Santa Barbara City Council
September 29, 2026

CITY OF SANTA BARBARA

CITY COUNCIL
Randy Rowse
Mayor
Kristen W. Sneddon
Mayor Pro Tempore
Kelly McAdoo
City Administrator
Oscar Gutierrez
Ordinance Committee Chair
John S. Doimas
City Attorney
Eric Friedman
Finance Committee Chair
Meagan Harmon
Mike Jordan
Wendy Santamaria
City Hall
735 Anacapa Street
http://www.SantaBarbaraCA.gov
SEPTEMBER 29, 2026, 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/j/89359334270 (Participation via Zoom) • Telephone: Dial 1-669-900-6833, Enter Webinar ID: 893 5933 4270 (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. 09/29/2026 Santa Barbara City Council Final Agenda Page 1 SEPTEMBER 29, 2026 AGENDA
ORDINANCE COMMITTEE MEETING - 12:00 P.M. IN THE COUNCIL CHAMBER

1. Subject: Amending Title 14 of the Santa Barbara Municipal Code to Include Nonfunctional Lawn Watering Ban
Recommendation: That Ordinance Committee review and recommend the proposed amendments to Title 14 of the Santa Barbara Municipal Code relating to the irrigation of nonfunctional lawns and forward the proposed amendments to the City Council for introduction and adoption.
09/29/2026 Santa Barbara City Council Final Agenda Page 2 REGULAR CITY COUNCIL MEETING - 2:00 P.M.

CALL TO ORDER

PLEDGE OF ALLEGIANCE

ROLL CALL

CHANGES TO THE AGENDA

CONSENT CALENDAR

1. Subject: Waiver of Reading in Full of Ordinances and Resolutions Recommendation: That Council waive the reading in full of all ordinances and resolutions on the consent agenda and the public hearing consent agenda and authorize reading by title only, pursuant to City Charter Section 511, unless otherwise requested by a member of the City Council; this waiver shall not apply to emergency ordinances, which shall be read in full as required by Section 511.

2. Subject: Introduction of Ordinance Amending the Santa Barbara Municipal Code to Establish Residential Rent Stabilization and Residential Rental Registry Programs [Ordinance Introduction; Resolution]
Recommendation: That Council:

A. Introduce and subsequently adopt, by reading of title only, an Ordinance of the Council of the City of Santa Barbara Amending the Santa Barbara Municipal Code to Preserve Affordable Housing and Protect Tenant and Landlord Rights by the Addition of Chapter 26.90 Relating to Residential Rent Stabilization and Chapter 26.100 Relating to Residential Rental Registry; and
B. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending Resolution No. 2026-057, Adopting the Budget for Fiscal Year 2027, to Approve an Allocation of $500,000 in the Fiscal Year 2027 Expenditure Appropriations in the Measure I Flexible Housing and Homelessness Fund to Support the Implementation of a Residential Rent Stabilization Program and Rental Registry.
09/29/2026 Santa Barbara City Council Final Agenda Page 3

3. Subject: Adoption of Resolution Approving an Update to 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 Amending the City of Santa Barbara Records Management Policies and Procedures Manual to Adopt Updated Policies and Procedures for all City Departments.

4. Subject: Acceptance of State of California Office of Traffic Safety Grants [Resolution; Agreement]
Recommendation: That Council:

A. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending Resolution No. 26-057, Adopting the Budget for Fiscal Year 2027, to Approve an Increase of Revenue and Expenditure Appropriations in Fiscal Year 2027 in the Police Department Miscellaneous Grants Fund Budget in the Amount of $119,775;
B. Accept the State of California, Office of Traffic Safety Grants in the amount of $119,775 and authorize the Chief of Police to execute the grant agreements; and
C. Increase revenue and expenditure appropriations by $119,775 in the Police Department Miscellaneous Grants Fund for Fiscal Year 2027 for the Selective Traffic Enforcement and the Pedestrian and Bicycle Safety Program grants.

5. Subject: August 2026 Investment Report
Recommendation: That Council accept the August 2026 Investment Report.

6. Subject: Fiscal Year 2027 Interim Financial Statements for the First Month Ended July 31, 2026
Recommendation: That Council accept the Fiscal Year 2027 Interim Financial Statements for the First month ended July 31, 2026.

7. Subject: Notice of Biennial Conflict of Interest Code Resolution Update Recommendation: That Council approve the City Clerk’s Office’s recommendation to amend Resolution No. 24-134, the City’s Conflict of Interest Code. 09/29/2026 Santa Barbara City Council Final Agenda Page 4

8. Subject: Approval of Benefit Plans Effective January 1, 2027 Recommendation: That Council:

A. Approve the 2027 renewal rates and benefit plan renewals described in Attachments 1 and 2 for the: CalPERS Health Benefits Program; Delta Dental plans; Vision Service Plan vision plans; Optum Employee Assistance Program; Discovery Benefits Health and Dependent Care Flexible Spending Accounts; and The Standard Insurance Company life, accidental death and dismemberment, and disability insurance plans; B. Authorize the City Administrator, or designee, to execute the agreements, renewals, and amendments necessary to implement the approved 2027 benefit plan renewals, subject to approval as to form by the City Attorney and provided that such documents are consistent with the rates, benefits, and fiscal impacts presented to the Council and do not materially increase City cost or materially alter benefits without further Council authorization; and
C. Acknowledge that the Benefit Coordinators Corporation benefitsadministration agreement remains in effect through June 30, 2027, at a fee of $7.20 per enrolled employee per month; no amendment is requested through this action.

CONSENT PUBLIC HEARING
09/29/2026 Santa Barbara City Council Final Agenda Page 5

9. Subject: Local Coastal Program Amendment – 1 Hot Springs Road [Ordinance Introduction; Resolution]
Recommendation: That Council:

A. Introduce and subsequently adopt, by reading of title only, an Ordinance of the Council of the City of Santa Barbara Amending the Zoning Map in Title APX Sectional Maps to Rezone the Property located at 1 Hot Springs (APN 017-393-002 and -003) from R-1/SD-3 (One-Family Residence/Coastal Overlay) to R-3/SD-3 (Limited Multiple Family Residence/ Coastal Overlay) Zone;
B. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending the Local Coastal Program to change the coastal land use designation of 1 Hot Springs Road (APN 017-393-002 and -003) from Parks/Open Space to Medium Density Residential (12 du/ac) and to Rezone the property from R-1/SD-3 (One-Family Residence/ Coastal Overlay) to R-3/SD-3 (Limited Multiple Family Residence/Coastal Overlay) Zone;
C. Read the titles of the Ordinances and Resolutions and, if there is no objection from any Councilmember present, waive further reading pursuant to Section 511 of the Santa Barbara City Charter;
D. Adopt the Final Mitigated Negative Declaration and Mitigation Monitoring and Reporting Program dated July 24, 2026, making the findings specified in this Council Agenda Report; and
E. Determine that the Coastal Land Use designation change and Zoning Map Amendment are consistent with the Coastal Land Use Plan and City Charter.

NOTICES

10. Subject: The City Council Regular Meeting scheduled for October 13, 2026 will be cancelled.

REPORT FROM THE ORDINANCE COMMITTEE

GENERAL PUBLIC COMMENT

PULLED CONSENT ITEMS

CITY COUNCIL ADMINISTRATIVE AND ATTORNEY REPORTS
09/29/2026 Santa Barbara City Council Final Agenda Page 6

SUSTAINABILITY AND RESILIENCE

11. Subject: Contract for Laguna Flood Resilience Study [Resolution; Agreement]
Recommendation: That Council:

A. Authorize the Sustainability & Resilience Director to execute a Professional Services Agreement with Stantec Consulting Services for the Laguna Flood Resilience Study in the amount of $993,125 and authorize the Sustainability & Resilience Director to approve expenditures of up to $99,312 for extra services that may result from necessary changes in the scope of work during this process; and
B. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending Resolution No. 2026-057, Adopting the Budget for Fiscal Year 2027 to Appropriate $291,797 from the Creeks Restoration and Water Quality Improvement Capital Fund for the Laguna Flood Resilience Study.

CITY ADMINISTRATOR

12. Subject: Street Name Recommendations for Council Consideration in Renaming Calle César Chávez
Recommendation: That Council:

A. Receive a report on the street renaming process conducted under the Santa Barbara Municipal Code Chapter 22.48 for Calle César Chávez between East Gutierrez and East Cabrillo Boulevard;
B. Select a street name and direct staff to proceed with preparing a Resolution for adoption to proceed with implementation of the address change; and C. Provide direction to staff on whether or not to develop a small business grant program to support specific financial impacts of facilitating the name change on businesses located in the designated corridor.

COUNCIL AND STAFF COMMUNICATIONS

COUNCILMEMBER COMMITTEE ASSIGNMENT REPORTS & ENGAGEMENTS

PUBLIC COMMENT (IF NECESSARY)

ADJOURNMENT

CITY OF SANTA BARBARA

ORDINANCE COMMITTEE MEETING

MEETING AGENDA
DATE: September 29, 2026 Oscar Gutierrez, Chair
TIME: 12:00 p.m. Mike Jordan
PLACE: Council Chambers Kristen Sneddon
Office of the City Office of the City
Administrator Attorney
Kelly McAdoo John Doimas
City Administrator, City Administrator’s Office City Attorney Nicole Grisanti
Manager, City Administrator’s Office

ITEM FOR CONSIDERATION
SUBJECT: Amending Title 14 of the Santa Barbara Municipal Code to Include Nonfunctional Lawn Watering Ban
RECOMMENDATION: That Ordinance Committee review and recommend the proposed amendments to Title 14 of the Santa Barbara Municipal Code relating to the irrigation of nonfunctional lawns and forward the proposed amendments to the City Council for introduction and subsequent adoption.

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.

Agenda Item No.

HOW TO REMOTELY OBSERVE AND/OR SPEAK LIVE AT A MEETING:
• WEB: https://santabarbaracagov.zoom.us/j/83099911799?pwd=N0fwX914FLbpUNNMPr2foEbiub5ovC.1 Passcode: 199458
• TELEPHONE: Phone one-tap:
+16699006833,,83099911799# US (San Jose)
+16694449171,,83099911799# US
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.

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.

CITY OF SANTA BARBARA
Ordinance Committee Agenda Report
Agenda Date: September 29, 2026
To: Ordinance Committee
From: Water Resources Department
Subject: Amending Title 14 of the Santa Barbara Municipal Code to Include Nonfunctional Lawn Watering Ban
Recommendation:

That Ordinance Committee review and recommend the proposed amendments to Title 14 of the Santa Barbara Municipal Code relating to the irrigation of nonfunctional lawns and forward the proposed amendments to the City Council for introduction and subsequent adoption.

Executive Summary
California State Assembly Bill 1572 (AB 1572), signed into law on October 13, 2023, phases in a statewide prohibition on the use of potable (drinking) water to irrigate nonfunctional lawn (turfgrass) on public, commercial, industrial, institutional, and common-area properties, and requires public water suppliers to update their ordinances by January 1, 2027. This report presents a coordinated two-part action to bring the City into compliance with the State legislation while making it easier for property owners to comply:
• The adoption of an ordinance that prohibits drinking water irrigation of nonfunctional lawn according to the AB 1572 compliance schedule.
• The adoption of the Lawn Replacement Objective Design Standards, which create objective, ministerial approval routes allowing qualifying lawn replacement projects to be approved faster with less burden on applicants and staff.

Discussion
Background
Water conservation has long been a critical priority in California, driven by frequent droughts, growing population demands, and the impacts of climate change. AB 1572, signed by Governor Agenda Item No. 1
Ordinance Committee Agenda Report
Amending Title 14 of the Santa Barbara Municipal Code Nonfunctional Lawn Watering Ban

Newsom on October 13, 2023, builds on prior conservation efforts and specifically targets the use of drinking water to irrigate nonfunctional lawn and decorative grass areas that do not serve a recreational or community purpose, such as lawn in street medians, business parks, and retail landscapes.

To comply with State law, public water suppliers such as the City of Santa Barbara must adopt an ordinance banning the irrigation of nonfunctional lawns by January 1, 2027, and communicate those changes to their customers. Failure to comply could result in regulatory penalties and missed opportunities for State funding related to lawn replacement.

It is important to note that AB 1572 does not apply to single-family residential homes; the only residential properties that fall under AB 1572 are common areas of homeowners’ association properties. The proposed City ordinance preserves this exemption.

Nonfunctional Lawn Watering Ban
The proposed ordinance implements the requirements of California law prohibiting the use of drinking water to irrigate nonfunctional lawns and incorporates those requirements into the Santa Barbara Municipal Code (SBMC). Key elements include the following:
• Purpose and intent: The ordinance aligns the City's water use policies with State conservation mandates, encourages water efficient landscaping, and preserves the aesthetic character and environmental quality of Santa Barbara's landscapes. It is to be interpreted consistently with State Water Code requirements and any implementing regulations adopted by the State Water Resources Control Board. • Updated definitions: The ordinance adds definitions including common areas, functional lawn, nonfunctional lawn, potable water, and recreational use area. Notably, staff has elected to use the term “lawn” rather than “turf” or “turfgrass,” because “turf” is also commonly used to mean artificial grass; “lawn” is clearer to the average community member.
• Prohibition schedule: Consistent with AB 1572, the use of drinking water to irrigate nonfunctional lawn is prohibited as of the dates below:

January 1, 2027: Applies to properties owned by the California Department of General Services, as well as properties owned by local governments, local/regional public agencies, and public water systems, except those in disadvantaged communities.

Ordinance Committee Agenda Report
Amending Title 14 of the Santa Barbara Municipal Code Nonfunctional Lawn Watering Ban

January 1, 2028: Applies to all other institutional, commercial, and industrial properties.

January 1, 2029: Applies to common areas of homeowners' associations, common interest developments, and properties owned by community service organizations.

Enforcement Approach
Any violation of the nonfunctional lawn watering prohibition constitutes a violation of the SBMC and may be enforced pursuant to SBMC Sections 14.20.225 through 14.20.227. However, consistent with prior direction from Council and the City's longstanding practice, the Water Resources Department intends to administer the nonfunctional lawn watering ban primarily through a complaint-based, education-first approach rather than through scheduled patrols.

The City's experience administering water use regulations has demonstrated that compliance is most effectively achieved through outreach, education, and direct engagement with customers rather than through punitive enforcement. During previous drought responses, the City successfully achieved compliance by prioritizing customer education, providing technical assistance and rebates, and responding to specific reported concerns.

The City intends to continue this approach with the nonfunctional lawn watering ban. Staff has estimated that the nonfunctional lawn watering ban will impact approximately 300 properties.

Staff will focus on notifying affected property owners of the new requirements, connecting them with applicable rebates, directing them to the streamlined replacement pathway described below, and working collaboratively toward compliance. This measured, complaintbased framework is consistent with Council's prior guidance and reflects the City's continued commitment to achieving water conservation goals through partnership with its residents and businesses.

Streamlined Approval Process:

Lawn Replacement Objective Design Standards
To help property owners comply with the new ban efficiently, the companion resolution adopts the Lawn Replacement Objective Design Standards (Design Standards), which establish objective eligibility criteria, design requirements, submittal requirements, and review procedures for qualifying lawn replacement projects. The Design Standards are intended to make eligible projects easier, faster, and more predictable to approve while maintaining the Ordinance Committee Agenda Report
Amending Title 14 of the Santa Barbara Municipal Code Nonfunctional Lawn Watering Ban

City's water conservation, environmental, fire safety, design, and historic preservation objectives.

The City's current review process was not designed for the simple lawn replacement projects prompted by AB 1572, which generally involve removing lawn and replacing it with sustainable landscaping and efficient irrigation. When these straightforward projects are treated like larger construction projects, applicants can encounter unnecessary friction: an unclear pathway; multiple review triggers; additional fees; and longer review timelines.

Without a clear streamlined route, the City risks projects being delayed, abandoned, or completed outside the process; customers facing enforcement action; and brown lawns lingering for many years. By contrast, a clear objective pathway means more customers can comply on time, landscapes meet community expectations, and staff and review board time stays focused on the more complex projects that need discretionary review. Importantly, the Design Standards are designed to make compliance easier for everyone while preserving the existing review framework for more complicated projects.

On-Demand Approval
Projects that satisfy every applicable objective standard may be approved ministerially through on-demand approval (automatic approval based on the completed checklist, applicant certification, and required documentation) or staff administrative review (ministerial approval after staff verify eligibility criteria, City records, or site conditions). Projects that fall outside the program scope or cannot meet an objective standard are routed to the existing review processes.

The streamlined approval process is deliberately narrow. Projects that: add or alter buildings, walls, fences, or other site structures; change parking, access, or accessibility; remove trees; require significant grading; affect stormwater facilities, drainage courses, creeks, or sensitive habitat; or trigger coastal, floodplain, environmental, or discretionary review are not eligible for the streamlined pathway and follow the City's normal review process. Projects that satisfy every applicable objective standard and are approved on-demand are not charged City review fees. Projects that require staff administrative review normally include an Administrative Review fee based on staff research time. To incentivize compliance, staff is discussing options to waive or cover these administrative fees on associated lawn replacement projects through December 31, 2029.

Ordinance Committee Agenda Report
Amending Title 14 of the Santa Barbara Municipal Code Nonfunctional Lawn Watering Ban

Projects on City Designated Landmarks are not eligible; projects within El Pueblo Viejo or on other historic resources begin with staff administrative review; and projects in High Fire Hazard Areas must comply with the City's adopted fire area landscape requirements.

Objective Design Standards
The Design Standards align with the City's Sustainable Lawn Replacement Rebate and require living, climate-appropriate plant material, high efficiency irrigation, and application of mulch; artificial turf and other such materials are not permitted. In addition to the Sustainable Lawn Replacement Rebate, qualifying projects may be eligible for the Creeks Division's Sustainable Storm Water Rebate, which offsets the cost of stormwater capture features such as rain gardens, rain barrels, and disconnected downspouts. This results in a stacked incentive to provide property owners with a second funding source to help convert nonfunctional lawn into watershed wise sustainable landscapes.

The City engaged a landscape architecture firm, RRM Design Group, to develop the accompanying plant list and plant palettes for the Design Standards. The plant selections were curated to be water wise, low maintenance, and easy to source within the nursery trade.

Roughly half of the plants chosen are native to Southern California. The plant palettes were intentionally built to complement the range of architectural styles found throughout Santa Barbara, so that replacement landscapes blend seamlessly with the City's distinctive architectural character.

Design Board Review
The draft plant list and palettes were presented to the Architectural Board of Review (ABR) on August 31, 2026, and to the Historic Landmarks Commission (HLC) on September 9, 2026. Staff incorporated input from these meetings, in coordination with the landscape architect, and the refined plant list and palettes will return to ABR and HLC in October for final approval and adoption.

Budget/Financial Information
This action has minimal financial impact on the City.

Sustainability Impact
The nonfunctional lawn watering ban and streamlined replacement pathway advance the City's sustainability priorities of reducing water demand, building drought resilience, and improving local watershed quality. Converting nonfunctional lawns to living, climate- Ordinance Committee Agenda Report
Amending Title 14 of the Santa Barbara Municipal Code Nonfunctional Lawn Watering Ban

appropriate landscapes conserves water and supports long-term supply reliability. The Lawn Replacement Objective Design Standards reinforce these goals by prioritizing water wise and native plants that reduce irrigation demand and support local wildlife. Alignment with the Sustainable Lawn Replacement Rebate and the Sustainable Storm Water Rebate further encourages rain gardens and other features that recharge groundwater and keep pollutants out of local creeks and the ocean.

Environmental Review
Adopting an AB 1572 compliant ordinance and lawn replacement objective design standards are not CEQA “projects.” These are administrative, regulatory actions that do not authorize, enable, or foreseeably result in any physical environmental change. Under CEQA Guidelines §15378(b)(5), such actions are excluded from the definition of a project and therefore not subject to CEQA review.

Water Commission Recommendation
Staff presented this item to the City of Santa Barbara Water Commission at its September 17, 2026 special meeting. The Commission voted 3-0-2 in support of staff’s recommendation.

Prepared by: Madeline Wood, Water Conservation Analyst/sjc Submitted by: Joshua Haggmark, P.E., Water Resources Director Approved by: Kelly McAdoo, City Administrator
1 Ordinance No.

AN ORDINANCE OF THE COUNCIL OF THE CITY OF SANTA
BARBARA AMENDING TITLE 14 OF THE SANTA BARBARA

MUNICIPAL CODE RELATING TO IRRIGATION OF

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

Section 1
Title 14, Chapter 14.20 is amended by adding Section 14.20.020 to read as follows:

14.20.020 Prohibition on Irrigating Nonfunctional Lawns.

A. Purpose and intent. The purpose of this ordinance is to implement the requirements of California law prohibiting the use of potable water to irrigate nonfunctional lawns, to promote the efficient use of water resources, and to incorporate those requirements into the City's Municipal Code. The City seeks to align its water use policies with state conservation mandates, encourage water-efficient landscaping practices, and preserve the aesthetic character and environmental quality of Santa Barbara's landscapes.

B. Definitions. The definitions in this section apply only to the nonfunctional lawn irrigation applicability of this chapter and do not amend, replace, or otherwise affect the definitions in other chapters of the Municipal Code.
“Commercial water user” means a water user that provides or distributes a product or service.
“Common area” means that portion of a common interest development or of a property owned or managed by a homeowners’ association or a community service organization or similar entity that is not assigned or allocated to the exclusive use of the occupants of an individual unit within the property. “Common interest development” (as defined in Civil Code 4100), includes: a community apartment project, a condominium project, a planned development, a stock cooperative.
2 “Community service organization or similar entity” means a nonprofit entity, other than an association, that is organized to provide services to residents of the common interest development or to the public in addition to the residents, to the extent community common area or facilities are available to the public. “Community service organization or similar entity” does not include an entity that has been organized solely to raise moneys and contribute to other nonprofit organizations that are qualified as tax exempt under Section 501(c)(3) of the Internal Revenue Code and that provide housing or housing assistance.
“Community space” means an area designated by a property owner or a governmental agency to accommodate human foot traffic for civic, ceremonial, or other community events or social gatherings.
“Disadvantaged community” means a community with an annual median household income that is less than 80 percent of the statewide annual median household income. “Functional lawn” means a living ground cover surface of mowed turfgrass (lawn) located in a recreational use area or community space. Lawn enclosed by fencing or other barriers to permanently preclude human access for recreation or assembly is not functional lawn.
“Homeowners’ association” means a nonprofit corporation or unincorporated association created for the purpose of managing a common interest development. “Industrial water user” means a water user that is primarily a manufacturer or processor of materials as defined by the North American Industry Classification System code sectors 31 to 33, inclusive, or an entity that is a water user primarily engaged in research and development.
“Institutional water user” means a water user dedicated to public service. This type of user includes, among other users, higher education institutions, schools, courts, churches, hospitals, government facilities, and nonprofit research institutions. 3 “Nonfunctional lawn” means a living ground cover surface of mowed turfgrass (lawn) that is not functional lawn, and includes lawn located within street rights-of-way and parking lots.
“Potable water” means water that is suitable for human consumption. “Recreational use area” means an area designated by a property owner or a governmental agency to accommodate human foot traffic for recreation, including, but not limited to, sports fields, golf courses, parks, playgrounds, picnic grounds, or pet exercise areas. This recreation may be either formal or informal.

A. This section shall be interpreted consistently with Water Code section 10808 and any implementing regulations adopted by the California State Water Resources Control Board.

B. The use of potable water for the irrigation of nonfunctional lawn located on commercial, industrial, and institutional properties, other than a cemetery, and on properties of homeowners’ associations, common interest developments, and community service organizations or similar entities is prohibited as of the following dates:

1. All properties owned by the Department of General Services, beginning January 1, 2027.

2. All properties owned by local governments, local or regional public agencies, and public water systems, except those specified in paragraph 5, beginning January 1, 2027.

3. All other institutional properties and all commercial and industrial properties, beginning January 1, 2028.

4. All common areas of properties of homeowners’ associations, common interest developments, and community service organizations or similar entities, beginning January 1, 2029.

5. All properties owned by local governments, local public agencies, and public water systems in a disadvantaged community, beginning January 1, 2031, or the date upon which a state funding source is made available to fund conversion of 4 nonfunctional turf on these properties to climate-appropriate landscapes, whichever is later.

C. Notwithstanding subdivision B, the use of potable water is not prohibited by this section to the extent necessary to ensure the health of trees and other perennial non-turfgrass plantings, or to the extent necessary to address an immediate health and safety need.

D. The California State Water Resources Control Board may, upon a showing of good cause for reasons including economic hardship, critical business need, and potential impacts to human health or safety, postpone a compliance deadline in subdivision B by up to three years for certain persons, institutions, and businesses, and may create a form to be used for compliance certification to the board by property owners.

E. Any violation of this section shall constitute a violation of this Code and may be enforced pursuant to Section 14.20.225 through Section 14.20.227 of this Code.

F. Lawn Replacement Objective Design Standards.

1. The Council shall adopt a resolution for Lawn Replacement Objective Design Standards. Lawn replacement shall be done in accordance with the Resolution adopted by Council pertaining to this section.

2. Lawn replacement projects that satisfy every applicable objective standard in the Lawn Replacement Objective Design Standards will be processed ministerially and are exempt from any conflicting procedural, design review, or landscape plan requirements otherwise applicable under this Code, including but not limited to Chapter 22.11 (Maintenance of Approved Landscape Plans), Chapter 30.220 (Design Review), and Chapter 14.23 (Landscape Design Standards and Recycled Water Use).

3. Projects that do not satisfy every applicable objective standard will be reviewed under the City’s established permitting and design review procedures, including any applicable requirements of Chapters 22.11, 30.220, and 14.23.

CITY OF SANTA BARBARA
Council Agenda Report
Agenda Date: September 29, 2026
To: Mayor and Councilmembers
From: City Attorney’s Office
Subject: Introduction of Ordinance Amending the Santa Barbara Municipal Code to Establish Residential Rent Stabilization and Residential Rental Registry Programs [Ordinance Introduction; Resolution]
Recommendation:

That Council:

A. Introduce and subsequently adopt, by reading of title only, an Ordinance of the Council of the City of Santa Barbara Amending the Santa Barbara Municipal Code to Preserve Affordable Housing and Protect Tenant and Landlord Rights by the Addition of Chapter

26.90 Relating to Residential Rent Stabilization and Chapter 26.100 Relating to Residential Rental Registry; and
B. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending Resolution No. 2026-057, Adopting the Budget for Fiscal Year 2027, to Approve an Allocation of $500,000 in the Fiscal Year 2027 Expenditure Appropriations in the Measure I Flexible Housing and Homelessness Fund to Support the Implementation of a Residential Rent Stabilization Program and Rental Registry.

Discussion
On September 22, 2026, the City Council approved a motion accepting, with specified amendments, the draft ordinance to establish residential rent stabilization and rental registry programs along with a motion to add certain exemptions as presented in the agenda report for that meeting. According to that direction, the City Attorney’s Office has prepared a final ordinance for introduction.

The ordinance for introduction includes the following additions and deletions:
• Delete Section 26.90.010, Subsection A.2.c. relating to corporate ownership of certain units, and make a corresponding amendment to Section 26.90.010, Subsection B.

Agenda Item No. 2
Council Agenda Report
Introduction of Ordinance Amending the Santa Barbara Municipal Code to Establish Residential Rent Stabilization and Residential Rental Registry Programs [Ordinance Introduction; Resolution]

• Add Section 26.90.015 relating to additional exemptions as included in the council agenda report for the September 22 meeting but deleting reference to “tourist homes” and specified student housing.
• Add language in Section 26.90.090, Subdivision A. to require one tenant member of the Rent Stabilization Board to be a person 65 years of age or older. • Delete from Section 26.100.010, Subdivision F. the requirement that a rental registration include a statement of the number of tenants in a rental unit.

In addition to introduction of the ordinance, staff recommends adoption of the resolution allocating funds needed to implement the rent stabilization and rental registry programs. The resolution was initially recommended for adoption on September 22, 2026, but no action was taken at that meeting.

Prepared and
Submitted by: Daniel Hentschke, Assistant City Attorney Approved by: Kelly McAdoo, City Administrator
1 [Council Introduction Draft Showing Changes From Current Code 09/29/2026] Ordinance No.

AN ORDINANCE OF THE COUNCIL OF THE CITY OF SANTA

BARBARA AMENDING THE SANTA BARBARA MUNICIPAL

CODE TO PRESERVE AFFORDABLE HOUSING AND PROTECT

TENANT AND LANDLORD RIGHTS BY THE ADDITION OF
CHAPTER 26.90 RELATING TO RESIDENTIAL RENT
STABILIZATION AND CHAPTER 26.100 RELATING TO

RESIDENTIAL RENTAL REGISTERY
THE CITY COUNCIL OF THE CITY OF SANTA BARBARA DOES ORDAIN AS FOLLOWS:

Section 1.

Title 26 of the Santa Barbara Municipal Code is amended by adding Chapter26.90, which reads as follows:
[New Language] CHAPTER 26.90. RESIDENTIAL RENT STABLIZATION

26.90.010 General Application.

A. This Chapter applies to all residential rental units in the City except:

1. Rental units for which a certificate of occupancy was issued (or final inspection on a building permit application for construction of the unit was completed) on or after February 1, 1995.

2. Rental units that are alienable separate from title to any other dwelling unit or are a subdivided interest in a subdivision, as specified in subdivision (b), (d), or (f) of Section 11004.5 of the California Business and Professions Code. This exception does not apply to any of the following:
a. A rental unit where the preceding tenancy has been terminated by the owner by notice pursuant to California Civil Code Section 1946.1 or has been terminated upon a change in the terms of the tenancy noticed pursuant to California Civil Code Section 827;
Council Introduction Draft Showing Changes From
Current Code 09/29/2026
2 b. A condominium dwelling or unit that has not been sold separately by the subdivider to a bona fide purchaser for value.

3. Rental units within a mobilehome or permanent recreational vehicle park and subject to the provisions of Chapter 26.08 of this Code.

B. When a rental unit is exempt from this Chapter under Paragraph 2 of Subsection A, in addition to any other notice required to be given by law and concurrently with the offer of a lease under Section 26.40.010 of this Code, a landlord renting the rental unit shall provide each tenant or prospective tenant written notice that the rental unit is exempt from this Chapter, including reference to the specific basis for the exemption.

Section 26.90.015 Additional Exemptions
A. Notwithstanding the general application of Section 26,90.010, the following rental units are exempt from the requirements of this Chapter:

1. Rental units in hotels, motels, inns, lodging and rooming houses, and boarding houses, or other similar temporary lodgings, including lawfully permitted short term vacation rentals, provided that the occupancy is for 30 days or fewer. The computation of the 30 days shall include days in which the tenant was required to:
a. Move into a different guestroom or efficiency unit before the expiration of 30-day occupancy;
b. Check out and re-register before the expiration of 30-day occupancy to avoid application of this ordinance, or
c. Enter into successive or overlapping rental agreements, extensions, or renewals, whether for the same or a different unit, before the expiration of 30 dayoccupancy.

2. Rental units in:
a. A hospital, convent, monastery, extended medical care facility, asylum, non-profit home for the aged;
Council Introduction Draft Showing Changes From
Current Code 09/29/2026
3 b. A facility that has the primary purpose of operating a treatment or recovery program, where such rental units are contingent upon a client's participation in the treatment or recovery program and where the client has been informed in writing of the temporary or transitional nature of the housing at the inception of his or her participation in the program.

3. Rental units owned, leased, operated, or managed by a public agency or notfor-profit organization and subject to a recorded covenant or other restriction that requires renting the unit at rents affordable to very low-, low-, or moderate-income households according to affordability standards adopted by a local, state, or federal agency.

4. Rental Units where the landlord is participating in a federally subsidized tenant-based rental assistance program (commonly referred to as Section 8) so long as the contract rent for the unit is equal to or below the adopted payment standard established by the Housing Authority of the City of Santa Barbara. This exemption applies only so long as the unit is participating in the rental assistance program.

5. Rental units that a government unit, agency or authority owns, operates, or manages, if an applicable federal or state law or administrative regulation specifically exempts such units from municipal rent control.

B. In addition to any other notice required to be given by law and concurrently with the offer of a lease required under Section 26.40.010 of this Code, a landlord renting a unit that is exempt under this Section shall provide each tenant or prospective tenant of the exempt rental unit with a written notice that the rental unit is exempt from this Chapter, including reference to the specific basis for the exemption.

26.90.020 Definitions.

The definitions in this Section apply to the interpretation of this Chapter.

Annual general adjustment. Annual general adjustment means the rental adjustment described in Section 26.90.040 of this Chapter.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
4 Base rent. Base rent means either: (1) the rent for a rental unit in effect on December 16, 2025, for tenancies commenced on or before December 16, 2025, or (2) the rental rate established upon initial occupancy of a rental unit for tenancies commenced after December 16, 2025, provided the rental rate is established in accordance with applicable law. The base rent as defined in this section for a tenancy that commended on or before December 16, 2025, shall apply notwithstanding any provision of any new or amended rental agreement for the continued occupancy of the rental unit by a tenant that purports to establish a higher rent.

Base year. Base year for the purposes of making fair return determinations under Section

26.90.050 means the 2025 calendar year. If the rent for a covered rental unit is increased because of a general annual adjustment under Section 26.90.040 or a fair return adjustment under Section 26.90.050, then the base year for any subsequent petition under Section

26.90.050 shall be the year that was considered the "current year" in the immediately preceding petition.

Capital Improvement. Capital Improvement means an improvement, addition or major repair to a rental unit or common areas of the housing complex containing the rental unit, for the benefit of tenants, that has a useful life of five years or more and that is required by federal income tax law to be amortized over the useful life of the improvement. Capital improvement does not include normal or routine maintenance, repair, or replacements. A capital improvement must be permanent/fixed in nature rather than temporary or movable and must not primarily relate to a service or amenity for which tenants pay separately from rent. Capital Improvement does not include work performed to correct a notice of violation or other notice by a government agency ordering repairs. Capital improvement does not include an improvement completed before December 31, 2025.

City Administrator. City Administrator means the person holding the office of city administrator of the City including any city employee exercising authority delegated by the City Administrator.

City Council. City Council means the elected governing body of the City of Santa Barbara.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
5 Change in Consumer Price Index or CPI. Change in consumer price index or change in CPI means the percentage change in the CPI as defined in this section calculated as follows:

A. For rent increases that take effect in any calendar year, the following shall apply:

1. The percentage change shall be the percentage change in the CPI amount published for April of the immediately preceding calendar year and April of the year before that.

2. If there is not an amount published in April for the area that includes the County of Santa Barbara, the percentage change shall be the percentage change in the CPI amount published for March of the immediately preceding calendar year and March of the year before that.

B. The percentage change shall be rounded to the nearest one-quarter of 1 percent.

Consumer Price Index or CPI. Consumer Price Index or CPI means the California Consumer Price Index for All Urban Consumers for All Items as published by the Department of Industrial Relations. If the United States Bureau of Labor Statistics publishes a CPI-U index for a metropolitan area that includes the County of Santa Barbara, then that CPI-U index will be used for the calendar year in which in that CPI-U, is first published and following years.

Should there be no such index, or should there cease to be such an index, the Program Administrator shall designate by regulation an index that is most comparable to the CPI-U index for a metropolitan area that includes the County of Santa Barbara.

Covered rental unit. Covered rental unit means any rental unit not specifically exempted under Section 26.90.010.

Day. Day means calendar day.

Fair return. Fair return means an economic return on property as determined by using the standard outlined in Section 26.90.060.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
6 Hearing officer. Hearing officer means a person appointed by the City Administrator to conduct an investigation or administrative hearing under this Chapter.

Housing services. Housing services means any benefit, privilege, arrangement, or facility provided or contracted for in connection with the use or occupancy of any rental unit including, but not limited to: repairs; maintenance; painting; lighting; heating and air conditioning; hot and cold water service; electricity, gas, Internet, telecommunications, sewer, refuse collection, or other utility services; elevator service; window shades and screens; storage; kitchen, bath and laundry facilities and privileges; janitor services; utility charges that are paid by the landlord; parking; common areas; recreational facilities; the right to have a specified number of occupants; the right to a specific number of pets; access rights; and furnishings. . Housing services to a rental unit include a proportionate part of services provided to common facilities of the building in which the rental unit is contained.

Landlord. Landlord means an owner, lessor, sublessor or any other person entitled to receive rent for the use and occupancy of any rental unit, including an agent, representative, predecessor, or successor of any of the foregoing.

Program Administrator. Program Administrator means the City employee designated by the City Administrator to administer this Chapter.

Property. Property means all rental units under common ownership on a parcel, lot, or contiguous parcels or contiguous lots.

Rent. Rent means all periodic payments under a rental housing agreement concerning the use or occupancy of a rental unit, including all payments and other consideration demanded or paid for housing services. Rent does not include refundable security deposits or avoidable fees imposed by a landlord such as fees for late payment of rent or for checks returned for insufficient funds. Rent includes the value of any non-monetary consideration that a tenant provides to a landlord under the terms of a rental agreement or that a landlord may be otherwise demanded from a tenant in connection with the use or occupancy of a rental unit or provision of housing services.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
7 Rent increase. Rent increase, increase of rent, or upward adjustment of rent includes any reduction, suspension, or termination of any housing service unless there is a simultaneous and corresponding reduction in rent.

Rent Stabilization Board. The Rent Stabilization Board is the board established by this Chapter.

Rental agreement. Rental agreement means an agreement, whether oral, written, or implied, between a landlord and tenant for use or occupancy of a rental unit and for housing services. For the purpose of this Chapter, the terms “rental agreement” and “lease” are interchangeable.

Rental registry. Rental registry means the database of information on rental units in the City required by Chapter 26.100 of this Code.

Rental registry fee. Rental registry fee means the fee described in Chapter 26.100 of this Code.

Rent Stabilization Program. The Rent Stabilization Program means the personnel and policies that implement and enforce this Chapter.

Rental unit. Rental unit means any building or structure, or part thereof, land appurtenant thereto, or any other property rented or offered for rent for residential purposes, together with all housing services connected with use or occupancy of such property. A unit may qualify as such with or without a valid certificate of occupancy for use as rental housing.

Security deposit. Security deposit means any payment, fee, deposit, or charge as defined in Section 1950.5 of the California Civil Code.

Tenant. Tenant means any tenant, subtenant, lessee, sublessee or any other person entitled under the terms of a rental agreement to occupy a rental unit.

26.90.030 Stabilization of Rents.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
8 A. Beginning January 1, 2027, a landlord is prohibited from charging rent for a covered rental unit in an amount that exceeds the sum of the base rent plus any lawful rent increases authorized under this Chapter.

B. Beginning January 1, 2027, a landlord is prohibited from increasing rent for a covered rental unit except in an amount permitted under Sections 26.90.040, 26.90.050, or

26.90.060.

C. Notwithstanding Subsection A of this Section, a landlord may set the initial rent for a new tenancy following the lawful vacancy of a covered rental unit, subject only to limitations of California statute. After the initial rent for a covered rental unit has been set, a landlord may not increase rent except as provided in subsection B of this Section.

D. If a landlord increased the rent for a covered rental unit after December 16, 2025, but before January 1, 2027, in accordance with applicable law, then the percentage amount of that increase above the base rent will be counted in full against percentage of rent increases above the base rent authorized under this Chapter until the rent increase authorized under this Chapter exceeds the prior rent increase. The Program Administrator, with the approval of the Rent Stabilization Board, shall adopt regulations to implement this requirement.

E. No more than one rent increase per twelve-month period may be imposed on a tenant.

F. A violation of this Section occurs upon the delivery to a tenant of a notice or demand for a prohibited increase in rent.

G. As part of any notice to increase rent, introduce a new rental agreement, or renew or change any terms of an existing rental agreement, a Landlord must include:
1 Notice of the existence of this Chapter, and;

2. Notice that no rent increase shall take effect until the requirements of this Chapter have been met.

26.90.040 Annual General Rent Adjustment.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
9 A. No later than October 1 each year, the Program Administrator will determine and post on the City’s Rent Stabilization Program webpage the amount of the annual general adjustment, which will be effective as of January 1 of the following year.

B. The annual general adjustment will be equal to 60% of annual percentage change in the Consumer Price Index or 3%, whichever is less. If the percentage change in the Consumer Price Index is negative, the annual general adjustment will be zero.

C. A landlord who seeks to raise rent by the annual general adjustment must do so before the end of the calendar year for which the adjustment amount is determined under subsection A. A landlord who fails to implement a rent increase pursuant to the annual general adjustment during such period may not defer implementation of the annual general adjustment to a later year or from year-to-year.

D. Allowable annual general adjustment rent increases under this Section shall become effective only after the landlord provides notice to the tenant in the manner prescribed by law, with at least 30 days' advance written notice.

E. An annual general rent adjustment may not be applied to any covered rental units if the landlord has failed:

1. To maintain the rental unit in compliance with California Civil Code Sections 1941.1 et seq. and California Health and Safety Code Sections 17920.3 and 17920.10; or

2. Has failed to make repairs ordered by a court or by the City Building Official.

26.90.050 Petition for Special Adjustment – Fair Return.

A. A landlord may file a petition with the Program Administrator seeking adjustment of the rent for any given tenancy in accordance with the standards stated in this Section and using the procedures stated in Section 26.90.080 and implementing regulations. A petition must be accompanied by a declaration by the landlord that each covered rental unit for which the petition is submitted complies with all the requirements of this Chapter, including an express declaration that the landlord has maintained the rental unit in compliance with Council Introduction Draft Showing Changes From
Current Code 09/29/2026
10 California Civil Code Sections 1941.1 et seq. and California Health and Safety Code Sections 17920.3 and 17920.10.

B. Upward rent adjustments may be granted only when the landlord demonstrates by a preponderance of evidence, and the hearing officer or Rent Stabilization Board on appeal finds based on substantial evidence in the record of a hearing, that such adjustments are necessary to provide the landlord a fair return as required by the California and United States Constitutions.

C. No upward rent adjustments may be authorized under this Section if the landlord has failed to maintain the covered rental unit or units in compliance with California Civil Code Sections 1941.1 et seq. and California Health and Safety Code Sections 17920.3 and 17920.10.

D. The following presumptions apply to the evaluation of petitions under this Section.

1. The net operating income received by the landlord in the base year provided a fair return.

2. The base rent for a covered rental unit provided a fair return when it was established.

E. For purposes of determining a fair return there is a rebuttable presumption that maintenance of net operating income equal to the base year net operating income adjusted by the change in the Consumer Price Index from the base year to the current year results in a fair rate of return. The current year CPI shall be the annual CPI for the calendar year preceding the calendar year in which an application is filed. While it is presumed that the maintenance of net operating income standard under this Section provides a fair return, nothing in this Section prevents the hearing officer or Rent Stabilization Board from granting or denying a rent increase based upon substantial evidence in the record of a hearing.

F. The presumption of fair return under subsection E of this Section may be rebutted by evidence supporting at least one of the following findings:

1. The landlord's operating expenses in the base year were unusually high or low.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
11 2. The gross income during the base year was disproportionately low due to exceptional circumstances. In such instances, adjustments may be made when calculating base year gross rental income consistent with the purposes of this Chapter. The following factors may be considered when making such a finding:
a. If the gross income during the base year was lower than it might have been because some tenants were charged reduced rent.
b. If the gross income during the base year was significantly lower than normal because of temporary vacancy for construction or repairs. c. The pattern of rent increases or decreases in the years prior to the base year and whether those changes reflect market rent for comparable units. . d. Other exceptional circumstances as established by regulation adopted by the Program Administrator or Rent Stabilization Board.

G. Net operating income shall be calculated by subtracting from gross operating income operating expenses that are directly related or attributable to the property and rental units for which the rent adjustment is sought. The following principles apply to the calculation of net operating income:

1. Gross rental income includes:
a. Gross rents calculated based on the amount of rent lawfully collectable at 100% occupancy.
b. All other income or consideration received or receivable in connection with the use or occupancy of the rental unit or units, except items excluded from gross rental income under this subsection.

2. Gross rental income excludes:
a. Utility charges for sub-metered gas, electricity or water. b. Charges for refuse disposal, sewer service, or other similar services that are either provided solely on a cost pass-through basis or are regulated by state or local law.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
12 c. Charges for laundry services.
d. Storage charges.
e. Additional rents imposed upon tenants that are supplementary to the primary rent, such as "pet rent."

3. Operating expenses include:
a. Reasonable costs of operation and maintenance.
b. Reasonable management expenses.
c. Cost of utilities such as water, sewage, gas, electricity, or communication systems that are provided by a public agency or private utility company and paid by the landlord.
d. Property taxes attributable to an assessment for the base year and for the current year. Property taxes attributable to assessments in any other year shall not be considered when calculating operating expenses.
e. License and registration fees required by law to the extent these expenses are not otherwise paid or reimbursed by tenants. f. Landlord-performed labor compensated at reasonable hourly rates.

However, no landlord-performed labor shall be included as an operating expense unless the landlord submits documentation showing the date, time, and nature of the work performed.

The maximum allowed for landlord-performed labor shall not exceed 5% of gross income unless the landlord shows greater services were performed for the benefit of the residents. g. Reasonable attorneys' fees and costs necessary to the operation of the property for rent, excluding attorneys’ fees incurred with respect to a petition under this Chapter.
h. Up to 50 percent of the annual fee paid in connection with the rental registry under Chapter 26.100.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
13 4. Operating expenses do not include:
a. Capital improvement expenses. Adjustments for capital improvement expenses may be obtained under Section 26.90.060.
b. Mortgage principal or interest payments or other debt service costs. c. Late fees, penalties, or interest resulting from the landlord’s failure to timely pay any operating expenses. Any penalties, fees or interest assessed or awarded for violation of any provision of this Chapter or of any other provision of law. d. Land lease expenses.
e. Political contributions.
f. Payments to persons or organizations that are substantially devoted to legislative lobbying.
g. Depreciation.
h. Any expenses for which the landlord has been reimbursed by any utility rebate or discount, security deposit, insurance settlement, judgment for damages, settlement or any other method or device.
i. Unreasonable increases in expenses since the base year. j. Cost of utility services such as water, sewage, gas, electricity, or communication systems that are provided by a public agency or private utility company and paid directly by the tenant.
k. Expenses attributable to unreasonable delays in performing necessary maintenance or repair work or the failure to timely and competently complete necessary replacements.

5. Base year or current year operating expenses may be averaged or adjusted, as appropriate based on the preponderance of the evidence, to establish an expense amount that best achieves a reasonable comparison of base year and current year expenses. The Council Introduction Draft Showing Changes From
Current Code 09/29/2026
14 petitioner must request and identify any proposed averaging or adjustment and bears the burden of proof by a preponderance of the evidence. Grounds for such adjustments include, but are not limited to:
a. An expense item for a particular year that is not representative. b. A base year expense for an item is not a reasonable reflection of average past expenses for that item in the years immediately preceding or following the base year. c. A current year expense for an item is not a reasonable projection of future year expenses for that item.
d. A particular expense exceeds industry standards for the geographic area that includes the City.
e. A base year expense was exceptionally low by industry standards, provided that the low expense was not caused by a reduction of service, maintenance, or amenities.
f. An increase in maintenance or management expenses that is disproportionate to the percentage change in the CPI, while the level of services has not changed significantly or the increase is not justified by exceptional circumstances.

H. When a cost is required by federal income tax law to be amortized, an interest allowance on the cost of amortized expenses may be considered at a rate equal to the "average rate" for the thirty-year fixed rate on home mortgages plus 2%. The "average rate" shall be the rate Freddie Mac last published in its weekly Primary Mortgage Market Survey (PMMS) as of the Petition’s initial submission date. If this rate is no longer published, the Program Administrator shall designate by regulations an index that is most comparable to the PMMS index.

I. If the time a hearing officer or the Rent Stabilization Board devotes to determining the allowable rent increase pursuant to this Section exceeds 120 days after the acceptance by the Program Administrator of a complete application and the landlord did not request, cause, or contribute to the delay, then the landlord may recover increases that would have Council Introduction Draft Showing Changes From
Current Code 09/29/2026
15 been permitted if the rent increase decision had been made within 120 days. The allowance for these increases may be amortized or may be factored into the prospective allowable increase to avoid undue hardship on tenants.

J. Rent increases authorized by this subsection shall become effective only after the landlord provides the tenant written notice of such rent increase pursuant to state law.

26.90.060 Petition for Special Adjustment – Capital Improvements.

A. A landlord that has obtained an approved capital improvement plan under Section

26.90.100 may file a capital improvement petition with the Program Administrator seeking a rent adjustment for any given tenancy and requesting a pass-through cost to the tenants to cover expenses incurred by the landlord to complete reasonable capital improvements for or attributable to the rental unit. The petition must be filed in accordance with the standards stated in this Section and using the procedures stated in Section 26.90.080 and any implementing regulations. A petition must include a declaration by the landlord that the covered rental units comply with all requirements of this Chapter, including an express declaration that the landlord has maintained the rental unit in compliance with California Civil Code Sections 1941.1 et seq. and California Health and Safety Code Sections 17920.3 and 17920.10.

B. Capital improvements eligible for pass-through cost under this Section must be made according to an approved capital improvement plan and are limited to the following:

1. A new roof covering all or substantially all of a building or a structurally independent portion of a building.

2. A significant upgrade of a foundation, including seismic retrofits, of all or substantially all of a building or a structurally independent portion of a building. 3 A new or substantially new plumbing, electrical, or heating, ventilation, and air conditioning (HVAC) system in one or more rental units.

4. Exterior painting or installation/replacement of siding or stucco on all or substantially all of a building.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
16 5. Repairs reasonably related to correcting or preventing the spread of defects that are noted in findings in a Wood Destroying Pest and Organisms Report issued by a pest control company registered in Branch 3 of the State of California Structural Pest Control Board.

6. The installation of water conservation devices that are intended to reduce the use of water; the installation of energy efficient devices, such as a solar roof system, or converting utilities from gas to electric, that are intended to save energy or reduce greenhouse gases; replacement of single-glazed windows with dual-glazed windows.

7. Improvements or upgrades to the rental unit or the building/complex that meet or exceed disability/accessibility standards as required by law.

8. A fire sprinkler or fire alarm system covering all or substantially all of a building.

9. Replacement of stairs and/or railings in all or substantially all of a building.

10. Installation of electric vehicle charging stations.

11. Lead based paint stabilization and abatement.

C. No adjustment for a capital improvement may be authorized by a hearing officer or the Rent Stabilization Board under this Section if the landlord has failed to maintain the covered rental unit or units in compliance with California Civil Code Sections 1941.l et seq. and California Health and Safety Code Sections 17920.3 and 17920.10, or if the capital improvement has been ordered to correct the violation of any law or regulation relating to building habitability or safety for human occupancy.

D. A capital improvement petition must be initiated by the landlord within two years of completing the capital improvement. Capital improvement, as defined in Section 26.90.020, does not include an improvement completed before or during the initial base year.

E. A capital improvement petition shall not apply to rental units or tenants for which the initial rent was established after commencement of the capital improvement for which a rent adjustment is sought;
Council Introduction Draft Showing Changes From
Current Code 09/29/2026
17 F. A landlord may not require a tenant to pay any amount of any cost that is attributable to any period of time that the tenant was not entitled to use and occupy the rental unit; G. A landlord may not require a tenant to pay more than the tenant's share of the cost of a capital improvement attributable to that tenant's rental unit that is permitted to be passed through pursuant to a petition.

H. If a capital improvement benefits one or more, but less than all of the covered rental units on a property, then the rent adjustment under this Section shall be applied only to the rental units receiving the benefit, as determined by the hearing officer or Rent Stabilization Board.

I. The approved monthly pass-through adjustment costs for capital improvements shall be separately itemized on the rental statement provided to a tenant, and it shall not be included in the calculation of future rent adjustments under either Section 26.90.040 or

26.90.050.

J. Capital Improvement pass-through adjustments must be determined according to the following:

1. Capital Improvement costs may be amortized over the useful life of the capital improvement but may not result in a monthly pass through cost that exceeds 10% of the current monthly rent or $100 whichever is less. For the purposes of such computation, the current rent for any period shall not include any capital improvement pass-through amounts;

2. For mixed-use structures and landlord-occupied rental units, only the percentage of residential square footage will be applied in the calculations;

3. If a unit is occupied by an agent of the landlord, this unit must be included when determining the average costs per rental unit; and

4. If the landlord is reimbursed for capital improvements (i.e. through insurance, court-awarded damages, subsidies, etc.), such reimbursement must be deducted from the capital improvements costs before the costs are amortized and allocated among the rental units.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
18 5. When a cost is required to be amortized, an interest allowance on the cost of amortized expenses may be considered at a rate equal to the "average rate" for the thirtyyear fixed rate on home mortgages plus two 2%. The "average rate" shall be the rate Freddie Mac last published in its weekly Primary Mortgage Market Survey (PMMS) as of the Petition’s initial submission date. If this rate is no longer published, the Program Administrator shall designate by regulations an index that is most comparable to the PMMS index.

26.90.070 Tenant Petition for Downward Adjustment.

A. A tenant petition may be filed under Section 26.90.080 to adjust rent downward based on a loss in rental value attributable to the landlord's failure to maintain a covered rental unit or units in habitable condition. Failure to maintain a covered rental unit in compliance with governing health and safety and building codes, including but not limited to California Civil Code Sections 1941.1 et seq. and California Health and Safety Code Sections 17920.3 and 17920.10, constitutes a rent increase. A tenant petition under this subsection must specify the conditions alleged to constitute the failure to maintain the rental unit or units in habitable condition and describe how the landlord was provided with reasonable notice and opportunity to correct the conditions alleged in the petition.

B. A tenant petition may be filed under Section 26.90.080 to adjust rent downward based on a loss in rental value attributable to a reduction, suspension, or termination of any housing service, a decrease of maintenance, or deterioration of the rental unit. A reduction, suspension, or termination of any housing service, a decrease of maintenance, or deterioration of a covered rental unit beyond ordinary wear and tear, without a corresponding reduction in rent, is considered a rent increase. A tenant petition under this subsection must specify the conditions alleged to constitute the reduction, suspension, or termination of housing service, a decrease of maintenance, or the deterioration of the rental unit and it must describe how the landlord was provided with reasonable notice and opportunity to correct the conditions alleged in the petition.

C. A tenant petition may be filed under Section 26.90.080 to adjust rent downward to its lawful level if a landlord demands or retains rent exceeding the lawful rent permitted by this Chapter. If such a petition is granted, the landlord shall be ordered to return any excessive Council Introduction Draft Showing Changes From
Current Code 09/29/2026
19 rent charged to the tenant. The hearing officer or Rent Stabilization Board may order the landlord to return the excess amount of the overcharged rent to a tenant within 30 days of the issuance of the order or, at the tenant’s request may authorize the tenant to withhold a fraction of the downward-adjusted rent until the tenant has recovered the overcharged rent amount. The withholding fraction and duration shall be determined by the hearing officer or Rent Stabilization Board. Further, if the landlord is ordered to repay the excess rent amount within 30 days and fails to do so, the tenant may withhold the excess rent amount from future rent payments in an amount determined by the tenant until the tenant has recovered the overcharged rent amount. During the withholding period, the downward-adjusted rent minus the withholding amount shall be considered the lawful rent to which the landlord is legally entitled.

D. The petition order shall constitute a defense to any unlawful detainer action filed against a tenant withholding rent as authorized under this subsection. However, nothing in this subsection shall be construed to prevent a tenant from asserting previous overpayments of rent as a defense in an unlawful detainer proceeding.

E. If a tenant vacates the covered rental unit before recovering the full amount of overpayment as determined in the petition order, the landlord must pay the balance of the amount owed within two weeks of the tenant vacating the rental unit.

26.90.080 Petition Procedures.

A. A landlord, tenant, or group of tenants may file petitions with the Program Administrator for adjustments under Sections 26.90.050, 26.90.060, or 26.90.070 as provided in this Section. For purposes of the petition process, the landlord and each tenant of a covered rental unit that is the subject of a petition shall be a "party" to the petition. The Program Administrator may issue regulations regarding procedures and requirements for petitions filed under this Section, subject to approval by or at the direction of the Rent Stabilization Board. Petitions shall be governed by such regulations and by the provisions of this Section. Petitions shall be available in the language that the landlord and tenant used to negotiate the terms of the rental agreement for the tenancy if the rental agreement is in a language other than English.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
20 B. A petition must state the identity and mailing address of the person or persons filing the petition, the covered rental units affected by the petition, the nature of the rental adjustment for which the petition is filed, and a brief statement of the grounds and facts upon which the petition is based. If the petition is filed by a landlord, the petition shall be accompanied by a separate list of the names and mailing addresses, or email addresses if applicable, of the tenants of each of the covered rental units affected by the petition. The separate list will be kept confidential to the extent authorized by law and used by the Program Administrator solely for the purpose of giving notices required by this Section.

C. Within 30 days of filing a petition, the Program Administrator shall notify the petitioner of the acceptance or rejection of the petition based on the completeness of the submission. The Program Administrator shall not assess the merits of the petition and shall only refuse acceptance of a petition that does not include required information or does not comply with the requirements of this Section.

D. Landlords filing petitions shall be responsible for payment of any applicable program fees established by City Council resolution. No landlord petition shall be accepted or processed if the landlord is delinquent on any required fees under this Chapter or Chapter

26.100.

E. A petition may not be accepted or processed if a decision has been made on a prior petition based on the same, or substantially the same grounds, within the previous 180 days.

F. Within 14 days after the acceptance of a petition, the Program Administrator shall provide written notice to the landlord and tenants of the rental units subject to the petition.

The written notice shall inform the parties of the petition process, the right to respond, and the deadline for filing a written response, and it shall include a copy of the completed petition and supportive documents. Any written response submitted by a responding party will be made available to the petitioning party.

G. An impartial hearing officer appointed by the Program Administrator shall conduct a hearing to act upon the petition. The hearing officer has the power to approve, deny, or approve in part and deny in part a petition; to issue orders consistent with this Chapter that Council Introduction Draft Showing Changes From
Current Code 09/29/2026
21 are necessary or convenient to conduct a fair hearing; to issue orders consistent with this Chapter to implement a decision on the petition; and to exercise any other powers delegated by regulations promulgated by the Program Administrator and approved by the Rent Stabilization Board. The hearing officer has the power to issue subpoenas. The Hearing Officer has no authority to consider the constitutionality of any federal, state or local law or regulation.

H. The Program Administrator shall schedule each petition accepted for a hearing by the hearing officer to be held on a date not more than 60 days from the date the Program Administrator accepts the petition. With the agreement of the parties, the hearing officer may hold the hearing after the 60 days. The Program Administrator will give written notice of the hearing date to all of the parties not less than 20 days before the date of the hearing. The notice will be given to the mailing address or email address provided to the Program Administrator under subsection B of this Section. Mailed notice will be given by first class mail, postage prepaid and will be deemed complete upon mailing. If notice is given by electronic mail, it will be complete on the sending date.

I. All petitions pertaining to covered rental units on the same property will be consolidated for hearing unless the Program Administrator or hearing officer finds good cause not to consolidate the petitions.

J. All parties to a hearing may have assistance in presenting evidence and developing their positions from attorneys, legal workers, or any other person designated by the parties.

K. All parties may participate in the hearing. The Program Administrator may participate in the hearing to provide interpretations of this Chapter.

L. Formal rules of evidence shall not apply to hearings on petitions. The parties may offer any documents, testimony, written declarations, or other evidence that, in the opinion of the hearing officer, is credible and relevant to the petition. The hearing officer may consider the results of inspections of the property in question and the results of any other investigations conducted by or at the request of the hearing officer. Any relevant evidence, including hearsay evidence, may be considered. Evidence that is unduly repetitious, lacking Council Introduction Draft Showing Changes From
Current Code 09/29/2026
22 credibility, or irrelevant shall be excluded upon order by the hearing officer. The hearing officer may establish time limits for the presentation of evidence and argument. Oral testimony shall be on oath or affirmation. The hearing officer is empowered to administer oaths or affirmations.

M. Any party may appear and offer such documents, testimony, written declarations, or other evidence as may be relevant to the proceeding. The hearing officer may require either party to provide any books of accounts, records, or papers deemed by the hearing officer to be relevant. The hearing officer may request the City to conduct a building inspection if the hearing officer finds good cause to believe the information presented does not reflect the current condition of the covered rental unit or units that are the subject of a petition. All documents required under this Section shall be made available to the parties before the hearing.

N. The petitioner(s) shall have the burden of proof. A petition may not be granted unless supported by a preponderance of the evidence.

O. The hearing officer shall make a determination on the merits of the petition and shall provide a written statement of decision, including findings upon which the determination is based. The hearing officer's decision may be reasonably conditioned in any manner necessary to carry out the purposes of this Chapter. The hearing officer shall deliver the written statement of decision to the Program Administrator not more than 30 days after the conclusion of the hearing. The Program Administrator will promptly deliver the decision to the parties by first class mail, postage prepaid. Additionally, the parties to the hearing shall be notified of their right to appeal to the Rent Stabilization Board or to judicial review of the decision under Section 1094.5 of the Code of Civil Procedure.

P. The record of the hearing shall include: the petition; any response to the petition; all exhibits, papers, and documents required to be filed or accepted into evidence during the proceedings; a list of participants present; a transcript of the testimony accepted in the proceedings; a statement of all materials officially noticed; all recommended decisions, orders and/or rulings; all final decisions, orders, or rulings; and the reasons for each final Council Introduction Draft Showing Changes From
Current Code 09/29/2026
23 decision, order, or ruling. All hearings shall be recorded, and the Program Administrator may arrange for a court reporter upon request of a party.

Q. Any party aggrieved by the decisions of the hearing officer may appeal to the Rent Stabilization Board. An appeal to the board shall be filed with the Program Administrator no later than 30 days after mailing of the written statement of decision by the Program Administrator as provided in Section 26.90.090. If no board exists at the time the appeal is filed, the decision of the hearing officer shall be final subject only to judicial review.

R. The decision of the hearing officer shall not be stayed pending appeal; however, in the event that the board on appeal reverses or modifies the decision of the hearing officer, the board shall order the appropriate party to make retroactive payments, as applicable, to restore the parties to the position they would have occupied had the hearing officer's decision been the same as that of the board.

S. The Program Administrator shall give notice of a decision on appeal of the Rent Stabilization Board. The notice will be given in the same manner as the decision of the hearing officer.

T. A final decision of the hearing officer is subject to judicial review only if there is no Rent Stabilization Board appointed at the time the final decision is issued. In such cases, the final decision of the hearing officer is subject to judicial review under Section 1094.5 of the Civil Code and as provided in Chapter 1.30 of this Code, except that judicial review must be commenced in a court of competent jurisdiction not later than 30 days after the date notice of the final decision is given.

26.90.090 Rent Stabilization Board.

A. A Rent Stabilization Board to perform the functions designated in this Chapter is established. The board consists of seven members appointed by the City Council. At least four members must be tenants of rental housing in the City, including one tenant member who is 65 years of age or older. All members must be residents of the City but are not required to be qualified electors. Board members are subject to the requirements of the California Political Reform Act and the Santa Barbara Local Conflict of Interest Code. Board Council Introduction Draft Showing Changes From
Current Code 09/29/2026
24 members shall serve for a term of four years or until their respective successors are appointed or qualified, except that three of the initially appointed members, including two of the designated tenant members will be appointed for initial terms of two years. The City Council may remove a board member at any time for any reason and a replacement appointed to serve the balance of the removed member’s term. The Program Administrator is designated as secretary of the board and will provide appropriate administrative and staff support.

B. The Rent Stabilization Board has the following powers and duties:

1. Hold regular meetings as established by resolution of the board, and hold special meetings as scheduled by the Program Administrator.

2. Conduct hearings, adopt regulations consistent with this Chapter for implementation and administration of petitions, and make recommendations to the Program Administrator or City Council regarding the rent stabilization program or this Chapter. The board, in consultation with the City Attorney, may establish procedures for the conduct of appeal hearings.

3. Select a chair and vice chair. The chair and vice chair shall be selected every two years and may serve successive terms. The chair and vice chair serve at the pleasure of the board.

4. Establish procedures for hearings on petitions.

5. Make such studies, surveys, and investigations, conduct such hearings, and obtain such information as is necessary to carry out its powers and duties.

6. Perform other duties as are designated by this Chapter or by resolution or motion of the City Council.

C. All business of the Rent Stabilization Board shall be conducted at meetings held according to the Ralph M. Brown Act and City Council policy. The board shall not create temporary or standing committees. Four members of the board constitute a quorum for the transaction of business. A decision to grant or deny a petition requires the affirmative vote Council Introduction Draft Showing Changes From
Current Code 09/29/2026
25 of four board members. All other actions of the board require approval by a majority of a quorum at a meeting.

D. Any party aggrieved by the decisions of the hearing officer may appeal to the Rent Stabilization Board in accordance with Section 26.90.80. An appeal to the board shall be filed with the Program Administrator no later than 30 days after the Program Administrator mails the written statement of decision of the hearing officer. The board shall consider the appeal within 30 days after it is filed and render a decision on the appeal within 30 days after the appellate hearing. On appeal, the board shall affirm, reverse, or modify the decision of the hearing officer. Board review of the hearing officer's decision shall be based on the hearing record without holding a new hearing, unless the Board elects to conduct a de novo hearing.

The board may consider additional evidence for good cause, including evidence which did not exist at the time of the hearing by the hearing officer, or which could not be discovered by the party offering it using due diligence. If no board exists when the appeal is filed, the decision of the hearing officer shall be final subject only to judicial review.

E. A final decision of the Rent Stabilization Board is subject to judicial review as provided in Chapter 1.30 of this Code, except that judicial review must commence in a court of competent jurisdiction not later than 30 days after notice of the final decision.is given. The decision of the board shall take effect immediately, or on such other date as stated in the decision. A decision shall not be stayed pending judicial review except as otherwise ordered by a court of competent jurisdiction.

26.90.100 Capital Improvement Plans.

A. Capital improvement plan means a detailed proposal submitted to the Program Administrator by a landlord to proceed with one or more capital Improvements when either or both of the following conditions apply:

1. The landlord intends to file a petition under Section 26.90.060; or

2. The capital improvement will result in the temporary relocation or eviction of a tenant.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
26 B. A landlord may not apply for a capital improvement plan with respect to the same rental units or property more frequently than once every 24 months except for capital improvements the Program Administrator determines are made necessary by:

1. A fire, flood, earthquake or other natural disaster;

2. An event beyond the control of the landlord and the landlord did not cause or contribute to the condition that requires the capital improvement; or

3. A health or safety condition that did not exist when the landlord filed the prior application for a capital improvement plan and that condition has caused or resulted in an order from a governmental agency or a court of competent jurisdiction to vacate the rental unit, provided that the health or safety condition was not caused by the landlords failure to undertake ordinary maintenance and repairs.

C. A Landlord who has applied to the Program Administrator for a capital improvement plan shall:

1. Provide to the Program Administrator documentation of the estimated cost of the capital improvements, a complete description of the proposed capital improvements, the proposed construction schedule, rental units and names of the tenants of each unit affected by the application, proof of notification of tenants as required by paragraph 2 of this subsection.

2. Notify each tenant in writing that the landlord has applied for a capital improvement plan and whether, as part of that application, the landlord is requesting the tenant’s tenancy be temporarily interrupted or whether a no-fault just cause eviction for substantial remodel will be required in connection with the capital improvement.

D. If implementation of the capital improvement plan will result in eviction of a tenant due to a substantial remodel as defined in Chapter 26.50 of this Code, the landlord must comply with that Chapter before commencement of the capital improvements. If implementation of the capital improvement plan will not result in eviction of a tenant under Chapter 26.50, but will result in displacement of a tenant from a rental unit for fewer than Council Introduction Draft Showing Changes From
Current Code 09/29/2026
27 thirty days, the capital improvement plan must demonstrate how the landlord will comply with the following requirements:

1. The tenant shall be immediately entitled to short-term relocation payments from the landlord as set out in Subsection 26.90.130(G)(3). The tenant may choose not to receive short-term relocation payments. If the tenant receives short-term relocation payments, the tenant remains obligated to pay to the landlord the lawful rent in effect when the tenant vacates. If the tenant chooses not to receive short-term relocation payments, the tenant shall not be obligated to pay any rent until the tenant reoccupies the rental unit.

2. Should a tenant be displaced for a greater time than stated in the landlord’s written notice to the tenant, the landlord shall pay additional short-term relocation expenses for each additional day of displacement, to be paid weekly in advance.

3. The landlord shall pay the tenant the following for each day of displacement:
a. Hotel or motel accommodations: $150.00 per household; b. Meal expenses: $30.00 per occupant.

The dollar amounts specified in this Subsection shall adjust annually at the rate of increase in the consumer price index. The Program Administrator shall publish the new short-term relocation payment amounts each year.

4. Nothing in this Section shall prevent a tenant from seeking a reasonable accommodation for disability from a landlord or impact a tenant’s legal right to disability accommodations during renovations.

5. The capital improvement plan may allow for the temporary disruption of major systems during the hours from 8:00 a.m. to 5:00 p.m., Monday through Friday, without requiring the relocation of tenants.

6. A capital improvement plan may not be approved if it would allow tenants to be exposed at any time to toxic or hazardous materials, including, but not limited to, leadbased paint and asbestos.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
28 E. The Program Administrator shall approve, conditionally approve, or disapprove a proposed capital improvement plan within 15 days of the submission of a complete application. The Program Administrator shall provide landlords with written statement of deficiencies when a capital improvement plan is determined to be inadequate. A landlord may submit an amended plan to correct deficiencies.

F. Once the Program Administrator has approved a landlord’s proposed capital improvement plan, the landlord must provide affected tenants a copy of the approved capital improvement plan along with a notice, as provided by the Program Administrator, of the tenant’s right to appeal the capital improvement plan pursuant to Subsection H.

G. Landlords and tenants may appeal the Program Administrator’s determination regarding a capital improvement plan. The appeal shall be made in writing, upon appropriate forms provided by the Program Administrator, and shall specify the grounds for appeal, such as the plan being overly disruptive or that a temporary relocation should or should not be provided. The appeal shall be filed within 15 days of the service of the Program Administrator's determination. A hearing officer shall hear the appeal within 30 days of the filing of the appeal according to Section 26.90.080. The hearing officer shall issue a written decision within 15 days of the hearing, with a copy of the decision served on the landlord and the tenants by first class mail, postage prepaid, or in person. Tenants may raise on appeal that job or childcare schedules or other unavoidable hardship require relocation or other mitigation measures beyond those proposed by the landlord, in addition to the other requirements of this Section.

H. A capital improvement plan submitted as a prerequisite to the filing of a petition under Section 26.90.060 shall not be approved or conditionally approved unless the proposed improvements are reasonable, for the benefit of the tenants, and are of the type listed in Section 26.90.060 B.

I. The Program Administrator may issue regulations consistent with this Section regarding procedures and requirements for capital improvement plans, subject to approval by or at the direction of the Rent Stabilization Board.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
29 26.90.110 Notices.

A. In addition to any other notice required to be given by law, including this Chapter, and concurrently with the offer of a lease required under Section 26.40.010 of this Code, a landlord shall provide to a prospective tenant of a covered rental unit all of the following:

1. A written notice that the rental unit is subject to this Chapter.

2. A current copy of this Chapter.

3. A current copy of any City regulations promulgated to implement this Chapter.

4. A current copy of any brochure the Program Administrator issues to explain this Chapter.

B. A landlord may satisfy the requirements of Subsection A by providing to a prospective tenant a hard copy of the materials set forth in subsection A or if a prospective tenant has internet access and consents in writing, by providing the prospective tenant with a link to the required information on a website established by the Program Administrator. A landlord shall document that the prospective tenant has been informed of the choices and of what choice the prospective tenant made including, where applicable, the prospective tenant's written consent to receive the materials online.

C. A landlord must retain proof of compliance with the notice requirements of this Section and Section 26.90.010 B (when applicable) for each covered unit and file a copy of the proof of compliance with the Program Administrator within three days of a written demand.

D. The term “prospective tenant” as used in Subsections A and B of this Section means any person entitled to the offer of a lease under Section 26.40.010, including an existing tenant.

E. Whenever this Chapter or applicable law requires that a landlord give notice to a tenant or prospective tenant, the notice shall be given in writing in English and Spanish or Council Introduction Draft Showing Changes From
Current Code 09/29/2026
30 such other language as landlord knows or reasonably should know the at the tenant understands.

26.90.120 Remedies; Enforcement.

A. The violation of any provision of this Chapter is a punishable offense as provided in Chapter 1.28 of this Code.

B. The City Attorney is authorized to enforce this Chapter through civil or criminal action. The City Attorney is further authorized to bring actions for injunctive relief on behalf of the City. The City Attorney shall seek recovery of costs, expenses, and attorney's fees as allowed by law.

C. Any aggrieved person may bring a civil action for damages for any violation of this Chapter or the final orders and decisions of a hearing officer or Rent Stabilization Board. The burden of proof in such cases shall be by a preponderance of the evidence.

D. A court of competent jurisdiction may enjoin any person who commits an act, proposes to commit an act, or engages in any pattern and practice that violates this Chapter.

An injunction action under this Section may be sought by any aggrieved person, including the City.

E. A landlord's failure to comply with any requirement of this Chapter may be asserted as a complete affirmative defense in an unlawful detainer or any other action brought by the landlord to recover rent or possession of a covered rental unit. Additionally, any attempt to recover possession of a covered rental unit in violation of this Chapter shall render the landlord liable to the tenant for damages in a civil action for wrongful eviction. The prevailing party in an action for wrongful eviction shall recover costs and reasonable attorneys' fees.

F. The remedies provided in this Chapter are not exclusive, and nothing in this Section shall preclude any person from seeking any other remedies, penalties or procedures provided by law.

26.90.130 Hearing Officers
Council Introduction Draft Showing Changes From
Current Code 09/29/2026
31 A. The City Administrator may retain hearing officers to conduct hearings under this Chapter using any or all of the following methods:

1. Hiring as a City employee.

2. Contracting with an active or retired attorneys, retired judges, or other judicial officers on an ad hoc basis for one or more matters or cases.

3. Contracting with a business entity that provides dispute resolution services B. A hearing officer, who is not a City employee, shall be an independent contractor. To avoid conflicts of interest, including the appearance of conflicts, a hearing officer shall provide no services to the City other than those of a hearing officer.

C. The City Administrator is authorized to execute service agreements as necessary to implement this Section and subject to approval of the form of the contract by the City Attorney. Hearing officers, except volunteer panel members, shall be compensated for their services on an hourly or flat rate basis, and all hearing officers will be reimbursed for their actual and necessary expenses, without regard to the outcome of any decision.

D. An employee appointed as a hearing officer shall not have a term of office but shall serve as an at-will employee of the City. An attorney contracted for an individual matter shall not have a term of office but shall serve as an independent contractor.

E. The appointment, selection, employment, continued employment, performance evaluation, compensation, and benefits of a hearing officer shall not be directly or indirectly conditioned upon the outcome of hearings conducted under this Chapter. [End New Language]
Section 2.

Title 26 of the Santa Barbara Municipal Code is amended by adding Chapter 26.100 which reads as follows:
[New Language]CHAPTER 26.100 RESIDENTIAL RENTAL REGISTRY

26.100.010 Rental Registry.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
32 A. The Program Administrator shall create a rental registry in a format determined by the Program Administrator. The Program Administrator shall make registrations, or registration forms, available to landlords through the Rent Stabilization Program website.

B. All residential rental units in the City shall be registered except rental units that are within an owner-occupied dwelling where the owner and tenants share common facilities such as kitchens or bathrooms.

C. Landlords shall register rental units as follows:

1. An initial registration form for each covered rental unit must be completed by the later of April 1, 2027, or within 30 days after the Program Administrator has made the registration form available.

2. An initial registration form for each rental unit that is not a covered rental unit under this Chapter must be completed by the later of October 1, 2027, or within 30 days after the Program Administrator has made the registration form available.

3. The Program Administrator shall establish by regulations or administrative procedures, annual registration deadlines, renewal procedures, and related administrative requirements. Landlords must register units according to the deadlines, procedures, and requirements established by the Program Administrator.

4. The landlord must pay the rental registry fee for each rental unit concurrently with the filing of the registration form and with each annual registration renewal. A registration form is not complete unless the rental registry fee for each covered unit is paid.

5. A landlord may submit a single form for all rental units on a property provided that the form contains all the required information for each unit and the rental registry fee for each covered unit is paid.

D. A new landlord must file an amendment to the registration or exemption form for each rental unit on a property within 30 days of an ownership change.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
33 1. The amendment form must be accompanied by a copy of a written notification form prescribed by the Program Administrator and sent from the landlord to all tenants of each rental unit on an affected property;

2. The form should advise the tenants of the change in ownership and contain the name, address and contact information of the new landlord and of the new landlord's property manager or representative, if any.

3. The amendment form must also be accompanied by a declaration that the written notification was provided to tenants.

4. A landlord must also file a registration amendment within 30 days of a change of the property management or authorized agent or if the landlord’s or authorized agent’s address changes.

E. A landlord shall amend a registration for a rental unit with the City within 30 days after a rental unit is re-rented after a vacancy.

F. Rental registration shall completely and accurately provide the following information for each rental unit as of the filing date:

1. Address of each rental unit including identifying number or letter.

2. Number of bedrooms and bathrooms.

3. Name, current address, and contact information of landlord, authorized representatives and property managers.

4. Date of the landlord’s assumption of ownership.

5. Current rent.

6. Date and amount of last rent increase.

7. Move-in date of current tenant(s).

8. Whether the rental unit is exempt from the requirements of Chapter 26.90.

9. Additional information the Program Administrator may specify by regulation or administrative procedure.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
34 G. All rental registration and exemption forms must include the landlord’s declaration under penalty of perjury that the information provided is true and correct.

H. Commencing January 1, 2028:

1. The City may commence enforcement against any landlord who fails to register a rental unit.

2. No landlord shall advertise for rent, demand or accept rent for a rental unit, or evict any tenant from a rental unit, if an accurate rental registration or exemption for that unit has not been completed or amended as required by this Section.

3. No rental adjustment under Section 26.90.040 no rental increase under Section 26.90.050 or 26.90.060, and no petition for a rent increase under Section 26.90.080 may take effect or be filed unless the landlord has complied with the registration requirements of this Section.

4. No landlord may commence a no-fault just cause eviction under Chapter 26.50 unless the landlord has complied with the registration requirements of this Section.

26.100.020 Rental Registry Fee.

A. A rental registry fee shall be paid by a landlord for each rental unit to fund the City's cost to administer and enforce this Chapter. The rental registry fee for each rental unit subject to Chapter 26.90 shall also include an amount to fund the City’s cost to implement, administer, monitor, support, and enforce the provisions of Chapter 26.90.

B. The amount of the rental registry fee shall be determined by resolution of the City Council adopted from time-to-time. Fees proceeds shall not exceed the amount the City Council determines to be necessary to administer and enforce this Chapter, plus an amount necessary to administer and enforce Chapter 26.90 for units subject to that Chapter. Revenue generated from fees shall not be used for any purpose other than costs of administration and enforcement of this Chapter, and Chapter 26.90 for units subject to that Chapter.

C. Late charges and penalties as determined from time-to-time by City Council resolution will be collected from landlords who fails to timely file a registration form or an Council Introduction Draft Showing Changes From
Current Code 09/29/2026
35 amendment to a registration form when required by this Chapter. Any required but unpaid rental registry fees, late charges, or penalties imposed under this Section shall be deemed a debt to the City.

D. After timely payment of the rental registry fee, but not a late charge or penalty, the landlord may pass through up to 50% of the fee for a rental unit to the tenant of the applicable rental unit, to be paid by the tenant in 12 equal monthly installments. If a portion of the fee is pass-through to tenants, the amount must be separately itemized and shall not be considered part of the rent in calculating any rent Increase. Any pass-through unpaid by a tenant upon termination of a tenancy shall not assessed to the tenant. No portion of the registration fee may be passed through to tenants who reside in housing restricted by a deed, regulatory restriction contained in an agreement with a government agency, or by any other recorded document as affordable housing for persons and families of very low, low, or moderate income, as defined in Section 50093 of the Health and Safety Code, or by an agreement that provides housing subsidies for affordable housing for persons and families of very low, low, or moderate income, as defined in Section 50093 of the Health and Safety Code or comparable federal statutes.

26.100.030 Definitions.

The definitions in Section 26.90.020 of this Code apply to this Chapter. [End New Language] Section 3.

If any Section, subsection, subdivision, paragraph, sentence, clause or phrase of this Chapter or any part hereof is for any reason held to be unconstitutional or otherwise unenforceable, such decision shall not affect the validity of the remaining portions of this Chapter. The City Council declares that it would have passed each Section, subsection, paragraph, sentence, clause or phrase hereof, irrespective of the fact that any one or more Sections, subsections, subdivisions, paragraphs, sentences, clauses or phrases be declared unconstitutional or otherwise unenforceable and, to that end, the provisions of this Ordinance are hereby declared to be severable.

Council Introduction Draft Showing Changes From
Current Code 09/29/2026
36 Section 4.

The City Council finds that, on the basis of the whole record and by exercising its independent judgment, this Ordinance is not subject to environmental review pursuant to the State Guidelines for Implementation of the California Environmental Quality Act Sections 15060(c)(3) pertaining to activities that will not result in a direct or reasonably foreseeable indirect change to the environment and Section 15061 (b)(3) because this Ordinance has no potential for resulting in physical change to the environment directly or indirectly as it merely regulates existing physical development.
1 Resolution No.

A RESOLUTION OF THE COUNCIL OF THE CITY OF SANTA
BARBARA AMENDING RESOLUTION NO. 2026-057, ADOPTING
THE BUDGET FOR FISCAL YEAR 2027, TO APPROVE AN
ALLOCATION OF $500,000 IN THE FISCAL YEAR 2027

EXPENDITURE APPROPRIATIONS IN THE MEASURE I FLEXIBLE

HOUSING AND HOMELESSNESS FUND TO SUPPORT THE

IMPLEMENTATION OF A RESIDENTIAL RENT STABILIZATION
PROGRAM AND RENTAL REGISTRY.

WHEREAS, in accordance with the City Charter, the City Administrator filed with the Council a proposed budget for the fiscal year beginning July 1, 2026; WHEREAS, the City Council is required to adopt a budget before the beginning of the fiscal year on July 1, 2026;
WHEREAS, the City Charter provides that at any public meeting after the adoption of the budget the City Council may amend or supplement the budget by motion adopted by the affirmative votes of at least a majority of the total members of the City Council; and WHEREAS, as authorized by Resolution No. 2026-057, this Resolution approves the amendment to the budget as provided herein.

NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF SANTA BARBARA THAT:

1. In accordance with the provisions of Section 1205 of the City Charter, the budget for the fiscal year 2027, as adopted by Resolution 2026-057, is hereby admended as follows:

2. The Council approves of the expenditure appropriation of $45,500 in Measure I Flexible Housing and Homelessness Funds to amend the Agreement with RSG, Inc. to expand the Scope of Services to include additional deliverables specific to program administration;

3. The Council approves of the expenditure appropriation of $25,000 in Measure I Flexible Housing and Homelessness Funds to support an Agreement with NSB to faciliate a Fee Study in support of a Residential Rent Stabilization Program; and 2 4. The Council approves of the expenditure appropriation of $429, 500 in Measure I Flexible Housing and Homelessness Funds to support the Implementation of a Residential Rent Stabilization Program and Rental Registry.

CITY OF SANTA BARBARA
Council Agenda Report
Agenda Date: September 29, 2026
To: Mayor and Councilmembers
From: City Administrator’s Office
Subject: Adoption of Resolution Approving an Update to 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 Amending the City of Santa Barbara Records Management Policies and Procedures Manual to Adopt Updated Policies and Procedures for all City Departments.

Discussion
Council adopted Resolution No. 25-076 on July 29, 2025, approving the current version of the City’s Records Management Policies and Procedures Manual (Manual). Subsequently, Council then adopted Resolution No. 25-112 on October 7, 2025, which added the retention and disposition schedule for Sustainability and Resilience Department to the Manual. The Manual contains the record’s 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 Clerk’s Office is the division that oversees the administration of the records management program and conducts periodic reviews of the Manual, making updates as appropriate. This update to the Manual would make minor revisions to reflect current changes that have been made due to the relocation of certain divisions to new departments, as well as adding some new records to the Clerk’s Office retention schedule, such as the retention of fiscal training records per SB 827. No retention periods or other pertinent information will be changed.

Agenda Item No. 3
Council Agenda Report
Adoption of Resolution Approving an Update to the City’s Records Retention Policy and Procedures [Resolution]

Budget/Financial Information
There is no fiscal impact.

Prepared and
Submitted by: Norma Welche, CMC, Deputy City Clerk
Approved by: Kelly McAdoo, City Administrator
1 Resolution No.

A RESOLUTION OF THE COUNCIL OF THE CITY OF SANTA

BARBARA AMENDING THE CITY OF SANTA BARBARA RECORDS

MANAGEMENT POLICIES AND PROCEDURES MANUAL TO ADOPT

UPDATED POLICIES AND PROCEDURES FOR ALL CITY

DEPARTMENTS
WHEREAS, the Council adopted the City of Santa Barbara Records Management Policies and Procedures Manual by Resolution No. 25-076.

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 No. 25-112 was previously adopted to amend Resolution No. 25-076 to revise the records retention policy for Sustainability and Resilience Departmetn.

WHEREAS, to consolidate all existing resolutions into one comprehensive resolution to which the Manual is attached, existing Resolution Nos. 25-076 and 25-112 are rescinded.

NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF SANTA BARBARA THAT:

1. The amendments proposed have been reviewed and approved by the City Clerk and City Attorney.

2. 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.

3. 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.

4. Resolution Nos. 25-076 and 25-112 are hereby rescinded.

5. This resolution shall be effective upon adoption.

EXHIBIT A

CITY OF SANTA BARBARA

RECORDS MANAGEMENT POLICIES AND

PROCEDURES MANUAL
Approved by Resolution No. 25-076
Amended by Resolution No. 25-112 (Sustainability and Resilience) Administered by the City Clerk’s Office

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 ............................................................................................16

1.7. Staff Responsibilities ..................................................................................17

1.7.1 City Clerk Services Manager...........................................................................................17

1.7.2 Department Director .........................................................................................................17

1.7.3 Records Coordinator..........................................................................................................18

1.7.4 Officers and Employees....................................................................................................18

1.8. DEFINITIONS ..................................................................................................19 PART 2: RECORDS RETENTION AND DISPOSITION SCHEDULES...............................22 Section 2.1 RECORDS COMMON TO MOST OFFICES................................................22 Section 2.2 AIRPORT DEPARTMENT............................................................................35 Section 2.3 CITY ADMINISTRATOR’S OFFICE ............................................................46 Section 2.4 CITY ATTORNEY’S OFFICE.........................................................................80 Section 2.5 COMMUNITY DEVELOPMENT DEPARTMENT............................................82 Section 2.6 FINANCE DEPARTMENT.............................................................................97 Section 2.7 FIRE DEPARTMENT...................................................................................119 Section 2.8 HUMAN RESOURCES DEPARTMENT ...................................................124 Section 2.9 INFORMATION TECHNOLOGY DEPARTMENT .................................130 Section 2.10 LIBRARY DEPARTMENT ..........................................................................133 Section 2.11 PARKS AND RECREATION DEPARTMENT.........................................136 Section 2.12 POLICE DEPARTMENT .............................................................................152 Section 2.13 PUBLIC WORKS DEPARTMENT.............................................................171 Section 2.14 SUSTAINABILITY AND RESILIENCE DEPARTMENT .......................192 Section 2.15 WATER RESOURCES DEPARTMENT....................................................196 Section 2.16 WATERFRONT DEPARTMENT...............................................................206 APPENDIX I – LIST OF AUTHORITIES CITED ..................................................................216 APPENDIX II – LEGAL RESEARCH CONCERNING RECORDS OF THE CITY OF SANTA BARBARA, CALIFORNIA...........................................................................217 APPENDIX III – VITAL RECORDS OF THE CITY OF SANTA BARBARA, CALIFORNIA ..........................................................................................................................224 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.

1.1.3 Scope
City of Santa Barbara Records Management Policies and Procedures Manual 2 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.

City of Santa Barbara Records Management Policies and Procedures Manual 4

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.

City of Santa Barbara Records Management Policies and Procedures Manual 5

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.

City of Santa Barbara Records Management Policies and Procedures Manual 6

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.

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:

City of Santa Barbara Records Management Policies and Procedures Manual 7 • 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.

City of Santa Barbara Records Management Policies and Procedures Manual 8

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.

City of Santa Barbara Records Management Policies and Procedures Manual 9

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 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.

City of Santa Barbara Records Management Policies and Procedures Manual 11

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.

City of Santa Barbara Records Management Policies and Procedures Manual 12

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.

City of Santa Barbara Records Management Policies and Procedures Manual 15

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.

City of Santa Barbara Records Management Policies and Procedures Manual 16

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.

City of Santa Barbara Records Management Policies and Procedures Manual 17

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.

City of Santa Barbara Records Management Policies and Procedures Manual 18

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.

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. Active records are vital. Disposition: Retain a minimum of 2 years. (GC 34090)

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 shortterm 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.
(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 Common to Most Offices, City of Santa Barbara, CA 31 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, machine-readable 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. 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.

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)
Airport Department, City of Santa Barbara, CA 35
(d) Passenger Facility Charge reports and treasury receipts. Disposition:

Discard 10 years after final payment is received.
(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)
Airport Department, City of Santa Barbara, CA 40

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)

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)
Airport Department, City of Santa Barbara, CA 41

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

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.

Airport Department, City of Santa Barbara, CA 42

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)

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
Airport Department, City of Santa Barbara, CA 43

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)

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)
Airport Department, City of Santa Barbara, CA 44

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.

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. 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. 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)
City Administrator’s Office, City of Santa Barbara, CA 46

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.
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.

City Administrator’s Office, City of Santa Barbara, CA 47 (b) Studies completed by City Administrator staff.
i. Departmental record copy of reports and studies approved by City Council. Record copy is in the 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.

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 the 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. ii. Routine Correspondence. Incoming and outgoing letters pertaining to normal and routine administrative functions. Consists of City Administrator’s Office, City of Santa Barbara, CA 49 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)
City Administrator’s Office, City of Santa Barbara, CA 54

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

17. Arts Commission Files
Files contain correspondence, reports, plans, and meeting agendas and minutes documenting the activities of the Arts Commission. Disposition: Permanent

18. 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)
City Administrator’s Office, City of Santa Barbara, CA 55

CITY TV

19. Airlogs (Programming Logs)
Logs list what was aired at any given time by Channel 18 (government access television channel). Disposition: Retain for 5 years.

20. 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

21. 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.

22. 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
City Administrator’s Office, City of Santa Barbara, CA 56

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

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 the 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 57

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

DOWNTOWN PARKING

29. 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) City Administrator’s Office, City of Santa Barbara, CA 58

30. 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.

31. 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)
(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)
City Administrator’s Office, City of Santa Barbara, CA 59 (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.

32. 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)

33. 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)

34. 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) City Administrator’s Office, City of Santa Barbara, CA 60

35. 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)

36. 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)

37. 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.

38. 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 City Administrator’s Office, City of Santa Barbara, CA 61 34090)

39. 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)

40. Vendor History Files
Files document vendor interactions. Disposition: Discard 2 years after expiration of vendor permit. (GC 34090)

41. 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.

City Administrator’s Office, City of Santa Barbara, CA 62

HOUSING AND REDEVELOPMENT

42. 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

43. 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

44. 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

45. Redevelopment Agency Agenda Packets
Packets contain meeting agendas and attached documentation. Disposition:

Permanent

46. Redevelopment Agency Agendas (Finished)
These agendas are prepared immediately after agency meetings and document who attended, length of meeting, and resolutions passed. Disposition: Permanent City Administrator’s Office, City of Santa Barbara, CA 63

47. Redevelopment Agency Budgets and Financial Statements These are budgets and financial statements for the Redevelopment Agency.

Disposition: Permanent

48. Redevelopment Agency Meeting Minutes
These are the minutes for Redevelopment Agency meetings and special meetings.

Community Development, Housing and Redevelopment, Redevelopment Program.

Disposition: Permanent

49. 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

50. 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

51. Redevelopment Agency Resolutions
These official resolutions of the Redevelopment Agency document agency actions.

Current resolutions are vital records. Disposition: Permanent City Administrator’s Office, City of Santa Barbara, CA 64

52. 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.

53. 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.

54. Tax Allocation Files
Files contain tax increment information, funding reports and related items.

Disposition: Permanent.

HOUSING DEVELOPMENT PROGRAM
City Administrator’s Office, City of Santa Barbara, CA 65

55. 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.

56. 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)
City Administrator’s Office, City of Santa Barbara, CA 66

57. 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

58. 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

59. 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)
City Administrator’s Office, City of Santa Barbara, CA 67 (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)
(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.

City Administrator’s Office, City of Santa Barbara, CA 68

60. 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)

HUMAN SERVICES PROGRAM

61. 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)
City Administrator’s Office, City of Santa Barbara, CA 69 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

62. 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 70

63. Annexation Files
Files contain correspondence, ordinances, reports, and other materials related to annexations by the City of Santa Barbara. Disposition: Permanent

64. 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

65. 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

66. 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

67. City Council Meeting Audio or Video Recordings
Audio and video recordings of City Council meetings. Disposition: Retain for 10 years.

68. City Council Meeting Minutes
Volumes contain the minutes of City Council meetings. Disposition: Permanent City Administrator’s Office, City of Santa Barbara, CA 71

69. 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

70. 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.

71. 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

72. 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 72

73. 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)

74. 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

75. 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.

City Administrator’s Office, City of Santa Barbara, CA 73

76. 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. (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.) City Administrator’s Office, City of Santa Barbara, CA 74 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.
(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)
City Administrator’s Office, City of Santa Barbara, CA 75

77. Training Logs and Certificates
(a) Ethics Training (AB 1234)
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.b)
(b) Fiscal and Financial Training (SB 827)
These logs and certificates document training taken by local agency officials in general fiscal and financial training relevant to public service.

Training is required by SB 827. 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 53238.3.b)

78. 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

79. 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

80. Ordinances Index
Logs provide information about City Ordinances, by subject and date. Disposition:

City Administrator’s Office, City of Santa Barbara, CA 76 Permanent

81. 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)

82. 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.

83. Resolutions
Official resolutions of the Santa Barbara City Council. Disposition: Permanent.

84. Resolutions Index
Logs provide information about City Council resolutions, by subject and date.

Disposition: Permanent

85. 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) City Administrator’s Office, City of Santa Barbara, CA 77

86. 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 78
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. 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. 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.

City Attorney’s Office, City of Santa Barbara, CA 79

3. City Ordinances
Copies of the ordinances of the City of Santa Barbara. Record copy is in the City Clerk's office. Disposition: Permanent.

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 80 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 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.

ADMINISTRATION

1. 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

2. 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
Community Development Department, City of Santa Barbara, CA 81

3. 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)

4. 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 82

BUILDING AND SAFETY

ADMINISTRATION/BUILDING OFFICIAL

5. 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)

6. 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.

Community Development Department, City of Santa Barbara, CA 83

7. 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.

8. 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) Community Development Department, City of Santa Barbara, CA 84

9. 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)
(c) Reference information, including code information. Disposition: Retain until no longer needed for reference.

10.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.

Community Development Department, City of Santa Barbara, CA 85

BUILDING INSPECTOR

11. 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

12. 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.

RECORDS

13. 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) Community Development Department, City of Santa Barbara, CA 86

14. 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)

15. 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)

16. 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

17. 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

18. 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)
Community Development Department, City of Santa Barbara, CA 87

19. 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)

20. 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)

21. 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 88

PLANNING

22. 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

23. 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.
(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.

Community Development Department, City of Santa Barbara, CA 89 (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.

24. 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.

LONG RANGE PLANNING/SPECIAL STUDIES

25. 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

26. 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

27. Planning Files
Community Development Department, City of Santa Barbara, CA 90 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

28. 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
DESIGN REVIEW PROGRAM:

29. 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

30. 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.

Community Development Department, City of Santa Barbara, CA 91

31. 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)

ENVIRONMENTAL REVIEW PROGRAM

32. 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

33. 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
Community Development Department, City of Santa Barbara, CA 92

HISTORIC AND CULTURAL RESOURCES PROGRAM

34. 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

35. 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

36. 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

37. 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

38. 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
Community Development Department, City of Santa Barbara, CA 93

39. 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

40. 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

41. 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)

42. Historic Zoning Records
These are early zoning maps and ordinances for the City of Santa Barbara. Disposition:

Permanent

43. 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 Community Development Department, City of Santa Barbara, CA 94

44. 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 95
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. 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.

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)

3. Adopted Budget Reports
Finance Department, City of Santa Barbara, CA 96
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 97

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 98

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, whichever Finance Department, City of Santa Barbara, CA 99
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 is waived; however, if any Finance Department, City of Santa Barbara, CA 100
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 101

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)

18. Time Cards
Finance Department, City of Santa Barbara, CA 102
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 103

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)

27. Bond Official Statements
Finance Department, City of Santa Barbara, CA 104
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.

ENVIRONMENTAL PROGRAMS

33. Project Files
Finance Department, City of Santa Barbara, CA 105
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 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 106

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)
Finance Department, City of Santa Barbara, CA 107

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)

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)
Finance Department, City of Santa Barbara, CA 108

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)

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.

Finance Department, City of Santa Barbara, CA 109

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)

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) Finance Department, City of Santa Barbara, CA 110

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

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) Finance Department, City of Santa Barbara, CA 111

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)

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
Finance Department, City of Santa Barbara, CA 112
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)

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
Finance Department, City of Santa Barbara, CA 113
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 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)

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.

Finance Department, City of Santa Barbara, CA 114

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

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
Finance Department, City of Santa Barbara, CA 115
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

73. Assessment Records
Files contain correspondence, project prospecti, project descriptions, bond receipts, project resolutions, and refund schedules. Disposition: Permanent Finance Department, City of Santa Barbara, CA 116

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 117
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. 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. 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 Fire Department, City of Santa Barbara, CA 118
(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

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
Fire Department, City of Santa Barbara, CA 119

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)

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.

Fire Department, City of Santa Barbara, CA 120

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

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)
Fire Department, City of Santa Barbara, CA 121

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)

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 122 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 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. 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 123

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 124

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)
Human Resources Department, City of Santa Barbara, CA 125

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)

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) Human Resources Department, City of Santa Barbara, CA 126

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)

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))
Human Resources Department, City of Santa Barbara, CA 127

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 128 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.

Information Technology Department, City of Santa Barbara, CA 129

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.

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.

Information Technology Department, City of Santa Barbara, CA 130 Disposition: Delete information older than one year.

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.

11. 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) Library Department, City of Santa Barbara, CA 131
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. 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. 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.

Library Department, City of Santa Barbara, CA 132

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)

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.

Library Department, City of Santa Barbara, CA 133

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 interlibrary loan requests. Disposition: Discard after 3 years. (GC 34090)

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 134 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 Parks and Recreation 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.

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.

Parks and Recreation Department, City of Santa Barbara, CA 135

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

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 Parks and Recreation Department, City of Santa Barbara, CA 136

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

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)
Parks and Recreation Department, City of Santa Barbara, CA 137

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)

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)
Parks and Recreation Department, City of Santa Barbara, CA 138

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 139

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 140

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 the 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 141

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 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. (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 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)
Parks and Recreation Department, City of Santa Barbara, CA 142 (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 143

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 144

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)
Parks and Recreation Department, City of Santa Barbara, CA 145 (e) Membership. Files contain program or activity membership applications.

Disposition: Retain 5 years after event, then discard. (GC 34090) (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 146

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 147

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
Parks and Recreation Department, City of Santa Barbara, CA 148

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)

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
Parks and Recreation Department, City of Santa Barbara, CA 149 Files contain meeting minutes and agendas, correspondence, reports, and studies related to the activities of the Tennis Advisory Committee. Disposition: Permanent

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 150
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. 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.

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) Police Department, City of Santa Barbara, CA 151

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

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)

7. Special Cases
Police Department, City of Santa Barbara, CA 152
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 153
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 154

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.

Police Department, City of Santa Barbara, CA 155

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.

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) Police Department, City of Santa Barbara, CA 156

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)

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 Police Department, City of Santa Barbara, CA 157
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) (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:

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)
(d) Equipment records. Disposition: Retain 3 years from the date of the disposition or replacement or transfer at the direction of the awarding agency. (28 CFR 66.42)
Police Department, City of Santa Barbara, CA 158

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)

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) Police Department, City of Santa Barbara, CA 159

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)

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)
Police Department, City of Santa Barbara, CA 160

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 161

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 25 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)

36. Citation Purge Books
Police Department, City of Santa Barbara, CA 162
Books contain listing of paid citations. Disposition: Retain 7 years after the fiscal year to which the records relate; then discard. (26 CFR 1.6001-1 and CCR §19141.6)

37. 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)

38. Criminal History Request Files
Files contain requests for individuals' criminal histories. Disposition: Discard after 2 years. (GC 34090)

39. 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.

40. Field Interrogation Cards ("FI Card")
These cards document each traffic and other stop made by an officer. Disposition:

Discard after 2 years. (GC 34090)
Police Department, City of Santa Barbara, CA 163

41. 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)

42. Property Releases
Releases document property (including that taken in as evidence, received as lost-andfound, 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)

43. 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)
Police Department, City of Santa Barbara, CA 164

44. Towed Vehicle Files – Private Property
Files of documents for private property vehicle tows. Disposition: Discard records after 2 years. (GC 34090)

45. 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)

46. Civil Subpoenas
These are civil subpoenas in which the civil case has been adjudicated Disposition:

Discard records after 2 years. (GC 34090)

47. Public Records Act Requests
These are requests made by the public for police records. Disposition: Discard records after 2 years. (GC 34090)

48. Parking Citation Log
Logs that manage parking citation books officers check out. Disposition: Discard records after 2 years. (GC 34090)

49. Traffic Citation Log
Logs that manage Notice to Appear citation books officers check out. Disposition:

Discard records after 2 years. (GC 34090)

50. 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
Police Department, City of Santa Barbara, CA 165

51. 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)

SUPPORT SERVICES/BUSINESS OFFICE

52. 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)

53. 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)

54. Credit Card Transaction Receipts at Parking Counter Individual transaction receipts and daily summary reports from parking counter payments. Disposition: Retain current year plus 2 years. (GC34090)

55. 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)
Police Department, City of Santa Barbara, CA 166

56. 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 25 years after employee termination or separation. (29 CFR 1627.3 and GC 12946)

57. 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 25 years after employee termination or separation. (29 CFR 1627.3 and GC 12946)

58. 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.

59. 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 25 years after employee termination or separation. (29 CFR 1627.3 and GC 12946)

60. 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)
Police Department, City of Santa Barbara, CA 167

61. 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 25 years after employee termination or separation. (29 CFR 1627.3 and GC 12946)

62. 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)

63. 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)

64. 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)

TRAFFIC

65. Daily Activity Logs
Files include daily activity logs and statistics for Traffic Safety Grants. Disposition:

Retain for current year plus 2 years (GC 34090).

66. Traffic Safety Grant Documents
Files include documents related to application and reporting of DUI and Seatbelt traffic grants from the CA Office of Traffic Safety. Disposition: Retain current year plus 5 years.

TRAINING AND RECRUITMENT
Police Department, City of Santa Barbara, CA 168

67. Academy Class Files
Files document the academy class monitoring activities of the Training Officer.

Disposition: Discard 25 years after employee termination or separation. (29 CFR 1627.3 and GC 12946)

68. 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)

69. Training Materials
Files relating to training bulletins, training courses and syllabuses. Disposition:

Permanent
Public Works Department, City of Santa Barbara, CA 169
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.

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.

Public Works Department, City of Santa Barbara, CA 170

ENGINEERING 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 171

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 172

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 173

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 174

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 175

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 176
(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 177

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 178

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.

Public Works Department, City of Santa Barbara, CA 179

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.

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.

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)

21. Subject Files
Files contain studies concerning schools, bikeways, traffic counts, the Annual Crash Public Works Department, City of Santa Barbara, CA 180
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)

23. 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 181

24. 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.

25. Assessment District Maps
Maps document projects funded by the 1911 and 1913-1915 assessment acts. This is a vital record. Disposition: Permanent.

26. 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.

27. 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.

28. Field Book Index
Index cards provide information about private surveys and surveys for City projects.

Disposition: Permanent.

Public Works Department, City of Santa Barbara, CA 182

29. 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.

30. Sewer Book and Index
Book contains sewer profile drawings and information on applicable ordinances and dates for sewer grading (leveling). Disposition: Permanent.

31. 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.

32. Street Numbers
Index cards contain official street numbers (now superseded) for structures in Santa Barbara. Disposition: Permanent.

FACILITIES MAINTENANCE

33. 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)

34. 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 183

35. 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.

Public Works Department, City of Santa Barbara, CA 184

36. 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)

37. 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.

Public Works Department, City of Santa Barbara, CA 185

38. 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)

39. 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)

40. 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)

41. 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)

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 Public Works Department, City of Santa Barbara, CA 186
Finance Department. Files electronic. Disposition: Discard after 2 years. (GC 34090)

FLEET MAINTENANCE

44. 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.

45. 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)

46. Smog Records
Records document smog tests on City vehicles. Current records are vital. Disposition:

Retain for life of vehicle, then discard.

47. 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 187

STREETS MAINTENANCE

48. 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)

49. 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 rightof-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 188

50. 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 of routes, 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.

51. 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)

52. 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)

53. Supervisor Desk Files
Files include supervisors' notes regarding ongoing projects and personnel issues.

Public Works Department, City of Santa Barbara, CA 189
Disposition: Discard after 10 years unless needed for reference.

Sustainability and Resilience Department, City of Santa Barbara, CA 190 Section 2.14 SUSTAINABILITY AND RESILIENCE DEPARTMENT
Unless specifically indicated otherwise, the record copy of all records listed in this records schedule is located in the Sustainability and Resilience 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.

ADMINISTRATION

1. Sustainability Council Committee Files
Files contain records and information documenting the activities of the Sustainability Council Committee. Disposition: 3 years.

2. Policies and Procedures
All final products related to the internal policies and procedures of the Sustainability and Resilience Department. Disposition: Until superseded.

3. Grant Files
Files related to grants awarded and accepted by the Sustainability & Resilience Department.

Disposition: Until superseded.

COMMUNITY ENGAGEMENT
Sustainability and Resilience Department, City of Santa Barbara, CA 191

4. Marketing Subject Files
Files that contain publicity material and final product samples of outreach projects.

Disposition: While Active + External: 7 years; Internal: 2 years.

5. Code Enforcement
Files that contain information related to water quality, SWMP, illegal dumping, and encampment enforcement. Disposition: While active + 2 years.

CLEAN COMMUNITY

6. Environmental Compliance
Files that document maintenance projects and remedial activities. Disposition: While active + 2 years.

7. Environmental Programs
Project Files related to hazardous materials contamination and cleanup. Disposition: While active + 2 years.

8. Policies and Procedures
All final products related to policies and procedures created and implemented by the Clean Community Division. Disposition: Until superseded.

9. Waste Management
Files that contain information related to the City’s solid waste utility service. Disposition: Until superseded.

Sustainability and Resilience Department, City of Santa Barbara, CA 192

10. Infrastructure
Files related to the placement and maintenance of public containers, waste processing facilities, etc. Disposition: Until superseded.

ENERGY AND CLIMATE

11. SBCE
Files that contain information related to the formation and sustainment of Santa Barbara Clean Energy. Disposition: While Active + 6 years.

12. Climate Action Plan
Files that contain information related to the Climate Action Plan. Disposition: Until superseded.

13. Policies and Procedures
All final products related to policies and procedures created and implemented by the Energy and Climate Division. Disposition: Until superseded.

14. Infrastructure
Files related to placement and maintenance of bike parking, solar and energy storage projects, EV charging stations, streetlights, and street light circuits. Disposition: Until superseded.

ADAPTATION AND RESILIENCE

15. Project/Subject Files
General or special projects not covered in a more specific process.

Disposition: Project Completion + 2 years
Sustainability and Resilience Department, City of Santa Barbara, CA 193

16. Policies and Procedures
All final products related to policies and procedures created and implemented by the Adaptation & Resilience Division. Disposition: Until superseded.

CREEKS

17. Creeks Advisory Committee Files
Records and information documenting the activities of the Creeks Advisory Committee.

Disposition: Agendas: Permanent; other records: 3 Years.

18. Deeds and Easements
Recorded deeds and easements for property transaction in the City of Santa Barbara.

Disposition: Permanent.

19. Project/Subject Files
General or special projects not covered in a more specific process. Disposition: Project Completion + 2 years.

20. Capital Improvement Projects
Files related to construction plans and drawings for Creek’s capital improvement projects.

Disposition: Permanent.

21. Water Quality
Records documenting water quality monitoring and research. Disposition: Permanent.

22. Policies and Procedures
All final products related to policies and procedures created and implemented by the Creeks Division. Disposition: Until superseded.

Water Resources Department, City of Santa Barbara, CA 194 Section 2.15 WATER RESOURCES DEPARTMENT
Unless specifically indicated otherwise, the record copy of all records listed in this records schedule is located in the Water Resources 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. 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.

Water Resources Department, City of Santa Barbara, CA 195 (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)

2. 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

3. Backflow Device Files
Files document the yearly testing of backflow devices. Current files are vital records.

Disposition: Discard after 6 years. (CA PUC Res. #A4691)

4. Geological Log
Logs record calculations and geological information associated with the construction Water Resources Department, City of Santa Barbara, CA 196 of Mission Tunnel and municipal groundwater wells. Disposition: Permanent.

5. 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.

6. 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.

7. 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)

8. 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.

9. Safety Meeting Minutes
These are minutes of staff safety meetings at which safety procedures are discussed.

Disposition: Discard after 3 years.

Water Resources Department, City of Santa Barbara, CA 197

10. 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

11. 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)

12. 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.

13. 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.

Water Resources Department, City of Santa Barbara, CA 198

14. Pump Crew Logs
Includes daily activities of all Pump Stations, Reservoirs and Pump Crew Daily Activities. Disposition: Permanent.

WASTEWATER COLLECTION

15. 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.

LABORATORIES

16. 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.

17. 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) Water Resources Department, City of Santa Barbara, CA 199

18. Raw Data Files
Wastewater and drinking water monitoring data. Reports to the CADPH DDWEM-DWP 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) (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)

19. Water Quality Complaints
Log of water quality complaints received by the laboratory. Disposition: Discard after 5 years. (22 CCR 64470)
Water Resources Department, City of Santa Barbara, CA 200

WASTEWATER TREATMENT

21. Air Pollution Control District/Environmental Protection Agency/Tri-Counties 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)
(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)

21. 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 Resources Department, City of Santa Barbara, CA 201

WATER TREATMENT

22. 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.

23. 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)

24. 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.

25. 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) Water Resources Department, City of Santa Barbara, CA 202

26. 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)

27. 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.

28. Monthly Report Work File
Files contain summarized information from the Daily Logs. The first year of the file's existence the summary was handwritten, and since then, the file has been maintained in electronic format. Disposition: Retain for 2 years. (CA PUC Res. #A-4691)

29. Plant Operator Daily Logs
These are logs of daily activities of Cater Water Treatment Plant operators.

Disposition: Discard after 6 years.

30. 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.

Water Resources Department, City of Santa Barbara, CA 203

31. Well and Water Quality Files
Files contain data on wells, water levels, and water quality in Santa Barbara.

Disposition: Permanent.

WATER SUPPLY MANAGEMENT

32. 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)

33. 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)
Waterfront Department, City of Santa Barbara, CA 204
Section 2.16 WATERFRONT DEPARTMENT
Unless specifically indicated otherwise, the record copy of all records listed in this records schedule is located in the Waterfront 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.

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 205

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 206
(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 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.

Waterfront Department, City of Santa Barbara, CA 207

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)

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
Waterfront Department, City of Santa Barbara, CA 208
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)

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 209

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 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.

Waterfront Department, City of Santa Barbara, CA 210

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))

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.

Waterfront Department, City of Santa Barbara, CA 211
(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)

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 212

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

35. Radio License Files
Waterfront Department, City of Santa Barbara, CA 213
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 214
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 215
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 216
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 nonroutine 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 217
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:
▪ 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.

CCP 337.15 I
▪ Injury to property, real or personal, arising out of any such latent deficiency.

APPENDIX II, City of Santa Barbara, CA 218
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
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.
▪ 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.

CCP 340 I
▪ 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.

APPENDIX II, City of Santa Barbara, CA 219
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
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.
▪ Retain misdemeanor case files for 5 years.
▪ Retain infraction case files for 3 years.
▪ Retain parking infraction case files for 2 years.

GC 68152 I
▪ Retain juvenile criminal case files related to homicide or sex offenses until the subject reaches the age of 38.

APPENDIX II, City of Santa Barbara, CA 220
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 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.

Public Utilities Commission Regulations to Govern the Preservation of Records of Water Utilities, Classes A, B, and C.
▪ 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.

CA PUC Res. #A4691 R
▪ Equipment repair records must be retained for the life of the equipment.

APPENDIX II, City of Santa Barbara, CA 221
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
▪ 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 – VITAL RECORDS OF THE CITY OF SANTA BARBARA, CALIFORNIA Dept./Div. Title Original
Medium
All or
Current
Type of
Vital
Record
Comments
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
APPENDIX III, City of Santa Barbara, CA 222
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 Drawings (current) HA All E, R & I
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
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
Benefits Office Benefit Files (active
employee) HA All R & I
Benefits Office Benefit Files (retiree) HA All R & I
Benefits Office COBRA Files HA All R & I
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
City Clerk Charter of City of Santa
Barbara HA C R & I
City Clerk Grant Deeds HA C R & I
City Clerk Municipal Code HA C R & I
Community
Development:

Building Inspector
Building Inspector
Enforcement Case Files HA & MA C E
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
APPENDIX III, City of Santa Barbara, CA 223
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: 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
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
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
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
APPENDIX III, City of Santa Barbara, CA 224
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
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
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
APPENDIX III, City of Santa Barbara, CA 225
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: 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
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
Human Resources Eligibility Files HA All R & I
Human Resources Examination Files HA All R & I
Human Resources Tuberculosis Records HA All E
Information Systems System Documentation MA All E Electronic file only 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
APPENDIX III, City of Santa Barbara, CA 226
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:

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:

Adult Sports Vehicle Files HA C R & I Driver contract and insurance information only Parks and Recreation:

Facilities & Program
Registration
Facilities Permits
(active and closed) HA C R & I Current files 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:

Youth Activities
Administrative Files
("Clerical Files") HA C R & I Co-sponsorship Files only Police:

Combined
Communications
Center
Logger Tapes MA C R & I
Police:

Investigative Division Case Files HA C R & I Active files only Police:

Investigative Division Case Files (Major) HA C R & I Active files only Police: Administrative
Services Alarm Ordinance 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: Chief’s Staff Internal Affairs Files HA C R & I Police: Investigative
Division
Special Search
Warrants HA C R & I
Police: Patrol Division Special Weapons and
Tactics (SWAT) Files HA C R & I
Police: Patrol Division SWAT Incident Reports HA C R & I Active reports only Police: Property Room Drug Burn Files HA C R & I
Police: Property Room Evidence/Property for
Active Cases HA C R & I
APPENDIX III, City of Santa Barbara, CA 227
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
Police: Property Room Homicide Evidence
Records ("187 Files") HA C R & I Active files only
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) HA C R & I
Police: Support
Services/Business
Office
Personnel Background
Files
HA All R & I
Police: Support
Services/Business
Office
Personnel Files
(Current) HA All R & I
Police: Support
Services/Business
Office
Reserve Personnel
Files HA C R & I
Public Works:

Facilities Management
Building Maintenance
Project Files HA C R & I
Public Works:

Facilities Management
Street Light Petition
Files HA C R & I
Public Works:

Facilities Management
Biennial Inspection of
Terminals HA C R & I
Public Works:

Facilities Management Smog Records HA C R & I
Public Works:

Facilities Management Vehicle Records HA C R & I
Public Works:

Transportation
Division
Street Maintenance
Location Files HA C E, R & I
Public Works:

Water Resources Backflow Device Files HA C R & I
Public Works:

Water Resources
Gibraltar Dam Subject
File HA C R & I
Public Works:

Water Resources Street Files HA C R & I
Public Works:

Water Resources
Vehicle Inspection
Sheets HA C R & I
Public Works:

Water Resources
Waste Water Incident
Reports HA C+1 R & I
Public Works:

Water Resources Water Incident Reports MA C R & I
Public Works:

Water Resources
Annual Water Quality
Report

MA C R & I
Public Works:

Water Resources
Laboratory Equipment
Maintenance Files HA C R & I
Public Works:

Water Resources Raw Data Files HA C R & I
APPENDIX III, City of Santa Barbara, CA 228
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
Public Works:

Water Resources
Water and Wastewater
Inorganic Trace Metals HA C R & I
Public Works:

Water Resources
Fire Hydrant and
Water Meter Files HA C R & I
Public Works:

Water Resources
Air Pollution Control
District/Environmental
Protection Agency/TriCounties Files

HA C R & I
Public Works:

Water Resources
Discharge SelfMonitoring Reports HA C+1 R & I
Public Works:

Water Resources
Water Reclamation
Plant Reports HA C+1 R & I
Public Works:

Water Resources
Daily Logs of Water
Treatment Facility HA C mo.+1 R & I
Public Works:

Water Resources
Drawings and
Specifications for
Water Treatment
Facilities

HA C R & I
Public Works:

Water Resources Maintenance Files HA C E, R & I
Public Works:

Engineering Capital Project Files HA C R & I
Public Works:

Engineering
Official Street Map of
Santa Barbara,
California

HA C E, R & I
Public Works:

Engineering
Storm Drain, Water,
and Sewer Atlases HA C E, R & I
Public Works:

Engineering
Land Development
Files HA C E, R & I
Public Works:

Engineering Real Property Files HA C E, R & I
Public Works:

Engineering City Monument Books HA C R & I
Public Works:

Engineering Survey Control Files HA C R & I
Public Works:

Engineering
Survey Engineering
Maps and Plans
(oversize)
HA C R & I Maps and plans only
Public Works:

Engineering Survey Field Books HA All R & I
Public Works:

Engineering Survey Files HA C R & I
Public Works:

Engineering
Survey Network
Documentation

HA C R & I
Public Works:

Engineering
Traffic Engineering
Street Files HA C R & I
Public Works:

Engineering
Speed Surveys Subject
Files HA C R & I
Public Works:

Engineering
Assessment District
Maps HA All R & I
Public Works: Facilities
Management
Environmental
Compliance Project
Files

HA C R & I
APPENDIX III, City of Santa Barbara, CA 229
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
Public Works: Facilities
Management
Energy Management
Project Files HA C R & I
Public Works:

Transportation
Street Maintenance
Subject Files HA C R & I
Public Works: Water
Resources Specification Sheets HA C E For existing facilities only Waterfront:

Facilities Management
Stearns Wharf
Administrative Subject
Files
HA C R & I Pile driving contracts only
Waterfront:

Facilities Management Stearns Wharf Plans HA C R & I
Waterfront: Business
Office
Engineering Project
Files ("Facility Location
Files")

HA C R & I
Waterfront: Business
Office Slip Files HA C R & I

CITY OF SANTA BARBARA
Council Agenda Report
Agenda Date: September 29, 2026
To: Mayor and Councilmembers
From: Police Department
Subject: Acceptance of State of California Office of Traffic Safety Grants [Resolution; Agreement]
Recommendation:

That Council:

A. Adopt, by reading of title only, a Resolution of the Council of the City of Santa Barbara Amending Resolution No. 26-057, Adopting the Budget for Fiscal Year 2027, to Approve an Increase of Revenue and Expenditure Appropriations in Fiscal Year 2027 in the Police Department Miscellaneous Grants Fund Budget in the Amount of $119,775; B. Accept the State of California, Office of Traffic Safety Grants in the amount of $119,775 and authorize the Chief of Police to execute the grant agreements; and C. Increase revenue and expenditure appropriations by $119,775 in the Police Department Miscellaneous Grants Fund for Fiscal Year 2027 for the Selective Traffic Enforcement and the Pedestrian and Bicycle Safety Program grants.

Discussion
The Santa Barbara Police Department applied for and received funding from the State of California, Office of Traffic Safety, for the Selective Traffic Enforcement Program (STEP) and Pedestrian and Bicycle Safety Program.

The goals of the STEP Grant are to reduce the number of victims killed and injured in alcoholimpaired collisions, as well as collisions that result from other common vehicle code violations.

This is an annual grant and for FY 2027, the Department will receive $94,775.

The Pedestrian and Bicycle Safety Program Grant goals are to reduce the number of people killed and injured in crashes involving pedestrians and bicyclists. The Department will work with MOVE Santa Barbara County to develop a pedestrian and/or bicycle safety program and Agenda Item No. 4
Council Agenda Report
Acceptance of State of California Office of Traffic Safety Grants [Resolution; Agreement]