (GC 34090.7)
(d) Reference Materials such as grant information files. Disposition:

Discard when superseded. (GC 34090.7)

9. Services Airport Subject Files
Files contain correspondence, reports, plans, and policies and procedures related to airport issues such as administration, noise, maintenance, planning, security, and facilities. The record copy for the majority of these records is with the Airport Department.
(a) City Administrator Correspondence. Disposition: Retain for 5 years. (b) City Administrator policies and procedures related to Municipal Airport.

Disposition: Retain for 5 years.
(c) Duplicate records are maintained in other City departments.

Disposition: Discard after 2 years. (GC 34090.7)
City Administrator’s Office, City of Santa Barbara, CA 51

10. Services Parking Subject Files
Files contain correspondence, reports, and other materials related to parking and parking district topics such as policies and procedures, administration, commissions, districts, and facilities. The record copy for the majority of these records is in the Public Works Department.
(a) City Administrator Correspondence. Disposition: Retain for 5 years. (b) City Administrator policies and procedures related to parking operations in Santa Barbara. Disposition: Retain for 5 years.
(c) Duplicate records maintained in other City departments. Disposition:

Discard after 2 years. (GC 34090.7)

11. Services Public Safety Subject Files
Files contain correspondence, reports, policies and procedures, regulations, inspection plans, and other materials related to emergency services, fire protection, police protection, and animal control issues. The record copy for the majority of these records is in the Office of Emergency Services, the Fire Department, and the Police Department.
(a) City Administrator Correspondence. Disposition: Retain for 5 years. (b) City Administrator policies and procedures related to public safety in Santa Barbara. Disposition: Retain for 5 years.
(c) Duplicate records maintained in other City departments. Disposition:

Discard after 2 years. (GC 34090.7)
City Administrator’s Office, City of Santa Barbara, CA 52

12. Services Public Works Subject Files
Files contain correspondence, reports, studies, policies and procedures, and agreements related to public works issues and topics such as streets, sidewalks, traffic, and utilities. The record copy for the majority of these records is in the Public Works Department.
(a) City Administrator Correspondence. Disposition: Retain for 5 years. (b) City Administrator policies and procedures related to City public works.

Disposition: Retain for 5 years.
(c) Duplicate records maintained in other City departments. Disposition:

Discard after 2 years. (GC 34090.7)

13. Services Recreational Resources Subject Files
Files contain correspondence, reports, and policies and procedures related to recreation topics such as recreation programs and facilities. The record copy for the majority of these records is in the Parks and Recreation, Waterfront, and Fire departments.
(a) City Administrator Correspondence. Disposition: Retain for 5 years. (b) City Administrator policies and procedures related to recreational resources. Disposition: Retain for 5 years.
(c) Duplicate records maintained in other City departments. Disposition:

Discard after 2 years. (GC 34090.7)
City Administrator’s Office, City of Santa Barbara, CA 53

14. Services Social Services Subject Files
Files contain correspondence, reports, and leases related to social service topics such as administration and facilities. The record copy for the majority of these records is in the Parks and Recreation Department service centers (i.e., Senior Centers).
(a) City Administrator Correspondence. Disposition: Retain for 5 years. (b) City Administrator policies and procedures related to social services in Santa Barbara. Disposition: Retain for 5 years.
(c) Duplicate records maintained in other City departments. Disposition:

Discard after 2 years. (GC 34090.7)

15. Services Water Resources Subject Files
Files contain correspondence, reports, plans, and meeting records related to water resources issues such as policies and procedures, rates, commissions, bonds, water supply, water distribution system, water districts, reservoirs, water treatment, water connections, and wastewater management. The record copy for the majority of these records is in the Public Works Department.
(a) City Administrator Correspondence. Disposition: Retain for 5 years. (b) City Administrator policies and procedures related to municipal water resources. Disposition: Retain for 5 years.
(c) Duplicate records maintained in other City departments. Disposition:

Discard after 2 years. (GC 34090.7)

16. Visioning Project Files
Files contain reports, studies, memoranda, meeting minutes, and other materials documenting the activities of the City's Visioning Committee. The Visioning Committee studied how Santa Barbara's citizens envision the future development and growth of their City, especially as regards the downtown and waterfront areas.

The files document what is important to citizens about the physical aspects of Santa Barbara. Disposition: Permanent
City Administrator’s Office, City of Santa Barbara, CA 54

CITY TV

17. Airlogs (Programming Logs)
Logs list what was aired at any given time by Channel 18 (government access television channel). Disposition: Retain for 5 years.

18. Channel 18 Documentaries
Videotapes are documentaries produced by Channel 18 and relate to natural disasters such as droughts, fires, floods, and earthquakes in Santa Barbara, as well as other issues of interest to the citizens of Santa Barbara. Disposition: Permanent

19. Digital Video Recordings of Meeting
Digital video recordings of meetings of the City Council and the City boards, commissions, and committees that are advisory to the City Council, and for which written minutes are prepared. Disposition: City Council Meetings: Permanent; Planning Commission, Historic Landmarks Commission, Architectural Board of Review, and Single Family Design Board: Retain for 5 years; Other meetings: May erase/discard after 30 days (GC 54953.5), but retain no longer than 2 years.

20. Field Footage
Footage is that which was shot in the field and documents natural disasters such as major storms and earthquakes, special events, and issues of importance to the City.

Disposition: Retain for 2 years.

21. Impressions in Time
Videotape is a 2-1/2-hour-long documentary history of Santa Barbara. Disposition:

Permanent

22. Inside Santa Barbara
Videotapes contain episodes of "Inside Santa Barbara," a newsmagazine produced by Channel 18 that deals with Santa Barbara issues. Disposition: Permanent City Administrator’s Office, City of Santa Barbara, CA 55

23. Subject Files
Files relate to issues, division administration, and division projects and contain correspondence, notes, reports, budgets, personnel information, requisitions, and other administrative materials. Disposition: Discard after 5 years or when superseded. (GC 34090)

OFFICE OF MAYOR AND CITY COUNCIL

24. Councilmember Subject Files
Files contain correspondence, reports, and information on topics and issues of interest to the City Councilmembers and to the City. The record copy for departmental reports is in Administrative Services Department, City Clerk’s Office. (a) Councilmember Correspondence. Disposition: Retain for 5 years after the expiration of the Councilmember's term during which the document was produced, then discard.
(b) Duplicate correspondence and reports maintained in other City departments. Disposition: Discard after 2 years. (GC 34090.7) (c) Reference information. Disposition: Discard after 2 years. (GC 34090.7)

25. Mayor's Correspondence Files
These files contain the correspondence of the mayor of Santa Barbara.

Disposition: Retain for 10 years after the expiration of the Mayor's term during which the correspondence was produced, then discard; if correspondence has historical significance, transfer to City Clerk's Office for permanent retention.

City Administrator’s Office, City of Santa Barbara, CA 56

26. Mayor's Subject Files
Files contain correspondence, reports, newspaper clippings, and other materials related to topics and issues of interest to the mayor, City, and Santa Barbara residents.
(a) Mayor’s Correspondence. Disposition: Retain for 10 years after the expiration of the Mayor's term during which the document was produced, then discard; if correspondence has historical significance, transfer to City Clerk's Office for permanent retention. (b) Duplicate of records maintained in other City departments and newspaper clippings. Disposition: Discard after 2 years. (GC 34090.7) (c) Mayor’s Personal Papers. These are not City records. Disposition:

Retain until end of current mayor’s term.

27. Proclamations and Letters of Recognition
Record copy of proclamations and letters of recognition issued by the City of Santa Barbara to its citizens and employees. Disposition: Discard after 5 years.

28. Sister Cities Information Files
Files contain correspondence, reports, and information concerning Santa Barbara's sister cities. Disposition: Permanent
City Administrator’s Office, City of Santa Barbara, CA 57 CITY CLERK’S OFFICE
Unless specifically indicated otherwise, the record copy of all records listed in this records schedule is located in the City Clerk’s Office. Consistent with Part 1, Section

1.4.3 records identified below, regardless of format, shall be retained and may be destroyed following the expiration of the retention period specified for the document.

Duplicate records may be destroyed at any time upon approval of the Department Head. No records, other than duplicate records, may be destroyed except upon written approval of the Department Head, city clerk, and city attorney. A certificate of destruction identifying the destroyed documents, containing the necessary approvals, and verifying the fact of destruction must be filed with the City Clerk Services Manager. When a retention period for an official record is not stated, the Department Head, may apply a retention period consistent with the recommendations and guidelines established by the Secretary of State under Government Code § 12236(a), but no less than a minimum retention period of consistent with Government Code § 34090 or as otherwise required by law

1. Advisory Group Member Information
Files and binders contain information about applicants and members of each of the City's advisory groups.
(a) Applications, correspondence, and Oath of Office forms for members whose terms have expired or who have resigned; expired applications from applicants who were not appointed to an advisory group; and vacancy notices prepared and posted per the Maddy Act. Disposition:

Retain for 2 years or when no longer needed for reference, then discard.

California Government Code (GC) 34090)
(b) Public rosters of advisory group membership. Disposition: Permanent.

City Administrator’s Office, City of Santa Barbara, CA 58

2. Annexation Files
Files contain correspondence, ordinances, reports, and other materials related to annexations by the City of Santa Barbara. Disposition: Permanent

3. Charter of the City of Santa Barbara
These are various versions of the Santa Barbara City Charter. Current Santa Barbara City Charter is a vital record. Disposition: Permanent

4. City Council Agenda Report Files
Files contain all documentation submitted to the City Council in connection with an agenda item, including documents submitted to its Finance Committee or Ordinance Committee in connection with a regular City Council meeting, except public comments retained by another department or documents designated in an agenda report as on file with another City Department. Disposition: Permanent

5. City Council Agendas
Agendas for City Council meetings are numerically coded for filing of Council Agenda Reports. Agendas prior to July 2006 include information on the actions taken by the Council. Agendas for 1967-1971 are on microfilm, agendas dated 1975-Present are in file format, and agendas dated 1998-Present are also retained in electronic format. Disposition: Permanent

6. City Council Meeting Audio or Video Recordings
Audio and video recordings of City Council meetings. Disposition: Retain for 10 years.

7. City Council Meeting Minutes
Volumes contain the minutes of City Council meetings. Disposition: Permanent City Administrator’s Office, City of Santa Barbara, CA 59

8. City Council Meeting Minutes, Index to
These indices provide subject and chronological access to the City Council Minutes.

Minutes for 1850-February 1904 are indexed by file cards; minutes for March 1904- February 1973 are indexed in volumes; minutes for June 1972-August 1990 are indexed by file cards; and beginning with 1988, minutes are also indexed in electronic format. Disposition: Permanent

9. Contracts, Agreements, and Leases
Files contain contracts, agreements, leases, legal notices, certificates of insurance, surety bonds, requests for proposals, proposals, technical specifications, change orders, and similar records related to the administration, renewal, and termination of contracts, agreements and leases to which the City is a party and for which the City Clerk’s Office retains the official record. Current and open contracts, agreements and leases are vital records. See also, Schedule 2.1 Records Common to Most Departments. Disposition: Contracts: Retain as provided in Schedule 2.1 ; Leases:

Retain for life of lease plus 4 years.

10. Contracts/Agreements/Leases Indices
Logs contain information about each City agreement. The logs are supplemented by index cards. These have not been created since 1998, when electronic retention of this information was initiated. Disposition: Permanent

11. Deed Logs
Logs contain information about all the City's deeds. There is a special volume for water
deeds. Disposition: Permanent
City Administrator’s Office, City of Santa Barbara, CA 60

12. Assessment Ballot Proceedings
Ballots mailed to property owners in proceedings to establish assessment districts subject to California Constitution Article XIIID. Disposition: 3 years from the date of the public hearing held to consider formation of the assessment district. (City Council Resolution No. 06-023)

13. Assessment District Formation and Administration.

Resolutions or Ordinances relating to the formation, assessments levy, or disestablishment of an assessment or other financing district. Disposition:

Permanent

14. Election Information Binders
(a) Binders consisting of historical election information, including the names of candidates/officeholders and language of ballot measures, as well as statistics regarding votes cast. Disposition: Permanent. (b) Binders containing duplicate copies of information filed in Election Records files (Schedule No. 14), including sample ballots from specific elections and the County Clerk's Statement of Votes Cast.

Disposition: As duplicate records these may be discarded when no longer needed for reference.

15. Election Records
Files contain records documenting elections held within the City, both those consolidated with and conducted by the County of Santa Barbara, and those conducted by the City itself; Nomination Documents (declaration of candidacy and nomination papers); Campaign Statements (financial disclosure); and Initiative Petitions.

City Administrator’s Office, City of Santa Barbara, CA 61 (a) Files, Elections Consolidated With and Conducted by the County of Santa Barbara:
i. Council Agenda Reports, resolutions, legal notices, affidavits of publication and posting, and City Clerk correspondence
documenting the election process. Disposition: Permanent ii. Sample ballots. Disposition: Retain one copy of each sample ballot permanently.
(b) Files, Elections Conducted by the City of Santa Barbara:
i. Council Agenda Reports, resolutions, legal notices, affidavits of publication and posting, and City Clerk correspondence
documenting the election process. Disposition: Permanent ii. Sample ballots. Disposition: Retain one copy of each sample ballot permanently.
iii. Ballots, Applications for Vote by Mail Ballots, Vote by Mail Voter Identification Envelopes, Vote by Mail Challenge List, Precinct Official material, Ballot Processing Logs, Ballot Counter Printouts; Logic & Accuracy Certifications, Ballot Counter Program Cards, Ballot Statements from Precincts, Street Indexes, Daily Summary Reports, Manual Tally Sheets, Voter ID and Polling Place Location Reports, Log of Observers of Vote by Mail Ballot Board, working copy of Precinct Map of Santa Barbara area, and Report: "Voter Listing with Comments." Disposition: Retain for 6 months from the date of the election, then destroy. (EC Sections 17302, 17304, 17503 and 17505)
iv. Rosters of Voters, and Applications for Registration Information.

Disposition: Retain for 5 years from the date of the election, then destroy. (EC Sections 17001, 17300, and 2188(f), respectively.) v. Voter Information, including data identifying each registered voter and, if the voter returned his/her voted ballot, the date the ballot was received. Disposition: Permanent.

City Administrator’s Office, City of Santa Barbara, CA 62 (c) Nomination Documents (Declaration of candidacy and nomination papers). Disposition: Discard after expiration of term of office for which they are filed plus four years. (EC 17100)
(d) Campaign Statements:
i. Statements of Mayor, City Councilmembers, candidates for these offices who are elected, and committees supporting any
officeholder or elected candidate. As of 2013, this series is retained in electronic format. Disposition: Permanent. (GC 81009)
ii. Statements of candidates for Mayor or City Councilmember who are not elected, and of committees supporting any candidate for these offices who is not elected. Disposition: Discard after 5 years. (GC 81009)
iii. Statements of committees formed to support or oppose ballot measures or for general purposes. Disposition: Discard after 7 years. (GC 81009)
(e) Initiative Petitions. Disposition: Discard 8 months after certification of results of the election for which the petition qualified, or, if the measure for any reason is not submitted to the voters, 8 months after the final examination of the petition by the elections official. (EC 17200)

16. Ethics Training Logs, Certificates
These logs and certificates document training taken by local agency officials in general ethics principles and ethics laws relevant to public service. Training is required by AB 1234. The logs record (1) the dates that local officials satisfied the training requirement; and (2) the entity that provided the training. Disposition:

Retain logs for 5 years after the date of the training, then discard. (GC 53235.2.) City Administrator’s Office, City of Santa Barbara, CA 63

17. Grant Deeds, Easements
Recorded deeds and easements for property transactions in the City of Santa Barbara. Deeds and easements for current City property are vital records.

Disposition: Permanent

18. Ordinances
(a) Official ordinances of the City of Santa Barbara. Ordinances enacting laws are codified into the City's Municipal Code. Current Municipal Code is a vital record. Disposition: Permanent
(b) Affidavits of Publication of Ordinances and Legal Notices.

Notarized certificates and newspaper clippings attesting to the publication of legal notices. Disposition: Permanent

19. Ordinances Index
Logs provide information about City Ordinances, by subject and date. Disposition:

Permanent

20. Reference Files
Files contain copies of documents to which staff and the public often refer, including ordinances, resolutions, election candidate and ballot measure information, election campaign committee statements, agendas and staff reports, the Municipal Code, financial plans, and policy and procedures manuals. Disposition: Discard after 2 years or when no longer needed for reference. (GC 34090.7)

21. Miscellaneous Reports
Bound reports, CEQA documents, and other voluminous reports submitted to the City Council in connection with consideration of matter City business. These documents are part of the City Council Agenda Report record, but are stored separately due to their volume. Disposition: Permanent
City Administrator’s Office, City of Santa Barbara, CA 64

22. Resolutions
Official resolutions of the Santa Barbara City Council. Disposition: Permanent

23. Resolutions Index
Logs provide information about City Council resolutions, by subject and date.

Disposition: Permanent

24. Statements of Economic Interest
Statements disclose financial interests of City officials and serve to prevent conflicts of interest. These statements must be filed by City Councilmembers, advisory group members, and certain employees. Disposition: Discard after 7 years. (GC 81009)

25. Property Grants
The original "Grant of Pueblo Lands of Santa Barbara" (5/31/1872) signed by President U. S. Grant. Disposition: Permanent
City Attorney’s Office, City of Santa Barbara, CA 65
Section 2.4 CITY ATTORNEY’S OFFICE
Unless specifically indicated otherwise, the record copy of all records listed in this records schedule is located in the City Attorney's office. If no other instructions exist, copies other than the record copy may be treated as duplicates and discarded when obsolete or no longer needed for reference.

1. Certificates of Participation/Bond Transcript
City-issued certificates of participation in bond measures. Record copy is in Finance Department. Disposition: Discard after 5 years or if refinanced.

2. City Attorney Opinions
Volumes contain the opinions of the City Attorney relative to legal questions referred by City departments. Records contain original requests from departments, legal opinions issued by City Attorney, memoranda, correspondence, reports, and other related materials. Disposition: 15 years.

3. City Ordinances
Copies of the ordinances of the City of Santa Barbara. Record copy is in the City Clerk's office. Disposition: Permanent.

City Attorney’s Office, City of Santa Barbara, CA 66

4. Departmental Files
Files contain correspondence, reports, and City Attorney opinions related to issues of interest to City departments, as well as to questions on which City departments need legal opinions. Disposition: Discard when superseded.

5. Litigation Files (active and inactive)
Files contain correspondence, reports, memoranda, attorney notes, and other materials related to litigation cases. Current files are vital records. (a) Formal judgments. Disposition: Permanent
(b) All other associated case files. Disposition: Discard after 5 years.

6. Santa Barbara Municipal Code
The Santa Barbara Municipal Code contains the ordinances adopted by the City Council. Record copy is in the City Clerk's office. Disposition: Discard when superseded.

Community Development Department, City of Santa Barbara, CA 67 Section 2.5 COMMUNITY DEVELOPMENT DEPARTMENT
Unless specifically indicated otherwise, the record copy of all records listed in this records schedule is located in the Community Development Department. If no other instructions exist, copies other than the record copy may be treated as duplicates and discarded when obsolete or no longer needed for reference.

ADMINISTRATION

1. Arts Commission Files
Files contain correspondence, reports, plans, and meeting agendas and minutes documenting the activities of the Arts Commission. Disposition: Permanent

2. Economic Development Files
Files contain reference materials on economic development in the city of Santa Barbara.
(a) Economic Forecast Reports. Disposition: Permanent
(b) Reference materials on economic development. Disposition: Discard when no longer needed for reference. (California Government Code (GC) 34090)
Community Development Department, City of Santa Barbara, CA 68

3. Excellence in Customer Service for Land Development Budget Program Files
Files contain reports, studies, correspondence, and records of quarterly Land Development Program Task Force meetings. Also included are Land Development Management Audit records. Disposition: Permanent

4. Excellence in Customer Service Task Force/Land Development Team Files
Files contain task force and team meeting minutes, training records, correspondence, reports, surveys, and other materials related to this program whose mission was improvement of the departmental budget process and departmental customer service. This was a pioneering effort in Community Development customer service and served as a pilot project that was used as a model by other jurisdictions. Disposition: Permanent

5. Project Files
Files contain correspondence, studies, reports, and other materials related to the annexation of Goleta, excellence in customer service program, and city creeks. (a) Records related to the attempted annexation of Goleta. Disposition:

Discard after 15 years or when no longer needed for reference. (b) All other materials. Disposition: Discard after 5 years or when no longer needed for reference. (GC 34090)

6. Reference and Presentation Files
Files contain the reference and presentation materials of the department manager.

Disposition: Discard after 5 years or when no longer needed for reference. (GC 34090)
Community Development Department, City of Santa Barbara, CA 69

BUILDING AND SAFETY

ADMINISTRATION/BUILDING OFFICIAL

7. Administrative Subject/Correspondence Files
Files serve as a reference for the Building Official and contain personnel information, forms, timesheets, correspondence from FEMA and other related materials. (a) FEMA Materials
i. FEMA financial materials. Disposition: Discard after 7 years. (26 Code of Federal Regulations (CFR) 1.6001-1 and CCR § 19141.6) ii. FEMA Maps, Base Flood Elevations, Letters of Map Revisions, Letters of Map Changes, Determinations of Substantial
Improvement and supporting documentation. Disposition:

Permanent (FEMA National Flood Insurance Program IS 9)
iii. FEMA correspondence and related materials. Disposition:

Retain until no longer needed for reference.
(b) All correspondence and other materials. Disposition: Discard after 2 years. (GC 34090 and 34090.7)

8. Code Books and Technical Manuals
This is a reference file used to check on codes that applied at the time a building was constructed. Included are uniform building codes, plumbing and mechanical codes, administrative policies and other related materials. These are not city records. Disposition: Retain until no longer needed for reference.

9. Litigation Files
Files contain correspondence, official memoranda, notes, photographs and slides, letters of complaint, depositions and other legal documents, and other materials concerning litigation matters. Record copy is in City Attorney’s Office. Disposition:

Discard after case is closed.

Community Development Department, City of Santa Barbara, CA 70

10. Seismic Safety Bond Files
Files contain seismic safety bond claims for Santa Barbara commercial properties, maps, charts, reports, financial records, memoranda, bond statements, engineers' reports, and other materials related to the seismic retrofitting of commercial structures and residential structures with three or more units. The files document whether retrofits meet building codes.
(a) Building and safety staff reports, correspondence and notes, as well as maps, charts, and other materials regarding whether seismic safety retrofits meet building codes. Disposition: Permanent.
(b) Financial records, including bond statements and materials documenting Seismic Safety Bond expenditures. Record copy is in Finance Department. Disposition: Discard 7 years after project is completed and final payment is made and audited. (26 CFR 1.6001-1 and CCR §19141.6)

11. Seismic Safety Program Files
Files contain newspaper clippings, correspondence, memoranda, reports, code information, maps, notices of building classification, workshop information, seismic revenue account information, and other materials used to track seismic retrofits to buildings in the city's downtown area.
(a) Materials documenting the policies and actions of the Seismic Safety Program, including correspondence, memoranda, staff reports, notices of building classification, workshop information, records tracking seismic retrofits to buildings in the downtown area, and other related materials. Record copy is in Housing and Redevelopment, Redevelopment Program/Agency. Disposition: Retain until no longer needed for reference.
(b) Duplicate maps, seismic revenue account information, correspondence, and other duplicate materials. Record copy for financial materials is in Finance Department. Disposition: Retain until no longer needed for reference. (GC 34090.7)
Community Development Department, City of Santa Barbara, CA 71 (c) Reference information, including code information. Disposition:

Retain until no longer needed for reference.

12.Seismic Safety Program Publicity Records
Materials include overhead transparencies, technical information reports, handouts, and slides and photographs of work in progress. Disposition: Retain until no longer needed for reference.

BUILDING INSPECTOR

13. Building Inspector Enforcement Case Files
Files contain correspondence, notices of noncompliance, notices of violation, notices of administrative citations; appeal request letters, administrative appeal requests and final decisions; copies of permits, digital photographs, other materials that document violations, and orders of the Building Official regarding dangerous, substandard, or illegal structures. Current files are vital records. Disposition:

Discard 2 years after resolution of case.

PLAN CHECK

14. County Assessor’s Parcel Books
Books contain maps of all city parcels and are used for reference by plan checkers.

Record copy is in County Assessor’s Office. This is not a city record. Disposition:

Retain until superseded or no longer needed for reference.

Community Development Department, City of Santa Barbara, CA 72

RECORDS

15. Building and Safety Records Center Inventories
Included are the Consolidated Planning File Inventory, Land Development File Inventory, MacKenzie Storage Inventory, Real Property File Inventory, and the Street File Inventory. The inventories list files stored in the Community Development Department Records Center, the MacKenzie Records Storage Center, and the Plan Archives Center. . Disposition: Retain until superseded. (GC 11011.15)

16. Cashier Journal Summary Reports
Reports document fees paid by the public for permits, copies of plans, and other materials. Also included are cash register receipts. Disposition: Discard after 18 months. (GC 34090.7)

17. Counter File Pulls (Records Center Log Sheets)
Files document every file pulled for the public at the Building and Safety Records Counter and contain information on the subject property address, requestor's contact information, and the type of record requested. Disposition: Discard after 3 years. (GC 34090)

18. Drawings
These are approved final drawings. Files for existing facilities are vital records. (Retain the preliminary drawings in the “Planning Files” until superseded or no longer needed for reference.) Disposition: Permanent

19. Drawings (oversize)
These are approved final oversized drawings. These drawings were too large to hang with the other approved drawings. Files for existing facilities are vital records. (Retain the preliminary drawings in the “Planning Files” until superseded or no longer needed for reference.) Disposition: Permanent
Community Development Department, City of Santa Barbara, CA 73

20. Monthly Report of Building Statistics
Files document the activities of the Building and Safety Division. Disposition:

Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR 1.6001-1 and CCR §19141.6)

21. Permit Log Books
Books document the issuance of building permits (1902-1925). They contain information on properties for which building permits were issued, names of property owners, names of builders, street addresses, costs of improvements, dates permits granted, and comments about the projects. Disposition: Permanent (Santa Barbara County Code (SBCC) 10-2.4)

22. Street Files (Permit/Enforcement Files)
Files contain building permit applications, correspondence, master applications, maps, copies of permits; building & safety and zoning enforcement documentation, including notices of noncompliance, administrative citations, administrative citation appeal requests and final decisions, Field Investigation Reports (FIR), photographs, and other materials that document violations; enforcement actions and orders of the Building Official regarding dangerous, substandard, or illegal structures; and Plan View Request forms that are used to process requests to view or copy plans containing the subject property. These files supersede and continue the “Permit Log Books.” Active files are vital records. Disposition: Permanent (SBCC 10-2.4)

23. Structural Calculation Files
Files contain structural calculations for the engineering of buildings concerning such matters as floor loads, weight bearing walls, size of rebar needed, and other related issues. Disposition: Retain for life of the building plus 1 year or 10 years after construction is complete, whichever is longer. (California Code of Civil Procedure (CCP) 337.1, 337.15, and 340)
Community Development Department, City of Santa Barbara, CA 74

HOUSING AND REDEVELOPMENT

24. Annual Report to State Controller
This report describes the activities of the Redevelopment Agency during the fiscal year and provides information on financial matters of the Agency. Current report is a vital record. Disposition: Permanent.

REDEVELOPMENT PROGRAM/AGENCY

25. Development Subject File
Files contain correspondence, reports, studies, maps, and other materials related to property acquisition and management, relocation of property owners in redevelopment areas, and disposition of property. Current files are vital records.

Disposition: Permanent

26. Redevelopment Agency Administration Formation Files Files contain incorporation papers, bylaws, correspondence, reports, resolutions, and other materials documenting the formation of the Redevelopment Agency.

These are vital records. Disposition: Permanent

27. Redevelopment Agency Agenda Packets
Packets contain meeting agendas and attached documentation. Disposition:

Permanent

28. Redevelopment Agency Agendas (Finished)
These agendas are prepared immediately after agency meetings and document who attended, length of meeting, and resolutions passed. Disposition: Permanent

29. Redevelopment Agency Budgets and Financial Statements These are budgets and financial statements for the Redevelopment Agency.

Disposition: Permanent
Community Development Department, City of Santa Barbara, CA 75

30. Redevelopment Agency Meeting Minutes
These are the minutes for Redevelopment Agency meetings and special meetings.

Community Development, Housing and Redevelopment, Redevelopment Program.

Disposition: Permanent

31. Redevelopment Agency Plan File
File contains information on the Redevelopment plan of action, plan amendments, and plan implementation. Current plans are vital records. Disposition: Permanent

32. Redevelopment Agency Project Files
Files contain correspondence, memoranda, reports, studies, maps, photographs, plans, and other materials related to various redevelopment projects, including those involving schools and businesses in redevelopment areas. The files pertain to housing, demolition, land acquisition, and redevelopment by the Redevelopment Agency. Major projects include Central City, Paseo Nuevo retail expansion, and downtown retail revitalization. Current files are vital records. Disposition:

Permanent

33. Redevelopment Agency Resolutions
These official resolutions of the Redevelopment Agency document agency actions.

Current resolutions are vital records. Disposition: Permanent Community Development Department, City of Santa Barbara, CA 76

34. Rental Housing Mediation Task Force Records
Records include contact information and statistical reports regarding clients served by this program, the purpose of which is to mediate rental housing disputes. The statistics are maintained in accordance with the requirements of contracts the City has with other municipalities to provide these services. (a) Intake Forms. The data on these forms is entered into an Access database. Disposition: Retain for 5 years, then destroy. (b) Statistical Reports. Disposition: Monthly and Quarterly Reports:

Discard after 5 years; Annual Reports: Retain for duration of Rental Housing Mediation Program plus 5 years.

35. Seismic Safety Program Files
Files contain documentation of the Redevelopment Agency's involvement in the seismic safety program. They document money loaned by the Redevelopment Agency to downtown property owners to seismically retrofit their buildings and contain financial expenditure and repayment information, correspondence with property owners, staff reports, and other related materials. (a) Seismic safety bond files including seismic safety bond claims, bond statements, and seismic revenue account information. Record copy is in Finance Department. Disposition: Discard 2 years after end of program and last payment. (GC 34090.7)
(b) Redevelopment Agency correspondence, memoranda, reports, and other related materials. Disposition: Permanent
(c) Reference information including newspaper clippings and code information. Disposition: Retain until no longer needed for reference.

36. Tax Allocation Files
Files contain tax increment information, funding reports and related items.

Disposition: Permanent.

Community Development Department, City of Santa Barbara, CA 77

HOUSING DEVELOPMENT PROGRAM

37. Affordable Housing Development Files
Files contain correspondence, maps, reports, and other materials that document project completion and financial assistance to developers by the Redevelopment Agency. Current files are vital records.
(a) Project correspondence, staff reports and notes, and other materials documenting project policies and activities. Disposition: Permanent (b) Materials documenting housing costs and grant funding. Disposition:

Permanent.
(c) Duplicate maps, correspondence, reports, and other records maintained by other city departments. Disposition: Discard after 2 years or when no longer needed for reference. (GC 34090.7) (d) Compliance Monitoring Files. Records of housing developers' compliance with affordability requirements. Disposition: Permanent. (e) Individual Tenant Information. Rent rolls data. Disposition: Discard after 2 years or when no longer needed for reference.

38. HOME Fund Administrative File
Files contain administrative records concerning the HOME program, a federal funding program for housing, and contain reports, correspondence, financial records, notices, and other related materials. Current files are vital records. (a) Files involving any litigation, claim, audit, or other action. Disposition:

Retain until completion of the action and resolution of all issues or until the end of the most recent five year period, whichever is later. (24 CFR 92.508)
(b) All other files. Disposition: Retain for the most recent 5 year period. (24 CFR 92.508)
Community Development Department, City of Santa Barbara, CA 78

39. Project Agreements
These are project agreements for the Waterfront Park Hotel and Hostel projects.

Record copy is in Community Development Department, Redevelopment Program/Agency. Disposition: Retain 15 years after termination or completion and final payment. (CCP 337.15)

HOUSING REHABILITATION LOAN PROGRAM

40. Housing Rehabilitation Loan Program and Project Files Files contain financial records, correspondence, notices of completion, loan applications, records related to loans, and records of individuals who did not qualify for loans. Record copy of financial materials is in Finance Department. (a) Records related to loans, including photographs. Disposition:

Discard 5 years after loan is repaid.
(b) Records related to individuals who did not qualify for loans.

Disposition: Discard 2 years after disqualified.

CDBG ADMINISTRATION PROGRAM

41. Community Development Block Grant Files
Files contain reports, studies, correspondence, and other general reference information related to the CDBG program. Current files are vital records. (a) CDBG Files. Disposition: Discard 5 years after expiration of the contract and any amendments, completion and resolution of the audit and/or any litigation, whichever is later. (Housing and Urban Development (HUD) requirement)
(b) CDBG files involving litigation, claims, or audit findings that extend beyond the initial five-year period. Disposition: Retain records until all litigation, claims, or audit findings involving the records have been resolved. (24 CFR Part 85)
Community Development Department, City of Santa Barbara, CA 79 (c) CDBG files containing records regarding property acquired with grant funds. Disposition: Discard 5 years after final disposition. (Housing and Urban Development (HUD) requirement)
(d) CDGB files containing records for any displaced person. Disposition:

Discard 5 years after the person has received a final relocation payment or until the loan has been repaid, whichever is longer. (Housing and Urban Development (HUD) requirement)
(e) Integrated Disbursement and Information System (IDIS) Logs. Logs of online drawdown submittals for distribution of funds to non-profit organizations that have been granted CDBG funds. Disposition:

Retain for 5 years after final grant payment.

42. Community Development Block Grant Project Files (active) Files contain reports, studies, correspondence, and other general reference information related to CDBG projects. Current files are vital records. (a) CDBG Files. Disposition: Discard 5 years after expiration of the contract and any amendments, completion and resolution of the audit and/or any litigation, whichever is later. (Housing and Urban Development (HUD) requirement)
(b) CDBG files involving litigation, claims, or audit findings that extend beyond the initial five-year period. Disposition: Retain records until all litigation, claims, or audit findings involving the records have been resolved. (24 CFR Part 84)
(c) CDBG files containing records regarding property acquired with grant funds. Disposition: Discard 5 years after final disposition. (Housing and Urban Development (HUD) requirement)
(d) CDGB files containing records for any displaced person. Disposition:

Discard 5 years after the person has received a final relocation payment. (Housing and Urban Development (HUD) requirement) Community Development Department, City of Santa Barbara, CA 80

HUMAN SERVICES PROGRAM

43. Human Services Project Files
Files contain correspondence, reports, studies, and other materials related to the expenditure of city general fund monies for Human Services projects. Disposition:

Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR 1.6001-1 and CCR §19141.6)

PLANNING

44. Aerial Photographs
Aerial photographs document Santa Barbara’s development status by showing changes over time to the built environment, particularly to the city’s cultural and historical resources. The photographs are also used to document natural disasters such as floods and the 1969 Santa Barbara Oil Spill. Current aerial photographs are vital records. Disposition: Permanent

45. City Maps
Maps are used to document past land use patterns in Santa Barbara, as well as to plan future land use patterns. Included are a variety of first generation maps on Mylar, paper, and vellum, as well as a variety of reproducible and reproduced maps including blueprints, bluelines, sepias, electronic files, and photocopies. Current maps are vital records.
(a) Master and general plan maps including the various versions of the Shoreline Master Plan. Disposition: Retain one copy of each map permanently.
(b) Zoning maps including, zoning base, sectional zone, coastal zone, and land use maps. Included are special purpose zoning maps related to parking, open space, the downtown area, and other zones.

Disposition: Retain one copy of each map permanently.

Community Development Department, City of Santa Barbara, CA 81 (c) Downtown planning and redevelopment maps including those related to the Paseo, Las Positas, and the Presidio. Disposition: Retain one copy of each map permanently.
(d) Maps related to particular uses such as the airport, schools, hospitals, and parks. Included are special purpose maps like hazard overlays.

Disposition: Retain one copy of each map permanently.
(e) Special district maps including water district maps. Disposition: Retain one copy of each map permanently.
(f) Transportation planning maps including those related to roads, freeways, and railroads. Disposition: Retain one copy of each map permanently.
(g) Cultural resource planning maps documenting the cultural resources of Santa Barbara. Disposition: Retain one copy of each map permanently.
(h) Olmsted/Chaney Plan (1924). Disposition: Retain one copy of each map permanently.

46. Reference Maps
These maps include oil field maps produced by the California Division of Mines and Gas, topography maps produced by the United States Geological Survey, and other maps produced by agencies of the county, state, and federal government.

Disposition: Retain while needed for reference.

Community Development Department, City of Santa Barbara, CA 82

LONG RANGE PLANNING/SPECIAL STUDIES

47. General Plan Documents
Documents include reports, surveys, and plans related to the Santa Barbara General Plan. Current files are vital records. Disposition: Permanent

DEVELOPMENT REVIEW PROGRAM

48. Planning Commission Minutes and Resolutions
These minutes and resolutions document the meetings and actions of the Planning Commission. Community Development, Planning, Development and Design Review Program. Current files are vital records. Disposition: Permanent

49. Planning Files
These project files contain preliminary and final plans and maps (i.e., tentative subdivision maps and other maps) as well as project-related correspondence and planners' notes, petitions from neighbors, newspaper clippings, Planning Commission and Staff Hearing Officer Staff Reports, resolutions, photographs, environmental documentation, and other project-related materials. Current files are vital records. Disposition: Permanent

50. Special Project Files
These are planning files that relate to larger projects, rather than to single properties.

Included are files relating to the Railroad Depot, Cypress Point, Entrada de Santa Barbara, Waterfront Park, Gibraltar Dam, and Rancho Arroyo. Current files are vital records. Disposition: Permanent
Community Development Department, City of Santa Barbara, CA 83 DESIGN REVIEW PROGRAM:

51. Architectural Board of Review, Single Family Design Board, and Historic Landmarks Commission Minutes
These minutes document the meetings and actions of the design review boards and commissions. Current minutes are vital records. Disposition: Permanent

52. Design Review Case Files
Files contain Architectural Board of Review, Single Family Design Board, and Historic Landmarks Commission Master Applications, maps, plans, and photographs for design alterations, case summaries, and other related materials.

Current files are vital records.
(a) Architectural Board of Review, Single Family Design Board, and Historic Landmarks Commission Master Environmental Checklists and Master Applications. Disposition: Permanent
(b) All other materials. Disposition: Insert original records into subseries (a) file; discard duplicate records 2 years after original approval date or after building permit is issued.

53. Design Review Subject Files
Files contain reference and subject materials in support of design review and special projects including correspondence, reports, ordinance amendments, guidelines, complaints, and other related materials.
(a) Ordinance Amendments and Special Study Files. Disposition:

Permanent
(b) All other materials. Disposition: Discard after 5 years or when no longer needed for reference. (GC 34090)
Community Development Department, City of Santa Barbara, CA 84

ENVIRONMENTAL REVIEW PROGRAM

54. Environmental Impact Reports
Environmental impact reports document the development of Santa Barbara and the impact of that development on the city's cultural and natural environment. The Master Environmental Assessment for the city is in this file. Current reports are vital records. Disposition: Permanent

55. Environmental Review Committee Files – 1976 - 1990
These archive files contain meeting minutes and agendas, correspondence, studies, reports, maps, and plans related to environmental assessments, and environmental documentation submitted to the committee in support of projects seeking approval.

Disposition: Permanent

HISTORIC AND CULTURAL RESOURCES PROGRAM

56. City Landmarks Files
Files contain maps, photographs, correspondence, reports, and other materials documenting historic city landmarks, designated city structures of merit, and potential city landmarks or structures of merit. Current file is vital record.

Disposition: Permanent

57. Historic and Archaeological Resources Files
Files contain correspondence, Historic Landmarks Commission minutes, Archaeological and Historic Structures Reports, Phase I and Phase II reports related to cultural resources both above and below ground in Santa Barbara. Current files are vital records. Disposition: Permanent
Community Development Department, City of Santa Barbara, CA 85

58.Historic Survey Files
Binders contain historic resources inventory forms, site photographs, architectural and historic inventory forms, and architectural and historic worksheets documenting the inventory of all historic structures in the El Pueblo Viejo ("the old town") District of the city. Disposition: Permanent

59. Photographs of Historic Structures
Photographs show historic buildings that have been demolished, as well as current historic structures. They are used to review streetscape changes over time.

Disposition: Permanent

60. Required Documentation of Buildings
These files document structures that have been demolished and include Phase I Historic Resources Reports, photographs of structures, floor plans, and other related materials. Disposition: Permanent

SIGN REVIEW PROGRAM

61. Sign Committee Minutes
These minutes document the meetings and actions of the Sign Committee.

Community Development, Planning, Development and Design Review Program.

Current files are vital records. Disposition: Permanent Community Development Department, City of Santa Barbara, CA 86

62. Sign Review Case Files
Files contain sign programs and sign applications (Master Application), sign drawings and plans, color chips, correspondence, and photographs documenting Sign Committee actions on specific projects.
(a) Master Application, drawings and plans, and color specifications.

Disposition: Insert into Street File (Series No. 22) and retain permanently.
(b) All other materials. Insert original records into subseries (a) file; discard duplicate records after 2 years.

ORDINANCE INFORMATION/ENFORCEMENT PROGRAM

63. City Attorney Files
Files pertain to zoning enforcement cases referred to the City Attorney. They also provide background reference information on "recidivist" cases. Record copy is in City Attorney's Office. Disposition: Discard after 2 years or when no longer needed for reference. (GC 34090.7)

64. Historic Zoning Records
These are early zoning maps and ordinances for the City of Santa Barbara.

Disposition: Permanent

65. Staff Hearing Officer Minutes and Resolutions
These are the minutes of Modification Hearings. They document modifications in zoning and requirements. Current files are vital records. Disposition: Permanent

66. Zoning Enforcement Case Files
Files contain correspondence, reports, zoning enforcement staff notes, and other information related to zoning enforcement cases. Current files are vital records.

Disposition: Transfer to Street Files after case is closed.

Finance Department, City of Santa Barbara, CA 87
Section 2.6 FINANCE DEPARTMENT
Unless specifically indicated otherwise, the record copy of all records listed in this records schedule is located in the Finance Department. If no other instructions exist, copies other than the record copy may be treated as duplicates and discarded when obsolete or no longer needed for reference.

ACCOUNTING DIVISION

1. Accounting Reports
These reports are microfilmed deduction registers. Current reports are vital records.

Disposition: Discard 7 years after the fiscal year to which the records relate or when no longer needed for reference. (26 CFR 1.6001-1 and CCR §19141.6)

2. Accounts Payable
Files document vendor accounts with City departments and the payment of vendor invoices. Current file is a vital record. Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (26 Code of Federal Regulations (CFR) 1.6001-1 and California Code of Regulations (CCR) §19141.6) Finance Department, City of Santa Barbara, CA 88

3. Adopted Budget Reports
These General Ledger reports contain the original adopted budget transferred from the budget system to the general ledger on July 1 of each year and document adopted revenues and appropriations for the current fiscal year. Current fiscal year adopted budget report is a vital record. Disposition: Discard 5 years after the fiscal year to which the records relate or when no longer needed for reference. (26 CFR

1.6001-1 and CCR §19141.6)

4. Auditor Reports
These are annual reports of the City Auditor for the City of Santa Barbara.

Disposition: Permanent

5. Bank Reconciliations
These are monthly reconciliations of bank accounts to make sure all monies are accounted for. Current reconciliations are vital. Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR 1.6001-1; CCR §19141.6)

6. Capital Project Files
Files contain financial reports concerning City capital projects. Disposition:

Permanent
Finance Department, City of Santa Barbara, CA 89

7. Community Development Block Grant (CDBG) Files
Files document the distribution of Community Development Block Grant funds and contain agreements, tax information, correspondence, and reports. Record copy of grant agreement is in the City Clerk's Office. Current files are vital records. (a) CDBG Agreements. Disposition: Discard 5 years after expiration of the contract and any amendments or upon completion and resolution of an audit and/or any litigation, whichever is later. (Housing and Urban Development (HUD) requirement)
(b) Records for property acquired with grant funds. Disposition: Discard 5 years after final disposition. ( Housing and Urban Development (HUD) requirement)
(c) Records regarding any displaced person. Disposition: Discard 5 years after the person has received a final relocation payment. (Housing and Urban Development (HUD) requirement)

8. Comprehensive Annual Financial Reports
Reports contain financial statements, auditor's letters, and block grant statements.

Disposition: Permanent

9. Financial System Revenue Reports
Reports document revenue taken in by the City. Reports for current and prior year are vital records. Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR 1.6001-1 and CCR §19141.6) Finance Department, City of Santa Barbara, CA 90

10. Fixed Asset Files
Files contain correspondence, reports, data, and related information on the City's fixed asset funds (i.e., what assets exist in City departments from investments, revenues, property, equipment, and other sources). This is a vital record.

Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR 1.6001-1, CCR §19141.6, and GC 24051)

11. General Ledger Journal Vouchers
General ledgers document all movement of moneys between City funds. This is a vital record. Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR 1.6001-1 and CCR §19141.6)

12. Grant Files (closed)
Files document closed grants and contain correspondence, agreements, reports, and other related information.
(a) Grant agreement approved by City Council. Record copy is in the City Clerk's Office.
i. Grant Agreement. Record copy in City Clerk’s Office.

Disposition: Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period if renewed at an annual or other interval; or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year if grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all other cases; or on the day the report would have been due, if expenditure report is waived; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, Finance Department, City of Santa Barbara, CA 91
whichever is later. (14 CFR 151.55; 24 CFR 570.490; 28 CFR

66.42; 44 CFR13.42)
ii. All financial and programmatic records, supporting documents, and statistical records, relating to the administration and expenditure of U. S. agency grant monies. Includes annual and quarterly reports, correspondence, purchase orders, invoices, and other financial documentation chronicling expenditure of federal funds. Record copy in Finance. Disposition: Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period if renewed at an annual or other interval; or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year if grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all other cases; or on the day the report would have been due, if expenditure report is waived; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later. (14 CFR 151.55; 24 CFR 570.490; 28 CFR 66.42; 44 CFR13.42)
(b) Grant agreements not requiring City Council approval. Record copy is in originating department.
i. Grant Agreement. Record copy in originating office. Disposition:

Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period if renewed at an annual or other interval; or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year if grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all other cases; or on the day the report would have been due, if expenditure report Finance Department, City of Santa Barbara, CA 92
is waived; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later. (14 CFR 151.55; 24 CFR 570.490; 28 CFR 66.42; 44 CFR13.42; GC 34090)
ii. All financial and programmatic records, supporting documents, and statistical records, relating to the administration and expenditure of federal grant monies. Includes annual and quarterly reports, correspondence, purchase orders, invoices, and other financial documentation chronicling expenditure of federal funds. Record copy in Finance. Disposition: Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period if renewed at an annual or other interval; or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year if grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all other cases; or on the day the report would have been due, if expenditure report is waived; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later. (14 CFR 151.55:24 CFR 570.490; 28 CFR 66.42; 44 CFR13.42; GC 34090)
Finance Department, City of Santa Barbara, CA 93

13. Medicare Quarterly Reports
Reports submitted to the Social Security Administration and the U.S. Department of Health and Human Services showing employee earnings on which payroll deductions for social security and medicare are based. Disposition: Destroy 4 years after due date of tax return period or the date tax is paid, whichever is later. (26 CFR 31.6001-1)

14. Open Contracts Issued Files
Files document open contracts issued by the City for construction. Included is information about the contractor, payment information, a copy of the contract, and other related information. For contracts approved by City Council, record copy is in the City Clerk's Office. For contracts not requiring City Council approval, record copy is in originating department. Disposition: Discard after 2 years or when no longer needed for reference. (GC 34090.7)

15. Operational Reports
Files contain reports regarding utility billing, business licenses, water consumption, open purchase orders, Harbor and Airport transactions, and other operational matters. Disposition: Discard after 5 years or when superseded. (GC 34090)

16. Payroll Check Registers
The payroll check registers are a list containing number, amount, and employee name of every payroll check issued, as well as benefits information. Disposition:

Discard 3 years after the fiscal year to which these records relate. (29 CFR 516.5)

17. Payroll Checks (canceled)
These are payroll checks for the City of Santa Barbara. Also included are travel expense and group benefit cancelled checks. Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR 1.6001-1 and CCR §19141.6)
Finance Department, City of Santa Barbara, CA 94

18. Time Cards
The time cards document the hours worked by City employees. Current time cards are vital records. Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR 1.6001-1, 29 CFR 516.5, CCR §19141.6, and California Labor Code 1174)

19. Trial Balance Reports
Reports are produced monthly and show the probable balance of accounts at the end of the fiscal year based on monthly expenditures from City accounts. Reports for current and prior year are vital records. Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR 1.6001-1 and CCR §19141.6)

20. Utility Billing and Accounts Receivable
These files contain tenant billing records, continuous service agreement forms, leak adjustments, returned check information, billing updates from other departments, water account update forms, and month-end reports related to utility usage. Current records are vital. Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR 1.6001-1, CCR §19141.6, and California Public Utilities Commission Resolution #A-4691)

21. W-2 Forms
Copies of the W-2 forms provided to employees for income tax and other reporting purposes. Includes distributed and undistributed W-2’s. Disposition: Destroy 4 years after end of the fiscal year to which the records relate, or after tax is paid, whichever is later.
(26 CFR 31.6001-1)
Finance Department, City of Santa Barbara, CA 95

22. Warrant Register
Registers are computer generated reports that contain information on warrants issued by the City in response to vendor claims. The registers contain warrant (check) numbers, vendor numbers, vendor names, warrant dates, and warrant amounts. Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR 1.6001-1, CCR §19141.6, and GC 26907)

23. Warrants
These are canceled warrant vouchers (accounts payable checks) for payment of the City's creditors. Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR 1.6001-1 and CCR §19141.6)

24. Year-End Reports
Reports document moneys actually expended during the fiscal year by City departments. Current report is a vital record. Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR 1.6001-1 and CCR §19141.6)

ADMINISTRATION DIVISION

25. Bond Files
Files document the City's bonded indebtedness. Most of the materials relate to Water Revenue Bonds and Sewer Bonds. Disposition: Permanent

26. Bond Issue Official Transcripts
Binders contain bonds and certificates of participation for City bond issues. This is a vital record. Disposition: Permanent. (GC 26907.1 and California Code of Civil Procedure 336a)
Finance Department, City of Santa Barbara, CA 96

27. Bond Official Statements
These are official statements of bond issues and certificates of participation (statements to brokers that sell City bonds). This is a vital record. Disposition:

Permanent. (GC 26907.1 and CCP 336a)

28. Bond Redemption Ledger
Ledger sheets contain bond holder names and credit and balance information.

Disposition: Permanent

29. City of Santa Barbara Annual Reports
These are annual reports of financial transactions and activities for the City of Santa Barbara. Disposition: Permanent

30. Department Subject Files ("Department Miscellaneous Files") Files contain correspondence, reports, notes, data, and other information regarding City departments' financial issues. Disposition: Discard after 5 years or when no longer needed for reference. (GC 34090)

31. Grants and Propositions
Files document funds received and expended resulting from grants and propositions and include correspondence, financial data, grant applications, proposition information, reports, and other related information. Active grant materials are vital records. Disposition: Discard at end of proposition or grant period plus 7 years. (29 CFR 1470.42, 26 CFR 1.6001-1, and CCR §19141.6)

32. Two-Year Financial Plan and the Mid-Cycle Budget Addendum Documents
These are the published City budget documents. Current budget is a vital record.

Disposition: Permanent per department policy.

Finance Department, City of Santa Barbara, CA 97

ENVIRONMENTAL PROGRAMS

33. Project Files
Files contain correspondence, memoranda, reports, notices, maps, plans, photographs, phase I and II site assessments, and other materials related to hazardous materials contamination and cleanup, the removal of leaking storage tanks, solid waste complaint and response, vector control, waste soil grants, asbestos assessment and removal, permitting, and other related issues. Record copy for reports, contracts, and agreements approved by the City Council is in the Administrative Services Department, City Clerk’s Office; record copy for financial records is in the Finance Department. Current files are vital records. (a) Asbestos assessment and removal records. Disposition: Retain for 30 years, then discard. (40 CFR 763.121)
(b) Solid waste permit and contract records. Disposition: Retain 2 years after expiration of the permit or contract, then discard. (Santa Barbara County Code 17-13)
(c) Duplicate contracts, agreements, reports, bid specifications, purchase orders, maps, plans, financial records, and other duplicate records.

Disposition: Retain until project completion plus 5 years, then discard. (40 CFR 60.153, 40 CFR 122.21, 40 CFR 270.10, 40 CFR 280.45, 40 CFR 372.10, 40 CFR 403.12, California Health and Safety Code (HSC) 25200.3, and GC 34090.7)
(d) Engineering Division correspondence, memoranda, notes, photographs, notices of completion, and site assessments.

Disposition: Permanent

34. Project Reports
These are environmental impact and assessment reports prepared in association with environmental projects. Many of these reports were prepared by outside consultants. Disposition: Permanent
Finance Department, City of Santa Barbara, CA 98

GENERAL SERVICES

35. Bids
Files contain records documenting bid awards including requests for proposal, correspondence, award letters, and both successful and unsuccessful bids. Current bids are vital records.
(a) Unaccepted bids and associated correspondence and supporting materials. Disposition: Discard after 5 years. (GC 26202.1) (b) Successful bids and associated correspondence and supporting materials. Disposition: Discard 10 years after completion of project. (CCP 337.15; CCP 337.1)

36. Bids (opened)
Files contain bids that have been opened, but not awarded. All bid documentation, including requests for proposal, correspondence, award letters, and both successful and unsuccessful bids is also enclosed in the files. Current bids are vital records. (a) Unaccepted bids and associated correspondence and supporting materials. Disposition: Discard after 10 years. (GC 26202.1) (b) Successful bids and associated correspondence and supporting materials. Disposition: Discard 10 years after opening of bid. (CCP 337.15; CCP 337.1)

37. Central Stores Supplies Inventory
Inventory contains listing of supplies carried by Central Warehouse; includes Issues (Requisitions), Slips, and Claims. . Disposition: Discard after 5 years. (GC 24051)

38. Department Files
These files document interactions between City departments and the Purchasing Division and include correspondence, notes, and other related information.

Disposition: Discard after 5 years or when superseded. (GC 34090) Finance Department, City of Santa Barbara, CA 99

39. Proof of Insurance Files
Files document that vendors have submitted proof of insurance and include correspondence, insurance certificates, and other related materials. This is a vital record. Disposition: Discard 2 years after expiration of vendor agreement. (GC 34090)

40. Purchase Orders
Files contain pink copies of purchase orders produced by City departments for buying products and services. Current files are vital records. Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR

1.6001-1 and CCR §19141.6)

41. Quick Quotes
These are requests for quotation from three vendors for each purchase of products and services totaling $7,501 - $75,000. Current Quick Quotes are a vital record.

Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (Santa Barbara Municipal Code (SBMC) 4.52.060)

42. Requests for Proposals for Upcoming Bids
These are requests for proposals for bids that have not yet been opened. This is a vital record.
(a) Unaccepted bids and associated correspondence and supporting materials. Disposition:

Discard after 5 years. (GC 26202.1)
(b) Successful bids and associated correspondence and supporting materials. Disposition:

Discard 10 years after completion of project. (CCP 337.15; CCP 337.1) Finance Department, City of Santa Barbara, CA 100

43. Vendor Catalogs
These are catalogs for products sent to General Services by vendors. This is not a City record. Disposition: Discard when superseded or when no longer needed for reference.

RISK MANAGEMENT

44. ACCEL Files
These files document the City's participation in a risk-sharing pool of self-insured entities and contain board minutes, information related to premiums and coverage, administrative procedures, and bylaws. This is a vital record. Disposition: Discard 20 years after expiration, termination, or cancellation.

45. California Occupational Safety and Health Administration ("Cal OSHA") Compliance Program Records
Files contain correspondence, reports, notes, investigation, inspection, and other information documenting Santa Barbara's compliance with Cal OSHA safety regulations. This is a vital record.
(a) Investigation and inspection materials. Disposition: Discard after 7 years. (LC 6429)
(b) Correspondence, reports, staff notes, and other information documenting compliance with Cal OSHA safety regulations.

Disposition: Discard when superseded. (29 CFR 1910.1200)

46. Financial Files
Files contain vendor invoices and other related information and document payment by Risk Management. Record copy is in Finance Department, Accounting Division.

Disposition: Discard after 2 years. (GC 34090.7)
Finance Department, City of Santa Barbara, CA 101

47. Fix-It Files
Files contain computer forms documenting calls involving reports of defects on City property. Disposition: Discard 4 years after repair of defect. (CCP 337.1 and CCP 343)

48. Incident Files
Files contain reports of incidents (accidents, injuries, or damage to persons and/or property) on City property that may result in claims against the City. Current files are vital records.
(a) Reports pertaining to incidents in which a claim is filed against the City.

Disposition: Discard report 5 years after the claim is resolved. (CCR §14307, CCP 340, and GC 25105.5)
(b) Reports pertaining to incidents in which no claim is filed. Disposition:

Discard after 5 years. (CCR §14307, CCP 340, and GC 25105.5)

49. Insurance Policies
Files contain various insurance policies for City property. Current policies are vital records. Disposition: Permanent
Finance Department, City of Santa Barbara, CA 102

50. Insurance Program Files
This subject file contains insurance-related information such as inventories of the City's fine art, correspondence with insurance providers, damage reimbursement claims, and appraisals of City property.
(a) Inventories of City’s fine art for insurance purposes. Current list is a vital record. Disposition: Retain until superseded.
(b) Insurance appraisals of City property. Disposition: Retain 7 years after the fiscal year to which the records relate, then discard. (26 CFR

1.6001-1 and CCR §19141.6)
(c) Correspondence with insurance providers and other insurance-related materials. Disposition: Discard 5 years after expiration of coverage. (California Insurance Code (CIC)10508.5, CCP 339, and GC 24051)

51. Liability Claim Schedules
These schedules show the status of damage claims against the City. Current files are vital records. Disposition: Permanent

52. Liability Files
Files contain correspondence, claims, reports, investigative information, and other information documenting claims filed against the City for financial compensation for defects in City property (i.e., sewer backups, broken water mains, and malfunctioning traffic signals) that caused injury to persons or property. Current files are vital records. Disposition: Retain until case is closed plus 5 years, then discard. (GC 25105.5, CCP 337.1, and CCP 340)

53. Litigation Files
Files correspondence, reports, investigative records, notes, claims and other materials documenting claims against the City that have progressed to lawsuits against the City. Current files are vital records. Disposition: Discard 5 years after final action on claim. (GC 25105.5)
Finance Department, City of Santa Barbara, CA 103

54. Safety Training Records
Files contain correspondence, reports, notes, and other information documenting the City's compliance with Cal/OSHA training safety orders. Disposition: Retain for life of program or until superseded; then discard.

55. Workers' Compensation Files
Files contain correspondence, claims, reports, notes, and other materials documenting workers' compensation claims against the City. Current files are vital records. Disposition: Permanent. (29 CFR 1904.4 and 6, GC 25105.5, LC 5500.5)

56. Workers’ Compensation Information Files
Files contain the forms and other information needed to administer the City's workers' compensation program. Disposition: Permanent. (GC 34090)

TREASURY

57. Automatic Payment Service Applications and Agreements These are applications to have the City automatically deduct utility payments from City residents' checking accounts. Current agreements are vital records.

Disposition: Retain until expiration of agreement plus 2 years, then discard. (GC 34090)

58. Broker Files
Files contain broker/bank statements, correspondence, reports, and other information regarding brokers used by the City for its investments. Disposition:

Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR 1.6001-1 and CCR §19141.6)
Finance Department, City of Santa Barbara, CA 104

59. Business License and Utility Users' Tax Batch Files Files document the processing of business license applications and renewals, and contain business license applications, payment records, correspondence, utility users' tax, and other related information. Current files are vital records.

Disposition: Discard 5 years after end of fiscal year to which the records relate.

60. Cash Receipt Records
Folders contain daily information on deposits and fund transactions, including cash reconciliations and Treasury Receipts. Current records are vital. Disposition:

Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR 1.6001-1 and CCR §19141.6)

61. Franchise Agreements
Files include current franchise agreements and historical negotiations and background information including correspondence, reports, notes, and other related information. Record copy of franchise agreement is in the City Clerk’s Office.

Current agreements are vital records.
(a) Franchise Agreements. Disposition: Retain for life of agreement plus 2 years. (GC 34090)
(b) Correspondence, staff reports and notes, and other background information on historical franchise negotiations. Disposition:

Permanent

62.Services, General, Subject Files
Files contain correspondence, reports, studies, and duplicate agreements related to franchises, cable and government access television, and other general issues. For records approved by City Council, the record copy is in the Administrative Services Department, City Clerk’s Office, or in various other City departments. Disposition:

Discard duplicate agreements after 2 years. Retain all other documentation permanently. (GC 34090 and 34090.7)
Finance Department, City of Santa Barbara, CA 105

63. Investment Files
Files contain financial reports, investment policies, portfolio master summaries, audit records, prospecti, and other information documenting the City's investments.

Disposition: Discard 10 years after end of fiscal year to which the records relate.

64. Licenses and Permits Subject File
Files contain correspondence, reports, reference information, and other materials on peddlers, street vendors, firearms, carnivals and circuses, and other permit and tax related issues. Included are records related to dance permits, fire permits, massage permits, taxi cab permits, towing permits, and private patrol registration.

Current permit and private patrol registration files are vital records. Disposition:

Discard after 5 years or when superseded. (GC 34090)

65. "MBIA" Audit Files
MBIA is a private company that verifies that major users are paying the correct utility users tax and sales tax to the City. Included in the files is correspondence, reports, financial statements, notes, and other related materials. Disposition: Discard after 5 years. (SBMC 4.24.150)

66. Parking and Business Improvement Area Tax Files
Files document the payment of parking and business improvement area tax by City businesses and include correspondence, reports, and financial information. Current files are vital records. Disposition: Discard after 3 years. (SBMC 4.36.180)

67. Parking District Records
Files contain reports, correspondence, data, Council resolutions, City Attorney opinions, parking bond documentation, and other materials that document the establishment of parking districts. Disposition: Permanent Finance Department, City of Santa Barbara, CA 106

68. Transient Occupancy Tax Files
Files contain invoice copies, payment records, and other materials documenting the payment of bed taxes by Santa Barbara hotels, motels, and other such establishments. Current year files are vital records. Disposition: Discard after 5 years. (SBMC 4.08.150)

69. Treasury Receipts
These are treasury receipts and backup documentation for petty cash, sales tax revenue, traffic safety revenue, utility user tax revenue, franchise tax revenue, and court fines taken in by the City. Disposition: Discard after 5 years. (GC 27001)

70. Utility Tax Exemption Renewal Applications
These are applications by City residents/businesses for exemptions to City utility taxes. Current files are vital records. Disposition: Discard after 3 years. (SBMC

4.24.150)

71. Water Payment Records (Stubs)
These are the stubs for the City's water bills to residents. Disposition: Discard after 1 year. (CA PUC Res. #A-4691)

OBSOLETE RECORDS

72. Airport Files
Files contain financial statements, federal aid documents, resolutions, correspondence (some from 1929 regarding the airport property), car rental agency information, parking and construction files, Airport Commission recommendations files, a narrative on airport property (1940s), airport chronologies (1940-1959), lease information (1940s), a federal aviation regulations file, Airport Terminal Steering Committee files (1970), and Airport Clear Zone files. Disposition: Permanent Finance Department, City of Santa Barbara, CA 107

73. Assessment Records
Files contain correspondence, project prospecti, project descriptions, bond receipts, project resolutions, and refund schedules. Disposition: Permanent

74. Assessment Roll Index
This volume is an index to the Assessment Rolls. Disposition: Permanent

75. Assessment Rolls (Delinquent)
The Delinquent Assessment Rolls provide information about City property owners, their property, and taxes owed. Disposition: Permanent

76. Assessment Rolls (Parking District)
The Parking District Assessment Rolls provide information about the property owners in the assessment district, their property, and the taxes owed. Disposition:

Permanent

77. Fire/Police Pension Information History File
Files contain rosters of employees, salary schedules, claims, individual pension cases, correspondence, retirement worksheets and information, and other related information. Disposition: Permanent
Fire Department, City of Santa Barbara, CA 108
Section 2.7 FIRE DEPARTMENT
Unless specifically indicated otherwise, the record copy of all records listed in this records schedule is located in the Fire Department. If no other instructions exist, copies other than the record copy may be treated as duplicates and discarded when obsolete or no longer needed for reference.

1. Administrative Subject Files
Files contain correspondence, reports, Council agendas and agenda reports, fire inspection logs, fire master plans, battalion chiefs monthly reports, and other materials related to fire prevention, fire suppression, and administrative topics such as accident investigations (police reports, accident reviews), annexation, Christmas trees, fire hydrants, and hazardous materials. Also, records related to the administration of the Office of Emergency Services.
(a) Battalion Chiefs Monthly Reports. Disposition: Permanent (b) Disaster proclamations, committee and organization records, program and policy correspondence including incoming and outgoing letters and memoranda pertaining to the formulation, planning, and implementation of the mission, policies, programs, operations, and projects of the Office of Emergency Services. Disposition: Permanent
(c) Equipment information, budget for which record copy is in Finance Department, emergency procedures, Emergency Operations Center cards for city employees, and other general administrative records.

Disposition: Discard after 2 years or when superseded. (GC 34090) (d) Other records. Disposition: Retain until superseded. (e) Accident Investigations – Vehicle. Disposition: Permanent Fire Department, City of Santa Barbara, CA 109

2. Building Plans for Fire Stations
Each fire station has a set of as-built plans for that station. Record copy is in Public Works Department, Engineering Division. Disposition: Retain for life of fire station then discard.

3. Daily Report of Fires
Reports document fire incidents in the city, including information on when and where the fire occurred, what caused the fire, and how the Fire Department responded.

Disposition: Permanent

4. Fire Incident Reports
Reports continue the Daily Report of Fires and report on fire incidents in the city, as well as where and when the fire occurred, how the Fire Department responded to the fire, and what caused the fire. Since 1991, these reports have been maintained in electronic format. Disposition: Permanent

5. Fire Investigation Files
Files document investigations into what or who caused fire incidents and contain correspondence, inspector notes, photographs, reports, and other related materials.

Current files are vital records. Disposition: Permanent

6. Fire Prevention Records
Files contain occupancy clearances which document that buildings have cleared inspection and may be occupied. Disposition: Retain for duration of building occupancy plus 3 years; then discard. (1994 Uniform Fire Code (UFC), 103.3.4) Fire Department, City of Santa Barbara, CA 110

7. Historical Files
Files contain information on historical disasters, superseded disaster evacuation plans, Y2K planning, supply contracts, and other materials related to the activities of the Office of Emergency Services.
(a) Information on historical disasters, Y2K planning, and staff correspondence and reports concerning policy and action decisions.

Disposition: Permanent
(b) Superseded disaster evacuation plans and supply contracts, and routine correspondence including incoming and outgoing letters pertaining to the normal and routine administrative functions of the Office. Disposition: Discard after 2 years or when no longer needed for reference. (GC 34090)

8. License Files
State licenses for hospitals and rest homes. Disposition: Retain for life of institution plus 2 years; then discard.

9. Log Books
Logs are maintained by each fire station and document the daily activities at each station, including information on fires fought and fuel purchased. Disposition:

Permanent

10. Manual of Operations
The Manual of Operations provides instructions for the handling of each piece of fire department equipment. It has been superseded by the "Standard Operating Procedures." Disposition: Permanent
Fire Department, City of Santa Barbara, CA 111

11. Occupancy Files
Files document fire inspections, fires, the presence of hazardous materials, and other topics for every building in the city that has commercial activity or three or more residential units. Each fire station in the city retains Occupancy Files for the surrounding area. Current inspection information is maintained in a computer database (FireHouse). Current files are vital records.
(a) Chemical inventories. Disposition: Discard 30 years after last use of materials. (29 Code of Federal Regulations (CFR) 1910.1200(g); 29 CFR 1910.1020(d))
(b) All other materials. Disposition: Retain for life of structure, then discard. (California Government Code (GC) 34090)

12. Personnel Medical Records
Files contain medical records documenting on-the-job injuries and other medical matters related to fire department employees. This is a vital record. Disposition:

Retain until employee termination or separation plus 30 years; then discard. (5 CFR 293.511)

13. Photographs and Historical Clippings
Photographs and clippings document the Fire Department's history and include materials related to the centennial celebration of the Washington Fire Company #2 (predecessor of the City Fire Department), the use of the old fire steamer in parades, and other fire department and personnel activities and events. Disposition:

Permanent

14. Project Files
Files contain information concerning any commercial, multi-unit (3 or more units) residential, and some single-family residential structures proceeding throughout the planning and building permit process in Santa Barbara. Included are plans, reports, and other related materials. Disposition: Retain for life of structure; then discard. (CA Health and Safety Code 19850)
Fire Department, City of Santa Barbara, CA 112

15. Sprinkler and Alarm Plans
Plans depict sprinkler and fire alarm systems for new construction. Disposition:

Retain for life of structure, then discard. (1994 UFC, 103.3.4)

16. Timesheets
Final Fire Department payroll (yellow) timesheets signed by Employee and Supervisor. Disposition: Retain 7 years after the fiscal year to which the records relate; then discard.

Human Resources Department, City of Santa Barbara, CA 113 Section 2.8 HUMAN RESOURCES DEPARTMENT
Unless specifically indicated otherwise, the record copy of all records listed in this records schedule is located in the Human Resources Office. If no other instructions exist, copies other than the record copy may be treated as duplicates and discarded when obsolete or no longer needed for reference.

1. Claims
Files contain claim forms that allow division to encumber the funds to pay invoices.

Record copy is in the Finance Department. Disposition: Discard after 2 years. (GC 34090.7)

2. Closed Eligibility and Examination Files
Files contain employee applications, certified eligibility lists, job flyers, examinations, and other information regarding individuals on the eligibility lists. These files are formed by combining examination and eligibility files once the eligibility lists are closed. Disposition: Discard after 4 years from the date the list was created. (GC 12946)
Human Resources Department, City of Santa Barbara, CA 114

3. Department Files
Administrative subject files for the department containing information regarding policies and procedures, personnel studies, meeting and hearing records, budgets, memoranda of understanding, negotiation files, correspondence, and other materials related to human resources issues.
(a) Organizational and project files including information and correspondence regarding policies and procedures, personnel studies, meeting and hearing records (2 years), memoranda of understanding, negotiation files, and related records documenting the formulation and implementation of projects, policies, programs, and operations.

Disposition: Discard after 2 Years (GC 34090)
(b) Administrative procedural files including administrative announcements, routine correspondence and memoranda, statements, reports, and other division records pertaining to office procedures and distributed within the department or among City offices. Disposition:

Discard after 2 Years (GC 34090)
(c) Duplicate records including budget, and correspondence and reports maintained by other City divisions and departments. Disposition:

Discard after 2 Years (GC 34090)

4. Department of Motor Vehicles Pull Files
Files contain Division of Motor Vehicles (DMV) notices to the City of Santa Barbara about the driving records and suspended licenses of employees who drive on the job.
(a) Violation records designated as two points. Disposition: Discard after 2 Years (GC 34090) Department Policy
(b) Accident records and all other violations. Disposition: Discard after 2 Years (GC 34090) Department Policy
(c) Suspensions and revocations of driving privilege. Disposition: Discard after 2 Years (GC 34090) Department Policy
Human Resources Department, City of Santa Barbara, CA 115

5. Employment Eligibility Forms (I-9)
Forms document that employees are U.S. citizens or resident aliens and are permitted to work in the United States. Disposition: Discard 3 years after hire or 1 year after employee termination, whichever is later. (8 CFR 274a.2)

6. Exit Interviews
Files contain exit interviews with terminating or separating employees. Disposition:

Discard after 4 Years (GC 12946)

7. Payroll Records
This is a duplicate file of payroll records for City employees. Record copy is in Finance Department. Disposition: Discard after 2 years (GC 34090)

8. Personnel Folders (active and inactive)
Files document the employee history of all City's active and inactive permanent and temporary employees. They contain job applications, evaluations, personnel action forms, W4 forms, benefit forms, and other employee information. (a) Employee files containing job applications, evaluations, personnel action forms, benefit forms, and correspondence and reports related to employees. Disposition: Discard 4 years after employee termination or separation. (GC 12946)
(b) Leave requests. Disposition: Discard after 3 years. Department Policy (c) W-4 forms. Disposition: Discard 5 years after the employee has left (26 CFR 31.6001-1; 29 CFR 516.5)

9. Recruitment and Selection Files
Files contain materials documenting the history of recruitment for City positions and include job announcement flyers, copies of tests used, notes on which tests were used when and when last given, job descriptions, and other related information.

Disposition: Discard after 2 years or when no longer needed for reference. (GC 34090)
Human Resources Department, City of Santa Barbara, CA 116

10. Tuberculosis Records
Files contain records of tuberculosis testing of recreation employees. This is a vital record. Disposition: Discard 30 years after employee termination or separation. (29 CFR 1910.1020(d))

BENEFITS OFFICE

11. Benefit Files
Files document benefits received by retired City workers and contain correspondence, benefit forms, retiree payment information, benefit information, and related materials. This is a vital record. Disposition: Discard 6 years after employee termination or separation, or 10 years after last year enrolled in the plan. (29 U.S.C. §§ 1027, 1113, 1451 (ERISA) (6 years); 29 U.S.C. § 1059 (ERISA) (duration not specified); 26 U.S.C. § 6001)

12. Benefit Subject Files
Files contain reports, memoranda, correspondence, and other records on benefits and related subjects. Disposition: Discard after 5 years or when superseded. (GC 34090)

13. COBRA Files
Files document terminated and retired employees who receive COBRA (Consolidated Omnibus Budget Reconciliation Act) benefits and contain correspondence, insurance forms, payment information, and other related information. This is a vital record. Disposition: Discard 10 years after employee termination or separation, or 10 years after last year enrolled in the plan. (29 CFR 1627.3)
Human Resources Department, City of Santa Barbara, CA 117

14. Deferred Compensation Program Correspondence
Files contain withdrawal forms and correspondence between benefits office and deferred compensation providers. Disposition: Discard 20 years after expiration, termination, or cancellation of program. (29 U.S.C. Sections 1001- 1381 29 U.S.C.

Section 1059, 29 CFR 1627.3(b)(2))

15. Drug and Alcohol Program Records
Files document the activities of the United State Department of Transportation Drug and Alcohol Program. This program is the result of federal regulations that require that City employees who drive vehicles covered by the Department of Transportation must submit to drug and alcohol testing. The files contain correspondence, test results, regulations, and other related materials.
(a) Records of positive drug test results and alcohol test results indicating an alcohol concentration of 0.02 or greater, documentation of refusals to take required tests, calibration documentation, employee evaluations and referrals, and MIS reports submitted to FTA. Disposition: Discard after five years. (49 CFR 653.71 and 49 CFR 654.51)
(b) Records related to the collection process and employee training.

Disposition: Discard after 2 years. (49 CFR 653.71 and 49 CFR 654.51)
(c) Records of negative drug test results and alcohol test results indicating an alcohol concentration of less than 0.02. Disposition: Discard after 1 year. (49 CFR 653.71 and 49 CFR 654.51)
Information Technology Department, City of Santa Barbara, CA 118 Section 2.9 INFORMATION TECHNOLOGY DEPARTMENT
Unless specifically indicated otherwise, the record copy of all records listed in this records schedule is located in the information technology department. Consistent with part 1, section 1.4.3 records identified below, regardless of format, shall be retained and may be destroyed following the expiration of the retention period specified for the document. Duplicate records may be destroyed at any time upon approval of the department head. No records, other than duplicate records, may be destroyed except upon written approval of the department head, city clerk, and city attorney. A certificate of destruction identifying the destroyed documents, containing the necessary approvals, and verifying the fact of destruction must be filed with the city clerk services manager. When a retention period for an official record is not stated, the department head, may apply a retention period consistent with the recommendations and guidelines established by the secretary of state under government code § 12236(a), but no less than a minimum retention period of consistent with government code § 34090 or as otherwise required by law.

1. Access Request Forms
Files contain a form requesting rights and permissions for each open user or resource account in the city, records of changes to those rights/permissions, and requests to close/delete every account when applicable. Disposition: Retain until account has been closed for 6 months, then discard.

2. Technology Project File
File contains documentation regarding the city's technology projects. Disposition:

Retain for life of project or until no longer needed for reference, then discard.

3. System Documentation
Records provide documentation for the city's computer systems. Electronic file is a vital record. Disposition: Retain for life of computer system, then delete.

Information Technology Department, City of Santa Barbara, CA 119

4. Application, network, system development and maintenance records.

Technical documentation related to development of new processes, new software applications or systems, documentation of changes or modifications to existing applications or systems, and documentation of system maintenance.

Disposition: Retain for life of application. (Gov’t Code § 34090.)

5. Helpdesk Service Requests and User Management.

Documentation of responses to user requests for assistance on City information technology systems whether provided by department staff or contracted service provider. Data breach notifications, reports, and responses. Equipment histories.

Security access request forms. User access and service request records.

Disposition: Retain for 5 years after matter closed. (Civ. Code § 1798.27, Gov’t Code § 34090.)

6. Network Incidents and Investigations.

Records of incidents and investigations including technology internal controls and system security.

Disposition: Retain for 5 years after final resolution. (Civ. Code § 1798.27, Gov’t Code § 34090.)

7. Network and Application Infrastructure Documentation.

Technical documentation of systems and application infrastructure.

Disposition: Retain until superseded plus two years.

8. Exchange data (email system).

Emails intended as official records will be filed by each account holder in the appropriate paper or electronic format.

Disposition: Delete information older than one year.

Information Technology Department, City of Santa Barbara, CA 120

9. Microsoft Teams chat data.

Messages that are found in Teams chats (one-on-one, group, meeting), not Teams Channel Threads. Disposition: Delete chat data that exceeds 30 days.

10. Microsoft Teams Standard and Private Channels.

Channel Threads intended as official records will be filed by each account holder in appropriate paper or electronic format. Disposition: Delete records that exceed 2 years.

As stated in Part 1 of this Manual, only official records are subject to the retention and destruction policies and procedures stated in this manual. An official record kept electronically will be maintained in secure electronic record format on a system managed by the Information Technology Department as required under Part 1. Consistent with the policies under Part 1, the following retention and deletion schedules are established to manage and limit the amount of data maintained by the City’s information systems.

Library Department, City of Santa Barbara, CA 121
Section 2.10 LIBRARY DEPARTMENT
Unless specifically indicated otherwise, the record copy of all records listed in this records schedule is located in the Library Department. If no other instructions exist, copies other than the record copy may be treated as duplicates and discarded when obsolete or no longer needed for reference.

1. Gift Fund
Binder contains copy of gift form, copies of checks, and other information on gift fund expenditures. Disposition: Discard 7 years after end of fiscal year to which the records relate. (26 Code of Federal Regulations (CFR) 1.6001-1; California Code of Regulations (CCR) 19141.6)

2. Gifts Files
Files document gifts of money made to the library that are over $1,000 Disposition:

Discard 7 years after end of fiscal year to which records relate.

3. Inter-Library Loan Borrowed Item Files
Files document items borrowed from other libraries and are maintained for reference only. Disposition: Discard after transaction is closed. (GC 34090) Library Department, City of Santa Barbara, CA 122

4. Inter-Library Loan Cancellations
Files document inter-library loan request cancellation notices sent to patrons and are maintained for reference only. Disposition: Discard after transaction is closed. (GC 34090)

5. Inter-Library Loan Files
Files document the return of loans made by Santa Barbara Public Library System to other libraries. These files only pertain to loans made outside the cooperative system that includes libraries in San Luis Obispo and Santa Barbara counties.

Disposition: Discard after transaction is closed. (GC 34090)

6. Library Board of Trustees Meeting Minutes
Minutes of the Library Board of Trustees meetings. Current minutes are vital.

Disposition: Permanent

7. Library History File
Files document the history of library facilities and services. Disposition: Permanent

8. Monthly Circulation Statistics Report
Reports are printed monthly from a database. Disposition: Discard after 1 year.

9. Order Files
Files document book, audiotape, videotape, and CD purchases by the library and contain purchase orders, invoices, vouchers, packing lists, and other materials.

Record copy of purchase orders is in Finance Department. Disposition: Discard after 2 years. (GC 34090.7)

10. Photocopy Requests
Files document photocopies of items received from other libraries in response to inter-library loan requests. Disposition: Discard after 3 years. (GC 34090) Library Department, City of Santa Barbara, CA 123

OBSOLETE RECORDS

11. Library Card Applications Book (“Ledger”)
Bound volume contains documentation for library card applications including application dates and contact information for applicants. Disposition: Permanent

12. Library Expenditures Ledger ("Record")
Record of library expenditures. Disposition: Permanent
Parks and Recreation Department, City of Santa Barbara, CA 124 Section 2.11 PARKS AND RECREATION DEPARTMENT
Unless specifically indicated otherwise, the record copy of all records listed in this records schedule is located in the Department of Parks and Recreation. If no other instructions exist, copies other than the record copy may be treated as duplicates and discarded when obsolete or no longer needed for reference.

ADMINISTRATION DIVISION

1. Administrative Staff Meeting Agendas and Minutes
These are the agendas, agenda item documentation, and minutes for administrative staff meetings. Disposition: Discard when 2 years old or sooner if purpose is served.

2. Advisory Committee Binder
Binder contains listings of committee appointees, member contact information, member appointment and term expiration information, and policies that govern committees. Disposition: Discard when superseded.

3. Blueprints
These are the conceptual construction blueprints for completed parks and recreation facility projects. Some of these are as-built plans. The as-built plans for existing park facilities are vital records. Disposition: Permanent

Parks and Recreation Department, City of Santa Barbara, CA 125

4. Front Country Trails Multi-Jurisdictional Task Force Files Records include agendas, documentation for agenda items, minutes, and other related materials for meetings of the Front Country Trails Multi-Jurisdictional Task Force. Disposition: Permanent.

5. Grant Files
Files contain grant documents and all supporting documents: applications, correspondence, reports, proposals, grant documents, contracts, project files, requests for reimbursement, invoices, etc. Disposition: Retain 3 years after grant project is completed and final payment is made. (24 CFR 85.42 and CG 34090)

6. Joint Use Committee Meeting Files
Records include agendas, documentation for agenda items, minutes, and other related materials for meetings of the Santa Barbara School District Joint Use Committee and the Santa Barbara City College Joint Use Committee.

Disposition: Permanent.

7. Marketing and Publicity Materials Files
Files contain publicity materials such as program guides, flyers, newsletters, announcements, advertisements and final product samples of every marketing project undertaken by Marketing and Communications. Disposition: Permanent

8. Parks and Recreation Commission Minutes
These are Parks and Recreation Commission meeting packets, including agendas, minutes, documentation for agenda items, and other related materials. Disposition:

Permanent
Parks and Recreation Department, City of Santa Barbara, CA 126

9. Parks and Recreation Department Files
Files contain correspondence, reports, notes, proposal, parks and recreation agreements, park master plans, and other materials relating to parks and recreation issues such as park expansion, Chase Palm Park, Las Positas Park, the Skateboard Park, and golf.
(a) Organizational and Project Files. Files containing administrative directives, policy studies and reports, formal memoranda, reports of special advisory committees and task forces, and similar records documenting the formulation and implementation of projects, policies, programs, and operations of the Parks and Recreation Department.

Disposition: Permanent
(b) Administrative Procedural Files. Administrative announcements, routine correspondence and memoranda, statements, reports, and other records pertaining to office procedures and distributed within the department or among City offices. Disposition: Retain in office 5 years or until superseded.

10. Personnel and Background Files
Files document background checks conducted on former employees (Park Rangers) and contain correspondence, notes, reports, and other related materials.

This is a vital record. Disposition: Discard 25 years after employee termination or separation. (29 CFR 1627.3 and GC 12946)

11. Personnel Background Files
Files document background checks conducted on current employees (Park Rangers) and contain correspondence, notes, reports, and other related materials.

This is a vital record. Disposition: Discard 25 years after employee termination or separation. (29 CFR 1627.3 and GC 12946)
Parks and Recreation Department, City of Santa Barbara, CA 127

12. Photographs
These official photographs document Parks and Recreation facilities, programs, activities, and staff. Disposition: Permanent

13. Plans/Drawings
These are the plans for all park projects, including park improvements, structures, plantings, playgrounds, creek restorations, and other related projects. Plans for existing park facilities are vital records. Disposition: Permanent

14. Project Files
Files contain correspondence, reports, drawings, mailing lists, meeting minutes, accounting, invoices, and other materials related to parks and recreation facility projects that are either completed or still in the planning stages. (a) Maps, plans, reports, correspondence, photographs, specific plans, and other original construction-related materials. Active files are vital records. Disposition: Permanent
(b) Duplicates of records retained in other City departments and routine materials such as correspondence and records of minor administrative character that contain no substantive information. Disposition:

Discard 10 years after project is complete. (California Code of Civil Procedure (CCP) 337.1 and GC 34090.7)

15. Scrapbooks
The scrapbooks contain photographs and clippings of newspaper articles related to Parks and Recreation Department activities, services, projects, and initiatives.

Disposition: Permanent

16. Slides
Slides document Parks and Recreation programs, staff, facilities, and activities.

Disposition: Permanent
Parks and Recreation Department, City of Santa Barbara, CA 128

CREEKS DIVISION

17. Creeks Files
Files contain meeting minutes and agendas, correspondence, maps, negotiation notes, contracts, and other related materials about creeks in Santa Barbara and their role in parks and recreation. Current files are vital records. Disposition:

Permanent

18. Sign Up/Liability Release Forms.

Files contain forms or documents related to Creeks Outreach activities/cleanups, including waivers and liability releases, parent permission and authorization forms.

Disposition: Retain for 5 years after event, then discard. (GC 34090)

GOLF DIVISION

19. Golf Advisory Committee Files
Files contain meeting minutes and agendas, correspondence, budget information, reports, and studies related to the activities of the Golf Advisory Committee.

Disposition: Permanent

20. Incident Reports and Safety Information
Files contain reports of incidents on the golf course such as thefts or incidents that result in damage to property or injury to persons. Record copy is in Finance Department, Risk Management Division. Disposition: Retain in office 1 year, then discard.

Parks and Recreation Department, City of Santa Barbara, CA 129

PARKS DIVISION

21. Andree Clark Bird Refuge Files
Files contain meeting minutes and agendas, contracts, negotiation notes, correspondence, maps, soils and water data, and other materials related to the Andree Clark Bird Refuge. Current files are vital records. Disposition: Permanent

22. California Coastal Conservancy Grant Files
Files pertain to grants for parks programming and services received by the Parks Division from the California Coastal Conservancy, a state public agency that protects, restores, and enhances coastal resources.
(a) Grant agreements approved by City Council. Record copy of grant agreements approved by City Council is in Administrative Services Department, City Clerk’s Office. Disposition: Retain 3 years after grant project is completed and final payment is made.
(b) Grant agreements not requiring approval by City Council. Record copy is in Parks and Recreation Department. Disposition: Retain 3 years after grant project is completed and final payment is made. (GC 34090)

23. Chase Palm Park Files
Files contain correspondence, reports, and other materials related to the expansion of Chase Palm Park. Current files are vital records. Disposition: Permanent

24. Douglas Family Preserve Files
Files contain contracts, minutes and agendas, negotiation notes, correspondence, maps, and other materials related to meetings of the Douglas Family Preserve Advisory Committee. Current maps, contract negotiation notes, and correspondence are vital records. Disposition: Permanent Parks and Recreation Department, City of Santa Barbara, CA 130

25. FEMA Grants
Documentation pertaining to the administration and expenditure of grant monies received from the Federal Emergency Management Agency (FEMA) for brush clearance and fire prevention. Files contain records documenting reimbursement by FEMA for City brush clearing expenses.
(a) Grant agreements approved by City Council. Record copy is in Administrative Services Department, City Clerk’s Office. Disposition:

Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period, if renewed at an annual or other interval; or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year, if grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all other cases; or on the day the report would have been due, if expenditure report is waived; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three-year period, whichever is later. (44 CFR 13.42)
(b) Grant agreements not requiring City Council approval. Record copy is in Parks and Recreation Department. Disposition: Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period, if renewed at an annual or other interval; or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year, if grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all other cases; or on the day the report would have been due, if expenditure report is waived; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the Parks and Recreation Department, City of Santa Barbara, CA 131 action and resolution of all issues which arise from it, or until the end of the three-year period, whichever is later. (44 CFR 13.42) (c) All financial and programmatic records, supporting documents, and statistical records relating to reimbursement by FEMA. Record copy is in Finance Department and includes reports, correspondence, purchase orders, invoices, and other financial documentation chronicling expenditure of federal funds. Disposition: Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period, if renewed at an annual or other interval; or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year, if grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all other cases; or on the day the report would have been due, if expenditure report is waived; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three-year period, whichever is later. (44 CFR 13.42)
(d) Parks Division Copy. Disposition: Retain 3 years after grant project is completed and final payment made. (44 CFR 13.42)

26. Franceschi Park Master Plan Advisory Committee Files Files contain meeting minutes and agendas, correspondence, budget information, reports, and studies related to the activities of the Franceschi Park Master Plan Advisory Committee. Disposition: Permanent
Parks and Recreation Department, City of Santa Barbara, CA 132

27. Incident and Injury Reports, and Safety Information. Files document incidents and injuries and contain correspondence, staff notes, incident and injury reports, and safety information from the Parks Division. Record copy is in Finance Department, Risk Management Division. Disposition: Retain in office 1 year, then discard.

28. Integrated Pest Management Advisory Committee Files Files contain meeting minutes and agendas, correspondence, budget information, reports, and studies related to the activities of the Integrated Pest Management Advisory Committee. Disposition: Permanent

29. Park Files
These files deal with particular City of Santa Barbara parks and park issues and contain correspondence, staff reports and notes, and other materials documenting the formulation of park policies, projects, and programs. Disposition: Permanent

30. Park Ranger Incident Reports
Reports document incidents and other occurrences in City parks and beaches.

Disposition: Discard after 3 years. (14 CFR 107.23)

31. Street Tree Advisory Committee Files
Files contain meeting minutes and agendas, correspondence, budget information, reports, and studies related to the activities of the Street Tree Advisory Committee.

Disposition: Permanent
Parks and Recreation Department, City of Santa Barbara, CA 133

RECREATION DIVISION

32. Recreation Program Files
Files contain records, reports, forms, agreements, correspondence, and other materials related to Recreation programs.
(a) Programs Information. Files contain correspondence and reports concerning the planning, implementation and evaluation of programs, activities and services. Disposition: Permanent
(b) Accounting Records. Files contain treasury receipts, purchase orders, duplicating requests, business applications, quarterly reports, accident/injury reports, and other accounting materials. Record copy of accounting records is in Finance Department. Disposition: Retain for 2 years. (GC 34090.7)
(c) Registration. Files contain forms or documents related to activity registration: activity registration forms, waivers, releases, parent permission and authorization forms, participant health screening documents, medical releases, and staff records on specific participant physical/mental conditions as related to proper placement into activities, supervision requirements, or modification of activities. Disposition:

Retain 5 years after event, then discard. (GC 34090)
(d) Independent Contractor/Instructor. Files contain independent contractor applications, class proposal forms, independent contractor acknowledgment forms, independent contractor agreements, program registration and payment records for contractors, correspondence, reports, and other class-related information and materials. Record copy of financial files is in the Finance Department. Disposition: Retain 5 years after event or until no longer needed for reference, then discard. (GC 34090)
(e) Membership. Files contain program or activity membership applications. Disposition: Retain 5 years after event, then discard. (GC 34090)
Parks and Recreation Department, City of Santa Barbara, CA 134 (f) Staff Training. Files contain staff training records, presentations, manuals and materials. Disposition: Retain 5 years after event, then discard.
(g) Incident and Injury Reports, and Safety Information. Files document incidents and injuries occurring during City-sponsored programs and contain correspondence, staff notes, incident and injury reports, and safety information from recreation programs. Record copy is in Finance Department, Risk Management Division. Disposition:

Retain in office 1 year, then discard.
(h) Vehicle Files. Files contain scheduled use of City recreation vans and buses, driver certifications and licenses, contact on drivers, vehicle checklists, vehicle reservation permits, correspondence, and other related information. Current driver contract and insurance information is vital. Disposition: Discard when superseded.
(i) Facility Maintenance and Inspection. Files contain work orders, maintenance reports, correspondence, notes, facility inspection records, and other materials concerning Recreation facilities. i. Recreation facilities investigation and inspection materials.

Disposition: Discard after 7 years. (California Labor Code (LC) 6429)
ii. All other materials. Disposition: Discard when 2 years old or sooner if purpose is served. (GC 34090)
(j) Routine administrative records such as sign-in sheets.

Disposition: Retain for 2 years after event or when no longer needed for reference, then discard. (GC 34090)
Parks and Recreation Department, City of Santa Barbara, CA 135

33. Active Adults & Classes Advisory Committee Files
Files contain meeting minutes and agendas, correspondence, budget information, reports, and studies related to the activities of the Active Adults & Classes Advisory Committee. Disposition: Permanent

34. Adapted Recreation Advisory Committee Files
Files contain meeting minutes and agendas, correspondence, budget information, reports, and studies related to the activities of the Adapted Recreation Advisory Committee. Disposition: Permanent

35. Aquatics Advisory Committee Files
Files contain meeting minutes and agendas, correspondence, reports, and studies related to the activities of the Aquatics Advisory Committee. Disposition:

Permanent

36. Aquatics Facilities Files
Files contain facility use schedules, pool attendance records, environmental health inspection reports, pool daily logs, maintenance records, safety meeting agendas and minutes, correspondence and other materials related to maintenance and operation of City pool facilities. Disposition: Retain 5 years after event, then discard. (GC 34090)

37. Arts and Crafts Show Advisory Committee Files
Files contain meeting minutes and agendas, correspondence, reports, and studies related to the activities of the Arts and Crafts Show Advisory Committee.

Disposition: Permanent
Parks and Recreation Department, City of Santa Barbara, CA 136

38. Arts and Crafts Show Files
Files contain correspondence, reports, rules and regulations, applications, permits, sign-in sheets, annual reports, flyers, citations, publicity, and other materials related to planning and holding arts and crafts shows.
(a) Section correspondence and reports concerning the planning and evaluation of arts and crafts shows, rules and regulations, annual reports, and other policy-related materials. Disposition: Permanent (b) Routine administrative records such as sign-in sheets. Disposition:

Retain 2 years after event or when no longer needed for reference, then discard. (GC 34090)
(c) Applications and permits. Disposition: Retain 5 years after event, then discard. (GC 34090)

39. Camp Registration Files
Files contain parent program evaluations, parent correspondence, calendars, program flyers, and other related materials documenting summer and winter break camp programs. Disposition: Retain for 2 years after event or until no longer needed for reference, then discard (GC 34090).

40. Community Center Information Files
Files contain correspondence, information, reports, studies, maps and other materials related to the historical activities and special projects of the community centers. Disposition: Permanent

41. Field and Facility Rental and Reservation Files
Files document indoor and outdoor facility rentals and reservations and sports field permits, and contain correspondence, facility use applications, forms, permits, policies and other associated materials. Disposition: Retain applications and permits 5 years after the event, then discard. Retain all other materials 2 years after event, then discard. (GC 34090)
Parks and Recreation Department, City of Santa Barbara, CA 137

42. Neighborhood Advisory Council Files
Files contain the minutes and agendas, correspondence, rosters, and other materials of the Neighborhood Advisory Council. Disposition: Permanent

43. Santa Barbara Youth Council Files
Files contain meeting minutes and agendas, correspondence, reports, and studies related to the activities of the Santa Barbara Youth Council. Disposition:

Permanent

44. Special Events Files
Files contain correspondence, worksheets, applications, facility use permits, and other materials related to special events held in the City's parks and on its beaches.

Disposition: Retain special event applications and facility use permits 7 years, then discard. Retain all other materials 2 years after event or when no longer needed for reference, then discard. (GC 34090)

45. Sports League Files
Files document the activities and memberships of adult sports leagues and contain rosters, player sign-in sheets, correspondence, schedules, and other associated information. Disposition: Retain team rosters and player sign-in sheets 5 years after event, then discard. Retain all other materials 2 years, then discard. (GC 34090)

46. Tennis Advisory Committee Files
Files contain meeting minutes and agendas, correspondence, reports, and studies related to the activities of the Tennis Advisory Committee. Disposition: Permanent Parks and Recreation Department, City of Santa Barbara, CA 138

47. Tour Files
Files document tours planned and offered by the Active Adults & Classes office and include correspondence, flyers, invoice and accounting information, release forms, and other related materials.
(a) Accounting records including duplicate purchase orders and receipts, copies of paid checks, and other related materials. Disposition:

Discard after 2 years. (GC 34090.7)
(b) Tour planning records including correspondence, flyers, rosters, reservation information, and other such materials. Disposition:

Discard 2 years after event. (GC 34090)
(c) Release Forms. Forms release the City from liability if a tour participant is injured during the tour. Disposition: Discard 5 years after event. (CCP 340 and 337)

48. Westside, Franklin, and Lower Westside Community Center Advisory Committees Files
Files contain the minutes and agendas, correspondence, rosters, and other materials of the Westside, Franklin, and Lower Westside Community Center Advisory Committees. Disposition: Permanent
Police Department, City of Santa Barbara, CA 139
Section 2.12 POLICE DEPARTMENT
Unless specifically indicated otherwise, the record copy of all records listed in this records schedule is located in the police department. If no other instructions exist, copies other than the record copy may be treated as duplicates and discarded when obsolete or no longer needed for reference.

Retention and disposition instructions for records commonly found in most city offices, including routine administrative and housekeeping records are listed in a separate schedule entitled "records common to most offices." If no legal retention authority is cited, retention period is based on standard records management practice and experience of history associates incorporated.

ADMINISTRATIVE SERVICES

1. Alarm Ordinance Files
Files pertain to city ordinance that requires the tracking of false burglar alarms and the imposition of fines for false alarms over the allowable number. Current files are vital records.
(a) Record Copy. Disposition: Retain 7 years after end of fiscal year to which the records relate. (26 Code of Federal Regulations (CFR)

1.6001-1 and California Code of Regulations (CCR) §19141.6) (b) All other copies. Disposition: Retain for 2 years. (GC 34090.7)

2. Building Project Binders
Binders contain correspondence, reports, and other materials related to the attempt to pass a bond measure to build a new building for the Police Department.

Disposition: Permanent
Police Department, City of Santa Barbara, CA 140

3. Permit Files
Files contain applications for credentials, background checks, and other related information.
(a) Taxicab and Pedicab Driver Permits. Disposition: Discard after 2 years. (GC 34090)
(b) Taxicab Company Permits. Disposition: Discard when 3 years old or when no longer needed for reference, whichever is sooner. (GC 34090) (c) Massage Permits. Disposition: Discard after 3 years. (GC 34090)

ANIMAL CONTROL

4. Animal Bite Reports and Quarantine Notices
Files contain reports regarding animals (i.e., dogs) that have bitten humans. Current files are vital records. Disposition: Retain for the life of the animal, if known, or 15 years; then discard. (Santa Barbara Municipal Code (SBMC) 6.12.030)

5. Dog Licenses
Files contain dog licenses. Current files are vital records. Disposition: Discard after 3 years. (GC 34090)

6. Kennel Cards
Files contain a card for every animal impounded by the City. Current files are vital records. Disposition: Discard after 3 years. (GC 34090) Police Department, City of Santa Barbara, CA 141

7. Special Cases
Files pertain to vicious animals, owners who abuse their animals, owners/animals who are repeat offenders, animal-related cases that have gone to court, and other special cases. Current files are vital records.
(a) Files for cases that do not go to court. Disposition: Discard 1 year after case is closed. (California Code of Civil Procedure (CCP) 340) (b) Files for cases that go to court. Disposition: Integrate with criminal, misdemeanor, infraction, or civil case files and dispose of accordingly.

8. Veterinarian's Bills
Files contain invoices from veterinarians who have treated animals in the custody of Animal
Control. Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (26 Code of Federal Regulations (CFR) 1.6001-1 and California Code of Regulations (CCR) §19141.6)

BEAT COORDINATORS

9. Burglary Prevention Materials
Files consist of pamphlets related to crime prevention. Disposition: Retain one copy of each pamphlet permanently.

Police Department, City of Santa Barbara, CA 142
CHIEF’S STAFF

10. Fire and Police Commission Files
Files contain audiotapes of meetings, meeting minutes and agendas, short-hand minutes of meetings, information about each of commissioners, correspondence, and other materials related to Commission activities.
(a) Meeting Minutes and Agendas. Disposition: Permanent (b) Program and Policy Correspondence. Incoming and outgoing letters and memoranda pertaining to the formulation, planning, and implementation of the mission, policies, programs, operations, and projects of the Police Department. Disposition: Permanent (c) Short-hand minutes of meetings, information about commissioners, and routine correspondence including incoming and outgoing letters pertaining to the normal and routine administrative functions of the Commission. Disposition: Discard after 2 years or when superseded. (GC 34090)

11. Internal Affairs Files
Files contain documentation of internal affairs investigations and include correspondence, reports, investigator notes, and other related information. Current files are vital records.
(a) Complaints by members of the public against police department personnel, supporting correspondence, reports, investigator notes, and other related information.. Disposition: Discard 5 years after the investigation is complete. (California Penal Code Section 832.5) (b) Administrative complaints against police department personnel, supporting correspondence, reports, investigator notes, and other related information. Disposition: Discard 2 years after the investigation is complete. (California Government Code Section 34090) Police Department, City of Santa Barbara, CA 143

12. Press Pass Credentials
Files contain applications for credentials, background checks, and other related information. Disposition: Discard after 2 years. (GC 34090)

COMBINED COMMUNICATIONS CENTER

13. Logger Digital Audio Files
These digital audio recorded files hold all the voice data from police and fire radios, 911 calls, incoming and outgoing phone calls to dispatchers, and other related communications. Current files are vital records. Disposition: Erase/discard after 100 days. (GC 34090.6)

INFORMATION TECHNOLOGY

14. Crime Statistics Reports
Reports contain statistics on crimes that have occurred in the city of Santa Barbara.

This records series continues the “Bureau of Criminal Statistics Annual Reports.” Disposition: Permanent

15. Information Technologies System Documentation
Files contain documentation for the inhouse and off-the-shelf computer systems used by the Police Department. Disposition: Retain for life of computer system or until no longer needed for reference; then discard.

16. Information Technologies User Access Forms
Files document individuals who have access to the Police Department's networks and contain a form for each user in the Police Department and each user in agencies that are part of the Joint Powers Agreement (law enforcement agencies using one of the Police Department's networks). Disposition: Retain until superseded.

Police Department, City of Santa Barbara, CA 144

INVESTIGATIVE DIVISION

17. Case Files
Files contain photographs, reports, notes, correspondence, booking information, investigative information, witness statements, and other information related to the police investigation of criminal cases. Active cases are vital records. (a) Capital Felony Case Files. Disposition: Permanent
(b) Felony Case Files. Disposition: Discard after 75 years. (GC 68152) (c) Civil Action Case Files. Disposition: Discard after 10 years. (GC 68152)
(d) Misdemeanor Case Files. Disposition: Discard after 5 years. (GC 68152)
(e) Juvenile criminal case files related to homicide or sex offenses.

Disposition: Permanent
(f) Case files concerning juveniles who have suffered, have a sibling who has suffered, or where there is substantial risk of suffering, physical, sexual, or emotional harm by parents or guardians. Disposition:

Discard files when the subject reaches the age of 28. (GC 68152) (g) Case files concerning juveniles who have committed acts of truancy.

Disposition: Discard when subject reaches the age of 21. (GC 68152)

18. Case Files (Major)
Files contain photographs, reports, notes, correspondence, booking information, investigative information, witness statements, and other information related to the police investigation of major criminal cases. Active cases are vital records.

Disposition: Permanent

19. Intelligence Files
These are internally generated files on organized crime, and other intelligence related files. Disposition: Retain for 5 years after case is inactive. (GC 34090) Police Department, City of Santa Barbara, CA 145

20. Justice Department Grant Files
Documentation pertaining to the administration and expenditure of U. S. Justice Department grant monies received as pass-through monies from the State of California, including Local Law Enforcement Block Grants (LLEBG) and the Serious Offenders (SHO) grants.
(a) Grant Agreements approved by City Council. Record copy is in the City Clerk’s Office. Disposition: Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period if renewed at an annual or other interval; or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year if grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all other cases; or on the day the report would have been due, if expenditure report is waived; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later. (28 CFR 66.42)
(b) Grant Agreements not requiring City Council approval. Record copy is in Police Department. Disposition: Retain 3 years from the day the grantee or subgrantee submits its single or last expenditure report for the period if renewed at an annual or other interval; or from the day the grantee submits its expenditure report for the last quarter of the federal fiscal year if grant support is continued or renewed quarterly; or on the day the grantee submits its final expenditure report, in all other cases; or on the day the report would have been due, if expenditure report is waived; however, if any litigation, claim, negotiation, audit, or other action has started before the expiration of the three-year period, after closeout, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the three year period, whichever is later. (28 CFR 66.42)
Police Department, City of Santa Barbara, CA 146
(c) All financial and programmatic records, supporting documents, and statistical Records, relating to the administration and expenditure of U.

S. Justice Department grant monies received as pass-through monies from the State of California. Includes annual and quarterly reports, correspondence, purchase orders, invoices, and other financial documentation chronicling expenditure of federal funds. Disposition:

21. Special Investigation Fund Forms
These are internally generated forms that document financial transactions for special investigations. Disposition: Retain for current year plus 7 years.

22. Special Search Warrants
These are drug-related search warrants for which rescissions have been requested.

Current files are vital records. Disposition: Discard after 10 years. (GC 68152) Police Department, City of Santa Barbara, CA 147

23. Wanted Bulletins
These bulletins contain information on individuals wanted by the police as crime suspects. Disposition: Discard when superseded or no longer needed for reference.

PARKING ENFORCEMENT

24. Parking Statistics
These are daily statistics on parking citations and the number of vehicles towed for parking illegally. Disposition: Discard after 3 years. (GC 68152)

PATROL DIVISION

25. Administrative Subject File
Files contain beat maps, reference information, awards, correspondence, reports, and other materials related to the administration of the Operations Division. (a) Award information and program and policy correspondence including incoming and outgoing letters and memoranda pertaining to the formulation, planning, and implementation of the mission, policies, programs, operations, and projects of the Operations Division. Disposition: Permanent
(b) Beat maps, reference information, routine correspondence and reports related to the normal and routine administrative functions of the Operations Division.

Disposition: Discard after 5 years or when superseded. (GC 34090)

26.Daily Work Schedules
These are work schedules of operations officers out in the field. Disposition:

Discard after 2 years. (29 CFR 516.6)
Police Department, City of Santa Barbara, CA 148

27. Daily Work Assignments
These are the daily work assignments (radio designation number and assigned patrol vehicle number) of operations officers out in the field. Disposition: Discard after 2 years. (29 CFR 516.6)

28. Special Weapons and Tactics (SWAT) Files
Files contain correspondence, reports, training materials, and other records documenting the training of SWAT officers. Current files are vital records.

Disposition: Discard 25 years after employee termination or separation. (29 CFR 1627.3 and GC 12946)

29. SWAT Incident Reports
Files contain maps, photographs, and debriefing information on SWAT incidents.

Active reports are vital records.
(a) Files for incidents related to capital felony cases. Disposition:

Permanent
(b) Files for incidents related to felony cases. Disposition: Discard after 75 years. (GC 68152)
(c) Files for incidents related to homicide or sex offenses committed by juveniles. Disposition: Permanent.
(d) Files for incidents related to juveniles who have suffered, have a sibling who has suffered, or where there is substantial risk of suffering, physical, sexual, or emotional harm by parents or guardians.

Disposition: Discard files when the subject reaches the age of 28. (GC 68152)

30. Watch File
Files contain watch information on reserve officers' performance and training needs including rating forms, memoranda, annual evaluations, and related materials.

Disposition: Integrate into reserve personnel files and dispose of accordingly.

Police Department, City of Santa Barbara, CA 149

PROPERTY ROOM

31. Drug Burn Files
Files document drugs collected as evidence that are to be destroyed by burning.

Current files are vital records. Disposition: Discard after 2 years. (CCP 340)

32. Evidence/Property for Active Cases
Files document the location of evidence/property collected in support of active police cases. Current files are vital records. Disposition: Discard after 1 year or with case file, whichever is longer. (CCP 340)

33. Homicide Evidence Records ("187 Files")
The 187 files document the location of evidence collected in support of homicide cases. Active files are vital records. Disposition: Permanent.

RANGE

34. Qualifying Records
Files document whether officers passed qualifying training on the shooting of firearms. Current files are vital records. Disposition: Discard 15 years after employee termination or separation. (29 CFR 1627.3 and GC 12946)

RECORDS BUREAU

35. Abandoned Vehicle Reports
Reports document towed abandoned vehicles and their disposition. Disposition:

Discard after 2 years. (GC 34090)
Police Department, City of Santa Barbara, CA 150

36. Citations
These are Santa Barbara Police Department traffic citations. (a) Citations that result in court cases. Disposition: Integrate into case file and dispose of accordingly.
(b) Citations that do not result in court cases. Disposition: Discard after 2 years. (GC 34090)

37. Criminal History Request Files
Files contain requests for individuals' criminal histories. Disposition: Discard after 2 years. (GC 34090)

38. DUI Intoxylizer Results
These are original test results of blood alcohol levels printed from Intoxylizer machine for subjects arrested for DUI. Disposition: Discard records after 2 years.

39. Field Interrogation Cards ("FI Card")
These cards document each traffic and other stop made by an officer. Disposition:

Discard after 2 years. (GC 34090)

40. Pawn Files
Files contain information on each item pawned in the city of Santa Barbara. (a) Files regarding pistols, revolvers, or other firearms capable of being concealed upon the person. Disposition: Permanent
(b) All other files. Disposition: Discard after 7 years. (CCR §1175; PC 11106, CCP 340)
Police Department, City of Santa Barbara, CA 151

41. Property Releases
Releases document property (including that taken in as evidence, received as lostand-found, or confiscated) that the Police Department has either destroyed or sold at auction, because it was not claimed.
(a) Property release information regarding pistols, revolvers, or other firearms capable of being concealed upon the person permanently.

Disposition: Permanent (PC 11106)
(b) Property release information regarding evidence. Disposition: Retain according to case file retention guidelines.
(c) General property release files. Disposition: Discard after 7 years. (CCR § 1175, PC 11106, and CCP 340)

42. Tickets
These are hand-written and computer-generated traffic and other citations. (a) Tickets that result in court cases. Disposition: Integrate into case file and dispose of accordingly.
(b) Tickets that do not result in court cases. Disposition: Discard after 2 years. (GC 34090)

43. Towed Vehicle Files – Private Property
Files of documents for private property vehicle tows. Disposition: Discard records after 2 years. (GC 34090)

44. UCR Reports
These reports are sent monthly to the Federal Bureau of Investigation to be included in the nation’s crime statistics. Disposition: Discard records after 2 years. (GC 34090)
Police Department, City of Santa Barbara, CA 152

45. Civil Subpoenas
These are civil subpoenas in which the civil case has been adjudicated Disposition: Discard records after 2 years. (GC 34090)

46. Public Records Act Requests
These are requests made by the public for police records. Disposition: Discard records after 2 years. (GC 34090)

47. Juvenile Detention Log
Logs that indicate any time a juvenile is brought to the station. Disposition:

Discard records after 2 years. (GC 34090)

SPECIAL EVENTS

48. Special Events File
Files contain statistical data on police involvement/activities in the city's special events including Fiesta, the Olympic torch relay, and other events. Disposition:

Discard after 5 years or when no longer needed for reference. (GC 34090) Police Department, City of Santa Barbara, CA 153

SUPPORT SERVICES/BUSINESS OFFICE

49. Advanced Fund Bank Reconciliations
Monthly reconciliation of Advanced Fund bank account to make sure all monies are accounted for. Disposition: Retain 2 years after the annual audit/fiscal year to which the records relate; then discard. (GC 43900)

50. Asset Forfeiture Financial Files
Files related to the disbursement of asset forfeiture funds. Disposition: Retain 2 years after the fiscal year to which the records relate; then discard. (GC 34090)

51. Transaction Activity Receipts at Parking Counter
Individual transaction receipts and daily summary reports from parking counter payments. Disposition: Retain current year plus 2 years. (GC34090)

52. Financial Files for Extraditions
Files related to the expenditure of funds, such as receipts, receipt stubs, invoices, and vouchers. Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR 1.6001-1 and CCR §19141.6)

53. Personnel Background Files (Current)
Files document background checks conducted on current employees and contain correspondence, notes, reports, and other related materials. This is a vital record. Disposition: Discard Sworn staff files 15 years after employee termination or separation and Professional staff files 5 years after employee termination or separation. (29 CFR 1627.3 and GC 12946)
Police Department, City of Santa Barbara, CA 154

54. Personnel Background Files (Former)
Files document background checks conducted on former employees and contain employee applications, evaluations, personnel action forms, and other personnelrelated materials. This is a vital record. Disposition: Discard Sworn staff files 15 years after employee termination or separation and Professional staff files 5 years after employee termination or separation. (29 CFR 1627.3 and GC 12946)

55. Personnel Background Files (Unsuccessful)
Files document background checks conducted on applicants who did not successfully complete the application process. Current files are vital records. Disposition: Discard 5 years after materials are received.

56. Personnel Files (Current)
Files contain personnel information for current police employees and include employee applications, evaluations, leave requests, and other personnel information. This is a vital record. Disposition: Discard Sworn staff files 15 years after employee termination or separation and Professional staff files 5 years after employee termination or separation. (29 CFR 1627.3 and GC 12946).

57. Personnel Files (Former)
Files contain personnel information for current police employees and include employee applications, evaluations, leave requests, and other personnel information. This is a vital record. Disposition: Discard Sworn staff files 15 years after employee termination or separation and Professional staff files 5 years after employee termination or separation. (29 CFR 1627.3 and GC 12946).

Police Department, City of Santa Barbara, CA 155

58. Refunds
Files document refunds for dismissed traffic citations or other expenditure by the public.

Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR 1.6001-1 and CCR §19141.6)

59. Reserve Personnel Files
Files contain training and other personnel-related information on reserve officers including correspondence, leave requests, evaluations, reports, and related materials. Current files are vital records. Disposition: Discard 15 years after employee termination or separation. (29 CFR 1627.3 and GC 12946)

60. Tickets on Review
These are disputed tickets that are retained until the dispute is resolved.

Disposition: Discard 2 years after dispute is resolved. (GC 34090)

61. Unpaid Ticket Letters
Letters are sent to individuals who did not pay their tickets or pick up their towed vehicles. Disposition: Discard after 2 years. (GC 34090)

62. Towed Vehicle Files ("Form 180")Files document vehicles that have been towed in the past year, especially those belonging to drivers without licenses or with suspended licenses. These vehicles must be kept 30 days. Disposition: Discard records after 2 years. (GC 34090)
Police Department, City of Santa Barbara, CA 156

TRAFFIC

63. Daily Activity Logs
Files include daily activity logs and statistics for Traffic Safety Grants. Disposition:

Retain for current year plus 2 years (GC 34090).

64. Traffic Safety Grant Documents
Files include documents related to application and reporting of grant activity from the CA Office of Traffic Safety. Disposition: Retain current year plus 3 years.

TRAINING AND RECRUITMENT

65. Academy Class Files
Files document the academy class monitoring activities of the Training Officer.

Disposition: Discard 15 years after employee termination or separation. (29 CFR 1627.3 and GC 12946)

66. Job Applicant Interview Materials
Files include evaluator notes, applications, rating forms, and other related materials on applicants for police department positions who were not hired. Disposition:

Discard 2 years after completion of interview (GC 34090)

67. Training Materials
Files relating to training bulletins, training courses and syllabuses. Disposition:

Permanent
Public Works Department, City of Santa Barbara, CA 157
Section 2.13 PUBLIC WORKS DEPARTMENT
Unless specifically indicated otherwise, the record copy of all records listed in this records schedule is located in the administration division of the department of public works. If no other instructions exist, copies other than the record copy may be treated as duplicates and discarded when obsolete or no longer needed for reference. The public works director may authorize record copies to be kept in a secure electronic format and may authorize other records to be kept in an electronic format appropriate for the needs of the department. When a record is kept in an electronic format, paper duplicates of the records may be destroyed upon approval of the public works director so long as the electronic record is retained. Records of the public works department, regardless of format, shall be retained and May be destroyed be destroyed as provided in this policy. Records for which another department is designated as the keeper of the record copy are considered duplicate records. No records, other than duplicate records, may be destroyed except upon approval of the public works director, city clerk, and city attorney.

Public Works Department, City of Santa Barbara, CA 158

ENGINEEMNG DIVISION

1. Capital Project Files
Files contain contracts, construction specifications, correspondence, reports, notes, claim forms, consulting agreements. Notices of Completion, purchase orders, and other materials documenting the design, construction, and payments related to the City's engineering construction projects. The correspondence documents the decisions the City made regarding construction engineering. Record copy of payment records is in Finance Department; record copy of reports, contracts, and agreements approved by the City Council is in the City Clerk's Office. Record copy of Purchase Order (Maintenance and Repair) specifications not requiring Council approval is in Finance Department, Current files are vital records. (a) Design and Construction Files (closed projects). Files contain design and construction documents (agreements, technical reports, key correspondence, permits and submittals).
i. Temporary construction designs and plans. Disposition: Discard 2 years after completion of project. Caltrans project files must be kept 3 years for audit purposes. (GC 34090)
ii. Permanent design and construction files. Disposition:

Permanent.
(b) Engineer's Working Files. Duplicate contracts, agreements, reports, bid specifications, purchase orders, and other duplicate records.

Disposition: Retain until project completion, then discard. (GC 34090. 7)
(c) Specifications for completed construction bids. The specifications are retained for reference in the event additional work becomes necessary on completed projects. Final specifications are vital records. Disposition: Permanent.
(d) Record Drawings. Construction plans used by contractors to construct projects. These are vital records. Disposition: Permanent.

Public Works Department, City of Santa Barbara, CA 159

2. Drainage Subject Files
Files contain maps, hydraulic/hydrologic reports, correspondence, engineering calculations, technical data on water quality and flow/capacity, and other materials related to drainage issues in Santa Barbara and City drainages. Disposition:

Permanent.

3. Engineering Subject Files (Ongoing Projects)
General engineering file information and files containing management and reference information about ongoing projects and issues, such as:
(a) Underground Utility Assessment Districts and Underground Utility Districts (UUAD/UUD) including final assessment district boundary map. Assessment Engineer's report. Official Ballots to form district, tabulation of assessments paid including any correspondence with County regarding parcel liens. Reference Capital Project Files for documents like construction plans. Disposition: Permanent. (b) Conejo Slide Area including reports, maps, correspondence, and engineering studies. Reference Capital Project Files for documents such as construction plans and specifications. Disposition: Permanent. (c) Bridge Inspection Reports and Correspondence. Reports are used to track bridge conditions and include correspondence and photographs of bridges. Record copy is with Caltrans. Reference Capital Project Files for documents such as construction plans and specifications.

Disposition: Files are permanent, superseded documents may be discarded.
(d) Road Map. The Road Map contains information associated with public right-of-way infrastructure such as access ramp information, bridge inventory, priority access corridors, storm drain priority projects, etc.

These documents assist staff in budget preparation for Streets Capital infrastructure maintenance and improvements. Disposition:

Permanent.

Public Works Department, City of Santa Barbara, CA 160

4. Maps
Engineering maps include flood maps, site plans, geologic maps, topographical maps, and other maps for the Santa Barbara area. Record copy for engineering maps is in Public Works Department, Engineering Division; record copy for planning maps is in Planning Division. USGS maps, oil field maps, geologic maps, and other maps produced by outside agencies are not City records. (a) Engineering maps. Disposition: Discard when superseded. (b) Planning maps. Disposition: Discard when superseded. (c) USGS, oil field, and other maps produced by outside agencies.

Disposition: Discard when superseded.

5. Official Street Map of Santa Barbara, California
Map shows all streets in Santa Barbara. These maps are periodically updated and readopted to reflect any changes such as new streets, street abandonments, and street realignments. Current map is a vital record. Working version is the Street Centerline layer in the City's Geographic Information System map. Disposition:

Retain one copy of superseded street maps permanently.

Public Works Department, City of Santa Barbara, CA 161

6. Storm Drain, Water, and Sewer Atlases
Maps show the City's storm drain, water distribution and sewer locations. . The maps are updated to incorporate new information and to demonstrate which facilities may be maintained by the City. Current atlases are vital records. (a) Water Department Water Plat Maps. Maps document the location and boundary lines of City water department property. Disposition:

Permanent.
(b) Water Valve Book. Books document the location of the City's water valves and are used to locate valves if they need to be shut off. Current books are vital records. Disposition: Permanent.
(c) Drainage Facilities Maps. Maps document the location of storm drains and outlets, with intent to differentiate between City-owned and private facilities. The maps are updated to incorporate new information and to demonstrate which facilities may be maintained by the City. Electronic file is a vital record. Disposition: Discard paper copy when superseded. (d) Topographic Maps. Maps show City topography. They are part of the Permanent Control Network and Digital Topographic Mapping Project.

Electronic file is a vital record. Disposition: Permanent.

Public Works Department, City of Santa Barbara, CA 162

ACCOUNTING

7. Engineering Accounting Files
Files concern open and closed construction contracts and contain purchase orders, consulting agreements, and accounts payable materials.
(a) Duplicates of Consulting Agreements not requiring City Council approval. Record copy is in the Finance Department. Disposition:

Retain until termination or completion and final payment, then discard. (41 Code of Federal Regulations (CFR) 105-71.142 and GC 34090)
(b) Consulting Agreements approved by the City Council. Record copy is in the City Clerk's Office. Disposition: Retain until termination or completion and final payment, then discard. (c) All other accounting records. Record copy is in the Finance Department. Disposition: Discard after 2 years. (GC 34090.7)

8. Payroll Files
Files contain original leave requests, electronic timesheets, and electronic project timesheets and are used to track employee hours and to charge back employee time to other departments.
(a) Employee electronic timesheets. Disposition: Record copy is in the Finance Department. (29 CFR 516.5, California Labor Code (CLC) 1174, and GC 34090.7)
(b) Electronic project timesheets. Disposition: Discard after 3 years.

Public Works Department, City of Santa Barbara, CA 163

LAND DEVELOPMENT

9. Land Development Files
Files contain maps, plans, photographs, correspondence, reports, studies related to land development projects (earliest related to 1911 Improvement Bonds; later relate to Crosstown Freeway utility relocations). Files are used to plan, determine, and document land development. Current files are vital records. (a) Final Maps and Parcel Maps are maintained permanently by the County of Santa Barbara Surveyor following their recordation. The County currently maintains an electronic/geographic web-based database for the public to locate these records. Agreements Related to Subdivision Map Conditions Imposed on Real Property are maintained by the City Clerk and are also recorded in County official records. Disposition:

Permanent record copy maintained by County or City Clerk. (b) Reports and studies approved by the City Council. Record copy is in the City Clerk's Office. Disposition: Retain 1 year after completion of report or project, or discard sooner if no longer needed for reference. (GC 34090.7)
(c) Certificates of Compliance, Lot Line Adjustment Agreements, Minor Encroachment Permits/Encroachment Agreements, Address
Assignment Letters, Voluntary Lot Mergers document the approval of either the City Engineer or Public Works Director of certain land related actions. The official record is maintained by the County Recorder as these records are recorded against the property and run with the land.

Disposition: Permanent.

Public Works Department, City of Santa Barbara, CA 164
(d) Agreement for Land Development Improvements (subdivisions) and Agreement to Construct Improvements (not subdivisions) document the agreement between the City and developers/owners to construct and subsequently convey public improvements to the City. Any security documentation including bonds, cash security receipts, notices of completion, and security release letters are maintained in these files.

Disposition: Permanent.
(e) Various Public Works administrative permits for temporary or permanent encroachments and construction within public rights-of-way (e.g. Muni Code 22.60 Streets and Sidewalks). This includes sewer lateral permits/work orders, Outdoor Dining License Agreements, Newsrack Permits, and public utility permits in addition to permits for work on City assets. Documents that were approved by City as part of the application are also retained in these files. Disposition: Files for permanent encroachments are permanent, for temporary or time limited permits, records may be discard two years after the expiration or termination date. X
(f) Water and Sewer Service applications and work orders. Disposition:

Retain for 10 years after completion of work order.
(g) Construction water applications and work orders. Disposition: Retain for 2 years after final payment.

10. Certain Dedicated and Undedicated Streets in the City Recorded deeds and maps document streets dedicated by private owners to public use. Additional formerly private undedicated streets were identified and depicted on the Official Street Map by the City Engineer, as originally directed by City Council Resolution No. 2736, and as subsequently accepted by the City in Resolution No. 2737, copies of which are in the City Clerk's Office. Disposition: Permanent.

Public Works Department, City of Santa Barbara, CA 165

REAL PROPERTY

11. Real Property Files
Files contain project design and right-of-way maps, public project plans, photographs, correspondence, reports, deeds, legal documents, chain of title information, insurance forms, risk management items, leases, licenses, easements, encroachment permits, and other materials related to the acquisition, management, and disposal of City-owned land and public rights-of-way inside and outside the City.

Current files are vital records.
(a) Final right-of-way appraisal maps, leases, licenses, encroachment permits, and public rights-of-way recorded easement documents.

Disposition: Permanent.
(b) Staff working papers and preliminary maps. Disposition: Retain 3 years after completion of project.
(c) Reports and studies having short-term significance, and deeds, title data, leases, licenses, easements, encroachment permits and other materials (duplicate). Record copy is in the City Clerk's Office.

Disposition: Retain 1 year after completion of task, report or project GC 34090.7)
(d) Insurance forms and risk management materials (duplicate). Record copy is in the Finance Department, Risk Management Division.

Disposition: Retain 2 years after close of project, then discard. (GC 34090.7)
(e) All other materials having no long-term significance for future reference.

Disposition: Retain 2 years after close of project, then discard. (GC 34090 and GC 34090.7)

12. City Monument Books
Books document the existence or absence of City block monuments and movement of monuments to other sites. There should be a monument at each intersection.

Current books are vital records. Disposition: Permanent.

Public Works Department, City of Santa Barbara, CA 166

13. Index of Water Department Field Books
Volume indexes the contents of the "Water Department Field Books" and contains information on transmission mains, reservoir projects, rights-of-way, and other Water Department surveys. Disposition: Permanent.

14. Survey Control Files
This is a reference file with data on survey monumentation within the City limits that was set by other agencies, including the U.S. Geological Survey and CalTrans. The data comes from various agencies including the United States Geological Survey and the County Surveyor. Record copy is with various agencies including the U.S.

Geological Survey, the County Surveyor, and other outside agencies. Current files are vital records. Disposition: Permanent.

15. Survey Engineering Maps and Plans (Oversize)
These are original maps, plans, and aerial photographs of City subdivisions, tracts, and areas. Current maps and plans are vital records. Disposition: Permanent.

16. Survey Field Books
Books contain survey information and other basic engineering data on the City's infrastructure (i.e., roads, bridges, harbor, airport). The books also show the location of survey monuments, parks, and water lines (Water Department Field Books). The airport field book is a photocopy. This is a vital record (documents engineering data for City infrastructure and buildings). Disposition: Permanent.

17. Survey Files
Files contain survey drawings, field notes, correspondence, survey research documents on coordinates, and other information used to provide information to engineers and to ensure that future surveys use the same coordinates. The files document survey activities. Current files are vital records. Disposition: Retain 3 years after completion of project.

Public Works Department, City of Santa Barbara, CA 167

18. Survey Network Documentation
These records document the location and construction of survey monuments used in topographic mapping. Included are aerotriangulation reports containing point coordinates, control points, and calculations. Current records are vital.

Disposition: Permanent.

TRAFFIC ENGINEERING

19. Speed Surveys Subject Files
Files contain speed surveys. They are used to set legal speed limits and are used in court cases. Current files are vital records. Disposition: Discard after 10 years.

20. Street Files
Files contain correspondence, reports, studies, and investigations of traffic operations, signage, visibility, signal information, and other factors used to make intersections safer and improve traffic flow, and traffic signal studies. Current files are vital records.
(a) Reports, studies, and investigations of traffic operations, signage, visibility, signal information, and other materials documenting traffic flow and traffic safety improvements. Disposition: Retain until information becomes obsolete, then discard. (GC 34090)
(b) Transitory administrative and supporting documentation such as requests for general information and for transmittal of publications, photographs, and other informational literature. Disposition: Discard after 1 year. (GC 34090)
Public Works Department, City of Santa Barbara, CA 168

21. Subject Files
Files contain studies concerning schools, bikeways, traffic counts, the Annual Crash Report, Crosstown Freeway files, etc. Disposition: Retain studies and other materials regarding school pick-up and drop-off patterns, safest pedestrian paths, and other materials documenting school traffic patterns until information becomes obsolete; discard transitory administrative and supporting documentation after 1 year. (GC 34090)

22. Traffic Collision Reports/Traffic Accident Reports
Reports describe collisions in Santa Barbara and are used to determine whether intersections should be designated "problem" intersections. Record copy is in the Police Department. Current copies are electronic. Disposition: Discard after JO years. (GC 34090.7)

ENGINEERING DIVISION OBSOLETE RECORDS

23. Assessment and Improvement District Record Books
Volumes contain maps, correspondence, reports, and other documentation of assessment and improvement districts such as sewer districts and lighting districts.

Disposition: Permanent.

24. Assessment District Maps
Maps document projects funded by the 1911 and 1913-1915 assessment acts. This is a vital record. Disposition: Permanent.

25. City Block Maps
Volumes contain maps of City blocks created by the City Assessor. After 1960, the County Assessor assumed this function and created Assessor Parcel Maps. Some duplicate Block Maps are officially retained in the City Clerk's Office and Public Works, Real Property Section. Disposition: Permanent.

Public Works Department, City of Santa Barbara, CA 169

26. City Engineer's Record Book of Surveys
The maps document street alignments, property ownership, and other property information. Earliest books contain hand-drawn and colored survey maps of kraft paper with linen backing and blueprints that show previous locations of historic buildings using the same color coding to indicate construction methods as the Sanborn Fire Insurance Maps (i.e., whether buildings are made of adobe or wood).

Only the first volume is titled. These volumes continue the "Public Surveys Book, No. l." Disposition: Permanent.

27. Field Book Index
Index cards provide information about private surveys and surveys for City projects.

Disposition: Permanent.

28. Index to Plans
Index cards provide descriptions and a map/plan number for each Engineering map and plan. The index is now superseded. Disposition: Permanent.

29. Sewer Book and Index
Book contains sewer profile drawings and information on applicable ordinances and dates for sewer grading (leveling). Disposition: Permanent.

30. Sewer Installation Files
Files document the installation of the City's sewers and include information on crew members involved, materials used, and location. Disposition: Permanent.

31. Street Numbers
Index cards contain official street numbers (now superseded) for structures in Santa Barbara. Disposition: Permanent.

Public Works Department, City of Santa Barbara, CA 170

FACILITIES MANAGEMENT DIVISION

BUILDING MAINTENANCE

32. Backflow Device Files
Files contain annual inspections, maintenance reports and other materials documenting every backflow devices in City facilities. The backflow devices protect the City's water system by preventing contaminated water from backing up into water lines. Record copy is in the Water Resources Division. Disposition: Retain for life of device; then discard. (California Public Utilities Commission Resolution (CA PUC Res. #A-4691)

33. Facility Files
Files contain document maintenances and information pertaining to each City facility. Disposition: Retain for life of facility; then discard.

Public Works Department, City of Santa Barbara, CA 171

34. Project Files
Files contain agreements, contracts, Scope of Work, construction specifications, purchase orders, Notice of Completion, and other materials documenting the design, construction, and payments related to construction projects. Record copy of payment records in Finance Department; record copies of reports, contracts, and agreements approved by the City Council in the Clerk's Office. Record copies of Maintenance and Repair projects not requiring Council approval are kept in Finance Department. Current files are vital records.
(a) Design and Construction files that contains design and construction documents (agreements, documents showing implementation actions to comply with ADA) Files pertain to open, closed, and dormant projects.

Current files are vital records. Disposition: Discard 10 years after project is complete.
i. Permanent design and construction files. Disposition:

Permanent.
(b) Engineer's Working Files. Duplicate contracts, agreements, Scope of Work, and purchase orders, and other duplicate records. Disposition:

Retain until project completion, then discard.

35. Facilities Accounting Files
Files contain open and closed construction contracts, agreements, purchase orders, and accounts payable materials.
(a) Duplicates of Contracts approved by the City Council. Record copy is in the City Clerk' s Office. Disposition: Retain until completion, final payment, or termination, then discard.
(b) Duplicates of Contracts not requiring City Council approval. Record copy is in the Finance Department. Disposition: Retain until completion, final payment, or termination, then disregard. (41 Code of Federal Regulations (CFR) 105-71.142 and GC 34090)
(c) All accounting records. Record copy is in the Finance Department.

Disposition: Discard after 2 years. (GC 34090.7)
Public Works Department, City of Santa Barbara, CA 172

36. Street Light Petition Files
Files contain street light petitions, engineering drawings, surveyor's records, and other materials related to the addition of street lights. Current files are vital records.

Disposition: Discard materials after 5 years. (GC 34090) (a) City Annex Yard (401 E. Yanonali St). Files include records of agreements with other City divisions which use and share costs for utilities, repairs and maintenance, yard monitoring, and disposal services, and agreements with outside agencies for use of the Annex Yard. Disposition: Discard after 5 years unless needed for reference.

37. Work Order Reports
Reports contain information on work order numbers, location of work, problem leading to work order, trade required to repair problem (i.e., carpenter, electrician, etc.), labor charges, material charges and other related information. Reports for each trade are prepared daily and monthly, reports are sent to Finance Department..

Files electronic. Disposition: Discard after 2 years. (GC 34090)

38. Work Orders
Electronic records contain information on work orders submitted, location of work, service request description, and document maintenances for City facilities. Files electronic. Disposition: Discard after 2 years. (GC 34090)

CUSTODIAL

39. Custodial Maintenance Files
Files concern open and closed contracts for custodial services, requisitions for portable toilets during Fiesta, custodial equipment information, accident reports, and other related custodial maintenances for City facility. Disposition: Discard after 5 years or when superseded. (GC 34090)
Public Works Department, City of Santa Barbara, CA 173

ELECTRONIC MAINTENANCE

40. Traffic Signal Project Files (Open)
Files contain materials documenting current traffic signal projects. Record copy is in Traffic Engineering. Disposition: Discard JO years after project is complete. (CCP 337.15 and 337.1)

41. Radio Licensing Files
Files contain one, two, and five year licenses for every City-owned radio frequency and provide information on the location of the radio and the frequency assigned to it. Disposition: Discard 2 years after expiration of license. (GC 34090)

42. Site Project Files
Files contain correspondence, contracts, maintenance requests, and other materials documenting maintenance work done on radios, computers, telephones, traffic signals, and facilities. Disposition: Retain for life of equipment.

43. Work Order Reports
Reports document the work completed each month by each employee, including information on which City department required the work. Monthly report is sent to Finance Department. Files electronic. Disposition: Discard after 2 years. (GC 34090)

ENVIRONMENTAL COMPLIANCE

44. Project Files
Files document maintenance projects such as those requiring Leaking Underground Fuel Tank (LUFT) and Site Mitigation Unit (SMU) assessments and remedial activities. Files pertain to open, closed, and dormant projects. Current files are vital records. Disposition: Permanent (CCP 337.15 and 337.1)
Public Works Department, City of Santa Barbara, CA 174

ENERGY MANAGEMENT

45. Project Files
Files document maintenance projects for energy efficiency, energy generation project management, and electrical and gas utility coordination. Files pertain to open, closed, and dormant projects. Current files are vital records. Disposition:

Discard 10 years after project is complete. (CCP 337.15 and 337.1)

FLEET MANAGEMENT DIVISION

46. Biennial Inspection of Terminals
Files contain safety inspection information on vehicles, generators, and pumps.

Current files are vital records. Disposition: Retain for life of vehicle/equipment, then discard.

47. Reference Files
Files contain vehicle information, vendor brochures and catalogs, and other related materials. Disposition: Discard after 2 years or when superseded. (GC 34090.7)

48. Smog Records
Records document smog tests on City vehicles. Current records are vital.

Disposition: Retain for life of vehicle, then discard.

49. Vehicle Records
Files document the history of each City-owned vehicle including all work completed on each vehicle, smog test documentation, and other vehicle-related information, including auction records. Current records are vital. Disposition: Retain for life of vehicle.

Public Works Department, City of Santa Barbara, CA 175

TRANSPORTATION DIVISION

DOWNTOWN PARKING

50. Billing Files
Files document parking fees owed for the use of the public parking structures and lots. Disposition: Discard 2 years after account is settled. (GC 34090.7)

51. Downtown Parking Committee Files
Files contain the written agendas and minutes, audiotapes of meetings, correspondence, information about the committee members, staff reports, and other materials pertaining to the activities and business of the Downtown Parking Committee. This Committee is appointed by the City Council. (a) Agendas, minutes, and materials submitted to the committee during a meeting. Disposition: Permanent.
(b) Routine correspondence and documents pertaining to the schedule of meetings, public speaking slips, annual recruitment, voluntary attendance sheets for guests of meetings, term limits, and administrative procedures for an advisory board appointed by City Council. Disposition: Discard after 1 year.
(c) Audiotapes of meetings. Disposition: See Records Common to Most Offices, Section 2.1.

52. Resident Parking Program Files
Files contain the administrative correspondence, resident applications, participant contact information, traffic and parking studies, and documents pertaining to the residential parking zones and boundaries.
(a) Files document the resident parking program that issues permits to residents allowing them to park on the street near their residence and contain correspondence and tracking paperwork. Disposition:

Discard 2 years after expiration of permit. (GC 34090)
Public Works Department, City of Santa Barbara, CA 176
(b) Information sheets containing contact and other information about residential parking program permit applicants. Disposition: Discard 2 years after expiration of permit or submittal of incomplete application. (GC 34090)
(c) Petitions and correspondence pertaining to a change to the boundaries of an existing residential parking zone, the formation of a new residential parking zone, or changes to on-street signage and enforcement.

Disposition: Permanent.
(d) Traffic, residential parking, and parking demand studies. Disposition:

Discard when no longer needed for reference.

53. Monthly Parking Program Files
Files contain contact and car registration information on parking permit holders.

Disposition: Discard 2 years after expiration of permit. (GC 34090)

54. Other Parking Program Files
Files contain contact and car registration information on permit holders for bike lockers, carpools, and other programs. Disposition: Discard 2 years after expiration of permit. (GC 34090)

55. Parking Business Improvement Area Files
Files contain annual reports submitted to the City Council in accordance with the Streets and Highways Code, correspondence, engineer's reports, and other materials related to the Parking Business Improvement Area assessment district files. Record copy of annual report is in the City Clerk's Office; record copy of financial records is in the Finance Department; record copy of engineer's reports is in the Engineering Division.
(a) Assessment District correspondence regarding activities and policies of assessment district. Disposition: Permanent.
(b) Duplicate reports and records for which record copy is maintained by other City departments. Disposition: Discard after 2 years. (GC 34090.7) Public Works Department, City of Santa Barbara, CA 177

56. Parking Expansion North of Carrillo Project Files
Files contain correspondence, reports, payment information, agreements, and other materials that document activities related to expanding parking facilities north of Carrillo Street. Record copy of payment information is in the Finance Department; record copy of agreements approved by the City Council is in the City Clerk's Office. (a) Division correspondence and reports regarding project activities.

Disposition: Permanent.
(b) Duplicate correspondence, reports, payment information, and agreements for which record copy is maintained by other City departments. Disposition: Discard after 2 years. (GC 34090.7) (c) Routine correspondence such as that providing general information, replying to requests for information, referring inquiries elsewhere, forwarding materials, or acknowledging incoming letters. Disposition:

Discard after 2 years. (GC 34090)

57. Redevelopment Project Files
Files contain copies of redevelopment agency agreements to operate parking lots and related correspondence. Record copy of files is in the Community Development Department. Disposition: Retain for life of agreement plus 2 years, then discard. (GC 34090)

58. Parking Supervisor Maintenance Files
Files contain accident and incident reports, equipment information, program information, temporary personnel files, correspondence, and other parking-related information.
(a) Accident and incident reports. Disposition: Discard after 5 years. (b) All other material. Disposition: Discard after 5 years. (GC 34090) (c) Inspection Reports. Disposition: Discard after 5 years.

Public Works Department, City of Santa Barbara, CA 178

59. Parking Supervisor Operations Files
Files contain correspondence, data, reports, flyers, newspaper clippings, and other parking-related materials and information. Disposition: Discard after 2 years. (GC 34090)

60. Treasury and Revenue Reports
Files document daily revenue bank deposits, internal revenue and discrepancy reports, and other financial information relating to the various functions of the Downtown Parking Program. Record copy is in the Finance Department.

Disposition: Discard after 2 years. (GC 34090.7)

61. Vendor History Files
Files document vendor interactions. Disposition: Discard 2 years after expiration of vendor permit. (GC 34090)

62. Historical Parking Districts Files
Files document the construction, financing, correspondence, staff reports, and public presentations related to the formation of the Parking Districts. Record copy of construction related documents is in the Public Works Engineering Division; record copy of financial related documents is in the Finance Department. (a) Parking Program correspondence and reports regarding parking districts activities for which there is no duplicate record. Disposition:

Permanent.
(b) Duplicate correspondence, reports, and agreements for which record copy is maintained by other City departments. Disposition: Discard when no longer needed for reference.

Public Works Department, City of Santa Barbara, CA 179

STREETS

63. Project Files
Files include contracted maintenance and/or repair project files, bid specifications, purchase orders, insurance certificates, and planned or emergency storm drain pipe or inlet repairs, debris clearing, masonry wall repairs, and guardrail repairs.

Disposition: Discard after JO years unless needed for reference. (CCP 337.15 and 337.1)

64. Street Maintenance Location Files
Files in Cartegraph containing task information such as labor, equipment, materials, and work effort related to repairs and maintenance of sidewalks, including pedestrian walkways and bridges; curbs; pavement; pavement markings and striping; curb markings; traffic and street signage; storm drains; and graffiti abated on public right-of-way property. Current files are vital records. Disposition: Discard after 10 years unless needed for reference.
(a) Files containing correspondence, reports, complaints, and requests related to repairs and maintenance of sidewalks, including pedestrian walkways and bridges; curbs; pavement; pavement markings and striping; curb markings; traffic and street signage; storm drains; and graffiti abated on public right of way property. Current files are vital records. Disposition: Discard after 2 years.

Public Works Department, City of Santa Barbara, CA 180

65. Street Maintenance Subject Files
Files contain correspondence, reports, complaints and other materials related to specific subjects. Current files are vital records.
(a) Laguna Pump Station, Laguna Channel, and Laguna Tide Gates. Files include contracts and purchase orders for maintenance of equipment and facility; vegetation and/or silt clearing; and related permit files from agencies such as the California Department of Fish and Game.

Disposition: Discard 5 years after expiration of the agreement or permit.
(b) Street Sweeping Subject Files. Files contain maps ofroutes, sweeping schedules, records of debris collected, mileage swept, and street sweeping parking citations. Also included are bid specifications and contracts with street sweeping contractors. Disposition: Discard after 10 years unless needed for reference.
(c) Graffiti Abatement files. Files include locations of private property given 3-Day Notices by Streets staff to remove graffiti, graffiti removal permission forms from private property owners, and billing records for graffiti abatement for private property owners. Disposition: Discard after 5 years unless needed for reference.

66. Traffic Signal General Project Files
This is a reference file containing correspondence, pricing data, and technical information on traffic signals, the Opticon project, fire truck preemption, new intersections, relamping, signal painting, loop replacements, and other such topics.

Disposition: Discard after 5 years or when superseded. (GC 34090)

67. Traffic Signal Monthly Work Orders
The work orders document maintenance work completed on traffic signals on a quarterly and annual basis. Files electronic. Disposition: Discard after 2 years. (CCP 340)
Public Works Department, City of Santa Barbara, CA 181

68. Supervisor Desk Files
Files include supervisors' notes regarding ongoing projects and personnel issues.

Disposition: Discard after 10 years unless needed for reference.

PLANNING

69. Transportation Planning Subject Files
Files contain maps, plans, reports, correspondence and other materials related to larger transportation land development files. These are a portion of the transportation planning land development files.
(a) Plans, maps, drawings, and reports related to transportation planning.

Disposition: Permanent. (California Streets and Highways Code (SHC) 128)
(b) Division records such as correspondence, engineering calculations, and other materials related to transportation planning issues. Disposition:

Permanent.
(c) Duplicate correspondence, reports, resolutions, environmental impact reports, and other materials maintained by other City divisions and departments. Disposition: Discard after 2 years. (GC 34090.7) Public Works Department, City of Santa Barbara, CA 182

WATER RESOURCES DIVISION

70. Water Resources Project and Location Files
Files contain Water Commission minutes and agendas (1900-2000), reports, studies, correspondence, annual reports, water production logs for the Cater Water Treatment Plant, water supply operations plans and agreements, reservoir rainfall data (1914-I950s), pumping plant records, land leases, brochures, flyers, contracts, and other materials related to water resources issues such as water development, and distribution, dams, water reclamation, desalination, waste disposal, and revenues. Record copy of contracts, agreements, and leases approved by the City Council is in the City Clerk's Office; record copy of materials documenting revenue is in the Finance Department.
(a) Water Commission minutes and agendas, division staff reports and studies, annual reports, water production logs for the Cater Water Treatment Plant, water supply operations plans and agreements, reservoir rainfall data, pumping plant records, and correspondence concerning policy setting, division actions, desalination, and waste disposal. Disposition: Permanent.
(b) Brochures and flyers regarding water resources issues. Disposition:

Discard when no longer needed for reference.
(c) Duplicate agreements, contracts, land leases, and revenue records.

Disposition: Discard after 2 years. (GC 34090.7)
Public Works Department, City of Santa Barbara, CA 183

71. Water Resources Subject Files
Files contain reports, correspondence, maps, policies, permits, council agendas, administrative records, technical data logs, and other materials related to subjects such as water contamination, desalination, and other water resources issues.

Record copy of building permits for water resources facilities are in Community Development Department, Building and Safety Division; record copy for Council agendas is in the City Clerk's Office.
(a) Desalination records containing information on the planning and construction of a desalination plant. Disposition: Permanent. (b) Technical data logs on Santa Barbara's water resources and quality.

Disposition: Permanent.

WATER DISTRIBUTION

72. Backflow Device Files
Files document the yearly testing ofbackflow devices. Current files are vital records.

Disposition: Discard after 6 years. (CA PUC Res. #A4691)

73. Geological Log
Logs record calculations and geological information associated with the construction of Mission Tunnel and municipal groundwater wells. Disposition: Permanent.

74. Gibraltar Dam Subject File
Files document modifications to Gibraltar Dam, including inspection, desilting, and federal grant information. Current file is a vital record. Disposition: Permanent.

75. Gibraltar Reservoir Daily Report
Reports contain data on turbidity of the water, elevation of the lake, evaporation from the lake, diversion of water into the Gin Chow Diversion and the Devil's Canyon Diversion. The reports also contain temperature and rainfall data. Disposition:

Permanent.

Public Works Department, City of Santa Barbara, CA 184

76. Meter Test Reports
Reports contain information on meter flow rates collected in response to citizen inquiries. Disposition: Discard after 6 years. (CA PUC Res. #A-4691)

77. Operational Log of Gibraltar Dam Storm Conditions
Logs document the operation of Gibraltar Dam during storm conditions. They include information on the opening of the four gates on the dam and of the skimmer gate, as well as on the elevation of the lake, weather status, number of crew on hand, time crew arrived at and left the dam, and the number of gates working. Disposition:

Discard after 10 years.

78. Safety Meeting Minutes
These are minutes of staff safety meetings at which safety procedures are discussed. Disposition: Discard after 3 years.

79. Water Main Files
Files contain information on water main replacement, including when the main was installed, crew members involved, and materials used. Current files are vital records.

Disposition: Permanent.
(a) Water Main Break Reports, Call Out Logs for Main Break Incidents.

Disposition: Permanent

80. Vehicle Inspection Sheets
Sheets document the inspection of Water Resources vehicles. Current sheets are vital records. Disposition: Retain for life of vehicle, then discard. (CA PUC Res. #A-4691)
Public Works Department, City of Santa Barbara, CA 185

81. Water Incident Reports
Files document the division's response to problems with water lines (i.e., water leaks and line breaks) and contain information on the staff and materials used, work completed, source of the problem and other related issues. Current files are in electronic format and are vital records. Disposition: Discard after 6 years. (a) ESW (Emergency Service Worker) Logs, Control 14 (afterhours) Logs and WD Daily Activity logs. Disposition: Discard after 6 years.

82. USA Tickets
Tickets called in prior to any underground digging in relation to City Water Mains. (a) WDl (Water Main Break) markings. Break on City Water Main.

Disposition: Permanent.
(b) WD2 (Water Service Leak) markings. Leak on a Water Service Line Disposition: 7 years.

83. Pump Crew Logs
Includes daily activities of all Pump Stations, Reservoirs and Pump Crew Daily Activities. Disposition: Permanent.

WASTEWATER COLLECTION

84. Wastewater Incident Reports
Reports document Public Works response to sewer leaks or sewer lateral breaks and contain information on crew members and materials used and location and description of the problem. Current report plus one is a vital record. Disposition:

Discard after 6 years.

Public Works Department, City of Santa Barbara, CA 186

LABORATORIES

85. Annual Water Quality Report
These reports are submitted to the California State Department of Public Health, Division of Drinking Water and Environmental Management - Drinking Water Program (CADPH - DDWEM-DWP) and document the quality of the City of Santa Barbara's wastewater and drinking water. Separate reports are generated for wastewater and drinking water. Current reports are electronic and vital records.

Disposition: Permanent.

86. Laboratory Equipment Maintenance Files
Files are used for quality control monitoring and document repairs to laboratory equipment. Files include correspondence, work request orders, and maintenance records, reports, and other related materials. Current files are vital records.

Disposition: Retain for life of equipment, then discard. (CA PUC Res. #A-4691)

87. Raw Data Files
Wastewater and drinking water monitoring data. Reports to the CADPH DDWEMDWP are based on this data. Current raw data is a vital record. (a) Wastewater files. Disposition:
i. Data dated prior to 2000: Retain permanently.
ii. Data dated after 2000: Discard after 5 years. (HSC 25200.3) (b) Biosolids files. Disposition: Discard after 5 years (40 CFR 503.17) (c) Drinking water files - chemical analyses. Disposition: Discard after 10 years. (22 CCR §64470)
(d) Drinking water files - microbiology and turbidity. Disposition: Discard after 5 years. (22 CCR § 64470)
(e) Drinking water files- Lead and Copper Rule and associated Water Quality Parameters. Disposition: Discard after 12 years. (40 CFR 141.91)
Public Works Department, City of Santa Barbara, CA 187
(f) Proficiency Testing Results. Disposition: Discard after 5 years. (TNI VlMl 4.4.1)
(g) Pretreatment files. Disposition:
i. Discard after 3 years.
ii. This period of retention shall be extended during the course of any unresolved litigation regarding the discharge of pollutants by any industrial user or the operation of the POTW Pretreatment Program or when requested by the Director or Regional
Administrator. (40 CFR Part 403.12)

88. Water Quality Complaints
Log of water quality complaints received by the laboratory. Disposition: Discard after 5 years. (22 CCR 64470)

WASTEWATER TREATMENT

89. Air Pollution Control District/Environmental Protection Agency/TriCounties Files Files contain memoranda, correspondence, reports, inspection records, permit orders, regulations, and other materials that document the City's air pollution control activities and compliance. Current files are vital records. (a) Organizational and Project Files. Files containing administrative directives, policy studies and reports, formal memoranda, and similar records documenting the formulation and implementation of projects, policies, and programs. Disposition: Discard after 3 years. (b) Administrative Procedural Files. Administrative announcements, routine correspondence and memoranda, statements, reports, and other records of Division management pertaining to office procedures and distributed within the division or among City offices. Disposition:

Discard after 5 years or when superseded. (GC 34090)
Public Works Department, City of Santa Barbara, CA 188
(c) Monitoring and inspection data documenting City's compliance with state air pollution regulations. Disposition: Discard after 3 years. (40 CFR 61.14, HSC 42705 and 44019)

90. Discharge Self-Monitoring Reports
Files contain monthly Discharge Self-Monitoring Reports to the Environmental Protection Agency and the California Water Quality Control Board. Current report plus one are vital records. Disposition: Discard after 6 years.

WATER TREATMENT

91. Billing Files
Files contain documentation for billings sent to South Coast water users, including Carpinteria and Montecito. Record copy is in the Finance Department.

Disposition: Discard after 2 years.

92. Daily Logs of Water Treatment Facility
Reports contain daily information on water temperature, turbidity, chlorine levels, amount of chemicals used, odor, taste, and other water quality data. Daily logs for current month plus one are vital records. Disposition: Retain for life of facility. (CA PUC Res. #A-4691)

93. Drawings and Specifications for Water Treatment Facilities Files contain copies of maps, drawings, and specifications for the construction or modifications of water treatment facilities. Current drawings and specifications are vital records. Disposition: Permanent.

Public Works Department, City of Santa Barbara, CA 189

94. General Information Files
Files contains reservoir specifications for Sheffield Dam, annual reports, and information on water treatment and related issues.
(a) Sheffield Dam Specifications. Disposition: Permanent. (b) Reference information concerning to water treatment and related issues. Disposition: Retain for life of the facility. (GC 34090)

95. Maintenance Files
Files contain information and maintenance documentation for each piece of equipment and each facility associated with treatment of the City's water. Current files are vital records.
(a) Facility-related materials. Disposition: Retain for life of the facility. (CA PUC Res. #A-4691)

96. Mission Industries Site Characterization Files
Files contain correspondence, monthly and annual reports, studies, sampling reports, and other information on soil and water quality at the Mission Industries Site.

Included is information on the distribution of solvents in the ground and soil.

Disposition: Retain for 10 years after site closure.

97. Monthly Report Work File
Files contain summarized information from the Daily Logs. The first year of the file's existence the summary was handwritten, since then, the file has been maintained in electronic format. Disposition: Retain for 2 years. (CA PUC Res. #A-4691)

98. Plant Operator Daily Logs
These are logs of daily activities of Cater Water Treatment Plant operators.

Disposition: Discard after 6 years.

Public Works Department, City of Santa Barbara, CA 190

99. Specification Sheets
These are as-built records for all the City's water treatment facilities. Specification sheets for existing facilities are vital records. Disposition: Retain for life of facility, then discard.
100. Well and Water Quality Files
Files contain data on wells, water levels, and water quality in Santa Barbara.

Disposition: Permanent.

WATER SUPPLY MANAGEMENT
101. Water Check-Up Reports
Files contain water check-up reports on properties around the City and water consumption evaluations and recommendations to customers. Disposition:

Discard after 5 years. (CA PUC Res. #A-4691)
102. Water Supply Management and Water Conservation Subject Files Files contain reports, correspondence, technical logs, well data, hydrology data, water supply data for various rivers/creeks, and other materials related to water supply planning, water districts, recycled water, water conservation, and related topics.
(a) Division staff reports, correspondence relating to policy and water supply planning, water reclamation, and water district decisions, as well as technical logs, well data, hydrology data, and water supply data for various rivers/creeks. Disposition: Permanent.
(b) Duplicate reports, correspondence, and reference information maintained by other City departments or received by the Water Supply Management Division by outside agencies. Disposition: Discard after 2 years. (GC 34090.7)
Sustainability and Resilience Department, City of Santa Barbara, CA 191 Section 2.14 SUSTAINABILITY AND RESILIENCE DEPARTMENT
[PAGE INTENTIONALLY LEFT BLANK]
Waterfront Department, City of Santa Barbara, CA 192
Section 2.15 WATERFRONT DEPARTMENT
Unless specifically indicated otherwise, the record copy of all records listed in this records schedule is located in the Waterfront Department. If no other instructions exist, copies other than the record copy may be treated as duplicates and discarded when obsolete or no longer needed for reference.

BUSINESS OFFICE

1. Administrative Files
Files contain correspondence, memoranda, reports, plans, maps, and other materials related to Waterfront manager activities and topics such as personnel, management, harbor events, harbor publicity, dredging, boat slips, and marine issues.
(a) Waterfront manager correspondence, memoranda, and reports concerning departmental policies, programs, events, personnel, and related administrative issues. Disposition: Retain 5 years or until no longer needed for reference. (California Government Code (GC) 34090)
(b) Duplicate plans and maps of Waterfront facilities. Record copy is in the Public Works Department, Engineering Division. Disposition: Retain 2 years or until no longer needed for reference. (GC 34090.7) Waterfront Department, City of Santa Barbara, CA 193

2. Business Activity Reports
Yearly permits to conduct business (i.e., clean boats, repair boats, or run charter boats) in the harbor area. Disposition: Discard 2 years after termination of permit. (GC 34090)

3. Cash Register Tapes
These cash register receipt tapes are from parking kiosks, the department's front counter, and the Harbor Patrol Office and serve as backup documentation to the Treasury Reports. Disposition: Discard after 2 years. (GC 34090)

4. Commemorative Plaque Program
Files contain records related to the placement of commemorative plaques at trees or on benches located in the Waterfront area. Records also document a funding mechanism for the planting of trees and placement of benches in specified locations in the Harbor. Disposition: Retain for 10 years, then discard.

5. Daily Parking Kiosk Revenue Reports ("Tear Sheets")
These are internal daily reports on money collected at the Parking/Information Kiosks. They are used for internal audits on monies received. Disposition: Discard after 2 years. (GC 34090)

6. Engineering Project Files ("Facility Location Files") These are engineering project files that consist of project design, construction, and accounting files and include correspondence, reports, photographs, plans, maps, copies of contracts, and other related materials. The files document dredging in the harbor, marina expansion, harbor maintenance, and other harbor construction related activities. Current files are vital records.
(a) Final maps, plans, designs; photographs; staff reports; project correspondence; and construction files. Record copy is in the Public Works Department. Disposition: Discard when no longer needed for reference. (GC 34090.7)
Waterfront Department, City of Santa Barbara, CA 194
(b) Accounting Files. Record copy is in the Finance Department.

Disposition: Retain until project completion plus 2 years. (GC 34090.7)
(c) Contracts (duplicates). These are duplicates of Public Works contracts that require City Council approval. Record copy is in the Administrative Services Department, City Clerk’s Office. Disposition: Discard upon termination or completion and final payment.

7. Environmental Impact Reports
Environmental impact reports contain historical and environmental information about projects in the Harbor Area. They are retained for reference purposes.

Record copy is in the Community Development Department. Disposition: Discard when no longer needed for reference. (GC 34090.7)

8. Film Permit Files
Files contain permits for production companies to film in the waterfront area, as well as correspondence and other related materials. Disposition: Discard after 4 years. (California Code of Civil Procedure (CCP) 337)

9. Harbor Commission Files
Files contain Harbor Commission meeting minutes and agendas, agenda packets, correspondence, reports, studies, and other materials related to harbor issues such as Stearns Wharf, grand jury investigations, and commission activities.

Disposition: Permanent.

10. Harbor and Outer Lot Permits
These are annual parking permits for the Waterfront parking lots. Disposition:

Discard 2 years after expiration of permit. (GC 34090)
Waterfront Department, City of Santa Barbara, CA 195

11. Litigation Files
Files contain notes, drafts, backup information, and other materials related to litigation cases. Some information is duplicate of City Attorney records.

Disposition: Retain for 10 years for reference, then discard.

12. Parking ("Honor Fee") Cash Records
These are daily parking cash records for the "honor" lots that are not controlled by kiosks. Disposition: Discard after 2 years. (GC 34090)

13. Permanent Employee Benefit Accrual Usage Reports
Reports document the benefits accrued by each permanent Waterfront Department employee. Record copy is in the Finance Department. Disposition: Discard after 2 years. (GC 34090.7)

14. Slip Files
Files contain correspondence, forms, contact information, payment records, reports, notes, and other information documenting active and terminated (boat) slips and their tenants. Current files are vital records. Disposition: Discard 4 years after termination or breach of slip agreement. (CCP 337)

15. Slip Waiting List
Files contain contact information for individuals on the waiting list to acquire a slip permit or rent a slip, as well as associated correspondence and related materials.

Disposition: Retain until superseded.

16. Special Event Files
Files document parking and other activities related to special events, especially those that involve the harbor area, and consist of correspondence, reports, notes, and other associated materials. Disposition: Discard after 2 years or when no longer needed for reference. (GC 34090)
Waterfront Department, City of Santa Barbara, CA 196

17. Stearns Wharf Fire Records
Files document the Stearns Wharf fire and its aftermath. They contain correspondence, reports, photographs, and other related materials. Disposition:

Permanent

18. Tenant Billing Records
Monthly billing records for business tenants on Stearns Wharf and in the Harbor area. Included are invoice copies and payment records. Record copy is in the Finance Department. Disposition: Discard after 2 years. (GC 34090.7)

19. Transfer Receipt Book
Receipt book contains documentation for the transfer of boat slips from one tenant to another. Record copy is in the Finance Department. Disposition: Discard after 2 years. (GC 34090.7)

20. Treasury Reports/Receipts
Treasury reports document money collected at the parking kiosks, department front counter, and Harbor Patrol office. The original receipts are sent to the Finance Department; copies and the validation receipt are returned to the Waterfront Department. Record copy is in the Finance Department. Disposition: Discard after 2 years. (GC 34090.7)
Waterfront Department, City of Santa Barbara, CA 197

21. Waterfront Department Files
Files contain correspondence, reports, merchant lease agreements, planning documents, event files, and other materials related to Stearns Wharf, the harbor, boat slips, merchants in harbor and wharf areas, and the development of mooring and anchoring regulations.
(a) Correspondence and reports concerning the development of Santa Barbara’s waterfront area, waterfront planning documents, correspondence and reports concerning merchant lease policies in the waterfront area. Disposition: Permanent
(b) Merchant Lease Agreements. Agreements between the City and merchants who wish to establish businesses in the waterfront area.

These leases require City Council approval. Record copy is in the Administrative Services Department, City Clerk’s Office. Disposition:

Retain for life of lease plus 2 years; then discard. (GC 34090.7) (c) Mooring and Anchoring Regulations.
i. Information compiled and used to enact rules and regulations for the issuance of mooring permits, setting of minimum specifications for the installation, inspection and repair of such moorings, and the establishment of a list of contractors approved to install and inspect moorings. Disposition: Permanent
ii. Mooring Permits. Disposition: Retain 4 years after termination, then discard.

FACILITIES MANAGEMENT

22. Material Safety Data Sheets (MSDS).

List of each hazardous chemical containing information on the manufacture, proper, use, storage, and other relevant safety information. Disposition: Discard 30 years after the last use of the chemical. (29 Code of Federal Regulations (CFR) 1910.1200 (g) and 29 CFR 1910.1020 (d))
Waterfront Department, City of Santa Barbara, CA 198

23. Stearns Wharf Administrative Subject Files
Files contain equipment maintenance records, work and maintenance schedules, procedures, ongoing project files and status reports, specifications, California codes, waste manifests, and pile driving contracts.
(a) Pile Driving Contracts. These contracts do not require City Council approval. Current pile driving contracts are vital records. Disposition:

Retain until termination or completion and final payment plus 5 years. (41 CFR 105-71.142 and GC 34090)
(b) Project Files. Disposition: Permanent
(c) Equipment Maintenance Files. Disposition: Retain for the life of the equipment, as needed for reference.
(d) Specifications. Current specifications are vital. Disposition: Retain until termination or completion of project and final payment plus 5 years. (41 CFR 105-71.142 and GC 34090)
(e) All other records. Disposition: Transfer to storage when 1 year old.

Discard when 3 years old. (GC 34090)

24. Stearns Wharf Plans
These are as-built and working plans for Stearns Wharf. Current plans are vital records. Disposition: Permanent (hard copy)

25. Stearns Wharf Safety Files
Files contain training, meeting, and incident documentation including correspondence, reports, and other related materials.
(a) Training and meeting materials. Disposition: Discard after 5 years or when superseded. (GC 34090)
(b) Incident records including reports and correspondence. Disposition:

Discard 5 years after the end of the year to which they relate. (29 CFR 1904.6)
Waterfront Department, City of Santa Barbara, CA 199

HARBOR OPERATIONS

26. California Law Enforcement Telecommunications System ("CLETS") Forms
Forms and associated correspondence document which employees have access to the telecommunications system. Disposition: Discard when superseded.

27. Case Logs
Logs document incidents on the waterfront that require Harbor Patrol involvement.

Disposition: Discard 10 years after the case is closed. (California Harbors and Navigation Code (HNC) and GC 68152)

28. Case Reports
Reports contain information on incidents in the harbor that required Harbor Patrol involvement. Disposition: Discard 10 years after the case is closed. (HNC 1180.3 and GC 68152)

29. Citation Logs
Logs document citations written by the Harbor Patrol for infractions (disturbing the peace, littering, etc.) in the waterfront area. Disposition: Discard after 5 years. (GC 68152)

30. Cruise and Race Files
Files contain correspondence, memoranda, reports, information sheets, newspaper clippings, and other materials documenting cruises and boat races in the harbor area. Disposition: Discard after 2 years. (GC 34090)
Waterfront Department, City of Santa Barbara, CA 200

31. Harbor Patrol Subject Files
Files contain correspondence, memoranda, reports, ride along program information, permits for buoys, contract surveys, high surf warning signs, MSDS inspection sheets, and other materials related to Harbor Patrol functions. (a) Material Safety Data Sheets (MSDS). List of each hazardous chemical containing information on the manufacture, proper, use, storage, and other relevant safety information. Disposition: Discard 30 years after the last use of the chemical. (29 CFR 1910.1200 (g) and 29 CFR 1910.1020 (d))
(b) Buoy Permits. Disposition: Discard after 5 years or when superseded. (GC 34090)
(c) All other records. Disposition: Retain in office 2 years, then discard. (GC 34090)

32. Impound and Found Property Reports
Reports document items found or impounded (i.e., boats) in the harbor. Items of minimal value are kept in the Harbor Patrol Office; valuable items are sent to the Police Department. Disposition: Retain 1 year after property is found or impounded. (CCP 340)

33. Permits for Vessel Storage
Records document permission to store boats on an annual or seasonal basis on West Beach, Cat Beach, Skiff Row, and East Beach mooring areas. Disposition:

Discard 2 years after permit is terminated.

34. Photographs
Photographs and slides document wrecks, fires, floods, harbor patrol activities, and other incidents and disasters in the harbor. They are used for historical and presentation purposes. Disposition: Permanent
Waterfront Department, City of Santa Barbara, CA 201

35. Radio License Files
These are licenses for radios operated by the Harbor Patrol. Record copy is in the Public Works Department, Electrical Maintenance Division. Disposition: Discard 2 years after expiration of license. (47 CFR 80.405)

36. Slip Checks
The slip checks document that the Harbor Patrol checks twice per day whether visitor slips have been vacated. Disposition: Discard after 2 years. (GC 34090)

37. Vessel Lien Sale Records
Records document the sale of impounded vessels through a lien sale process.

Disposition: Retain for 4 years.

38. Visitor Registration Cards
Cards contain identifying information on visitors renting visitor boat slips and an agreement to pay the rental on these slips. Disposition: Discard after 4 years. (CCP 337)

39. Watch Logs
Logs contain information on activities during each Harbor Patrol "watch" (i.e., shift), as well as on the weather during that watch. Disposition: Discard after 5 years. (GC 34090)
APPENDIX I, City of Santa Barbara, CA 202
APPENDIX I – LIST OF AUTHORITIES CITED
Citation Used in Schedules Authority Name
CA B & P California Business and Professions Code
CA CDBG Manual California Community Development Block
Grant Manual
CA PUC Res. #A-4691 California Public Utilities Commission Resolution #A-4691
CCP California Code of Civil Procedure
CCR California Code of Regulation
CFR Code of Federal Regulations
GC California Government Code
HNC California Harbors and Navigation Code
HSC California Health and Safety Code
IC California Insurance Code
LC California Labor Code
NARUC National Association of Regulatory Utility
Commissioners
PC California Penal Code
SBCC Santa Barbara County Code
SBMC Santa Barbara Municipal Code
SHC California Streets and Highways Code
VC California Vehicle Code
UFC Uniform Fire Code
APPENDIX II, City of Santa Barbara, CA 203
CA CDBG Manual=California Community Development Block Grant Manual; CA PUC Res. #A-4691=California Public Utilities Commission Resolution #A-4691; CCP= California Code of Civil Procedure; CCR=California Code of Regulations; CFR=Code of Federal Regulations; GC=California Government Code; HNC=California Harbors and Navigation Code; HSC=California Health and Safety Code; IC=California Insurance Code; LC=California Labor Code; NARUC=National Association of Regulatory Utility Commissioners; PC=California Penal Code; SBCC=Santa Barbara County Code; SBMC=Santa Barbara Municipal Code; SHC=California Streets and Highways Code; VC=California Vehicle Code; UFC=Uniform Fire Code
I=Information; R=Information that may be helpful in assigning retention periods APPENDIX II – LEGAL RESEARCH CONCERNING RECORDS OF

THE CITY OF SANTA BARBARA, CALIFORNIA
Citation Type Content
5 CFR 293.511 R
Retain employee occupational medical records for the duration of employment, plus 30 years.
8 CFR 274a.2 R
Retain form I-9 for 3 years after the date of hire or 1 year after termination, whichever is later.
14 CFR 107.23 R Retain a record of airport law enforcement actions for a minimum of 90 days. 14 CFR 108.33 R
Retain airport employment history investigation files 180 days after employee termination.
14 CFR 139.327 R Retain airport inspection records for 6 months. 14 CFR 151.55 R
Retain Federal Aviation Administration Airport Improvement Project grant materials including invoices, cost estimates, payroll materials, and evidence of all payments for 3 years after the date of the final grant payment.
 Retain all records pertaining to each fiscal year of HOME funds for the most recent 5 year period including records concerning designation as a participating jurisdiction; program records; project records; Community Housing Development Organizations (CHDOs) records; financial records; program administration records; and records concerning other Federal requirements (i.e. equal opportunity and fair housing records, affirmative marketing and MBE/WBE records, records demonstrating compliance with the environmental review requirements, displacement, relocation, and real property acquisition, and lead-based paint requirements; records supporting exceptions to the conflict of interest prohibition; debarment and suspension certifications; and records concerning intergovernmental review. 24 CFR 92.508 R
 Retain records of rental housing projects, homeownership housing projects, and tenant-based rental assistance projects for 5 years after the project completion date; retain agreements for 5 years after the agreement terminates; retain records covering displacements and acquisition for 5 years after the date by which all persons displaced from the property and all persons whose property is acquired for the project have received the final payment to which they are entitled. 24 CFR 570.490 R
Retain Community Development Block Grant Program materials for 3 years after the closeout of the grant to the state.
26 CFR 1.6001-1 I
Retain accounting records so long as the contents thereof may become material in the administration of any internal revenue law.
26 CFR 31.6001-1 R
Employers required to deduct and withhold income tax on wages paid must keep records of such deductions for 4 years after due date of tax or when tax is paid, whichever is later.
28 CFR 66.42 R
Retain Justice Department grant and cooperative agreement records including all financial and programmatic records, supporting documents, and statistical records for 3 years after the closeout of the grant.
29 CFR 516.5 R
Retain payroll records, collective bargaining agreements, employment contracts, and sales and purchase records for 3 years.
29 CFR 516.6 R
Retain basic employee earnings records, wage rate tables, order, shipping, billing records, and records used by the employer in determining the original cost, operating and maintenance cost, and depreciation and interest charges for 2 years. 29 CFR 1627.3 R
Retention requirements for records relating to age, notices to be posted.

Employment/personnel records of applicants who are hired and those who are not hired such as job applications, resumes, test papers of applicants, promotion, demotion, transfer, layoff, recall and discharge materials must be retained for a minimum of 1 year from the date of a personnel action. Pension and benefit plan materials must be retained for a minimum of 1 year after termination.

APPENDIX II, City of Santa Barbara, CA 204
CA CDBG Manual=California Community Development Block Grant Manual; CA PUC Res. #A-4691=California Public Utilities Commission Resolution #A-4691; CCP= California Code of Civil Procedure; CCR=California Code of Regulations; CFR=Code of Federal Regulations; GC=California Government Code; HNC=California Harbors and Navigation Code; HSC=California Health and Safety Code; IC=California Insurance Code; LC=California Labor Code; NARUC=National Association of Regulatory Utility Commissioners; PC=California Penal Code; SBCC=Santa Barbara County Code; SBMC=Santa Barbara Municipal Code; SHC=California Streets and Highways Code; VC=California Vehicle Code; UFC=Uniform Fire Code
I=Information; R=Information that may be helpful in assigning retention periods Citation Type Content
29 CFR 1904.4 R
Retain a supplementary record for each occupational injury or illness for 5 years following the end of the year to which they relate. Workmen’s compensation, insurance, or other reports are acceptable alternative records if they contain the information required by Form OSHA No. 101.
29 CFR 1904.6 R
Retain occupational injury and illness records including logs, supplementary records, and annual summaries for 5 years following the end of the year to which they relate. 29 CFR
1910.1020(d) R
Retain employee exposure and medical records for the duration of employment plus 30 years.
29 CFR
1910.1200(g) I
Employers must develop, implement, and maintain a written program describing forms of warning, labels, materials safety data sheets, lists of hazardous chemicals, hazards of non-routine tasks, and employee information and training. 40 CFR 60.153 R
Sewage treatment plants must retain records for 2 years of the measured pressure drop of the gas flow through the wet scrubbing device, measured oxygen content of incinerator exhaust, the rate of sludge charged, measured temperatures of the incinerator, fuel flow to the incinerator, and total solids and volatile solids content of sludge charged to the incinerator.
40 CFR 61.14 R
Air pollutant monitoring data, monitoring system calibration check records, and records of the occurrence and duration of any period during which the monitoring system is malfunctioning or inoperative must be retained for 2 years. 40 CFR 122.21 R
EPA sewage treatment/wastewater permit program requires that the records of all monitoring data, including average flows and treatment, maximum production, improvements, effluent characteristics, storm water discharges, and biological toxicity test records must be retained for a minimum of 3 years. 40 CFR 122.41 R
All EPA administered permit programs require that the records of all monitoring information, including all calibration and maintenance records and all original strip charts must be retained for 3 years from the date of the sample, measurement, report or application.
40 CFR 270.10 R
EPA hazardous waste permit program requires that the records of all data used to complete permit applications must be retained for 3 years from the date the application is signed.
40 CFR 280.45 R
Underground storage tank records pertaining to a release detection system used and the manner in which detection is tested by the equipment manufacturer or installer must be maintained for 5 years; schedules of required calibration and maintenance provided by the release detection equipment manufacturer must be retained for 5 years from the date of installation; results of sampling, testing, or monitoring must be maintained for a minimum of 1 year; documentation of calibration, maintenance, and repair of release detection equipment must be maintained for a minimum of 1 year after service. 40 CFR 372.10 R Retain toxic chemical release reports and supporting documentation for 3 years. 40 CFR 403.12 R
Pretreatment facilities must maintain monitoring records and reports for a minimum of 3 years.
40 CFR 763.121 R
Retain records of employee exposure to asbestos for the duration of employment plus 30 years; retain employee asbestos training records for the duration of employment plus 1 year.
41 CFR 105-71.142 R
Retain grant and cooperative agreement records of the Federal Property Management Regulations System including all financial and programmatic records, supporting documents, and statistical records for 3 years after the closeout of the grant.

APPENDIX II, City of Santa Barbara, CA 205
CA CDBG Manual=California Community Development Block Grant Manual; CA PUC Res. #A-4691=California Public Utilities Commission Resolution #A-4691; CCP= California Code of Civil Procedure; CCR=California Code of Regulations; CFR=Code of Federal Regulations; GC=California Government Code; HNC=California Harbors and Navigation Code; HSC=California Health and Safety Code; IC=California Insurance Code; LC=California Labor Code; NARUC=National Association of Regulatory Utility Commissioners; PC=California Penal Code; SBCC=Santa Barbara County Code; SBMC=Santa Barbara Municipal Code; SHC=California Streets and Highways Code; VC=California Vehicle Code; UFC=Uniform Fire Code
I=Information; R=Information that may be helpful in assigning retention periods Citation Type Content
44 CFR 13.42 R
Retain all financial and programmatic records, supporting documents, statistical records, and other records of grantees or subgrantees of Federal Emergency Management grants and cooperative agreements for 3 years from the start date of the retention period. When grant support is continued or renewed at annual or other intervals, the retention period for the records starts on the day the grantee or subgrantee submits to the awarding agency its single or last expenditure report for that period; if grant support is continued or renewed quarterly, the retention period starts on the day the grantee submits its expenditure report for the last quarter of the Federal fiscal year; if an expenditure report has been waived, the retention period starts on the day the report would have been due; in all other cases the retention period starts on the day the grantee submits its final expenditure report.
47 CFR 80.405 I
Current maritime radio station licenses and the most recently expired license must be kept on site.
49 CFR 653.71 R
Retain employee positive drug test results for a minimum of 5 years; retain records related to the collection of test data for a minimum of 2 years; retain negative test results for 1 year.
49 CFR 654.51 R
Retain employee alcohol test results indicating an alcohol concentration of 0.02 or greater, documentation of test refusals, equipment calibration documentation, and employee evaluation and referrals for a minimum of 5 years; retain records related to the collection of test data for a minimum of 2 years; retain records of test results less than

0.02 for a minimum of 1 year.

Within 6 years:
 An action upon bonds, notes, or debentures issued by any corporation. CCP 336a I  An action upon any mortgage, trust, deed, or other agreement pursuant to which such bonds, notes or debentures were issued.

Within 4 years:
 An action upon any contract, obligation or liability founded upon an instrument in writing.
 An action to recover (1) upon a book account whether consisting of 1 or more entries; (2) upon an account stated based upon an account in writing, but the acknowledgment of the account stated need not be in writing; (3) a balance due upon a mutual, open and current account, the items of which are in writing.

CCP 337 I
 An action based upon the rescission of a contract in writing.

No action shall be brought to recover damages from any person performing or furnishing the design, specifications, surveying, planning, supervision or observation of construction or construction of an improvement to real property more than 4 years after the substantial completion of such improvement for any of the following:
 Any patent deficiency in the design, specifications, surveying, planning, supervision or observation of construction or construction of an improvement to, or survey of, real property.
 Injury to property, real or personal, arising out of any such patent deficiency.

CCP 337.1 I
 Injury to the person or for wrongful death arising out of any such patent deficiency.

No action may be brought to recover damages from any person, or the surety of a person, who develops real property or performs or furnishes the design, specifications, surveying, planning, supervision, testing, or observation of construction or construction of an improvement to real property more than 10 years after the substantial completion of the development or improvement for any of the following:

CCP 337.15 I
 Any latent deficiency in the design, specification, surveying, planning, supervision, or observation of construction or construction of an improvement to, or survey of, real property.

APPENDIX II, City of Santa Barbara, CA 206
CA CDBG Manual=California Community Development Block Grant Manual; CA PUC Res. #A-4691=California Public Utilities Commission Resolution #A-4691; CCP= California Code of Civil Procedure; CCR=California Code of Regulations; CFR=Code of Federal Regulations; GC=California Government Code; HNC=California Harbors and Navigation Code; HSC=California Health and Safety Code; IC=California Insurance Code; LC=California Labor Code; NARUC=National Association of Regulatory Utility Commissioners; PC=California Penal Code; SBCC=Santa Barbara County Code; SBMC=Santa Barbara Municipal Code; SHC=California Streets and Highways Code; VC=California Vehicle Code; UFC=Uniform Fire Code
I=Information; R=Information that may be helpful in assigning retention periods Citation Type Content
 Injury to property, real or personal, arising out of any such latent deficiency.

CCP 337.2 I
Where a lease of real property is in writing, no action shall be brought more than 4 years after the breach of the lease and abandonment of the property, or more than 4 years after the termination of the right of the lessee to possession of the property, whichever is the earlier time.

Within 3 years:
 An action upon a liability created by statute, other than a penalty or forfeiture.  An action for trespass upon or injury to real property.  An action for taking, detaining, or injuring any goods or chattels, including actions for the specific recovery of personal property.
 An action for relief on the ground of fraud or mistake.  An action upon a bond of a public official except any cause of action based on fraud or embezzlement.
 An action against a notary public on his or her bond or in his or her official capacity except that any cause of action based on malfeasance or misfeasance.

CCP 338 I
 An action for slander of title to real property.

Within 3 years:
 An action commenced under the Porter-Cologne Water Quality Control Act.  An action challenging the validity of the levy upon a parcel of a special tax levied by a local agency on a per parcel basis.

CCP 338
(continued) I
 An action commenced under the Business and Professions Code 17536, Section 19 of Article I of the California Constitution, Health and Safety Code 39000, and Fish and Game Code 1603.1 or 5650.1.

CCP 338.1 I
An action for civil penalties or punitive damages authorized under Chapter 6.5 (commencing with Section 25100), Chapter 6.7 (commencing with Section 25280), or Chapter 6.8 (commencing with Section 25300) of Division 20 of the Health and Safety Code shall be commenced within 5 years after the discovery by the agency bringing the action of the facts constituting the grounds for commencing the action.

Within 2 years:
 An action upon a contract, obligation or liability not founded upon an instrument of writing.
 An action against a sheriff or coroner upon a liability incurred by the doing of an act in an official capacity and in virtue of office, or by the omission of an official duty including the nonpayment of money collected in the enforcement of a judgment.

CCP 339 I
 An action based upon the rescission of a contract not in writing.

Within 1 year:
 An action upon a statute for a penalty or forfeiture when the action is given to an individual, or to an individual and the state, except when the statute imposing it prescribes a different limitation.
 An action upon a statute for a forfeiture or penalty to the people of this state.  An action for libel, slander, assault, battery, false imprisonment, seduction of a person below the age of legal consent, or for injury to or for the death of one caused by the wrongful act or neglect of another, or by a depositor against a bank for the payment of a forged or raised check, or a check that bears a forged or unauthorized endorsement, or against any person who boards or feeds an animal or fowl that results in injury or death to the animal or fowl, or who engages in the practice of veterinary medicine resulting in injury or death to an animal or fowl.

CCP 340 I
 An action against an officer to recover damages for the seizure of any property for a statutory forfeiture to the state, or for the detention of, or injury to property so seized, or for damages done to any person in making any such seizure.

APPENDIX II, City of Santa Barbara, CA 207
CA CDBG Manual=California Community Development Block Grant Manual; CA PUC Res. #A-4691=California Public Utilities Commission Resolution #A-4691; CCP= California Code of Civil Procedure; CCR=California Code of Regulations; CFR=Code of Federal Regulations; GC=California Government Code; HNC=California Harbors and Navigation Code; HSC=California Health and Safety Code; IC=California Insurance Code; LC=California Labor Code; NARUC=National Association of Regulatory Utility Commissioners; PC=California Penal Code; SBCC=Santa Barbara County Code; SBMC=Santa Barbara Municipal Code; SHC=California Streets and Highways Code; VC=California Vehicle Code; UFC=Uniform Fire Code
I=Information; R=Information that may be helpful in assigning retention periods Citation Type Content
 An action by a good faith improver for relief under Chapter 10 (commencing with Section 871.1) of Title 10 of Part 2 of the Code of Civil Procedure.

GC 11011.15 I
Department of General Services shall maintain a complete and accurate statewide inventory of all real property held by the state which shall be updated annually.

GC 12946 R
Retain applications, personnel, membership, or employment referral records and files for a minimum of 2 years after the records and files are initially created or received; retain personnel files of applicants or terminated employees for a minimum of 2 years after the date the employment action taken.

GC 24051 R Retain annual inventories detailing all county- owned property for 5 years.

GC 25105.5 R
Retain records of claims against the county and special districts for 5 years after final action on the claim.

GC 25501.5 R Retain requisitions received by the purchasing agent for 3 years.

GC 26202.1 R
Retain unaccepted bids or proposals for the construction or installation of any building, structure, bridge, or highway or other public works for 5 years.

GC 26907 R
Retain warrants or other documents issued as warrant vouchers, indexes, and warrant registers for 5 years.

GC 26907.1 R
An auditor or ex officio auditor may destroy any county, school or special district bonds or coupons which have been paid or canceled after 5 years.

GC 27001 R The treasurer may destroy certificates of the auditor after 5 years.

GC 34090 R
With the approval of the legislative body by resolution and the written consent of the city attorney the head of a city department may destroy any city record, document, instrument, book or paper, under his charge, without making a copy thereof, after 2 years.

GC 34090.6 R
The head of a department of a city, county, or city and county, public safety communications center, or the head of a special district, after 1 year, may destroy recordings of routine video monitoring, and after 100 days may destroy recordings of telephone and radio communications maintained by the department or the special district. This destruction shall be approved by the legislative body and the written consent of the agency attorney shall be obtained. In the event that the recordings are evidence in any claim filed or any pending litigation, they shall be preserved until pending litigation is resolved.

GC 34090.7 R
Duplicates of city or county records less than 2 years old may be destroyed if they are no longer required.

GC 54953.5 R
Any tape or film record of an open and public meeting made for whatever purpose by or at the direction of the local agency may be erased or destroyed 30 days after the taping or recording.

GC 65583.1 I
Substantially rehabilitated housing with committed assistance from the city or county may have long-term affordability covenants and restrictions that require the unit to be available to, and occupied by, persons or families of low or very low income at affordable housing costs for at least 20 years.

Trial court clerks may destroy court records when the following times have expired after final disposition of the case.
 Retain capital felony case files permanently.
 Retain felony case files for 75 years.
 Retain civil action files and small claims case files for 10 years.  Retain search warrants for 10 years except if issued in connection with a capital felony, then retain permanently.

GC 68152 I
 Retain misdemeanor case files for 5 years.

APPENDIX II, City of Santa Barbara, CA 208
CA CDBG Manual=California Community Development Block Grant Manual; CA PUC Res. #A-4691=California Public Utilities Commission Resolution #A-4691; CCP= California Code of Civil Procedure; CCR=California Code of Regulations; CFR=Code of Federal Regulations; GC=California Government Code; HNC=California Harbors and Navigation Code; HSC=California Health and Safety Code; IC=California Insurance Code; LC=California Labor Code; NARUC=National Association of Regulatory Utility Commissioners; PC=California Penal Code; SBCC=Santa Barbara County Code; SBMC=Santa Barbara Municipal Code; SHC=California Streets and Highways Code; VC=California Vehicle Code; UFC=Uniform Fire Code
I=Information; R=Information that may be helpful in assigning retention periods Citation Type Content
 Retain infraction case files for 3 years.
 Retain parking infraction case files for 2 years.
 Retain juvenile criminal case files related to homicide or sex offenses until the subject reaches the age of 38.
 Retain case files concerning juveniles who have suffered, have a sibling who has suffered, or where there is substantial risk of suffering, physical, sexual, or emotional harm by parents or guardians until the subject reaches the age of 28.  Retain case files concerning juveniles who have committed acts of truancy until the subject reaches the age of 21.

GC 81009 I
Retain original campaign statements of mayors, city council members, county supervisors, candidates for any of these offices, and committees supporting any officeholder or candidate indefinitely.

HNC 1180.3 R
Retain incident investigation materials regarding licensed pilots for 10 years after the investigation is complete.

HSC 19850 R
The building department of every city or county shall maintain an official copy of the plans of every building, during the life of the building, for which the department issued a building permit.

HSC 25200.3 R
A generator of hazardous waste must maintain onsite for 5 years adequate records to demonstrate compliance with all applicable pretreatment standards and with all applicable industrial waste discharge requirements issued by the agency operating the publicly owned treatment works into which the wastes are discharged.

HSC 42705 R
Any stationary source of air pollution must retain monitoring records for 2 years.

HSC 44019 R Retain certificates of vehicular air pollution compliance for 3 years.

IC 10508.5 R
Retain life insurance, life and disability insurance, and disability insurance materials for 5 years.

LC 1174 R
Employers must retain payroll records showing the hours worked daily by and the wages paid to, and the number of piece-rate units earned by and any applicable piece rate paid to, employees for 2 years.

LC 5500.5 I
Workers Compensation liability for occupational disease or cumulative injury claims extends 1 year after the claim is filed.

LC 6429 R
Retain occupational safety and health investigation and inspection materials and citations for 7 years.

PC 832.5 R
Retain complaints and reports or findings relating to complaints about peace officers for 5 years.

PC 6126.3 R
The Inspector General must retain any papers or memoranda used to support a completed audit or investigation for 3 years after a report is released.

PC 11106 R
The Attorney General shall keep reports of stolen, lost, found, pledged, or pawned property in any city or county; the Attorney General shall permanently keep all information reported to the Department of Justice as to pistols, revolvers, or other firearms capable of being concealed.

SHC 128 I
Retain final construction plans and right-of-way record maps for all completed state highway projects located within the district.

VC 1808 I
Abstracts of convictions and accident reports may be disclosed within 7 years of 2 point violations and within 3 years for accidents and all other violations.

CA CDBG Manual,
Chapter 7 R
Retain California Community Development Block Grant Program records for a minimum of 3 years after expiration of the contract and any amendments and upon completion and resolution of an audit and/or any litigation, whichever is later.

CA PUC Res. #A4691 R Public Utilities Commission Regulations to Govern the Preservation of Records of Water Utilities, Classes A, B, and C.

APPENDIX II, City of Santa Barbara, CA 209
CA CDBG Manual=California Community Development Block Grant Manual; CA PUC Res. #A-4691=California Public Utilities Commission Resolution #A-4691; CCP= California Code of Civil Procedure; CCR=California Code of Regulations; CFR=Code of Federal Regulations; GC=California Government Code; HNC=California Harbors and Navigation Code; HSC=California Health and Safety Code; IC=California Insurance Code; LC=California Labor Code; NARUC=National Association of Regulatory Utility Commissioners; PC=California Penal Code; SBCC=Santa Barbara County Code; SBMC=Santa Barbara Municipal Code; SHC=California Streets and Highways Code; VC=California Vehicle Code; UFC=Uniform Fire Code
I=Information; R=Information that may be helpful in assigning retention periods Citation Type Content
 Accounting assignments, attachments, and garnishments may be discarded at the discretion of the facility.
 Accounts receivable and supporting records must be retained for 7 years.  Customer service records must be retained for 5 years.  Equipment repair records must be retained for the life of the equipment.  Maintenance work and job orders must be retained for 6 years.  Water treatment records must be retained for 10 years.

CCR §1175 R
Holders are required to retain all records pertaining to unclaimed property for a period of 7 years after such property is reported to the State Controller.

CCR §14307 R
Retain records of occupational injury or illness for 5 years following the end of the year to which they relate.

CCR §19141.6 I
Taxpayer's income or franchise tax liability to this state may be subject to adjustment, including all periods in which additional income or franchise taxes may be assessed, but not to exceed 8 years from the due date or extended due date of the return.

NARUC 23.3a R
Retain operator's daily logs and reports of operation in the transmission and distribution of water for 6 years.

SBCC 10-2.4 R
Retain building permit records and all other pertinent transactions of the building division permanently.

SBCC 17-13 R
Retain operating records of solid waste and utilities for 4 years following the termination of any franchise, contract, or permit.

SBMC 4.08.150 R Retain transient occupancy tax records for 3 years.

SBMC 4.24.150 R Retain utility services tax records for 3 years.

SBMC 4.36.180 R Retain parking and business improvement area tax records for 3 years.

SBMC 4.52.060 R
Retain written quotations for contracts under $25,000.00 and open market orders for 1 year after the submission of quotes or the placing of orders.

SBMC 6.12.030 I
Animal control determines whether a dog is vicious based on whether or not the dog has bitten any person at any other time, the temper or ferocity of the dog at the time of the incident, the reputation of the dog in the community with regard to its temper and ferocity, its propensity to bite persons or animals without provocation, and its general menace to the public.
1997 UFC, 103.3.4 R
The fire prevention bureau must retain a record of each inspection made showing the findings and disposition of each inspection for a minimum of 3 years.

APPENDIX III, City of Santa Barbara, CA 210
Original Medium: HA=Hard copy (i.e., paper); MA=Machine-readable media (i.e. magnetic medium or optical disk).

All or Current: C=Current; C+1=Current plus one year; Pre-audit=Prior to audit.

Type of Vital Record: E=Emergency Operating; R&I=Rights-and-Interests APPENDIX III – VITAL RECORDS OF THE

CITY OF SANTA BARBARA, CALIFORNIA
Dept./Div. Title Original
Medium
All or
Current
Type of
Vital
Record
Comments
All Departments/
Divisions
Bid Awards,
Contracts, and
Agreements
HA C E, R & I Routine procurement records
only
All Departments/
Divisions Complaints HA C R & I Complaints relating to environmental violations only All Departments/
Divisions Time Cards HA C R & I
Administrative
Services: City Clerk
Charter of City of
Santa Barbara HA C R & I
Administrative
Services: City Clerk Grant Deeds HA C R & I
Administrative
Services: City Clerk Municipal Code HA C R & I
Administrative
Services: Human
Resources
Eligibility Files HA All R & I
Administrative
Services: Human
Resources
Examination Files HA All R & I
Administrative
Services: Human
Resources
Tuberculosis Records HA All E
Administrative
Services: Benefits
Office
Benefit Files (active
employee) HA All R & I
Administrative
Services: Benefits
Office
Benefit Files (retiree) HA All R & I
Administrative
Services: Benefits
Office
COBRA Files HA All R & I
Administrative
Services: Information
Systems
System
Documentation MA All E Electronic file only
Airport:

Airport Operations
Aircraft Incident
Reports HA All R & I
Airport:

Airport Operations Facilities File HA C E
Maps, drawings, and
specifications only
Airport:

Airport Operations
General Incident
Reports HA C R & I
Airport:

Airport Operations
Identification Badge
Files
HA All E, R & I
Airport:

Airport Operations
Runway Inspection
Sheets HA All R & I
Airport: Capital
Support
Airport Design and
Construction Project
Files
HA All E, R & I
Maps, plans, reports,
correspondence, photographs,
specific plans, and other
original construction related
materials only
Airport: Capital
Support Drawings (current) HA All E, R & I
APPENDIX III, City of Santa Barbara, CA 211
Original Medium: HA=Hard copy (i.e., paper); MA=Machine-readable media (i.e. magnetic medium or optical disk).

All or Current: C=Current; C+1=Current plus one year; Pre-audit=Prior to audit.

Type of Vital Record: E=Emergency Operating; R&I=Rights-and-Interests Dept./Div. Title Original
Medium
All or
Current
Type of
Vital
Record
Comments
Airport: Capital
Support Plans and Layouts HA C R & I Working plans and layouts only Airport: Capital
Support
Plans, Maps, and
Aerial Photographs
(original)
HA C E As-built plans only
City Administrator Confidential Files HA C R & I
City Administrator Human Resources
Subject Files HA C R & I Grievance Files only
City Attorney Litigation Files (active
and inactive) HA C E, R & I
Community
Development:

Building Inspector
Building Inspector
Enforcement Case
Files

HA & MA C E
Community
Development: Records Approved Drawings HA C E, R & I For existing facilities only Community
Development: Records
Approved Drawings
(oversize) HA C E, R & I For existing facilities only
Community
Development: Records
Street Files (Permit/
Enforcement Files) HA C E, R & I
Community
Development: Housing
& Redevelopment
Annual Reports to
State Controller HA C R & I
Community
Development: Housing
& Redevelopment
Development Subject
File HA C R & I
Community
Development: Housing
& Redevelopment
Redevelopment
Agency
Administration
Formation Files
HA All R & I
Community
Development: Housing
& Redevelopment
Redevelopment
Agency Plan File HA C R & I
Community
Development: Housing
& Redevelopment
Redevelopment
Agency Project Files HA C R & I
Community
Development: Housing
& Redevelopment
Redevelopment
Agency Resolutions HA C R & I
Community
Development: Housing
& Redevelopment
Built Affordable
Housing Project Files

HA C R & I
Community
Development: Housing
& Redevelopment
HOME Fund
Administrative File HA C R & I
Community
Development: Housing
& Redevelopment
Community
Development Block
Grant Files

HA C E, R & I
Community
Development: Housing
& Redevelopment
Community
Development Block
Grant Project Files
(active)

HA C E, R & I
Community
Development:

Planning
Aerial Photographs HA C E, R & I
APPENDIX III, City of Santa Barbara, CA 212
Original Medium: HA=Hard copy (i.e., paper); MA=Machine-readable media (i.e. magnetic medium or optical disk).

All or Current: C=Current; C+1=Current plus one year; Pre-audit=Prior to audit.

Type of Vital Record: E=Emergency Operating; R&I=Rights-and-Interests Dept./Div. Title Original
Medium
All or
Current
Type of
Vital
Record
Comments
Community
Development:

Planning
City Maps HA C E, R & I
Community
Development:

Planning
General Plan
Documents HA C E, R & I
Community
Development:

Planning
Planning Commission
Minutes HA C E, R & I
Community
Development:

Planning
Special Project Files HA C E, R & I
Community
Development:

Planning
Design Review Case
Files HA C E, R & I
Community
Development:

Planning
Environmental Impact
Reports HA C E, R & I
Community
Development:

Planning
Architectural Board of
Review Minutes HA C E, R & I
Community
Development:

Planning
City Landmark Files HA C E, R & I
Community
Development:

Planning
Cultural Resources
Files HA C R & I
Community
Development:

Planning
Historical Landmarks
Commission Minutes HA C E, R & I
Community
Development:

Planning
Sign Committee
Minutes HA C E, R & I
Community
Development:

Planning
Modification Hearing
Minutes HA C E, R & I
Community
Development:

Planning
Zoning Enforcement
Case Files HA C R & I
Finance: Accounting Accounting Reports HA C R & I
Finance: Accounting Accounts Payable HA C R & I
Finance: Accounting Adopted Budget
Reports HA C R & I
Finance: Accounting Bank Reconciliations HA C R & I
Finance: Accounting
Community
Development Block
Grant (CDBG) Files

HA C R & I
Finance: Accounting Financial System
Revenue Reports HA C+1 R & I
Finance: Accounting Fixed Asset Files HA All R & I
Finance: Accounting General Ledger
Journal Vouchers HA All R & I
Finance: Accounting Time Cards HA C R & I
APPENDIX III, City of Santa Barbara, CA 213
Original Medium: HA=Hard copy (i.e., paper); MA=Machine-readable media (i.e. magnetic medium or optical disk).

All or Current: C=Current; C+1=Current plus one year; Pre-audit=Prior to audit.

Type of Vital Record: E=Emergency Operating; R&I=Rights-and-Interests Dept./Div. Title Original
Medium
All or
Current
Type of
Vital
Record
Comments
Finance: Accounting Trial Balance Reports HA C+1 R & I
Finance: Accounting Utility Billing and
Accounts Receivable HA C R & I
Finance: Accounting Year-End Reports HA C R & I
Finance:

Administration Bond Issue Binders HA All R & I
Finance:

Administration Bond Statements HA All R & I
Finance:

Administration City Budgets HA C R & I
Finance:

Administration
Grants and
Propositions HA C R & I Active grant materials only
Finance:

Environmental
Programs
Environmental
Programs Project
Files

HA C R & I
Finance: General
Services Bids HA C R & I
Finance: General
Services Bids (opened) HA C R & I
Finance: General
Services
Proof of Insurance
Files HA All R & I
Finance: General
Services Purchase Orders HA C R & I
Finance: General
Services Quick Quotes HA C R & I
Finance: General
Services
Requests for
Proposals for
Upcoming Bids
HA All R & I
Finance: Risk
Management "Accel" Files HA All R & I
Finance: Risk
Management
California
Occupational Safety
and Health
Administration ("Cal
OSHA") Compliance
Program Records
HA All E, R & I
Finance: Risk
Management Incident Files HA C R & I
Finance: Risk
Management Insurance Policies HA C R & I
Finance: Risk
Management
Insurance Program
Files HA C R & I Inventory of City’s fine art only
Finance: Risk
Management
Liability Claim
Schedules HA C R & I
Finance: Risk
Management Liability Files HA C R & I
Finance: Risk
Management Litigation Files HA C R & I
Finance: Risk
Management
Workers'
Compensation Files HA C R & I
APPENDIX III, City of Santa Barbara, CA 214
Original Medium: HA=Hard copy (i.e., paper); MA=Machine-readable media (i.e. magnetic medium or optical disk).

All or Current: C=Current; C+1=Current plus one year; Pre-audit=Prior to audit.

Type of Vital Record: E=Emergency Operating; R&I=Rights-and-Interests Dept./Div. Title Original
Medium
All or
Current
Type of
Vital
Record
Comments
Finance: Treasury
Automatic Payment
Service Applications
and Agreements
HA C R & I Agreements only
Finance: Treasury Business License
Batch Files HA C R & I
Finance: Treasury Cash Receipt
Records HA C R & I
Finance: Treasury Franchise
Agreements HA C R & I Agreements only
Finance: Treasury Licenses and Permits
Subject File HA C R & I Permit and private patrol registration files only Finance: Treasury
Parking and Business
Improvement Area
Tax Files

HA C R & I
Finance: Treasury Transient Occupancy
Tax Files HA C R & I
Finance: Treasury Utility Tax Exemption
Renewal Applications HA C R & I
Fire Fire Investigation
Files HA C R & I
Fire Occupancy Files HA C R & I
Fire Personnel Medical
Records HA All R & I
Library Gifts Files HA All R & I
Library Inter-Library Loan
Borrowed Item Files HA C R & I
Library Inter-Library Loan
Files HA Pre-audit R & I
Library
Library Board of
Trustees Meeting
Minutes

HA C R & I
Parks and Recreation:

Park Design and
Planning
Blueprints HA C E, R & I As-built plans for existing park facilities only
Parks and Recreation:

Park Design and
Planning
Plans/Drawings HA C R & I Plans for existing park facilities only
Parks and Recreation:

Park Design and
Planning
Project Files HA C R & I
Active maps, plans, reports,
correspondence, photographs,
specific plans, and other
original construction related
materials only
Parks and Recreation:

Parks
Andree Bird Refuge
File HA C R & I
Parks and Recreation:

Parks
Chase Palm Park File HA C R & I
Parks and Recreation:

Parks Creeks File HA C R & I
Parks and Recreation:

Parks
Douglas Family
Preserve File HA C R & I
Current maps, contract
negotiation notes, and
correspondence only
Parks and Recreation:

Adult Sports Vehicle Files HA C R & I Driver contract and insurance information only
APPENDIX III, City of Santa Barbara, CA 215
Original Medium: HA=Hard copy (i.e., paper); MA=Machine-readable media (i.e. magnetic medium or optical disk).

All or Current: C=Current; C+1=Current plus one year; Pre-audit=Prior to audit.

Type of Vital Record: E=Emergency Operating; R&I=Rights-and-Interests Dept./Div. Title Original
Medium
All or
Current
Type of
Vital
Record
Comments
Parks and Recreation:

Facilities & Program
Registration
Facilities Permits
(active and closed) HA C R & I Current files only
Parks and Recreation:

Youth Activities
Administrative Files
("Clerical Files") HA C R & I Co-sponsorship Files only Police: Chief’s Staff Internal Affairs Files HA C R & I Police: Animal Control
Animal Bite Reports
and Quarantine
Notices

HA C R & I
Police: Animal Control Dog Licenses HA C R & I
Police: Animal Control Kennel Cards HA C R & I
Police: Animal Control Special Cases HA C R & I
Police:

Combined
Communications
Center
Logger Tapes MA C R & I
Police: Administrative
Services
Alarm Ordinance
Files HA C R & I
Police: Property Room Drug Burn Files HA C R & I
Police: Property Room Evidence/Property for
Active Cases HA C R & I
Police: Property Room Homicide Evidence
Records ("187 Files") HA C R & I Active files only
Police: Investigative
Division
Special Search
Warrants HA C R & I
Police: Range Qualifying Records HA C R & I
Police: Support
Services/Business
Office
Personnel
Background Files
(Current)
HA All R & I
Police: Support
Services/Business
Office
Personnel
Background Files
(Unsuccessful)

Santa Barbara City CouncilJuly 29, 2025

Santa Barbara City Council
July 29, 2025