Agenda — Santa Maria City Council, February 18, 2025 (part 1 of 2)

Mayor Alice Patino
Mayor Pro-Tem Carlos Escobedo
Councilmember Gloria Soto
Councilmember Maribel Aguilera-Hernandez
Councilmember Gloria Flores

CITY COUNCIL AGENDA

CITY OF SANTA MARIA, CALIFORNIA

Tuesday, February 18, 2025
CLOSED SESSION - 4:30 P.M.

REGULAR SESSION - 5:30 P.M.

HOW TO ACCESS MEETINGS

1. Meetings can be viewed in video format alongside the on-line interactive agenda at https://www.cityofsantamaria.org/services/departments/city-clerk-records/agendas-reports-meeting- videos.

2. The City of Santa Maria Broadcasts City Council Meetings Live on local Comcast Cable Channel 23, at cityofsantamaria.org/tv and on YouTube.com/@CityofSantaMariaCalifornia.

3. Closed Captioning is available in English and Spanish during City Council meetings on Comcast Cable Channel 23 and at cityofsantamaria.org/tv.

4. Meetings are replayed on local Comcast Cable Channel 23 and cityofsantamaria.org/tv on Thursdays at 9:00 a.m. and Tuesdays at 5:30 p.m. Meetings are available on demand at YouTube.com/@CityofSantaMariaCalifornia.

Attendance at public meetings may result in the streaming and recording of your image and/or voice.

AMERICANS WITH DISABILITIES ACT
In accordance with the Americans with Disabilities Act of 1990, if you require a disability-related modification or accommodation to attend or participate in this meeting, including auxiliary aids or services, please call the City Clerk’s Office at (805) 925-0951 extension 2306, or by email at [email protected] at least 48 hours before the meeting. Assisted Listening devices are available for those who attend in Council Chambers. Closed Captioning is available during meetings in English and Spanish on Comcast Channel 23 and at CityofSantaMaria.org/tv.

PUBLIC COMMENT (letters/emails)
(Must be received by 2:00 p.m. in advance of the meeting) Members of the public wishing to submit a public comment or a comment on an agenda item, can email [email protected] or mail to the City Council, Attn.: City Clerk's Office, 110 East Cook Street, Santa Maria, CA 93454. Letters/emails will not be read aloud during the meeting. All correspondence will be distributed to Councilmembers, submissions received after the deadline will not be processed until the following day but will become a part of the official record.

MEETINGS
The City Council holds regular meetings on the first and third Tuesday of every month. Regular meetings start at 5:30 p.m. in the Council Chambers at City Hall, 110 East Cook Street, Santa Maria, California. Special and Adjourned Regular meetings start time are to be determined.

POSTING LOCATIONS OF AGENDA AND/OR CANCELLATION NOTICES Regular meeting agendas will be posted at least 72 hours before the meeting (GC§ 54954(a)(1)).

Agenda and Cancellation Notices can be viewed online and are also posted at the following two locations: Santa Maria City Hall located at 110 East Cook Street, Santa Maria, California, and Santa Maria Public Library located at 421 South McClelland Street, Santa Maria, California.

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CLOSED SESSION

1. CALL TO ORDER
ROLL CALL: Councilmember Aguilera-Hernandez, Councilmember Escobedo, Councilmember Flores, Mayor Pro Tem Soto, and Mayor Patino

2. PUBLIC COMMENT PERIOD
Speakers may provide public comments on any matter within the subject matter jurisdiction of the City Council. Each speaker will be limited to 3 minutes, maximum 15 minutes for Public Comment Period. Unless a majority of the Council objects, the Mayor may provide speakers more or less time to speak. All comments or queries shall be addressed to the Council as a body and not to any specific member thereof. Pursuant to Government Code §54954.2(a)(2), the Ralph M. Brown Act, no action or discussion by the City Council shall be undertaken on any item not appearing on the posted agenda, except to briefly provide information, ask for clarification, provide direction to staff, or schedule a matter for a future meeting.

3. RECESS-CLOSED SESSION
The City Council will immediately recess to a closed session for the following:

3.a Conference with Labor Negotiators, Pursuant to California Government Code §54957.6
Agency Representatives: City Manager David W. Rowlands, City Attorney Tom Watson, Chief Human Resources Officer Graciela Reynoso, and Negotiations Team.

Employee Organizations: All bargaining units, unrepresented employees, managers, and executives.

4. RECONVENE TO OPEN SESSION
OPEN SESSION - 5:30 P.M.

5. INVOCATION

6. PLEDGE OF ALLEGIANCE

7. CALL TO ORDER
ROLL CALL: Councilmember Aguilera-Hernandez, Councilmember Escobedo, Councilmember Flores, Mayor Pro Tem Soto, and Mayor Patino

8. REPORT BY THE CITY ATTORNEY FROM CLOSED SESSION

9. PROCLAMATIONS

9.a Proclamation – “Future Farmers of America Week” – February 15 through 22, 2025 The City Council will recognize the week of February 15 through 22, 2025, as “Future Farmers of America Week” in the City of Santa Maria and encourage awareness in the City.

10. PRESENTATIONS

10.a Presentation - Winter 2025 Class of Hometown Heroes The City Council will receive a presentation of the Winter 2025 Class of Hometown Heroes.

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10.b Presentation – Businesses of the Quarter – January to March 2025 The City Council will present certificates to the featured Businesses of the Quarter (January to March 2025) – The Garden Mediterranean Restaurant and Xtreme Electronics.

10.c Presentation – Combined Annual Report for Fiscal Year 2023-2024 and Economic Development Impact of the First Six Months of Fiscal Year 2024-2025 The City Council will receive a presentation from the Santa Maria Valley Chamber of Commerce on the Annual Report for Fiscal Year 2023-2024 and the Economic Development endeavors of the first six months of Fiscal Year 2024-2025.

11. PUBLIC COMMENT PERIOD (Not to exceed 15 Minutes)
Speakers may provide public comments on any matter within the subject matter jurisdiction of the City Council. Each speaker will be limited to 3 minutes, maximum 15 minutes for Public Comment Period. Unless a majority of the Council objects, the Mayor may provide speakers more or less time to speak. All comments or queries shall be addressed to the Council as a body and not to any specific member thereof. Pursuant to Government Code §54954.2(a)(2), the Ralph M. Brown Act, no action or discussion by the City Council shall be undertaken on any item not appearing on the posted agenda, except to briefly provide information, ask for clarification, provide direction to staff, or schedule a matter for a future meeting.

12. CONSENT CALENDAR
Items on the consent calendar are considered to be routine and customary and are enacted by a single motion with the exception of items removed by a member of the City Council for individual consideration, which shall be individually considered immediately after taking action on the Consent Calendar.

RECOMMENDATION:

Adopt the Consent Calendar as submitted.

12.a CITY MANAGER/CITY CLERK DEPARTMENT

12.a.1 Ordinances and Resolutions
RECOMMENDATION:

Waive the reading in full of all Ordinances and Resolutions. Ordinances on the Consent Agenda will be adopted by the same vote cast at the first meeting, unless City Council indicates otherwise.

12.a.2 Approval of Minutes
RECOMMENDATION:

Approve the Minutes of the regular City Council meeting of January 21, 2025.

12.a.3 Adoption of a Resolution Approving a New Citywide Records Retention Schedule
The City has upgraded its document management program, including its citywide records retention schedule. The adoption of this retention schedule will result in efficiency gains and cost savings.

Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is

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required.

RECOMMENDATION:

Adopt a Resolution approving the new Citywide Records Retention Schedule.

12.a.4 Adoption of Resolutions Approving Tentative Agreements and Successor Memorandum of Understandings; Amending Resolution No. 2024-48 and Repealing 2024-93; Approving a Wage and Benefits Package for Public Safety Managers
The City Council will consider adopting resolutions approving the ratification and approval of the Tentative Agreement and Successor Memorandum of Understanding with the Santa Maria Police Officers’ Association (POA), and the Santa Maria Police Association of Middle Management (SMPAMM), amending Resolution No. 2024-48 and repealing Resolution No. 2024-93, approving a wage and benefits package, and approving the Comprehensive Schematic Pay Schedule for all full-time and part-time employees in accordance with CalPERS guidelines.

RECOMMENDATION:

Adopt a Resolution Approving and Ratifying the Tentative Agreement and Successor Memorandum of Understanding with the Santa Maria Police Officers’ Association and Approving and Ratifying the Tentative Agreement and Successor Memorandum of Understanding with the Santa Maria Police Association of Middle Management;

1. Adopt a Resolution Amending Resolution No. 2024-48 Authorizing and Approving a Wage and Benefits Package for the Public Safety Managers and Repealing Side Letter Resolution No. 2024-93 Authorizing and Approving the Revised Wage and Benefits Package for the Public Safety Managers Regarding Employer Paid Member Contributions to the California Public Employees’ Retirement System;

2. Adopt a Resolution Authorizing and Approving a Wage and Benefit Package for the Public Safety Managers; and

3. Adopt a Resolution approving CalPERS Comprehensive Schematic Pay Schedule for all full-time and part-time employees in accordance with CalPERS guidelines.

4. 12.b COMMUNITY DEVELOPMENT DEPARTMENT

12.b.1 Adoption of Resolution Approving Professional Services Agreement with Rincon Consultants for Environmental Analysis of Package Delivery Warehouse Planned Development Permit and Authorize Director of Community Development to Execute Agreement
The City Council will consider approving a Professional Services Agreement for the environmental analysis and the preparation of an Environmental Impact Report for the Package Delivery Warehouse Planned Development Permit (PD2024-0003).

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RECOMMENDATION:

Adopt a Resolution approving a Professional Services Agreement with Rincon Consultants, Inc. for the environmental analysis and the preparation of an Environmental Impact Report for the Package Delivery Warehouse Planned Development (PD2024-0003); and

1. Authorize the Director of Community Development to execute the agreement.

2. 12.c FINANCE DEPARTMENT

12.c.1 Payment of Warrants
RECOMMENDATION:

Order ratified subject to having been certified as being in conformity with the budget and having been approved for payment by the Director of Finance.

12.c.2 Payment of Payroll
RECOMMENDATION:

Order ratified subject to having been certified by the proper Department Directors, as shown on records on file in the Department of Finance, and having been approved for payment by the Director of Finance.

12.d LIBRARY DEPARTMENT

12.d.1 Adoption of a Resolution Approving an Agreement with the County of Santa Barbara and the Cities of Lompoc, Goleta, Santa Barbara, and Carpinteria for the Operation of a County-wide Free Library System for Fiscal Year 2024- 2025
The City Council will consider approving an Agreement with the County of Santa Barbara to provide for the operation of a Countywide Free Library System for Fiscal Year 2024-2025.

RECOMMENDATION:

Adopt a Resolution approving an Agreement with the County of Santa Barbara, the cities of Lompoc, Goleta, Santa Barbara, and Carpinteria to provide for the operation of a Countywide Free Library System for Fiscal Year 2024-2025.

12.e POLICE DEPARTMENT

12.e.1 Adoption of a Resolution Approving the Donation of K9 and Headset Equipment from the Santa Maria Police Council
The City Council will consider approving the receipt of donations of K9 and Headset Equipment from the Santa Maria Police Council to enhance safety in the Santa Maria Police Department.

RECOMMENDATION:

Adopt a Resolution approving the donation of K9 and headset equipment to the Santa Maria Police Department from the Santa Maria Police Council.

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12.f PUBLIC WORKS DEPARTMENT

12.f.1 Adoption of a Resolution Approving an Award of Bid to John Madonna Construction Co., Inc. for Well 6s Intertie Project, Bid No. 2024-13 The City Council will consider approving the award of Bid No. 2024-13 for the construction of the Well 6S Intertie Project. This project consists of installing new water line piping and connections to Well No. 6, along Airpark Drive.

Environmental Notice: Environmental Review for this project was completed through the preparation of an Initial Study/Mitigated Negative Declaration for the City of Santa Maria Well 6s Intertie Special Project (SCH# 2022120105) pursuant to the California Environmental Quality Act State Guidelines.

RECOMMENDATION:

Adopt a Resolution awarding a bid to John Madonna Construction Co., Inc., in the amount of $1,153,158.55, for the construction of Well 6s Intertie Project, Bid No. 2024-13.

12.f.2 Adoption of a Resolution Approving an Award of Bid to Kaweah Pump Inc. for Well 12s Rehabilitation Project, Bid No. 2024-15
The City Council will consider approving the award of Bid No. 2024-15 for the construction of the Well 12s Rehabilitation Project. This project consists of the well rehabilitation work of Well 12s.

Environmental Notice: The Project qualifies for a Class 1 Categorical Exemption pursuant to Section 15301 of the California Environmental Quality Act State Guidelines.

RECOMMENDATION:

Adopt a Resolution awarding a bid to Kaweah Pump Inc., in the amount of $349,615, for the construction of the Well 12s Rehabilitation Project, Bid No. 2024-15.

12.f.3 Adoption of a Resolution Approving the DDS Partnership Parcel Map, Tract 6039
The City Council will consider approving a two-lot subdivision of APN 128- 120-003 which will include the dedication of a public sewer easement, public utility easement, and a public pedestrian access easement.

Environmental Notice: The Project qualifies for a Class 15 categorical exemption based on Section 15315 (Minor Land Divisions). No further environmental review is required.

RECOMMENDATION:

Adopt a Resolution approving the DDS Partnership Parcel Map, Tract 6039.

12.f.4 Adoption of Resolution Authorizing Signing of the Landowner Concurrence Form for Eat Sweet Farms to Seek Grant Funding Through the U.S.

Department of Agriculture Natural Resources Conservation Service to Construct Improvements Across City-Owned Property
The City Council will consider authorizing a Landowner Concurrence Form to install structural activities across City-owned property.

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RECOMMENDATION:

Adopt a Resolution authorizing the signing of the Landowner Concurrence Form for Eat Sweet Farms to seek grant funding through the U.S. Department of Agriculture Natural Resources Conservation Service to construct improvements across City-owned property.

12.f.5 Adoption of a Resolution Approving a Final Map and Subdivision Improvement Agreement for Skylight Homes, Tract 6033
The City Council will consider approving the Final Map and Subdivision Improvement Agreement for Skylight Homes, Tract 6033. This step is required to officially record the subdivision and ensure the necessary public improvements are completed.

Environmental Notice: The Project was adequately covered in a previously adopted Mitigated Negative Declaration prepared for the General Plan Land Use and Zone Amendment GPZ2021-0001; document pursuant to California Environmental Quality Act State Guidelines Section 15162.

RECOMMENDATION:

Adopt a Resolution approving the final map and Subdivision Improvement Agreement with People’s Self-Help Housing
Corporation, allowing the deferral of certain public improvements for Skylight Homes, Tract 6033;

1. Authorize the Mayor to sign the Subdivision Improvement Agreement; and

2. Authorize the Chief Deputy City Clerk to certify the title sheet and forward the map to the County Clerk-Recorder for official recordation.

3. 12.f.6 Authorization to Explore the Consolidation of Guadalupe Transit Bus Services The City Council will consider authorizing the City Manager to direct staff to explore the potential benefits and challenges of consolidating Guadalupe Transit Services with Santa Maria Regional Transit and report back with recommendations.

RECOMMENDATION:

The City’s transit staff requests City Council authorize the City Manager to direct staff to prepare a Letter of Intent to the City of Guadalupe to explore the potential consolidation of Guadalupe’s transit bus service with Santa Maria Regional Transit. Once the evaluation is complete, staff will report back to the Council with their findings and a formal recommendation.

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12.f.7 Adoption of a Resolution Confirming the Transit Division’s Legal Capacity to Administer Federal Transit Administration-Funded Programs and Projects The City Council will consider confirming the legal capacity of the City of Santa Maria Transit Division to administer and implement programs and projects funded by the Federal Transit Administration. This acknowledgment will serve to reinforce the City’s commitment to responsible stewardship of federal funds and compliance with all applicable regulations.

RECOMMENDATION:

Adopt a Resolution confirming the Transit Division’s legal capacity to administer Federal Transit Administration-funded programs and projects.

12.g RECREATION & PARKS DEPARTMENT

12.g.1 Adoption of a Resolution Approving the 2025 Off-Highway Motor Vehicle Grant Application
The City Council will consider approving the Recreation and Parks Department to apply for the State of California Department of Parks and Recreation Off-Highway Vehicle Grant Funds
Environmental Notice: The activity is not a “Project” as defined under Section 15378 of the California Environmental Quality Act State Guidelines; therefore, pursuant to State Guidelines Section 15060(c)(3) no environmental review is required.

RECOMMENDATION:

Adopt a Resolution approving the Recreation and Parks Department to apply for grant funds for the State of California, Department of Parks and Recreation, Off-Highway Vehicle Grant Funds.

12.g.2 Adoption of Resolution Approving a Professional Services Agreement with West Coast Arborist for Tree Maintenance Services
The City Council to review and consider approving a 24-month professional services agreement with West Coast Arborist (WCA) for tree maintenance services around the city using the “cooperative purchasing” clause of the City’s Purchasing Guidelines.

RECOMMENDATION:

Adoption of Resolution Approving a Professional Services Agreement with West Coast Arborist for Tree Maintenance Services

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13. REGULAR BUSINESS
ORDER OF PROCEEDINGS FOR REGULAR BUSINESS ITEMS:

Council Agenda Report to be given.

Questions from the City Council.

Written communications/Public input.

City Council discussion and action.

13.a Receive and File the Financial Report for the Second Quarter ending December 31, 2024, and Adoption of a Resolution Approving Second Quarter Amendments The City Council will consider receiving the 2024-25 Second Quarter Financial Report and approving proposed budget amendments.

RECOMMENDATION:

Receive and file the Financial Report for the Second Quarter ending December 31, 2024; and

1. Adopt a Resolution approving Second Quarter Amendments to the 2024-25 Budget for personnel and operational changes.

2. 14. REPORT BY CITY MANAGER

15. ORAL REPORTS OF COUNCILMEMBERS AND OFFICERS (INCLUDING AB 1234

REPORTS)

16. ADJOURNMENT
If you challenge a determination made on a matter on this agenda in court, you may be limited to raising only those issues you or someone else raised at the public hearing described on this agenda, or in written correspondence to the city council at, or prior to, the public hearing.

I, Donna G. Schwartz, hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda was posted not less than 72 hours at the following locations: City of Santa Maria City Hall and Library and made available at https://www.cityofsantamaria.org/services/departments/city-clerk-records/agendas-reports- meeting-videos on this 14th day of February 2025.
/s/ DONNA G. SCHWARTZ
Chief Deputy City Clerk

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COUNCIL AGENDA REPORT

TO: Mayor and City Council

FROM: Donna G. Schwartz, Chief Deputy City Clerk

DATE: February 18, 2025

SUBJECT: Proclamation – “Future Farmers of America Week ” – February 15 through 22, 2025

The City Council will recognize the week of February 15 through 22, 2025, as “Future Farmers of America Week” in the City of Santa Maria and encourage awareness in the City.

BACKGROUND:

Founded in 1928, the Future Farmers of America (FFA) brought together students, teachers, and agribusiness to solidify support for agricultural education. FFA makes a positive difference in the lives of students by developing their potential for premier leadership, personal growth, and career success through agricultural education. FFA also gives direction and purpose to students who take an active role in agricultural education.

Proclamation Requested by: Luis Guerra (Agricultural Education, Santa Maria High School)

Attachment: Proclamation

City of Santa Maria
Santa Maria, California
Proclamation

WHEREAS, the Future Farmers of America (FFA) and agricultural education provide a strong foundation for the youth of America and the future of food, fiber, and natural resources systems; and

WHEREAS, FFA promotes premier leadership, personal growth , and career success among its members; and

WHEREAS, agricultural education and the FFA ensure a steady supply of young professionals to meet the growing demands in the science, business, and technology of agriculture; and

WHEREAS, the FFA motto – “learning to do, doing to learn, earning to live, living to serve” – gives direction of purpose to these students who take an active role in succeeding in agricultural education; and

WHEREAS, FFA promotes citizenship, volunteerism, patriotism, and cooperation.

NOW, THEREFORE, I, ALICE M. PATINO, Mayor of the City of Santa Maria, do hereby recognize the week of February 15 through February 22, 2025, as:

“FUTURE FARMERS OF AMERICA WEEK”

in the City of Santa Maria and encourage awareness of the program and its opportunities for youth.

IN WITNESS WHEREOF, I have hereunto set my hand and have caused the Seal of the City of Santa Maria to be affixed hereto this 18th day of February 2025.

______________________________
Alice M. Patino, Mayor

COUNCIL AGENDA REPORT

TO: Mayor and City Council

FROM: Alex Posada, Director of Recreation and Parks

DATE: February 18, 2025

SUBJECT: Presentation - Winter 2025 Class of Hometown Heroes

The City Council will receive a presentation of the Winter 2025 Class of Hometown Heroes.

BACKGROUND:

Hometown Heroes Program
The Santa Maria Hometown Heroes Military Banner Program, effective January 1, 2025, is a collaborative effort between the Santa Maria American Legion, Veterans of Foreign Wars #2521, and the City of Santa Maria Recreation and Parks Department, returning to its original focus of recognizing active military members and veterans of the United States military. This change reaffirms the program's mission to honor the bravery, dedicat ion, and service of individuals who have served or are currently serving in the military.

DISCUSSION:

Winter 2025 Hometown Heroes Class
As part of the Hometown Heroes program, banners featuring the Winter 2025 Class of Honorees will be displayed along South College Road in the Bradley Square area for six months. Each honoree or their family/sponsor will receive a City Council "Certificate of Acknowledgment and Appreciation."

Honorees:
 Patrick M. Derig (Army)
 Danny Albert Montgomery (Navy)
 Francis R. Maciel (Navy)
 Luis A. Navarro (Army)
 Manuel A. Cabrera (Navy)
 Ruben E. Pineda (Army)
 James D. Glines
 Vince Sternjacob (Army)

COMMUNITY IMPACT

The Hometown Heroes Program serves as a poignant reminder of the sacrifices made by those who have served in the military. Displaying banners throughout the community 2 fosters pride and a sense of gratitude among residents. This initiative not only celebrates these honorees but also strengthens the community's connection to its military history and values. Recognizing their service through banners and public acknowledgment reminds citizens of the ongoing commitment of military members to the nation and community.

COUNCIL AGENDA REPORT

TO: Mayor and City Council

FROM: David W. Rowlands, City Manager

DATE: February 18, 2025

SUBJECT: Presentation – Businesses of the Quarter – January to March 2025

The City Council will p resent certificates to the feature d Businesses of the Quarter (January to March 2025) – The Garden Mediterranean Restaurant and Xtreme Electronics.

BACKGROUND:

The City of Santa Maria and the Santa Maria Valley Chamber of Commerce are partnering to highlight different businesses in the City through a Business of the Quarter Program.

On four occasions this calendar year, this program will recognize local businesses chosen by the Chamber. The criteria are: approximately 20 employees; in operation for at least five years; physically located within the City limits; and being a local Chamber of Commerce member in good standing. Not only does this give them valuable exposure, it also reminds the community of the unique, diverse, and long-standing businesses we are fortunate to have in Santa Maria.

DISCUSSION:

The Garden Mediterranean Restaurant & Cafe is located at 122 East Boone Street.

Owner Reda Kchik opened the re staurant in 2017 and presently has 17 employees.

Patrons can enjoy dining indoor s or outside on the heated and covered patio. The business supports the hospital and the Police Department with food donations.

Representing the business tonight is Reda Kchik, owner.

Xtreme Electronics is located at 614 West Main Street. Owner Roger Galvan said he opened the business in September 2001 with $1,000 and a dream to serve Santa Maria with the largest selection in car audio. The business supports the area’s car cul ture, participates in and supports local events including Open Streets, and has donated to the Police Department. Representing the business tonight is Roger Galvan, owner.

COUNCIL AGENDA REPORT

TO: Mayor and City Council

FROM: Chuen Wu, Assistant City Manager

DATE: February 18, 2025

SUBJECT: Presentation – Combined Annual Report for Fiscal Year 2023-2024 and Economic Development Impact of the First Six Months of Fiscal Year 2024-2025

City Council will receive a presentation from the Santa Maria Valley Chamber of Commerce on the Annual Report for Fiscal Year 2023 -2024 and the Economic Development endeavors of the first six months of Fiscal Year 2024-2025.

BACKGROUND:

The City of Santa Maria partners with the Santa Maria Valley Chamber of Commerce to attract visitors to the city and provide economic development enhancement and support within the City . In exchange for these services, the Chamber receives a portion of the Transient Occupancy Tax from the City.

DISCUSSION:

The Visitor’s Convention Bureau at the Santa Maria Valley Chamber of Commerce showcases the agricultural, horticultural, mineral, industrial, commercial, climatic, educational, recreational, and cultural resources and advantages of the City in hopes of increasing the trade, commerce, and tourist and convention activity within the City.

Additionally, the Chamber, in its commitment to economic growth, business support, and community enhancement continues to provide outreach to start, retain , and assist local businesses.

Attachments
A. Six Month Economic Impact Report July – December 2024 B. Supplemental Santa Maria Valley FY 25 Mid-Year Report Santa Maria Valley

ECONOMIC

IMPACT REPORT
Santa Maria Valley Chamber | (805) 925-2403 | santamaria.com | santamariavalley.com July - December 2024 | Prepared for the City of Santa Maria Attachment A
Introduction
Table of Contents
Economic Development........................................................................................1 Business Attraction................................................................................................2 Business Retention & Assistance.........................................................................3 Requests for Information......................................................................................4 Providing Business Support...............................................................................4-8 Tourism................................................................................................................9-12 Workforce Development.................................................................................13-15 Addressing Housing Needs...................................................................................15 Community Involvement.................................................................................16-17 Media Mentions................................................................................................18-19 Economic Development
21 PotentialNew Businesses
30Business Retentionand Assistance
120+ Events andMeetings
7429
Units in HousingPipeline
Santa Maria Valley Economic Impact Report | 1
The Santa Maria Valley Chamber of Commerce proudly presents our 6-Month Economic Impact Report, highlighting achievements from July to December 2024. This report reflects our commitment to economic growth, business support and community enhancement.

We supported 21 potential new businesses, assisted more than 30 local enterprises, and addressed three economic information requests, ensuring a vibrant business environment. The Hispanic Business Alliance provided outreach to dozens of businesses, and hosted various networking and educational events. Our targeted tourism campaigns and event sponsorships maintained high transient occupancy tax receipts, boosting the local economy and supporting various community events.

Workforce development initiatives, including the NextGen CEO program and Teacher Tours engaged students and educators alike, fostering innovation and supporting local education in our community. Our various advocacy initiatives and Leadership Santa Maria Valley program worked to create a strong Santa Maria ecosystem, as well as our ongoing partnership with the Workforce Development Board of Santa Barbara County to connect businesses to resources and funding.

Through legislative events, business roundtables, local government collaborations and other community events, the Chamber remains a cornerstone of civic engagement and economic leadership in Santa Maria Valley, striving to make the region a thriving place to live, work and play.

The Chamber’s Economic Development department provided direct support to 21 businesses thinking of starting a business or moving their business to Santa Maria.

Business Type/Idea Support Provided
Tamale business Info on WEV & MEHKO
Salon Info on Funding, Establishment Licensing
Coffee/ Bakery shop SM Inn Next steps
Daycare business Finance support and resources
Furniture business Support navigating through processes Light manufacturing Finding a company to assist and partner with them Consulting company Start-up questions and direction given Electric Bus Company Information on locating to the area, tour, and Q & A Small business startup Information and guidance
Restaurant start up Help finding location to make their food Business startup Tax/seller’s permit/food related questions Philanthropic Horse
preservation Introductions
Food Business Looking for shared kitchen
Truck Compliance- DOT Drug
testing State information for start-up
Food Vendor for events Health permit info/ SM bus license info Sole prop business FBN/DBA – questions
WEB Marketing Service – Event
Vendors Advice on questions and needs
Indoor sport training facility Where to start and steps to take to achieve, sent demographic info, SCORE, SBA, EDC, and broker infromation
Business Attraction
Santa Maria Valley Economic Impact Report | 2

Santa Maria Valley Economic Impact Report | 3
Business Support Provided
Resident Election information
Athletic Concerns towards Starbucks on Main
Jeweler Need financial resources
Education Student Orientation/SM info
Engineering/Architecture Discuss business needs
Coaching business Ways for community engagement
Mixed use project Community support
SM Philharmonic Sponsors for family day concert
SMX air service Meetings for consultant to attend
Housing group Phone call - info on what they do and how to assist, where they can get involved SMX Businesses travel needs
Strawberry Commission Growers’ minimum wage discussion
REACH Assistance with location for Roundtable
Non-Profit Information and how we can assist
UPC Support needed for project
Non-Profit Intro to Hardy Diagnostics
Developer Local Hotel connections for development
Recycling Go Biz assistance
Food business Looking for commercial kitchen
Service Company Set up and structure
Childcare Conglomerate Connections to potential funding sources Housing Giving advice
Developer Outreach for use of facility
Construction company Assistance with expired bus license and permits being held Mall/City Creation of PSA Mall safety video
Partners in Education Questions regarding SM Companies
AHC Looking for space for Trucking program
Business Retention & Assistance
The Chamber’s Economic Development department provided business assistance services to 30 local businesses and residents.

Requests for Information
Downtown Revitalization
We work toward a solution and are constantly in communication with the City of Santa Maria leadership to ensure the process is moving forward. We maintain consistent messaging, delivering confidence in the project while addressing community concerns and input.

Governor’s Office of Business & Economic Development (GO-Biz) RFI’s
The Chamber‘s Economic Development department received 3 RFI’s via GoBiz. The RFIs were for: a property request for a business at Vandenberg Space Force Base looking to expand, 1 Project Cloud, and Project Sidekick.

Providing Business Support
Chamber Membership
Networking Opportunities
1 , 3 0 0 +
Networking Event Participants
This includes the Chamber’s weekly Build Your Business networking events, Chamber Mixers, ribbon cuttings, annual Awards Gala and candidate forums.

Santa Maria Valley Economic Impact Report | 4
8 4 7Members 4 3New Members 8 8 %Retention Rate
Providing Business Support
Santa Maria Valley Economic Impact Report | 5
Annual Awards Gala
Over 300 community members joined us to celebrate our local community during the 2024 Annual Awards Gala. A number of individuals, organizations and businesses were recognized for their contributions to the Santa Maria Valley community.

Businesses of the Quarter
JB's Jewelers and Tony Cravello Insurance were recognized as the Businesses of the Quarter for the 3rd Quarter of 2024.

J&E Cleaning Services and Klondike Pizza were recognized as the Businesses of the Quarter for the 4th Quarter of 2024.

The businesses were each recognized during a City Council meeting and presented an award for this recognition.

State of the City
Over 160 were in attendance to see presentations by the Mayor and City Manager. The bilingual event included Spanish
translations.

Freedom Monument Ceremony
175 people attended the 23rd Annual Freedom Monument
ceremony, honoring Santa Maria Valley’s fallen heroes.

Providing Business Support
Hispanic Business Support
The Chamber’s Economic Development department helps support Hispanic business outreach efforts through the Hispanic Business Alliance (formerly Hispanic Business Group), which organizes educational and networking events. 1 , 2 0 0 +
Event
Attendees
211
Hispanic Business
Alliance Members
6 Events
Held
6 0 +
Business
Visits
Furthermore, “Grow Your Business” events were at the Santa Maria Town Center Mall. These sessions provided local business owners and aspiring entrepreneurs with essential knowledge on topics beneficial to their ventures. For instance, recent presentations have included, HR topics by YPP/HR Your Way, legal business tips from Kirk and Simas, and information on the Downtown Revitalization from the Vernon Group. Additionally, GYB offers an array of topics that aim to help serve the needs of all of its members.

Santa Maria Valley Economic Impact Report | 6
Business Type/Name Support Provided
Corn Vendor Provided with food permit info
Mobile Detailing Business License Guidance
Prospective Food Vendor Food permit info
Party supplies store Help with business resources (redirected to marketing company) Hair salon Directed to workforce program
New business startup Needed help obtaining a loan, connected them with the SBA Barber shop start up Assisted with first steps in the process of starting up Party accessory company Web service assistance provided Beauty Salon Directed to workforce resources
Food Vendor Food permit guidance
Food Vendor Food Permit guidance, and steps to starting the business provided Food Vendor Health Permitting Issues
Clothing Business Startup Startup Process
Business Outreach & Assistance was provided to the following Hispanic businesses:

Providing Business Support
Santa Maria Valley Economic Impact Report | 7
Servicos de immigration
Novedades y Decoraciones Santos
Angelita's Fashion
Paqueteria Los Mixtecos Express
Santa Maria Bridal
Furniture Depot
Power of Nature
Deli Delicious
Mikado Sushi
El Oxxo
La Bellezza
Fashion Max
Taqueria Robles
A&J Jewelry
Jade & Co
Kevin's Jewelers
Daniel's Jewelers
Don Roberto's Jewelry
Boost Mobile Store
Botanica La Divina Fe
Taqueria Guerrero #1
A Mi Manera Mexican Restaurant
Maya Mexican Restaurant
Tortelleria Mexico
Superstars Cuts
Cigarette King
The following businesses were visited for Chamber outreach, via the Hispanic Business Alliance:

Fix 805
The UPS Store
La Verna Pizza
El Tizon
Big 5
X-travagant hair salon
Woodys Bobas
Rangel Music
Leisure Time Games
Luxury Perfumes
Hibbett Sports
Wicked Moon
Cellax Phone Repair
Asian Relaxation
Cloud 9 Salon
The Dream Collection
Local Non-Profit
Local Job Finder Company
Local Santa Maria Town
Center Hispanic Small
Business
Local Santa Maria Town
Center Hispanic Small
Business
Local Santa Maria Town
Center Hispanic Small
Business
Business Visits
Cotton: On Kids
Cotton: On
Barber Shop
Burger Restaurant
Mexican Food Restaurant
Barber Shop
Salon Shop
Eyebrow Art
Honey Tree
Royal Barbershop
World 1-1 Gameplay
Income Tax & Services
Cellular Shop
Convenience Store and Deli
Party Supplies Store
Dry Cleaners Shop
Santa Maria Town Center
Jewelry Stores (3)
Santa Maria Town Center
Small Businesses (3)

Providing Business Support
Santa Maria Valley Economic Impact Report | 8
Grow Your Business Events
Access to Capital Event: Partnership between the Santa
Maria Valley Chamber, Allan Hancock College’s non-credit department and the U.S. Small Business Association. During the event, Cesar Estrada spoke to an engaged audience
eager to learn about securing funding for their business ideas.

Financial Literacy Event: Marisol Cruz, Senior Vice
President and Loan Administrator from Community Bank of Santa Maria discussed the importance of financial literacy and provided valuable insights on accessing capital, covering steps for new businesses to qualify for and utilize funding sources effectively.

Workers' Comp and Essential HR Tips Event: Pam
Kuncinski from Your People Professionals shared invaluable insights on workers' comp and essential HR tips to help businesses thrive.

Hispanic Business Alliance in Review: How the Hispanic
Business Alliance is making a positive impact in our
community. This event featured insightful presentations from committee leaders, offering an inside look at their initiatives and achievements for those who may want to get involved at a Committee level.

Hispanic Heritage Mixer
Was held at the Santa Maria Town Center Mall and brought together over 40 businesses and close to 300 attendees
that celebrated Hispanic businesses in the area.

Posadas Mixer
The HBA's Annual Posada Mixer on December 5th was a
lively celebration of the Posadas tradition and the Christmas season. More than 35 businesses came together to showcase their unique offerings to a crowd of over 500 people. It was a great mix of professionals, entrepreneurs, and families, all coming together to enjoy delicious food, festive music, and a chance to network while celebrating Hispanic culture.

Events
The Hispanic Business Alliance hosted the following events:

Tourism
Transient Occupancy Tax Data
Santa Maria Valley Economic Impact Report | 9
As of November 2024, the cumulative TOT revenue stands at $3,588,740.17, compared to $4,149,018.50 during the same period in 2023. While this indicates a downward trend in year-to-date collections, there are still six months remaining in the fiscal year, providing opportunities for recovery. With continued efforts to drive tourism and economic activity, we remain optimistic about seeing positive shifts in the local industry in the months ahead.

Month 2023 Monthly Totals 2024 Monthly Totals
January $205,130.05 $199,345.75
February $231,414.69 $210,286.10
March $314,518.19 $275,837.25
April $335,291.13 $277,268.38
May $342,224.96 $315,838.18
June $505,111.83 $496,629.02
July $418,849.93 $453,920.91
August $385,642.92 $363,851.23
September $500,786.58 $456,660.17
October $326,496.50 $282,414.45
November $265,816.23 $256,688.73

The Visitor’s Bureau was featured in:

Sunset Magazine Harvest Issue
SoCal Life Magazine
Community Support
From July to December, the Visitor’s Bureau authorized $19,000 in local event support to the following community events:

Santa Barbara County Fair
Friends of Waller Park Disc Golf Open
Santa Barbara County Farm Day 2024
Central Coast Airfest
Santa Maria Open Streets 2024
Dana Adobe Holiday Gala
Cops ‘n’ Cars
44th Cruisin’ Nationals Kustom Car show and Cruise
54th North/South F-100 Run
West Coast Kustoms Cruisin’ Nationals
Model A All Ford Club
Human Trafficking Awareness Forum
Tourism
Paid Advertising
Santa Maria Valley Economic Impact Report | 10

We hosted 3 FAM tours from July - December:

Visit CA - Alex Ayling & Carrie Bacon
Visited Santa Maria as a part of Visit California’s ‘California Roadtrip’ series Carole Meyers
Freelance contributor
Fiona Chandra
Freelance writer for 10 years. She travels frequently to explore the world. In her career, she has contributed travel stories to Fodor's, Thrillist, L.A. Times, and more.

Tourism
Familiarization (FAM) Tours & Media
Santa Maria Valley Economic Impact Report | 11
Website Traffic
Our tourism website (santmariavalley.com) continues to be a strong driver for hotel referrals. 257,000+Website Visits
4,627Website Hotel Referrals
Tourism
Brochure & Visitor Guide Distribution
2 , 7 0 0 +
Visitor guides
distributed to local
hotels, businesses and
through Certified Folder
Display placements
2 , 6 0 0 +
Wine guides and maps
distributed to local
hotels, businesses and
through Certified Folder
Display placements
Industry Partner Events
TMD Advisory Committee Meeting
Guadalupe-Nipomo Dunes Center Board Meeting
Meeting with VP of Sales for Travel & Adventure
Guadalupe-Nipomo Dunes Center Board Meeting
Sports Events & Tourism Association (SportsETA)
Central Coast Tourism Council board meeting
California DMO Alliance
California Society of Association Executives: Seasonal
Spectacular Pre-event Meeting
CalSAE Seasonal Spectacular
Group Leads
National Corvair Convention
Western National Softball Tournament
Santa Maria ‘EDM Concert’
Quilt Guild
Sports Events & Tourism Association (SportsETA)
Central Coast Tourism Council board meeting
2025 California State Square Dancing Convention
Corvair National Convention
44th Cruisin’ Nationals Kustom Car show and Cruise
54th North/South F-100 Run
Santa Maria Valley Economic Impact Report | 12
Supplemental Visitor’s Bureau Report
To see the full report of the Visitor’s Bureau, see the supplemental report submitted alongside this document.

Workforce Development
Leadership Santa Maria Valley
Leadership Santa Maria Valley is an 11-month program designed to foster and create future community leaders. 400+ individuals have graduated since the program began in 1995.

This year’s class of 23 individuals kicked off its initial topic day at Vandenberg Space Force Base, followed by Agriculture topic day by touring Driscoll’s to learn about the berry industry. For the next month’s Public Safety topic day, LSMV visited and toured the Santa Maria Police Department. For December’s Youth and Education topic day, LSMV toured and learned about the
childcare offered at the YMCA, Boys and Girls Club of the Central Coast and Allan Hancock College. (Class of 2025 pictured right, above.)
Each Class gives back to the community with their own unique Legacy Project. The LSMV class of 2024 created a presentation as their class Legacy Project after seeing the need in our schools and community for a bilingual presentation that provides parents with valuable information and tutorial to help keep their children safe from the dangers linked to social media and cyberbullying.

During Santa Maria High School's Cafecito Parent Meeting, Eligio Lara and Gina Cortez presented to capacity filled room of 350 parents. The Presentation was conducted in Spanish along with Mixteco translation. (Presentation crowd pictured right, below.)
Santa Maria Valley Economic Impact Report | 13
Workforce Development Board Partnership
The Chamber has launched their “Build Your Workforce” program in partnership with the Workforce Development Board and has begun business outreach to connect businesses to resources and funding available to upskill, hire and provide work experience for employees. Additional information is available at www.santamaria.com/workforce/.

The Chamber is also partnering with the Workforce Development Board and the Lompoc Chamber on connecting businesses to a paid work experience program for justice-involved individuals. Additional information is available at www.santamaria.com/workforce/paid-work-experience-programs/ Paid Work Experience Programs
Lompoc Informational Session: 12 local businesses joined the Lompoc & Santa Maria Valley Chambers, along with the Santa Barbara County Workforce Development Board, to learn more about paid work experience programs and incentives available for hiring justice-involved individuals.

Santa Maria Valley Economic Impact Report | 14
Workforce Development
Advocacy
City Council Candidate Forum: The Chamber co-hosted a Candidate Forum for City Council districts 1 & 2 with the League of Women Voters of Northern Santa Barbara County. Over 80 community members came out to hear from the candidates and ask questions during the 2 hour program. The Mayors Candidate Forum will take place October 4th.

The Chamber provided a letter of support for Allan Hancock College to provide agriculture training, tours, paid internships, and experiences for students pursuing degrees and certificates in Agriculture Robotics and Mechanized Agriculture. View letter here.

The Chamber submitted a letter and resolution to the Santa Barbara County Board of Supervisors opposing the proposed $26 per hour minimum wage for agricultural workers. View letter here.

The Chamber partnered with the League of Women Voters on Candidate Forums for the City of Santa Mayor, and the Santa Maria Airport Board. A combined total of over 80 individuals attended the forums. (A candidate forum for City Council was held in September.)
Voter Guide: The Chamber released its 2024 Voter Guide, which included the Chamber’s positions on a number of local ballot and bond measures. Additional information is available at https://www.santamaria.com/2024-voter-guide/ Business & Government Roundtable: 30+ attendees joined up for our last Business & Government Roundtable of 2024.

Dana Eady, Planning Manager for the City of Santa Maria, provided information on the General Plan Update and public participation in this process. The group then broke into small groups to discuss the role the Chamber should play in engaging in the community in this process. As a result, the Chamber will be assisting the city and gathering participants in sub-committees that will provide input around the policy frameworks outlined in the General Plan Update.

Ballot proposition positions & outcomes: The Chamber released their Ballot propositions positions prior to the election.

With the exception of Prop 5 and Measure J, the results of the election aligned with the outcomes we wanted for each proposition. (Election results can be viewed here.)
Uplift Grants letters of support: The Chamber wrote letters of support for a number of our local and regional partners submitting grant applications for funding from the Uplift Coalition.

The Chamber has been involved in various advocacy efforts to support a thriving local region for not just businesses, but the community as a whole. From July through December, we engaged in the following efforts and events:

Housing Project Support Provided
Blosser Ranch Heard needs and working through the best way we may assist them Solomon Hills Submitted application to county, here to assist when needed Downtown Housing Project Council meeting prep
Blosser Ranch Municipal / School District assistance
Downtown Project City Council prep and support
Cook St Apts Introduction to other developers
Bellecrest Cottages Info on project, and support letters Blosser Ranch Support and conversations
Richards Ranch Following progress of Annexation request Solomon Hills Following process of application
Downtown Development Meeting Discussion of timing
Addressing Housing Needs
Santa Maria Valley Economic Impact Report | 15
Workforce Development
Teacher Tours
The Chamber and SBCEO held various teacher tours over the past six months. The first tour theme was “Mind to Market,” touring All American Screen Printing, VTC and PCPA. The October Teacher tour focused on “Green Construction.” We toured the Santa Maria Carpenters Training Center, a local housing development in construction with Coastal
Community Builders, and Engel & Gray’s composting site.

November’s Teacher Tour focused on businesses in
healthcare, touring Mission Hope Cancer Center, Family
Service Agency, and Movement for Life Physical Therapy.

The Teacher Tours program connects business and education, so teachers can have business relationships with local
businesses and bring back best practices and insight to their classrooms to better prepare students for local jobs.

NextGen CEO
NextGen CEO is an 8-week program which teaches 6th grade students how to start their own business. At the end of the program, students get to open their business to the public. Since the program started, 200+ kids have participated with 75+ businesses launched.

To amplify program impact, we partnered with the Boys & Girls Clubs of Mid Central Coast to run NextGen CEO as part of their curriculum and did a pilot program with the Guadalupe club site over the summer.

Government Relations
Community Involvement
Local Meetings & Events
The Chamber’s Economic Development department stays actively involved in the community to build relationships and understand the needs of local businesses and the community.

Tri-County Chamber Alliance Meeting
CalChamber Legislative Call
State of the County
Bob Nelson Los Alamos Town Hall
City Council Meeting Planning Commission Meeting
Planning Commission
Study Session
Workforce Challenges Roundtables - Business &
Education
United Way Board Meeting
Partners in Education Programs Committee Meeting
Santa Maria Open Streets stakeholder meeting
Chamber Board Meeting
Planning Commission Meetings (2)
Planning Commission Study Session
Santa Maria Downtown project meeting
Santa Maria Airport Board Meeting
Downtown improvement district meeting (City/Chamber)
Economic Development Commission Meeting
EconAlliance Healthcare Forum
EconAlliance President’s Reception
Employer Sponsored Housing Consortium Community
Workshop (Santa Barbara South Coast Chamber)
Regional Digital Infrastructure task force
Tourism Marketing District Advisory Committee meeting
Leadership Santa Maria Valley Board meeting
Economic & Community Development
Santa Maria Valley Economic Impact Report | 16
Meeting with Bob Nelson
August 20th Council Meeting
Laurus College - Workforce Development
State of the City Preparation Meeting
Mayoral Candidate Forum Santa Maria Airport Board
Candidate Forum Tri County Chamber Alliance
Monthly Meeting
Business & Government Roundtable
City Study session meeting
Hancock Honors event
REACH Appreciation event
AT Still Graduation Ceremony
Airfest VIP dinner
Weekend at the Airfest
Planning Commission Meeting
City Council meeting
Chamber Mixer
Meeting at SpaceX
Meeting at VSFB
Meeting with United Way
City Council Candidate Forum
City Council - Business of the Quarter
Presentation Measure J Press Conference
Meeting with City manager
City Council meeting City planning
commission meeting
Partners in Education - Programs Committee Meeting
Chamber Board Meeting
W.A.C.E. Emerging Leaders Council Monthly Meeting
W.A.C.E. Academy
Workforce Development Board Full Board Meeting
Scholarship Foundation of Santa Barbara Lunch & Learn
Event
Western Association of Chamber Executives (WACE)
Nominating Committee
Downtown Bid meeting Civitas
Teacher tours (Mission Hope Cancer Center, Family
Services Agency, Movement for Life physical therapy)
Partners in Education Board Meeting
REACH meeting with Executive Team
REACH – Practitioners network
Grow Your Business
SMX Board of Director Meetings (2)
Strawberry Commission Meeting
AT Still Meeting with the Dean
REACH Practitioner Network
Meeting with Laurus College
Bus Manufacturer meeting, tour, lunch, Q & A
Diablo Power Plant Tour with EDC
Meeting with City Staff
Meeting with Atlas Copco
Partners in Education Board Meeting
Partners in Education Golden Bell Award review
Western Association of Chamber Executives Emerging
Leaders Council - Monthly Meeting
Western Association of Chamber Executives Emerging
Leaders Council - Exec Committee Meeting
United Way Board Meeting
Partners in Education Career Coach training
WACE Emerging Leaders Council Meeting
WACE Membership Committee Meeting
WACE Conference Planning Committee Meeting
Downtown Bid meeting with Downtown SLO
Northern Santa Barbara County United Way Board Meeting
Western Association of Chamber Executives Emerging
Leaders Council Meeting
Paid Work Experience Programs - Lompoc Informational
Session
Community Involvement
Santa Maria Valley Economic Impact Report | 17
Build Your Business networking event (4)
Santa Barbara County Fair Ribbon Cutting (Opening
of the Santa Barbara County Fair & the ReDedication
of the Clarence and Rosalie Minetti Arena)
Meeting with a local bank
Oasis Center meeting
Healthcare Job Training opportunity meeting with San
Fernando Valley Chamber
Business Support
Build Your Business weekly networking breakfast (5)
Ribbon Cutting - Old Orcutt Yarnery
LSMV Board Meeting
Chamber Executive Committee Meeting
Chamber Board Meeting
Local Copies, Etc. Ribbon Cutting - 25th anniversary
celebration
Chamber Mixer at Altrusa Festival of Trees
Paid Work Experience Program Information Session
(in partnership with the Workforce Development
Board)
Build Your Business (BYB) weekly networking
meeting - 4
LSMV Board Meeting
Chamber Executive Committee Meeting
Chamber Board Meeting
Co-Star demo
SBCAG meeting
Developer - meeting
Town Center Mall meeting with City/Macy’s
Vernon / City / Chamber
HDL Meeting
Hispanic Business Group Hispanic Heritage Month Mixer
CALM Ribbon Cutting & Open House
Meeting with Santa Maria Valley Railroad
LSMV Alumni Lunch & Learn
Chamber Annual Awards Gala
Housing meeting
HRM Group meeting
Potential Developer meeting
Supervisor Office meeting
Guadalupe Business Alliance
City Council meeting
Planning Commission meeting
Planning Commission Study Session
EconAlliance related meeting
ATSU Meeting
Civitas meeting
UPC meeting
Mall/Macy’s/ City Meeting
Orcutt Library meeting
Met with a councilmember
LSMV Board Christmas Breakfast Meeting
Chamber Executive Committee Meeting
Mixer with Kia and Altrusa
NextGen CEO Business Launch Event
NextGen CEO Graduation
LSMV Alumni Lunch & Learn
Dunes Gala
CASA Fundraiser
Community Events
LSMV Welcome Reception
LSMV Retreat
SEEAG Farm Day VIP Tour
Pacific Coast Business Times Spirit of Small Business
Awards
Santa Barbara State of the County
Oasis Senior Center Fundraiser
Cal Poly Strawberry Commission event
EconAlliance Golf Tournament
Rotary (3)
Concerts in the Park (2)
Farm Bureau Celebration of Harvest
Boys & Girls Club Luncheon Honoring Brooks Wise
Santa Maria Evening Rotary
Vandenberg Space Force Base Tour
2nd Quarter Awards 2024 Space Force Vandenberg
Mayors Gala Planning meeting
Hancock Honors
Allan Hancock College Career Exploration & Job Fair
Northern Santa Barbara County United Way Mayor’s
Gala
Airport Candidate Forum
Reach Practitioners Network
SMX Board meeting
Freedom Monument
Salute to Teachers
State of the City
Temperament Theory Workshop hosted by Laurus
College
Chamber Mixer at United Staffing Associates
Camber Ambassador Committee Meeting
EDC meeting
Gala
Fighting back Santa Maria Event
Y Event
Manufacture Forum
SB Foundation DEI meeting
SMX Board of Director’s meeting
REACH Roundtable
REACH Practitioners Roundtable
Central Coast Jet Center Holiday Event
Hispanic Business Alliance Posadas Mixer
Santa Maria Valley Economic Impact Report | 18
Media Mentions (Chamber)
Topic Publication
Hispanic Business Group Mixer Noozhawk
Build Your Workforce Program
Santa Maria Times
KEYT
Noozhawk
Candidate Forums
Santa Maria Times
KSBY
KEYT
Noozhawk
Awards Gala Santa Maria Times
Noozhawk
Editorials, part 1 Santa Maria Times
Santa Maria Times
Lunch & Learn Noozhawk
New Board Members Santa Maria Times
Noozhawk
SoCalGas Event Noozhawk
Businesses of the Quarter Noozhawk
Workforce Development Board Program Noozhawk
Airport Candidate Forum
Noozhawk
Noozhawk
Santa Maria Times
Businesses of the Quarter Noozhawk
Santa Maria Times
Annual Awards Gala
Santa Maria Times
Santa Maria Times
KSBY
Noozhawk
Noozhawk
Freedom Monument Santa Maria Times
Noozhawk
Editorials, part 2 Santa Maria Times
Santa Maria Times
Freedom Monument
Santa Maria Times
Noozhawk
Noozhawk
State of the City
Santa Maria Times
KEYT
Noozhawk
NextGen CEO Pop-Up KEYT
Mall Safety Video KEYT
Newsbreak
Santa Maria Valley Economic Impact Report | 19
Media Mentions (Tourism)
Topic Publication
Wine
Wine Spectator
Wine Spectator
The Hollywood Reporter

KABC-AM
Wine Spectator

WYPR-FM
Santa Barbara Independent
San Francisco Chronicle
New Wine Review
Visit California
Matador Network
Wine Enthusiast Magazine
Pride Journeys
Scuba Diving Magazine
Robb Report
Yahoo! Life
Wine Industry Network

KABC-AM
Montecito Journal
Islands
VinePair
Miami Living Magazine
Fabulous California
Wine Spectator
Grape & Wine Magazine
Santa Barbara Independent
Santa Maria-Style BBQ
Tasting Table
Food & Wine

KMET-AM
Mashed
Yahoo Life
The Takeout
Yahoo Life
Mashed
Yahoo! Life
The Daily Meal
Tasting Table
Rural Radio Rural Voice
Restaurants
Visit California
Visit California
Travels with Carole
General Travel/Tips
The Informed Traveler
Travels with Carole
NBC Chicago
VacationIdea
Visit California
(805) 925-2403 | santamaria.com | santamariavalley.com
JULY - DECEMBER 2024
FY 25 Mid-Year Marketing Report
Attachment B
WEBSITE OVERVIEW & GOAL SNAPSHOT Jul 1, 2024 - Dec 31, 2024 ▼ Primary Goals: FY24-25
Highlights + Key Takeaways
Hotel Referrals
4,630Goal: 11,500
Newsletter Signups
1,039Goal: 3900
KPIs by Focus Area
• While our primary goals (hotel referrals and newsletter signups) are currently underpacing, we are condent we can hit these in the second half of the year. Further, all KPIs by focus area will remain unchanged except for the increase in our social media follower KPI, mentioned below. • Paid search generated 3,010 hotel referrals, a 40% increase year-over-year. • We're on track to surpass our social media follower goal (20k) and will increase that goal to 21k with a stretch goal of 22k.
• Our Instagram amplication rate is 13.66%, well above industry average and our goal range of 2-4%, meaning our followers are sharing our content to their connections at a high rate. • Newsletter signups from paid social media are up 48% year-over-year since we've started to prioritize this KPI as part of the larger media strategy.
• Since July, we have generated 1,039 newsletter signups and our unsubscribe rate is at an all-time low, with less than half the number of unsubscribes we saw between January and June. • In the rst half of the year, we gained 12 new CA Trip Planning keywords in the top 10, including central coast hidden gems.
• So far this year, we've hosted three FAMs and attended two media events, securing meaningful coverage and connections through those efforts.

Goal: 1.5+%Goal: 55%+
Goal: 1-2
Goal: Flat Y/YGoal: Flat Y/Y
Goal: 0.33% or less
Sessions
64,432 -10%
Creators
0 IG Followers
18,871
Organic Social Media + Inuencer Marketing
Paid Digital Advertising
Goal: 20k
Goal: 8,300 Goal: 3,000
Goal: 3-5% Goal: 2-4%
Public Relations
Goal: 225
Stretch Goal: 300
Goal: 18% Goal: 4-6
Organic Search Marketing
IG Engagement Rate

4.81% IG Amplication Rate

13.66%
FAMs
3Stories Placed by KPS3
118
Paid Hotel Referrals
3,497 Newsletter Signups
605 KW's in Top 10
190 10%
Open Rate

49.74% Click Rate

2.07% Unsubscribe Rate

0.23%
Email Marketing
See details
Looking Ahead
We have a lot to look forward to in the second half of the year! Below is a sampling of what's in the plans:
• We'll attend the International Media Marketplace (IMM) in January, as well as Visit California's Outlook Forum in March.
• We will be refreshing several of our paid social media campaign assets for the Spice campaign, email subscriber campaign and our remarketing campaigns.
• Justin Walter will be returning to Santa Maria Valley (with three of his cousins) for a visit in May as we've negotiated a strong inuencer program with him after his assets from the rst visit were very successful. • In addition to Justin, we'll host another social media inuencer in February or March, an effort that is sure to amplify our social media presence.
• Continued optimization of our hotel referral and email campaigns will be critical as we round out the year, applying our learnings from the rst six months to ensure we start pacing toward those goals. • Keeping a close pulse on organic search trac is also a huge priority, between content optimizations, net new content and gaining both AI overviews and SERP features where relevant. • Now that we've completed the content and structure optimization of our various email programs, we'll start to gain a better understanding of how those changes are pushing the needle as we continue to strive for creativity and providing value in our bi-weekly tourism emails.

Paid Search KPIs
Hotel Referrals Hotel Referrals (previous year)
Jul 2024 Aug 2024 Sep 2024 Oct 2024 Nov 2024 Dec 2024
0 200
400
600
800
Hotel Referrals
3010 40%
Sessions
29K 21%
Spend
$49K 22%
Clicks
33K 30%
CTR
10% -7%
CPC
$1.50 -6%
Impression (Top) %
74% -15%
CTR CTR (previous year)
Jul 2024 Aug 2024 Sep 2024 Oct 2024 Nov 2024 Dec 2024
6%
8%
10%
12%
14%
CTR Over Time
Jul 1, 2024 - Dec 31, 2024 ▼PAID SEARCH
+40%Paid search generated 3,010 hotel referrals,
a 40% increase year-over-year. This
yielded an exceptional hotel conversion
rate of 10%.

The 7% decrease in CTR is due to the sheer volume of impressions we are now generating with the introduction of the paid search remarketing campaigns. While both impressions and clicks increased, impressions increased more, leading to a decrease in CTR.

Despite this, the CTR is still a strong 10%.

Hotel Conv. Rate
10% 15%
These impressive increases are based on
increased spend, continuous optimizations
and the introduction of search remarketing
campaigns.

Year-Over-Year
Social Media KPIs
18,871In just six months, we’ve gained
2,295 followers, putting us on track
to exceed our initial FY KPI of 20K
followers. With this momentum, we’re
raising the bar to 21K with a stretch
goal of 22K.

13.66%While this number is down signicantly
due to posting 40% less than the prior
period, it remains well above our
benchmark KPI, conrming we’re on the
right track with shareable content.

The most shared content is barbecue,
original content (like trends, comment
responses, etc.), restaurants and hidden
gems.
482Hotel referrals declined signicantly
compared to the prior period due
mostly to the remarketing campaign,
as well as the lack of the Midweek
Break campaign we ran last year that
boosted hotel referrals. We've made
signicant optimizations to the
remarketing campaign which has
been trending upward since October.
+48%We prioritized newsletter
registrations as part of our media
strategy this year and integrated
the Spice campaign to create
cohesive messaging across ad
sets. This resulted in an
impressive increase year-over-
year.

Paid Social Engagements
Top-performing Posts
Jul 1, 2024 - Dec 31, 2024 ▼SOCIAL MEDIA
INSTAGRAM FOLLOWERS AVG. AMPLIFICATION RATE NEWSLETTER SIGNUPSHOTEL REFERRALS Paid Social KPIs (Y/Y)Organic Social KPIs (P/P)
Clicks
217K 5%
Spend
$47K -14%
Family Weekend Getaway (Day 1)
Boosted Posts - Hotel Referrals
Girls Budget Trip
Boosted Posts - Hotel Referrals
Barbecue Image
Newsletter Signups - Remarketing
Top-performing Social Ads
Top-performing Organic Posts
Santa Maria v. Santa Maria ValleyBBQ Restaurants in SMV You Have to Try
(Reshare)
Orcutt Burgers
(Voiceover)
Hotel Referrals
482 -34%
Newsletter Signups
518 48%
Hotel Conv. Rate

0.35% 5%
Newsletter Conv. Rate

0.37% 26%
IG Amplication Rate

13.66% -72.6%
IG Engagement Rate

4.81% -12.8%
IG Followers
18,871
CTR
2% 10%
CPC
$0.33 -20%
CTR CTR (previous year)
Jul 2024 Aug 2024 Sep 2024 Oct 2024 Nov 2024 Dec 2024
1%

1.25%

1.5%

1.75%
2%

2.25%
Email Subscriber Data
Jul 1, 2024 - Dec 31, 2024 ▼EMAIL MARKETING
Active Subscribers
9,479 1%
Net New Active Subscribers
107 -24%
Total Subscribers
35,546
Open Rate

49.74% -8%
Campaign Send Date Open Rate Click Rate UnsubscribesUnsubscribe Rate July Emails Jul 1, 2024 49.32% 2.00% 46 0.25%
August 2024 Email #2 Aug 21, 2024 51.80% 2.00% 26 0.28% August 2024 Email #1 Aug 21, 2024 52.30% 2.10% 31 0.32% September 2024 Wine Month + Air Fest - SubjectLine AB Test | Combo 1 Sep 11, 2024 54.30% 2.10% 6 0.26% September 2024 Wine Month + Air Fest - SubjectLine AB Test | Combo 2 Sep 11, 2024 53.40% 1.70% 4 0.17% September 2024 Wine Month + Air Fest - SubjectLine AB Test | Winner Sep 12, 2024 50.90% 1.50% 13 0.28% September 2024 - Hidden Gems Eblast Sep 25, 2024 57.80% 3.10% 22 0.23% October 2024 - Fall + Spooky Newsletter - VariantB - Without Logo Header Oct 16, 2024 56.70% 2.50% 5 0.21% October 2024 - Fall + Spooky Newsletter - VariantA - With Logo Header Oct 16, 2024 57.10% 2.20% 10 0.42% October 2024 - Fall + Spooky Newsletter - HeaderAB Test | Winner Oct 17, 2024 57.30% 2.00% 10 0.21% October 2024 - Podcast Cookbook - Mon/WedDelivery Test (Variant A - Wednesday) Oct 30, 2024 50.60% 2.30% 14 0.30% October 2024 - Podcast Cookbook - Mon/WedDelivery Test (Variant B - Friday) Oct 31, 2024 44.90% 2.60% 11 0.23% Nov. 2024 3UP Newsletter - Headline PlacementTest (Winner - Variant B) Nov 7, 2024 49.00% 2.30% 9 0.19% Nov. 2024 3UP Newsletter - Headline PlacementTest (Variant B - Headline Above Image) Nov 7, 2024 46.90% 1.90% 2 0.08% Nov. 2024 3UP Newsletter - Headline PlacementTest (Variant A - Image Above Headline) Nov 7, 2024 49.40% 1.81% 2 0.08% November 2024 - Affordable Lodging Blog Nov 20, 2024 54.31% 4.34% 29 0.30% December Newsletter - Time of Day Test - 7pmSend (Variant B) Dec 3, 2024 37.00% 0.88% 9 0.19% December Newsletter - Time of Day Test - 10amSend (Variant A) Dec 3, 2024 35.50% 1.12% 6 0.13% December 2024 - Key Card Promo eBlast Dec 18, 2024 36.50% 0.95% 28 0.30% ▲
Click Rate

2.07% 8%
KPIs by Newsletter & eBlast
Hidden Gems eBlastAffordable Lodging Blog
Bi-Monthly
Newsletter KPIs
Unsubscribe Rate

0.23% -28%
• Since July, we have generated 1,039 newsletter signups. With 107 of those being net-new, this means 932 total users unsubscribed. Between January and June, we had 1,809 unsubscribers and an unsubscribe rate of 0.33%.

Since July, our unsubscribe rate has been at an all-time low, which is attributed to the work we have done on our newsletters and eBlasts. • The Affordable Lodging Blog eBlast is the top performer so far this year with a 54.3% open rate and a 4.34% click rate. The Hidden Gems eBlast was in close second, with a 57.8% open rate and a 3.1% click rate. • The decrease in open rate is attributed to the December emails, which yielded two of the lowest open rates this year (around 37%). This is likely due to the holidays and users' inboxes being inundated with a lot of holiday shopping noise. While a 37% open rate is still well above the industry average of 30%, next year we will consider sending less emails between late- November and early January.
• From September through December, we tested multiple content variations, subject lines, and send dates to maximize the performance of our campaigns. Heading into the second half of the year, we will perform fewer AB tests and focus more on content.

True Crime Podcast & Cookbook eBlast
Top Performers
Period-Over-Period
New Keywords in the
Top 10 Positions
Hotel Referrals
570 -7%
Sessions
64K -12%
Newsletter Signups
143 -32%
Hotel referrals have decreased due to
declined trac to the homepage and the
California's Cut blog. Because we hold the
sitelink extension SERP feature for "santa
maria valley," users are clicking onto the
Things to Do page instead of the homepage
when searching this term, and aren't
converting as well. We've made
optimizations to the Things to Do page and
other sitelink pages to address this.

KW's in Top 20
228 9%
KW's in Top 10
190 10%
KW's in Top 3
108 -4%
#1 Rankings
69 8%
Average Position
Jul 2024 Aug 2024 Sep 2024 Oct 2024 Nov 2024 Dec 2024
10 15
20 25
Organic Search KPIs
Keyword Position Previous position
santa maria beaches 1 4
wine tasting santa maria valley 1 4
wine tasting near santa maria 1 5
santa maria wines california 1 5
santa maria wine tasting rooms 1 4
santa maria cycling 1 4
santa barbara wine regions 1 4
santa maria winery 3 4
central coast cycling routes 4 6
wine tasting santa maria california 4 5
wine tasting santa maria ca 4 5
wine tasting near santa maria ca 4 5
zaca mesa 4 12
santa maria ca wine tasting 4 5
santa maria lodging 5 4
restaurants in santa maria 5 6
▲
san francisco to los angeles road trip 1 22
best wine weekend getaways 4 6
backroads wine country weekend 5 86
central california road trip 5 11
california central coast road trip 6 11
california wine country weekend getaways 6 4
central coast getaways 6 12
central coast road trip 6 9
Jul 1, 2024 - Dec 31, 2024 ▼ORGANIC SEARCH
KW's in Top 10
21 110%
KW's in Top 20
37 48%

CALIFORNIA TRIP PLANNING

KEYWORDS
#1 Rankings
64 8%
KW's in Top 3
85 5%

BRANDED

KEYWORDS
WINE

KEYWORDS
KW's in Top 10
109 4%
KW's in Top 3
74 -5%
Keyword Rankings
Period-Over-Period
We gained 12 new CA Trip
Planning keywords in the top 10.

Amongst them was central coast
hidden gems, which is now
ranked #8, previously #36.

Event pages, the homepage, and the
California's Cut blog are all contributors to
the 10% decline in website trac. We've
made optimizations to both the California's
Cut blog and the tri-tip recipe page to
remedy this.

Newsletter signups are down 32% due to
decreased trac to the wine trolley page
since it's not running this year.

Public Relations KPIs
20 Ways to Celebrate
California Wine Month
Pair Wine With Horseback
Rides at Fess Parker and
Presqu'ile Wineries
Key Placements
Jul 1, 2024 - Dec 31, 2024 ▼PUBLIC RELATIONS
Additional Features & Mentions
Alphabetical Guide to
California Pinot Noir
Different Regional Styles Of
Baked Beans, Explained
The 4 Cuts Of Steak You
Should Always Marinate
Before Grilling
12 Types Of Heirloom Beans
And How To Use Them In Your
Cooking
The Best Wines for
Every Zodiac Sign
Exploring California's Diving
and Wine Scene
This fall, good music
and ne wines await in
Santa Maria Valley
Travel expert Justin Walter
shares hidden U.S. gems
15 Underrated
Vineyards To Visit In
California
One of Napa's Biggest
Winemaking Consultants Has
His Own Stellar Wine
Vintners Give Back: Biennial
Auction Raises Money for Direct
Relief and Local Health Services
27 California Sparkling Wines
to Toast the New Year
% of Stories with Backlink

5.66%
Stories Placed by KPS3
106
Where Did You Travel To This
Summer & Santa Maria
Valley, CA
This California Valley
Copyrighted the Region's
Whole Barbecue Menu
20 Other Terric Terroirs
• We have facilitated three FAMs so far this year: Carrie Bacon and Alex Ayling, Carole Twellinger and Fiona Chandra. Carrie and Alex's trip was a partnership with Visit California. • Ongoing relationships with media have resulted in quality placements. Justin Walter, who we hosted for a FAM last year, mentioned Santa Maria Valley in September on NBC Chicago. After meeting at IPW, we worked with reporter Tim Wagner to facilitate interviews resulting in a story in The Matador Network. • We attended two media events, Visit California's Los Angeles Media Reception and Travel Classics, to connect with writers and hear from top editors and travel media. We have been following up with media, pitching different story angles and inviting key reporters interested in experiencing Santa Maria Valley.

The 2-Step Method To Get
The Best Flavor In Picanha
Steak
FY25 Goal: 225
FY25 Goal: 18%
Carole Terwilliger Meyers
Carole Terwilliger Meyers, a native San Franciscan,
has authored 18 books, including nine editions of
"Weekend Adventures in San Francisco & Northern
California." Her work has appeared in publications
including Sunset Magazine, Via and Expedia.

Jul 1, 2024 - Dec 31, 2024 ▼PUBLIC RELATIONS
View the full media log here.

Fiona Chandra
Fiona Chandra was born in Indonesia but currently calls Los Angeles home. As a freelance travel and food writer, she's always on the hunt for good food and unique
experiences around the globe. She has written for Food
& Wine, Thrillist, and more.

Carrie Bacon and Alex Ayling
Carrie Bacon and Alex Ayling are a husband-and-
wife inuencer duo with more than 130K Instagram
followers combined. Both have partnered with Visit
California in the past, and have ties to the California Central Coast. They recently moved to New Zealand
to start raising their family.

FAMs
3FY25 Goal: 4-6
Media FAMs
Media Activity, Outreach and Trends
• Thanks to in-depth wine reviews, winery experience recaps and wine industry news, wine is responsible for more than half (55%) of our placements. Barbecue follows with culinary mentions as Santa Maria Style barbecue rises in prominence, especially within our Tier 2 and Tier 3 targeted outlets.
• Off-the-beaten-path and "calmcation" destinations are trending for 2025 as travelers look for less busy, more affordable places to visit. As a result, we continue to tailor Q1 media pitches to these trends—with Santa Maria Valley as THE Central Coast’s hidden gem, value-add destination. • With many media working several months out, we have also actively been pitching Barbecue Month to Tier 1 and Tier 2 media. • We are actively reaching out to key media from the LA Media Mission and Travel Classics. IMM planning is also underway. • In the industry, editorial layoffs have been everywhere. Vox Media, DotDash Meredith and Hearst all laid off employees in Q4 of last year. Smart and well-timed pitches, as well as fostering established relationships will be key in the year ahead.

Jul 1, 2024 - Dec 31, 2024 ▼PUBLIC RELATIONS SCORECARD
Features
Tier 1: Features
2 Tier 2: Features
6 Tier 3: Features
9 Mentions
Tier 1: Mentions
12 Tier 2: Mentions
32 Tier 3: Mentions
45 Total: Features
17 Total: Mentions
89 FY24 Goal: 62
FY24 Goal: 141
Tier 1 - National and Key
Target Markets
Tier 2 - Regional
Markets, impacting
trade, travel, and special
interests.

Tier 3 - Niche Markets,
Specialty media outlets
non-region based.

FY25 Goal: 30 FY25 Goal: 15 FY25 Goal: 25
FY25 Goal: 40 FY25 Goal: 40 FY25 Goal: 75

1 CITY COUNCIL MEETING MINUTES CITY OF SANTA MARIA, CALIFORNIA

January 21, 2025, 5:30 p.m.

City Hall Council Chambers
110 East Cook Street
Santa Maria

Roll Call: Mayor Alice Patino, Mayor Pro Tem Gloria Soto, Councilmember Maribel Aguilera-Hernandez, Councilmember Carlos Escobedo, Councilmember Gloria Flores

Staff Present: City Manager David W . Rowlands, City Attorney Thomas Watson, Assistant City Manager Chuen Wu, Interim Finance Director Xenia Bradford, Fire Chief Bradley Dandridge, Interim Chief of Police Daniel Cohen, Director of Public Works Brett Fulgoni, Interim Chief Human Resources Officer Dawn Jackson, Chief Information Officer Jeffrey Marecic, Director of Utilities Shad Springer, Chief Human Resources Officer Graciela Reynoso, Chief Deput y City Clerk Donna Schwartz, and Assistant City Clerk Alexandra Valadez,

_____________________________________________________________________

CLOSED SESSION

1. CALL TO ORDER
At 4:32 p.m. Mayor Patino called the meeting to order.

ROLL CALL:

MEMBERS PRESENT:

Councilmembers Maribel Aguilera -Hernandez, Carlos Escobedo, Gloria Flores, Mayor Pro Tem Gloria Soto, and Mayor Alice Patino.

STAFF MEMBERS PRESENT:

City Manager David W. Rowlands and City Attorney Thomas Watson were present, along with Chief Deputy City Clerk Donna G. Schwartz.

2. PUBLIC COMMENT PERIOD
Mayor Patino opened public comment, there being none, closed public comment.

3. RECESS-CLOSED SESSION
At 4:30 p.m. Mayor Patino recessed to Closed Session.

3.a Conference with Labor Negotiators, Pursuant to California Government Code §54957.6 Mayor Patino recessed to a Closed Session at 4:33 p.m.

4. RECONVENE TO OPEN SESSION
OPEN SESSION - 5:30 P .M.

5. INVOCATION
Pastor Gary Howes gave the Invocation.

6. PLEDGE OF ALLEGIANCE
Councilmember Flores led the Pledge of Allegiance.

7. CALL TO ORDER

2 Mayor Patino convened the meeting and called the meeting to order at 5:38 p.m.

8. REPORT BY THE CITY ATTORNEY FROM CLOSED SESSION
City Attorney Watson reported that instructions were provided to the City's Labor Negotiator.

9. PROCLAMATIONS

9.a Proclamation – “Respect for Life” – January 19 through January 25, 2025 The City Council presented a Proclamation recognizing January 19 through January 25, 2025, as “Respect for Life Week” in the City of Santa Maria. T he Proclamation was accepted by Jon Lindgren, President of Right to Life of the Central Coast.

Public comment was received from Cliff Solomon.

9.b Proclamation – “Human Trafficking Awareness Month” – January 2025 The City Council presented a Proclamation r ecognizing January 2025, as “Human Trafficking Awareness Month” in the City of Santa Maria. The Proclamation was accepted by Ann McCarty, Executive Director at North County Rape Crisis & Child Protection Center.

Public comment was received from Susan Hubele.

10. PRESENTATIONS

10.a Presentation – Status Update on Encampment Response Efforts The City Council received a status update on encampment response efforts and services to assist the unsheltered in the Santa Maria community. Presentation given by Assistant City Manager Chuen Wu, Sergeant Felix Diaz, and Senior Parks Services Officer Ruben Ramirez.

10.b Presentation – Fire Department Readiness
The City Council received a presentation regarding Fire Department readiness to respond to emergencies within the City. Presentation was made by Fire Chief Bradley Dandridge.

11. PUBLIC COMMENT PERIOD (Not to exceed 15 Minutes)
Mayor Patino invited public comment. Speaking from the public was Chris Huckabey, Matt Chircop, Gary Hall, Caritina Martinez, and Julie (no last name provided).

12. APPOINTMENTS

12.a Annual Appointments to City Boards, Commissions, and Committees – January 2025 Moved by: Mayor Patino
Seconded by: Councilmember Escobedo
Measure U Citizens Oversight Committee
Mayor Patino and Councilmembers Flores and Escobedo considered appointments for new terms of four years ending January 2029.

Applications were received from incumbents Trent Benedetti (previously appointed by Mayor Patino) and Jack Owen, Jr. (previously appointed by Councilmember Corder o). One new application was received by Jennifer Camacho.

Mayor Patino appointed incumbent Trent Benedetti to serve a term of four years.

Councilmember Flores appointed incumbent Jack Owen, Jr. to serve a term of four years.

Councilmember Escobedo appointed Jennifer Camacho to serve a term of four years.

Ayes (5): Mayor Patino, Mayor Pro Tem Councilmember Soto, Councilmember Aguilera-Hernandez, Councilmember Escobedo, and Councilmember Gloria Flores Motion carried by a recorded vote (5 to 0)

3 Moved by: Mayor Patino
Seconded by: Councilmember Escobedo
Planning Commission
Mayor Patino and Councilmembers Flores and Escobedo considered appointments for new terms of four years ending January 2029.

Applications were received from incumbents Robert Dickerson (previously appointed by Mayor Patino), Tom Lopez (previously appointed by Councilmember Cordero), and Tim Seifert (previously appointed by Councilmember Escobedo). Two new applications were received by Larry Crawford and Geoffrey Wheeler.

Mayor Patino appointed incumbent Robert Dickerson to serve a term of four years.

Councilmember Flores appointed incumbent Tom Lopez to serve a term of four years.

Councilmember Escobedo appointed incumbent Tim Seifert to serve a term of four years.

Ayes (5): Mayor Patino, Mayor Pro Tem Councilmember Soto, Councilmember Aguilera-Hernandez, Councilmember Escobedo, and Councilmember Gloria Flores Motion carried by a recorded vote (5 to 0)

Moved by: Mayor Patino
Seconded by: Councilmember Escobedo
Recreation & Parks Commission
Mayor Patino and Councilmembers Flores and Escobedo considered appointments for a new term of four years ending January 2029.

Applications were received from incumbents Rebecca Carey (previously appointed by Mayor Patino) and Cynthia Gudino (previous ly appointed by Councilmember Escobedo). Two new applications were received by Jose Ramirez and Vlahdemir Cruz.

Mayor Patino appointed incumbent Rebecca Carey to serve a term of four years.

Councilmember Flores appointed new applicant Jose Ramirez to serve a term of four years.

Councilmember Escobedo appointed incumbent Cynthia Gudino to serve a term of four years.

Ayes (5): Mayor Patino, Mayor Pro Tem Councilmember Soto, Councilmember Aguilera-Hernandez, Councilmember Escobedo, and Councilmember Gloria Flores Motion carried by a recorded vote (5 to 0)

Moved by: Mayor Patino
Seconded by: Councilmember Gloria Flores
Santa Barbara County Library Committee
The Mayor considered one appointment for the unexpired term ending July 2025.

Two new applications were received from Michelle Graham and Suzanne Hajnik.

Mayor Patino appointed new applicant Suzanne Hajnik to serve the unexpired term.

Ayes (5): Mayor Patino, Mayor Pro Tem Councilmember Soto, Councilmember Aguilera-Hernandez, Councilmember Escobedo, and Councilmember Gloria Flores Motion carried by a recorded vote (5 to 0)

4 12.b Appointments to Outside Boards, Commissions, and Committees Requiring City Council Representation – January 2025
Moved by: Mayor Patino
Seconded by: Councilmember Aguilera-Hernandez
City Council confirmed appointments to outside boards/committees requiring City Council representation. The following 11 assignments were made:

1. Air Pollution Control District (APCD) - Patino (primary)/Aguilera-Hernandez (alternate)

2. Central Coast Community Energy (3CE) Policy Board - Patino (primary)/Flores (alternate)

3. Central Coast Community Energy (3CE) Operations Board - City Manager (primary)/Assistant City Manager (alternate)

4. Central Coast Water Authority (CCWA) - Escobedo (primary)/Utilities Director (alternate)

5. Central Coast Collaborative on Homelessness (3CH) - Soto (primary)/Escobedo (alternate)

6. CommUnify (CAC) - Flores

7. Investment and Audit Oversight Committee (IAOC) - Aguilera-Hernandez

8. Local Agency Formation Commission (LAFCO) - Patino

9. Santa Barbara County Association of Governments (SBCAG) - Patino (primary)/Aguilera- Hernandez (alternate)

10. Santa Maria Airport/Council Informational (SMA/CI) - Escobedo/Soto

11. Schools Quarterly Roundtable (SQR) - Soto/Escobedo
Ayes (5): Mayor Patino, Mayor Pro Tem Councilmember Soto, Councilmember Aguilera-Hernandez, Councilmember Escobedo, and Councilmember Gloria Flores Motion carried by a recorded vote (5 to 0)

13. CONSENT CALENDAR
Consent Calendar Items 13.a.1 through 13.g.2 were approved as presented, except item 13.f.3, including the adoption of Resolution Nos. 2025 -01, 2025 -02, 2025 -03, 2025 -04, 2025 -05, 2025 -06, 2025-07, 2025-09, 2025-10 and 2025-11.

Item 13.f.3 was pulled for discussion and a separate vote by Councilmember Flores. The item was approved and adopted as Resolution No. 2025-08.

The recorded vote appears with each item below.

Moved by: Councilmember Aguilera-Hernandez
Seconded by: Councilmember Escobedo
Adopt the Consent Calendar as submitted.

Ayes (5): Mayor Patino, Mayor Pro Tem Councilmember Soto, Councilmember Aguilera-Hernandez, Councilmember Escobedo, and Councilmember Gloria Flores Motion carried by a recorded vote (5 to 0)

13.c FINANCE DEPARTMENT

13.c.1 Payment of Warrants
Moved by: Councilmember Aguilera-Hernandez
Seconded by: Councilmember Escobedo
Order ratified subject to having been certified as being in conformity with the budget and having been approved for payment by the Director of Finance.

5 Motion carried by a recorded vote

13.c.2 Payment of Payroll
Moved by: Councilmember Aguilera-Hernandez
Seconded by: Councilmember Escobedo
Order ratified subject to having been certified by the proper Department Directors, as shown on records on file in the Department of Finance, and having been approved for payment by the Director of Finance.

Motion carried by a recorded vote

13.a CITY MANAGER/CITY CLERK DEPARTMENT

13.a.1 Ordinances and Resolutions
Moved by: Councilmember Aguilera-Hernandez
Seconded by: Councilmember Escobedo
Waived the reading in full of all Ordinances and Resolutions. Ordinances on the Consent Agenda will be adopted by the same vote cast at the first meeting, unless City Council indicates otherwise.

Motion carried by a recorded vote

13.a.2 Adoption of a Resolution Approving an Amendment to the City’s Comprehensive Schematic Pay Schedule and Establish the Class Specification of Electrical and Instrumentation Technician Action: Adopted as Resolution No. 2025-01.

Moved by: Councilmember Aguilera-Hernandez
Seconded by: Councilmember Escobedo
Adopted a Resolution approving a Comprehensive Schematic Pay Schedule to implement the following salary and classification changes:

A. Implement Salary Adjustments for Certain Classifications in the Service Employees International Union Local 620 (SEIU) Salary Group, effective December 28, 2024; and
B. Approve the establishment of the Electrical and Instrumentation Technician class specification, as previously adopted by Council in the FY24-26 Adopted Budget.

Motion carried by a recorded vote

13.a.3 Approval of Minutes
Moved by: Councilmember Aguilera-Hernandez
Seconded by: Councilmember Escobedo
Approved the Minutes of the regular City Council meeting of December 17, 2024.

Motion carried by a recorded vote

13.a.4 Adoption of a Resolution Granting Consent to the County of Santa Barbara to Establish the Santa Barbara County Wine Improvement District and Include the City of Santa Maria in the Established Santa Barbara County Wine Improvement District Action: Adopted as Resolution No. 2025-02.

Moved by: Councilmember Aguilera-Hernandez
Seconded by: Councilmember Escobedo

6 Adopted a Resolution granting consent to the County of Santa Barbara to establish the Santa Barbara County Wine Improvement District and include the City of Santa Maria in the established Santa Barbara County Wine Improvement District.

Motion carried by a recorded vote

13.a.5 Request for Bond Reductions for Northman Residential, Tract 6018 Moved by: Councilmember Aguilera-Hernandez
Seconded by: Councilmember Escobedo
By motion, authorized the reduction of Faithful Performance Bond – Public Improvements [#4457483] in the partial (50 percent) amount of $992,954.32 posted in the form of a Surety to guarantee the construction and installation of publi c improvements; and authorize the reduction of Faithful Performance Bond – Landscaping & Irrigation [#4457484] in the partial (50 percent) amount of $263,700.50 posted in the form of a Surety to guarantee landscaping, trees, irrigation.

Motion carried by a recorded vote

13.a.6 Adoption of a Resolution Entering into an Agreement with the ReDesign Group for the Implementation of a Cloud-based Computer Backup System
Action: Adopted as Resolution No. 2025-03.

Moved by: Councilmember Aguilera-Hernandez
Seconded by: Councilmember Escobedo
Adopted a Resolution authorizing the City Manager or designee to enter into an agreement with the ReDesign Group to implement a cloud -based computer backup system and provide three years of system maintenance, licensing, and support.

Motion carried by a recorded vote

13.b COMMUNITY DEVELOPMENT DEPARTMENT

13.b.1 Second Reading and Adoption of Ordinance No. 2024-08 Amending the Official Zoning Map for the Bellecrest Senior Residences Project at 1571 East Main Street Action: Adopted as Ordinance No. 2024-08.

Moved by: Councilmember Aguilera-Hernandez
Seconded by: Councilmember Escobedo
Conducted the second reading and adopted Ordinance No. 2024 -08 amending the Official Zoning Map for 14.43 acres (net) located at 1571 East Main Street from PD/R -1 (Planned Development/Single Family Residential) Zone District to PD/R-2 (Planned Development/Medium Density Residential) Zone District.

Motion carried by a recorded vote

13.b.2 Code Enforcement Division Update
The City Council received and filed an informational report concerning the Code Enforcement Division’s outreach efforts and accomplishments for the 2024 calendar year, and goals for the upcoming 2025 calendar year.

7 13.d FIRE DEPARTMENT

13.d.1 Adoption of a Resolution Approving the Donation of Extractors and Fitness Equipment from the One805 organization.

Action: Adopted as Resolution No. 2025-04.

Moved by: Councilmember Aguilera-Hernandez
Seconded by: Councilmember Escobedo
Adopted a Resolution approving the donation of two extr actors and fitness equipment to the Santa Maria Fire Department from the One805 organization.

Motion carried by a recorded vote

13.e POLICE DEPARTMENT

13.e.1 Adoption of a Resolution Authorizing the Submission of an Application for 2026 Office of Traffic Safety Grant Application
Action: Adopted as Resolution No. 2025-05.

Moved by: Councilmember Aguilera-Hernandez
Seconded by: Councilmember Escobedo
Adopted a Resolution authorizing the submission of an application for the 2026 Grant Program Cycle of the California Office of Traffic Safety Selective Traffic Enforcement Program Grant.

Motion carried by a recorded vote

13.f PUBLIC WORKS DEPARTMENT

13.f.1 Adoption of a Resolution Approving an Award of Bid for Citywide Wharf Fire Hydrant Replacement Project, Bid No. 2024-12
Action: Adopted as Resolution No. 2025-06.

Moved by: Councilmember Aguilera-Hernandez
Seconded by: Councilmember Escobedo
Adopted a Resolution awarding a bid to Main Line Engineering, in the amount of $208,500, for the construction of the Citywide Wharf Fire Hydrant Replacement Project, Bid No. 2024-12.

Motion carried by a recorded vote

13.f.2 Adoption of a Resolution Approving a Proposed Quitclaim of Portions of East Jones Street, South McClelland Street, and South Miller Street
Action: Adopted as Resolution No. 2025-07.

Moved by: Councilmember Aguilera-Hernandez
Seconded by: Councilmember Escobedo
Adopted a Resolution approving the acceptance of quitclaims for portions of South Miller Street and South McClelland Street and granting a quitclaim for a portion of East Jones Street to G.A.

Hancock Properties Inc and acceptance of a 20-foot-wide Public Utility Easement, Multi-Purpose Trail and Landscape Easement.

Motion carried by a recorded vote

13.f.3 Adoption of a Resolution Approving a Proposed Grant of Easement to Pacific Gas & Electric for the Rule 20A Program
Action: Adopted as Resolution No. 2025-08.

8 Moved by: Councilmember Aguilera-Hernandez
Seconded by: Councilmember Gloria Flores
Adopted a Resolution authorizing the Mayor to exec ute Easement Deeds for portions of City property along South Miller Street and South McClelland Street to accommodate the Pacific Gas & Electric Rule 20A Program.

Ayes (5): Mayor Patino, Mayor Pro Tem Councilmember Soto, Councilmember Aguilera- Hernandez, Councilmember Escobedo, and Councilmember Gloria Flores Motion carried by a recorded vote (5 to 0)

13.g RECREATION & PARKS DEPARTMENT

13.g.1 Adoption of a Resolution Authorizing the Submittal of 2024 Asphalt Art Initiative Grant Application
Action: Adopted as Resolution No. 2025-09.

Moved by: Councilmember Aguilera-Hernandez
Seconded by: Councilmember Escobedo
Adopted a Resolution authorizing the submittal of a project application to Bloomberg Philanthropies Foundation for the Santa Maria Asphalt Art Initiative.

Motion carried by a recorded vote

13.g.2 Adoption of Resolutions Approving Annexation and Assessment of Parcels into City Landscape Maintenance Districts
Action: Adopted as Resolution No. 2025-10 and 2025-11.

Moved by: Councilmember Aguilera-Hernandez
Seconded by: Councilmember Escobedo

1. Adopted a Resolution annexing and authorizing the assessment of landscape maintenance fees to Alvin Newton Apartments in the Northeast Landscape Maintenance District (Streets and Highways Code Section 22500, Et Seq.); and

2. Adopted a Resolution annexing and authorizing the assessment of landscape maintenance fees to Casa Del Bambini and Bradley Commercial located in the South Miller Street / South College Street Maintenance District (Streets and Highways Code Section 22500, Et Seq).

Motion carried by a recorded vote

14. REGULAR BUSINESS

14.a Annual Appointment of Mayor Pro Tem
Moved by: Mayor Patino
Seconded by: Councilmember Gloria Flores
Mayor Patino nominated Councilmember Escobedo as Mayor Pro Tem for calendar year 2025.

Ayes (5): Mayor Patino, Mayor Pro Tem Councilmember Soto, Councilmember Aguilera-Hernandez, Councilmember Escobedo, and Councilmember Gloria Flores Motion carried by a recorded vote (5 to 0)

15. REPORT BY CITY MANAGER
City Manager Rowlands announced that the City Council meeting scheduled for February 4th has been canceled. The next meeting will take place on February 18th, with agenda items including the recognition of the Winter 2025 Class of Hometown Heroes, Santa Maria Police Council donati ons, the

9 Second Quarter Financial Report, and a report on SMPOA/SPAMM. Additionally, the City Manager formally introduced the newly hired Community Development Director, Chenin Dow, who began on January 13th and previously worked for the City of Lancaster.

16. ORAL REPORTS OF COUNCILMEMBERS AND OFFICERS (INCLUDING AB1234 REPORTS) Councilmember Flores had nothing to report.

Councilmember Escobedo had no formal updates but expressed his gratitude to the Francia team for their generous donation of a ping pong table to the City of Santa Maria Fire Department.

Councilmember Aguilera -Hernandez reported attending a meeting with Fighting Back Santa Maria Valley.

Councilmember Soto had nothing to report.

Mayor Patino reported that she attended Ben Heighes, Federal Lo bbyist Meeting, California Alliance of Local Electeds, Econalliance Forum and Annual Dinner, LAFCO Meeting, Pastor's Network Luncheon, SBCAG Meeting, City Selection Committee Meeting, APCD Meeting, and the Rotary Fire Relief Effort.

17. ADJOURNMENT
There being no further business before the City Council, Mayor Patino declared the City Council meeting adjourned at 7:17 p.m.

Chief Deputy City Clerk Alice M. Patino, Mayor

COUNCIL AGENDA REPORT

TO: Mayor and City Council

FROM: Donna G. Schwartz, Chief Deputy City Clerk

DATE: February 18, 2025

SUBJECT: Adoption of a Resolution Approving a New Citywide Records Retention Schedule

Description:

The City has upgraded its document management program, including its citywide records retention schedule. The adoption of this retention schedule will result in efficiency gains and cost savings.

RECOMMENDATION:

Adopt a Resolution approving the new Citywide Records Retention Schedule.

BACKGROUND:

Santa Maria selected Gladwell Governmental Services, Inc., an expert in local government records, to upgrade its records management program. An upgrade in the existing program was necessary to reduce current a nd future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology and changes in law.

DISCUSSION:

The upgrade of the current document management program is driven by many factors, including:
 Very limited space in City facilities
 Many departments are filing and storing copies of the same records  Santa Maria produces and manages many permanent records  Escalating records storage expenses
 Technology advancements
 Changes in law

2 The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City.

The retention periods are in compliance with all laws and are standard business practice for California cities.

The new retention schedules were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention per iods for different categories of records, Santa Maria will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies.

It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, which is provided in Section 2 of the resolution. This will reduce costs and improve efficiency for the City.

It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council, which is provided in Section 3.

Fiscal Considerations
Santa Maria will realize significant savings both in labor and storage expenses, including the avoidance of future storage and/or construction costs.

Impact to the Community
Maintaining a Records Retention Schedule that is current and conforms to existing law ensures that City records are retained for the benefit of the public and destroyed properly in accordance with legal requirements; and minimizes additional costs for storage of obsolete records.

ATTACHMENT(S)

A. Resolution
Exhibit A

Attachment A
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE

CITY OF SANTA MARIA, CALIFORNIA,

APPROVING A NEW CITYWIDE RECORDS RETENTION SCHEDULE

WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Santa Maria; and

WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and

WHEREAS, on July 17, 2001, the City Council adopted Resolution No. 2001-122 approving a Citywide Records Retention Schedule.

NOW, THEREFORE, IT IS HEREBY RESOLVED that the City Council of the City of Santa Maria does hereby:

SECTION 1. Resolution No. 2001-122 is hereby repealed.

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

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

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

2 SECTION 5. The Chief Deputy City Clerk is hereby a uthorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.

PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria held this 18th day of February 2025.

ATTEST:

Chief Deputy City Clerk

EXHIBIT A – New Citywide Records Retention
Schedule

Mayor

APPROVED AS TO FORM:
_______________________________
City Attorney
APPROVED AS TO CONTENT:
_______________________________
Department Director
_______________________________
City Manager

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

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

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

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

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS
The City -wide retention schedule includes those records all departments have in common (letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record, and t herefore responsible for maintaining the official (original) record for the prescribed length of time.

Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. Where appropriate, the department retention schedules are organized by Division within that Depart ment. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule. An index will be provided for your reference.

BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free filing cabinet and office space
• Reduce the cost of records storage
• Eliminate duplication of effort within the City
• Find records faster
• Easier purging of file folders
• Determine what media should be used to store records
For questions, please contact the City Clerk.

AUTHORIZATION TO DESTROY RECORDS:

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

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

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

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

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

Usually it is the department that originates the record.

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

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

Retention/Disposition: Active: How long the file remains in the immediate office area (guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms (guideline) Total Retention: The total number of years the record is retained

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

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

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

Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, Immutable Cloud Media, CD-r, DVD-r, WORM (Write Once, Read Many) media), or other Unalterable Media which does not allow changes

Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed

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

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

Lead Dept. CW-001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs of
Publications / Public Hearing Notices
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Brown Act challenges must be filed within
30 or 90 days of action; Statute of
Limitations on Municipal Government
actions is 3 - 6 months; GC §§34090,
54960.1(c)(1)
Lead Dept. CW-002
Agreements & Contracts: NOT APPROVED BY

THE CITY COUNCIL
(Project Administration, Certified Payrolls,
Insurance Certificates, Project Schedules, RFP -
Request for Proposal or Successful Proposal,
etc.)
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR

91.105(h), 92.505, & 570.502(b), 29 CFR

97.42; OMB Circular A-133GC §34090
Lead Dept. CW-003
Agreements & Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Insurance Certificates,
Certified Payrolls, Insurance Certificates,
Project Schedules, RFP - Request for Proposal
or Successful Proposal, etc.)
City Clerk retains originals only if the City
Council approved it
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

91.105(h), 92.505, & 570.502(b), 29 CFR

97.42; OMB Circular A-133GC §34090
CITY-WIDE (Used by All Departments)
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-004
Agreements & Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Insurance Certificates,
Certified Payrolls, Insurance Certificates,
Project Schedules, RFP - Request for Proposal
or Successful Proposal, etc.)
City Clerk retains originals only if the City
Council approved it
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Covers E&O Statute of
Limitations; Statute of Limitations:

Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
Lead Dept. CW-005
Agreements & Contracts:

UNSUCCESSFUL BIDS, PROPOSALS or
RESPONSES to RFPs (Request for Proposals)
and/or RFQs (Request for Qualifications) that
don't result in a contract
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Finance / Purchasing retains the originals
of Formal procurements; Includes
unopened bids; GC §34090
Lead Dept. CW-006
Boards, Commissions, & Committees:

External Organizations / Regional Boards &
Commissions - Agendas, Minutes,
Resolutions, or other documents
(e.g. County Board of Supervisors)
When No
Longer
Required
Mag,
Ppr Non-records
Staffing Dept. CW-007
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AGENDAS & STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Staffing Dept. CW-008
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

AUDIO RECORDINGS
Minimum 4
years, or After
Minutes are
Approved,
Whichever is
Longer
Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY-WIDE (Used by All Departments)
Staffing Dept. CW-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

MINUTES
Department maintains originals
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Staffing Dept. CW-010
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council

VIDEO RECORDINGS
Minimum 4
years, or After
Minutes are
Approved,
Whichever is
Longer
Mag
Department preference; video recordings
of meetings are required for 90 days; GC
§34090.7
Lead Dept. CW-011
Cash Receipts / Detail Backup of Revenue in
Departments / Petty Cash Backup / Credit Card
Payment Receipts
5 years Mag,
Ppr
Not forwarded to Finance; Department
preference; meets municipal government
auditing standards; GC §34090
Staffing Dept. CW-012
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090 et seq.

Staffing Dept. CW-013
Committees: Subcommittees of the City
Council (Ad-Hoc or Standing Committees)
AGENDAS and MINUTES
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
All actions are made by the City Council;
GC §34090
Lead
(Responding)
Dept.

CW-014
Complaints / Concerns Database / CRM
Database / Neighborhood Connections
(Excludes Police Officers)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City preference; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Lead Dept. CW-015 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY-WIDE (Used by All Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-016
Correspondence - ROUTINE
(Content relates in a SUBSTANTIVE way to the
conduct of the public's business)
(e.g. e-mail, Letters, Memorandums, Administrative,
Chronological, General Files, Reading File, Working
Files, etc.)
IF the Content relates in a SUBSTANTIVE way to the
conduct of the public's business
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose vs.

Superior Court, 5 Cal. 5th 608 (2017). GC
§34090
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-017
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, or NOT made or
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail, social media
posting, employee directories, flyers, invitations,
instant messaging, inventories, logs, mailing
lists, meeting room registrations, PowerPoint
presentations, speaker cards, speech notes,
staff videoconference chats, notes and
recordings, supply inventories, telephone
messages, text messages, transmittal letters,
thank yous, requests from other cities,
preliminary notices for construction projects,
undeliverable envelopes / returned mail, visitors
logs, voice mails, webpages, etc.)
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are
categorized, filed and retained based
upon the CONTENT of the record.

Records where either the Content
relates in a substantive way to the
conduct of the public's business, or
ARE made or retained for the purpose of
preserving the informational content for
future reference are saved by placing
them in an electronic or paper (project)
file folder and retained for the
applicable retention period. If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary draft. GC §§34090,
7927.500, 7928.705.; 64 Ops. Cal. Atty.

Gen. 317 (1981)); City of San Jose vs.

Superior Court, 5 Cal. 5th 608 (2017).

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-018 Developer Deposit Accounts / Developer Impact Fee Accounts (Escrow Accounts)
Closed + 5
years
Yes: Until
Maturity
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; (meets municipal
government auditing standards); GC
§34090
Lead Dept. CW-019 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a draft.

GC §§34090, 7927.500, 7928.705
Lead Dept. CW-020 GIS Database / Data / Layers (both City-wide and Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source data)
prior to replacing the data, if they require
the data or output for historical purposes;
Department Preference (Preliminary
documents); GC §34090 et seq.

Lead Dept.
(Managing the
grant)
CW-021 Grant Applications funded by the City's General
Fund 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Finance maintains payable information in
Accounts Payable; GC §34090
Lead Dept.
(Managing the
grant)
CW-022 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY-WIDE (Used by All Departments)
Lead Dept.
(Managing the
grant)
CW-023
Grants Administration / CDBG Administriation
(Community Development Block Grant) /
Reimbursable Claims / FEMA Reimbursements
/ OES Reimbursements (SUCCESSFUL
Reports, other records required to pass the
funding agency's audit, if required)
Applications (successful), copy of grant
agreement, copies of invoices, program rules,
regulations & procedures, reports to grant
funding agencies, correspondence, audit
records, completion records
After Funding
Agency Audit,
if required -
Minimum 5
years

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

QC & OD
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Lead Dept. CW-024 Newspaper Clippings
When No
Longer
Required

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

QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
Human
Resources CW-025
Personnel Files (Department Copies)
Send all originals to Human Resources; may
exclude some Fire and Peace Officer records
Copies -
When No
Longer
Required
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Originals are retained by Human
Resources; GC §34090.7
Lead Dept. CW-026 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Notes maintained in a separate folder to
be incorporated into performance
evaluation, or to document progressive
discipline; GC §34090 et seq.

Lead Dept. CW-027 Photographs
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY-WIDE (Used by All Departments)Lead Dept.
(Who Uses the
Vehicle)
CW-028
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-029
Prop. 218 (Property-based fees - Improvement
Districts: Notices / Mailing List
(Protest Letters / Ballots are tabulated by the
City Clerk)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §53753(e)(2)
Lead Dept.
(Who Ordered
the Appraisal)
CW-030 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public; GC §§34090,
7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-031 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not accessible to the public until purchase
has been completed; meets grant auditing
requirements; 2 CFR 200.334; 24 CFR

91.105(h), & 570.502(b); 29 CFR 97.42,
GC §34090
Lead Dept. CW-032 Records Destruction Authorization Forms & Certifications (All Departments) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Lead Dept. CW-033
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals / O&M
Manuals, Newsletters, Plans / Strategic Plans,
etc.: Produced by OUTSIDE ORGANIZATIONS
(League of California Cities, Chamber of
Commerce, etc.)
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-034
Reference Materials: Internal Policies,
Procedures, Brochures, Flyers, Handbooks,
Manuals / O&M Manuals, Newsletters, Plans /
Strategic Plans, etc.: Produced by YOUR
Department
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-035
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals / O&M
Manuals, Newsletters, Administrative Policies,
Plans / Strategic Plans, etc.: Produced by
OTHER Departments
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-036 Reports and Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CW-037 Reports and Studies (other than Historically significant reports - e.g. Annual Reports) 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
Lead Dept. CW-038
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form (or
records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S Yes - After

QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; Claims can be made
for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and 3),
29 CFR 1910.1020(d)(1)(i), GC §34090
Lead Dept. CW-039 Special Event Permits Expiration + 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Lead Dept. CW-040 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Lead Dept. CW-041 Subpoenas (appearance or duces tecum) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-042
Surveys / Questionnaires (that the City issues).

If a summary of the data is compiled, the survey
forms are considered a draft or transitory
record, and can be destroyed as drafts (When
No Longer Required)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-043 Training Database (Vector Solutions / Target Solutions)
Indefinite -
Minimum 5
years
Mag Data is interrelated; GC §34090 et seq.

Lead Dept. CW-044
Training Presented by City Staff - COURSE

RECORDS
(Attendance Rosters or Sign-in Sheets, Outlines
and Materials; includes Ethics, Harassment, &
Safety Training & Tailgates)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets OSHA
requirements; Ethics Training is 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years for personnel actions; 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), LC
§6429(c); GC §§12946, 12960, 34090,
53235.2(b), 53237.2(b)
Lead Dept. CW-045
Volunteer / Unpaid Intern Applications &
Agreements - Unsuccessful or Pending
Applicants
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Courts may treat volunteers as employees
in some actions; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960,
34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY-WIDE (Used by All Departments)
Lead Dept. CW-046
Volunteer / Unpaid Intern Applications &
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Ver.4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY
(City Attorney, Risk Management)
Page CAO-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY ATTORNEY
City Attorney CAO-001 Amicus Briefs Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CAO-002 City Attorney Opinions 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CAO-003 Criminal Prosecutions (Municipal Code Violations)
Final
Decision +
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CAO-004
Lawsuits / Litigation - May include
correspondence, pleadings, transcripts,
appeals, Settlement Agreements, Court
Decisions, etc.

Minimum
Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq., 343;
GC §34090,
City Attorney CAO-005 Legal Advice Files Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
City Attorney CAO-006 Pitchess Motions 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
City Attorney CAO-007 Subject / Departmental Files Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090

CITY ATTORNEY/ RISK MANAGEMENT
City Attorney
/ Risk
Management
CAO-008 Accident / Incident Reports 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
City Attorney
/ Risk
Management
CAO-009 Actuarial Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Retained to match
meets municipal government auditing standards;
GC §34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver.4.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY
(City Attorney, Risk Management)
Page CAO-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

City Attorney
/ Risk
Management
CAO-010 Claim for Damages / Claims Against the
City
Final
Resolution
+ 5 years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq., 343;
GC §34090,
City Attorney
/ Risk
Management
CAO-011 Insurance Policies -
General Liability, Workers Compensation P Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Covers longest possible
statute of limitations; CCP §337 et seq.; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i); GC §§
911.2, 34090
City Attorney
/ Risk
Management
CAO-012 Insurance Policies -
Property, Fire, Theft, etc. P Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Covers statute of
limitations for contracts; CCP §337 et seq.; GC
§34090
City Attorney
/ Risk
Management
CAO-013 OSHA Citations and Inspections 7 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
OSHA requires 5 years; State law requires 2
years; 8 CCR §3203(b)(1), OMB 1220-0029; GC
§34090; LC §6429c
City Attorney
/ Risk
Management
CAO-014 OSHA Logs - 200, 300, 301, 301A 7 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
OSHA requires 5 years; State law requires 2
years; 8 CCR 14300.33(a), 8 CCR §3203(b)(1),
GC §34090.7; LC §6429c
City Attorney
/ Risk
Management
CAO-015 Property Damage Claims / Subrogation /
Restitution
Final
Resolution
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; Meets municipal
government auditing standards; GC §34090
City Attorney
/ Risk
Management
CAO-016
Workers Compensation Claims (Includes
all Accident, Incident, or Injury Reports
from Employees)
Separation
+ 30 years
OR
Termination
of Benefits
+ 30 years,
Whichever
is Longer
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; Claims can be made for
30 years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

City Clerk CC-001
Agenda Packets: City Council,
Redevelopment Agency, Successor
Agency, Oversight Board, Measure U
Citizens' Oversight Committee
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-002
Agreements & Contracts, Amendments -
APPROVED BY THE CITY COUNCIL: AFTER

SCANNING / IMAGING, OR
INFRASTRUCTURE, JPAs, MOUs
Agreement or Contract includes all contractual
obligations (e.g. Scope of Work, all
attachments and exhibits)
Examples of Infrastructure: Architects, Buildings,
bridges, covenants, development, environmental,
Joint Powers, MOUs, park improvements, property &
property restrictions, redevelopment, reservoirs,
sewers, sidewalks, street & alley improvements,
settlement, subdivisions, utilities, water, etc.

P Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; All infrastructure
contracts should be permanent for emergency
response; Statute of Limitations is 10 years for
Errors & Omissions; 4 years for all contracts;
CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention requirements
in 48 CFR 4.703(a)
City Clerk CC-003 Appeal Hearing Process / Tobacco Retail License 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Final Determination is returned to Recration
and Parks, who issues the license; GC §34090
City Clerk CC-004 Board & Commission / Committee Recruitment / Applications (All, whether appointed or not)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-005 Board & Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090

CITY CLERK
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY CLERK
City Clerk CC-006
Bonds: Labor & Materials, Performance
Bonds, Letters of Credit, Encroachment
Permits, Monitoring Bonds
Release of
Bond / Letter
of Credit
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Security; GC §34090
City Clerk CC-007 City Articles of Incorporation P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Attorney
/ Risk
Manage.

CC-008 Claim Forms
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Risk Management is the Office of Record for
Claim Files; GC §34090
City Clerk CC-009
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): DESIGNATED EMPLOYEES &
CONSULTANTS (specified in the City's
Conflict of Interest code)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
City maintains original statements; GC
§81009(e)&(g)
City Clerk CC-010
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): ELECTRONICALLY FILED /

DATABASE
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Statements filed electronically are required for
10 years; City maintains copies only; original
statements are filed with FPPC; GC
§81009(f)(g); GC §84615
City Clerk CC-011
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS / 87200 Filers
(elected & not elected. Includes City Council
Members, Planning Commission Members,
City Manager, City Treasurer & City Attorney)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Standard municipal government practice; City
maintains copies only; original statements are
filed with FPPC; GC §81009(f)&(g)
City Clerk CC-012 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After QC Must post on website; GC §81009(e)
City Clerk CC-013 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After QC
Should post on website for 4 years; GC
§81009(e)
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY CLERKCity Clerk CC-014 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After QC GC §81009(e)
City Clerk CC-015 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After QC
Must post on website; 2 CCR 18705.5; 2 CCR
18702.5(b)(3); GC §34090; GC §81009(e)
City Clerk CC-016
Campaign Filings (FPPC 400 Series Forms &
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC GC §81009(b)&(g)
City Clerk CC-017
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC GC §81009(b)&(g)
Admin. / City
Clerk CC-018
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL

CANDIDATES, ELECTRONICALLY FILED -
WITH or WITHOUT Committees
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC
Campaign statements must be posted on the
City’s website within 72 hours and remain on
line for 4 years; Statements filed electronically
are required for 10 years; GC §81009(b)&(g);
GC §84615
City Clerk CC-019
Campaign Filings (FPPC 400 Series Forms):

THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After
2 years GC §81009(f)&(g)
City Clerk CC-020
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not candidate-
controlled)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
2 years GC §81009(c)&(g)
City Clerk CC-021
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; CA law states term of
office and 4 years after the expiration of term
and does not delineate between the two; EC
§17100
City Clerk CC-022
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
CA law states term of office and 4 years after
the expiration of term and does not delineate
between the two; EC §17100

CITY CLERK ELECTIONS (CONSOLIDATED)
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY CLERK
City Clerk CC-023
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Precinct Maps, County Election
Services, Candidate Statements to be printed
in the Sample Ballot, Polling Locations and
Precinct Board Members, Notices, Postings,
etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-024
Elections - HISTORICAL Files (Copies of
Sample Ballot, Copy of Resolution Declaring
Results, etc.)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
City Clerk CC-025 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
Final
Examination
+ 1 year
after petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk CC-026 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or final
examination if no election, unless there is a
legal or FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk CC-027
Elections - Prop. 218 (Property-based fees -
Improvement Districts: Protest Letters /
Ballots, Tabulation
(Notices and Mailing lists are retained in
Utilities)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §53753(e)(2)
(End of Elections Section)
City Clerk CC-028 Ethics Training Certificates for City Council, Board and Commission Members, Employees 5 years Mag, Mfr, OD, Ppr S Yes: After
QC & OD GC §§ 3105, 12946, 12960, 34090, 53235.2(b)
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY CLERK
City Clerk CC-029
Historical Records / Archives, Photographs, &
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects and
media. Some media (e.g. audio and video
tape) may be limited because of the media's
life expectancy; GC §34090
City Clerk CC-030
Minutes: City Council, Redevelopment
Agency, Successor Agency, Oversight
Board, Measure U Citizens' Oversight
Committee
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(e)
City Clerk CC-031 Oaths of Office / Disaster Service Worker Oaths (All employees and officials) P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Statute of Limitations:

Public official misconduct is discovery of
offense + 4 years, GC §§36507, 26202; PC
§§801.5, 803(c); 29 USC 1113
City Clerk CC-032 Ordinances P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(e)
City Clerk CC-033
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall or
Referendum Petitions
1 year Mag, Ppr Law requires 1 year for petitions; GC §50115 City Clerk
OR
City Manager
CC-034 Proclamations & Certificates 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-035 Public Records Requests / Subpoenas Duces Tecum / Summons 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-036
Recorded Documents: Deeds, Easements,
Final Order of Condemnation, Full
Reconveyance, Liens, Notice of Completion,
Rights of Way, etc.

P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(a)
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY CLERK
City Clerk CC-037
Recordings: Audio Recordings / Video
Recordings: City Council, Redevelopment
Agency, Successor Agency, Oversight
Board, Measure U Citizens' Oversight
Committee, All Boards and Commissions
Minimum 4
years, or
After
Minutes are
Approved,
Whichever is
Longer
Mag
Department preference; Audio Required for 30
days; GC §54953.5(b); video recordings of
meetings are required for 90 days; GC
§34090.7
City Clerk CC-038
Redistricting Web Page / Council District
Boundary Web Page (Map, Redistricting
Process, Agendas, Calendars, Notice, etc.)
10 years Mag, Ppr EC §21160(i) 21608(g); GC §34090
City Clerk CC-039 Resolutions: City Council, Redevelopment Agency, Successor Agency, Oversight Board P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090(e)
City Clerk CC-040 Vehicle Titles (Pink Slips) Sale or
Disposal Ppr Given to Auction House / New Owner; GC
§34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Public Information Officer)
Page CM-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

CITY MANAGER
City Manager CM-002
Legislative Advocacies, Support or
Opposition to proposed Federal or State
Legislation
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager CC-030 Certificates of Recognition, etc. 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
City Manager CM-003
Project Files / Subject Files (Subject will
change over time)
If Content relates in a SUBSTANTIVE way
to the conduct of the public's business
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090 et seq.

Finance CM-004 Travel Records / Expense Reports
Copies -
When No
Longer
Required

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

After QC
& OD
GC §34090.7

COMMUNICATIONS
Staffing Dept.
(From City-
Wide)
CW-010
Boards, City Council, Committees,
Commissions, Advisory Bodies: Citizen
Advisory Created by the City Council

HISTORICAL VALUE
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; The Customer (Lead
Department) is responsible for retaining the final
record for it's retention period; GC §34090
Lead Dept. CM-006 City Publications & Graphic Design Projects When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; The Customer (Lead
Department) is responsible for retaining the final
record for it's retention period; GC §34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Public Information Officer)
Page CM-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

City Manager /
Communic. CM-007 Media Releases / Photograph Releases or Waivers 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
City Manager /
Communic. CM-008 Newsletters / Employee Newsletters Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
City Manager /
Communic. CM-009 Newspaper Clippings / Media Clippings
When No
Longer
Required

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

After QC
& OD
Non-records - may be obtained from the
newspaper company; GC §34090
City Manager /
Communic. CM-010
PEG Channel Programming (Public,
Educational, and Government Access
Television) Channel 23,24, 25
Programming / Community Programming /
Government Access Channel Programming
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Only recordings of "regular and ongoing
operations" or those that are considered
"duplicate records" (e.g. public meetings) can be
destroyed after 100 days or 90 days; GC
§§34090 et seq., 34090.6 and 34090.7
Lead Dept. CM-011 Photographs
When No
Longer
Required

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

After QC
& OD
Preliminary Drafts (retention is placed on the
final record in which the photograph is published
in, if any); destroy unnecessary photographs.

GC §34090
City Manager /
Communic. CM-012
Public Relations / Press Releases / News
Releases / Articles written by the City
(excludes Police and Fire, which can issue
their own)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
Lead Dept. CM-013 Videos - Educational, Promotional
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; The Customer (Lead
Department) is responsible for retaining the final
record for it's retention period; GC §34090

FORMER REDEVELOPMENT AGENCY
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY MANAGER
(Public Information Officer)
Page CM-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

City Manager /
Former
Redevelopmen
t
CM-014
Redevelopment Projects & Project Areas
(Ensure Planning has all Environmental
Documents, Engineering has all CIP
Projects, and City Clerk has all Real
Property records for Permanent
retention
)
Completion
+ 10 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Public Works /
Engineering CM-015
Redevelopment Projects & Project Areas
CIP Projects built by Redevelopment
Agency, if any
Send to
Engineering
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Community
Development /
Planning
CM-016
Redevelopment Projects & Project Areas
Environmental Documents / CEQA
Permits, EIRs, Categorical Exemptions,
Negative Declarations, etc.

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

After QC
& OD
Department preference; GC §34090
City Clerk CM-017
Redevelopment Projects & Project Areas
Real Property: Deeds, Easements,
Rights of Way
Send to
City Clerk
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

BUILDING
Lead Dept. CD-001 Permit Database (Central Square) Indefinite (Perm) Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference - Data is
interrelated; Building Permits are
required to be retained Permanently, or
Life of the Structure; GC §34090, H&S
§19850
Community
Develop. /
Building
CD-002 Activity Reports
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Preliminary drafts not retained in the
ordinary course of business (Reports can
be re-run from the database); GC §34090
Community
Develop. /
Building
CD-003 Address Files / Building Permits & Applications P Yes (all) Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090, H&S §19850
Community
Develop. /
Building
CD-004
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC ACCOMMODATION
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Law requires for the life of the building
for commercial and common interest
dwellings only; CBC 104.7 & 107.5,
H&S§19850, GC §34090
Community
Develop. /
Building
CD-005
Choice
Building Plans - Cancelled or Withdrawn
AFTER to Building Permit Issuance
Upon
Cancellation
or
Withdrawal

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

After QC
& OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Community
Develop. /
Building
CD-006
Choice
Building Plans - Cancelled or Withdrawn PRIOR
to Building Permit Issuance
Upon
Cancellation
or
Withdrawal

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

After QC
& OD
Department preference; Preliminary
drafts not retained in the ordinary course
of business; CBC §104.7; H&S§19850,
GC §34090
Community
Develop. /
Building
CD-007
Choice Building Plans - Expired P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; CBC §104.7;
H&S§19850, GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Develop. /
Building
CD-008 Building Plans - Finalled - TENANT
IMPROVEMENTS P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; Law requires for
the life of the building for commercial and
common interest dwellings only; CBC
104.7 & 107.5, H&S§19850, GC §34090
Community
Develop. /
Building
CD-009
Choice
Building Plans - Finalled - SINGLE FAMILY
RESIDENTIAL (All Finalled) P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; State law
requires plans need not be filed for
dwellings less than 2 stories, garages &
appurtenances, farms/ranches, 1-story
with bearing walls less than 25'; CBC
requires 180 days from completion date;
CBC 104.7 & 107.5, H&S§19850, GC
§34090
Community
Develop. /
Building
CD-010 California Building Codes / Uniform Building
Codes
Minimum
While
Ordinance is
in Force
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §50022.6
Community
Develop. /
Building
CD-011 Certificate of Occupancy (CofO) P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Community
Develop. /
Building
CD-012
Copyright Release Forms / Requests &
Permissions to Receive Copies of Plans (to and
from Architects)
2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090
Community
Develop. /
Building
CD-013 Correction Notices - Building
Minimum
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop. /
Building
CD-013.5
Choice Energy Calculations
Minimum
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Develop. /
Building
CD-014 Geotechnical and Soils Reports P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Community
Develop. /
Building
CD-015
Choice Plan Check Comments
Minimum
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop. /
Building
CD-016
Choice Stop Work Notices
Minimum
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department Preference (Preliminary
Drafts); GC §34090
Community
Develop. /
Building
CD-017
Choice Structural Calculations
Minimum
When
Permit is
Finalled
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090

CODE ENFORCEMENT
Lead Dept. CD-018 _Permit Database (Central Square) Indefinite (Permanent Yes (all)
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department Preference - Data is
interrelated and contains Building
Permits and other Permanent Records;
GC §34090, H&S §19850
Community
Develop. / Code
Enforcement
CD-019
Code Enforcement / Abatement Case Files
(Includes Citations, Notice of Violations, Photos,
and Code Enforcement Complaint Letters)
Minimum 2
years
Yes: Until
Resolution
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department preference; GC §34090
Community
Develop. / Code
Enforcement
CD-020 Hearing Officer Determinations / Appeals of Code Enforcement Actions - Includes Audio Recordings
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department preference; GC §34090
Community
Develop. / Code
Enforcement
CD-021 Liens & Releases P
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
GC §34090(a)
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Develop. / Code
Enforcement
CD-022 Notice of Violations ./ Code Enforcement
Citations / Reminder Notices
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

COMMUNITY PROGRAMS
Community
Develop. /
Community
Programs
CD-023 Block Grants Advisory Committee - AGENDAS &

STAFF REPORTS
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090 et
seq.

Community
Develop. /
Community
Programs
CD-024 Block Grants Advisory Committee - AUDIO
30 days or
After
Minutes are
Approved,
Whichever is
Longer
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; Audio Required
for 30 days; GC §54953.5(b)
Community
Develop. /
Community
Programs
CD-025 Block Grants Advisory Committee - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090(e)
Community
Develop. /
Community
Programs
CD-026
Grants to Local Non-Profit Agencies /
Subrecipient Grants / CDBG (Community
Development Block Grant) (SUCCESSFUL
Reports, other records required to pass the
funding agency's audit, if required)
Applications (successful), copy of grant
agreement, copies of invoices, program rules,
regulations & procedures, reports to grant funding
agencies, correspondence, audit records,
completion records
After
Funding
Agency
Audit, if
required -
Minimum 5
years

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

After QC
& OD
Meets auditing standards; Grants
covered by a Consolidated Action Plan
are required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from
expenditure report or final payment of
grantee or subgrantee; 2 CFR 200.334;
24 CFR 91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Develop. /
Community
Programs
CD-027
Housing Grants funded by CDBG (Community
Development Block Grant) (SUCCESSFUL
Reports, other records required to pass the
funding agency's audit, if required)
Applications (successful), copy of grant
agreement, copies of invoices, program rules,
regulations & procedures, reports to grant funding
agencies, correspondence, audit records,
completion records
After
Funding
Agency
Audit, if
required -
Minimum 5
years

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

After QC
& OD
Meets auditing standards; Grants
covered by a Consolidated Action Plan
are required for 5 years; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from
expenditure report or final payment of
grantee or subgrantee; 2 CFR 200.334;
24 CFR 91.105(h), 92.505, 570.490, &
570.502(a&b), 29 CFR 97.42; OMB
Circular A-110 & A-133; GC §34090
Community
Develop. /
Community
Programs
CD-028
Housing Programs: Affordable Housing Projects,
Lead-Based Paint, Rehabilitation, CDBG-funded
Housing Projects, etc.

WITH a Recapture / Resale Restriction / WITH
Affordability Restrictions
Trust Deeds are kept in file; Deeds to property
owned by the City are sent to City Clerk
5 years after
the
Affordability
Period
Terminates,
or the
Written
Agreement
Terminates,
Whichever is
Longer

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

After QC
& OD
HUD requires 5 years after the project
completion; documents imposing
recapture / resale restrictions are 5 years
after the affordability period terminates;
Uniform Admin. Requirements for Grants
to Local Governments is 3 years from
expenditure report; 2 CFR 200.334; 24
CFR 92.508(a)(c)(2); 29 CFR 97.42, GC
§34090
Community
Develop. /
Community
Programs
CD-028.5
Housing Programs: Affordable Housing Projects,
Lead-Based Paint, Rehabilitation, CDBG-funded
Housing Projects, etc.

WITHOUT a Recapture / Resale Restriction
Trust Deeds are kept in file; Deeds to property
owned by the City are sent to City Clerk
Loan Pay-off
OR
Forgiveness
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
HUD requires 5 years after the
agreement terminates; Consistent with
Consolidated Plan Requirements;
Required for 3-4 years from expenditure
or performance report; 24 CFR 85.42,

92.508(a)&(c) & 570.502(a)(16),
982.158, 884.214; 29 CFR 97.42, GC
§34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

PLANNING
Lead Dept. CD-029 _Permit Database (Central Square) Indefinite (Permanent Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference - Data is
interrelated and contains Building
Permits and other Permanent Records;
GC §34090, H&S §19850
Community
Develop. /
Planning
CD-030
Planning Projects - Discretionary &
Ministerial - Approved Permanent
Entitlements & Permits
(Includes Associated CEQA Noticing,
Conditions of Approval, Environmental
Determinations, Staff Reports, Plans, Soils
Reports, Uniform Development Application,
etc.)
Examples:

Conditional Use Permits (CUPs)
Development Permit
General Plan / General Plan Amendments
Lot Line Adjustment
Rezones
Sign Permits
Specific Plan
Tentative Subdivision Maps / Parcels Maps
Use Permits
Variance
Zoning Clearance
Zoning Ordinance / Updates
P Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090,
34090.7
Community
Develop. /
Planning
CD-031 Advanced Planning / Long Range Planning /
Project Implementation (Final Documents only) P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-8
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Develop. /
Planning
CD-032 Annexations / Boundaries / Consolidations /

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

After QC
& OD
Department preference; GC §34090
Census Bureau CD-033 Census, Demographics
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
(Non-Records - Census Bureau is OFR)
Community
Develop. /
Planning
CD-034 Downtown Revitalization Committee - AGENDAS
& STAFF REPORTS P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090 et
seq.

Community
Develop. /
Planning
CD-035 Downtown Revitalization Committee - AUDIO or

VIDEO RECORDINGS
Minimum 4
years, or
After
Minutes are
Approved,
Whichever is
Longer
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Community
Develop. /
Planning
CD-036 Downtown Revitalization Committee - MINUTES P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090(e)
Community
Develop. /
Planning
CD-037
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
etc.) / CEQA - Where Planning is the Lead
Correspondence and staff notes that provide
insight into the project or the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the
project or the agency’s CEQA
compliance with respect to the project —
are not within the scope of section
21167.6, subdivision (e) and need not be
retained." Golden Door Properties, LLC
v. Superior Court of San Diego County
(2020) 53 Cal.App.5th 733; PRC
21167,6; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-9
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Develop. /
Planning
CD-038
Environmental Determinations: Environmental
Impact Reports (EIRs), Negative Declarations,
Notice of Exemption (NOE), etc.) / CEQA
Inside City boundaries - Where Planning is the
Lead
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Usually filed in the project file; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); GC §34090
Community
Develop. /
Planning
CD-039
General Plan, Elements and Amendments /
Master Plans, Specific Plans, Land Use Plans
and Amendments; General Plan Interpretations
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Community
Develop. /
Planning
CD-040 Historical Designations / Historical Landmarks P Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department preference; GC §34090
Community
Develop. /
Planning
CD-041 Materials Boards
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Preliminary drafts not retained in the
ordinary course of business; GC §34090
Community
Develop. /
Planning
CD-042 Planning Commission - AGENDAS & STAFF

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

After QC
& OD
Department Preference; GC §34090 et
seq.

Community
Develop. /
Planning
CD-043 Planning Commission - AUDIO or VIDEO

RECORDINGS
Minimum 4
years, or
After
Minutes are
Approved,
Whichever is
Longer
Mag
Department preference; Audio Required
for 30 days; GC §54953.5(b); video
recordings of meetings are required for
90 days; GC §34090.7
Community
Develop. /
Planning
CD-044 Planning Commission - MINUTES
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
GC §34090(e)
Community
Develop. /
Planning
CD-045 Temporary Use Permits issued by Planning
(Approved & Unapproved)
Expiration +
2 years
Yes:

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

After QC
& OD
Department preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 7.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building, Code Enforcement, Community Programs, Planning) Page CD-10
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Community
Develop. /
Planning
CD-046 Zoning Administrator - AGENDAS P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090 et
seq.

Community
Develop. /
Planning
CD-047
Zoning Administrator - FINAL APPROVAL
LETTERS (Signed by Applicant that they Accept
the Conditions)
P
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090 et
seq.

Community
Develop. /
Planning
CD-048 Zoning Clearance Forms / Zoning Verification
Letters P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Community
Develop. /
Planning
CD-049 Zoning Maps (Historically Significant) P Yes (all) Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference; GC §34090
Community
Develop. /
Planning
CD-050 Zoning Ordinance Amendments / Zone Changes P Yes Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
Department Preference (copies); GC
§34090.7
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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

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

ECONOMIC DEVELOPMENT
Economic
Development ED-001 Economic Development Projects (Records related to Business Recruitment or Retention)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department preference; GC §34090
Economic
Development ED-002 Downtown Revitalization / Downtown Business Improvement District
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S/I
Yes:

After QC
& OD
Department preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FINANCE / ADMINISTRATION & TREASURER
Lead Depart. FIN-001
Financial Services Database / ERP
Database (Workday - Tyler Eden is Legacy
Database)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
Admin. FIN-002
Audit Reports / Annual Comprehensive
Financial Report (ACFR) and related Audit
Opinions
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Finance /
Admin. FIN-003 Audit Work Papers
Drafts -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; (preliminary
drafts); GC §34090
Finance /
Admin. FIN-004 Audits - Single Audits / Transportation Audits / PERS Audit, FEMA or OES Audits, etc. 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (meets
municipal government auditing
standards); GC §34090
Finance /
Admin. FIN-005
Bonds & Bond Sales / Official Statements /
Transcripts / Certificates of Participations
(COPs) / General Obligation Bonds / Revenue
Bonds / Assessment District Bonds / CFD
Bonds - Includes Continuing Disclosure
Reports
See Bank Statements for statement retention.

Fully
Defeased +
10 years
Yes: Until
Maturity
Mag,
Mfr, OD,
Ppr
S / I Yes: After

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

Finance /
Admin. FIN-006 Investment Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
Admin. FIN-007
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
5 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; FTC Reg's rely on
"self-enforcement"; GC§§ 34090,
43900
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FINANCE / BUDGET
Finance /
Budget FIN-008 Budgets - Adopted / Final P
Yes:

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

QC & OD
Department Preference; GC §34090 et
seq.

Finance /
Budget FIN-009 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Yes:

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

QC & OD
Preliminary Drafts / Content Not
Substantive; GC §34090 et seq.

FINANCE / BUSINESS LICENSE
Finance /
Business
License
FIN-010 Business License / Database (Progressive
Solutions)
Indefinite -
Minimum 5
years
Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; GC §34090, H&S §19850
Finance /
Business
License
FIN-011 Business License Applications
Close of
Business +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Building,
Planning and Fire all approve the
applications; 5 years meets auditing
standards; GC §34090 et seq.

Finance /
Business
License
FIN-012 Business License Renewals 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Meets
auditing standards; GC §34090 et seq.

FINANCE / GENERAL ACCOUNTING
Finance /
General
Accounting
FIN-013 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency);
Ca. FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
Finance /
General
Accounting
FIN-014
Accounts Payable / Invoices and Backup
(Includes Invoices, Purchase Orders, Travel
Expense Reimbursements, Warrant Request,
Vouchers, etc.)
5 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; meets
municipal government auditing
standards; GC §34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance /
General
Accounting
FIN-015
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Tax Return and
Application for Transient Occupancy Tax
(TOT), Auctions of Surplus Property, Credit
Card Payment Receipts, Tenant Billing / Rent,
etc.
5 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Finance /
General
Accounting
FIN-016
Bank Statements and Trustee Statements,
Fiscal Agent Statements, Trustee Statements,
Investment Account Statements, Pars
Statements, Bank Reconciliations, Wire
Transfers
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §§34090,
26 CFR 31.6001-1
City Clerk FIN-017 Checks / Warrant Register Report (issued) Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Included in City Council Agenda
Packet; GC §34090.7
Finance /
General
Accounting
FIN-018 Checks / Warrants (Cashed or Returned /
NSF) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
General
Accounting
FIN-019 Daily Cash Summaries, Bank Deposits, Bank
Transmittal Advice, Cashier's Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §§34090,
26 CFR 31.6001-1
Finance /
General
Accounting
FIN-020 Escheat (Unclaimed money / uncashed
checks) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090
Finance /
General
Accounting
FIN-021 Fixed Assets - Annual Listing (Source
Documents) 5 years
Mag,
Mfr, OD,
Ppr
S / I
Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance /
General
Accounting
FIN-022 Journal Entries / Journal Vouchers / Budget
Adjustments 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference to match
Accounts Payable; meets municipal
government auditing standards;
Statute of Limitations is 4 years; GC
§34090, CCP § 337
Finance /
General
Accounting
FIN-023
Reports, Financial Reports Created by EDEN
(before 2024), General Ledgers Subsidiary
Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets, etc.
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards (Financial system
CANNOT re-create reports
accurately); GC §34090
Finance /
General
Accounting
FIN-024
Reports, Financial Reports Created by
WORKDAY (after 2024) General Ledgers
Subsidiary Ledgers, Reconciliations,
Registers, Transaction Histories, Balance
Sheets, etc.

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

QC & OD
Department Preference; Financial
system can re-create reports
accurately; GC §34090
Finance /
General
Accounting
FIN-025
Reports: Annual State or Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self
Insurer Report (SIP Report), Street Report, etc.
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
General
Accounting
FIN-026 W-9s
Vendor
Inactive + 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Meets IRS auditing standards; GC
§34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FINANCE / PAYROLL
Lead Depart. FIN-027
Financial Services Database / ERP
Database (Workday - Tyler Eden is Legacy
Database)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Finance /
Payroll FIN-028
1095-C, 1094-C (Employer-Provided Health
Insurance Offer and Coverage) & Transmittal
Form)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Instructions
state "Generally, keep copies of
information returns you filed with the
IRS or have the ability to reconstruct
the data for at least 3 years, from the
due date of the returns"; GC §34090
Finance /
Payroll FIN-029
CalPERS Reports, PARS Reports, Annual
Valuation Reports, Actuarial Valuation
Reports, Annual Employer Statements
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Most recent records are stored on
CalPERS website; Department
Preference; Retained to match other
auditing periods; GC §34090
Finance /
Payroll FIN-030 Checks / Warrant Register Report - Payroll Only 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Payroll FIN-031 Checks / Warrants - Cancelled - Payroll Only 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090,
26 CFR 31.6001-1
Finance /
Payroll FIN-032
DE-6, DE-7, DE-9 DE-43, W-3, & DE-166, 941
Forms, IRS 5500 Forms (Employee Benefit
Plans), PERS / FICA & Medicare Adjustments
- Quarterly Payroll Tax Returns / OASDI,
Federal Tax Deposits, Adjustments, etc.
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2),
R&T §19530; 29CFR 516.5 - 516.6,
29USC 436, GC §34090
Finance /
Payroll FIN-033 Employee Payroll File (may include W-4s) Separation + 4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2),
R&T §19530; 29CFR 516.5 - 516.6,
29USC 436, GC §34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance /
Payroll FIN-034 Garnishments, Child Support, Court Orders regarding Employee Wages
Completion
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Finance /
Payroll FIN-035 Payroll Reports (includes Leave Registers, time Transaction Reports, etc.) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; (meets
municipal government auditing
standards); GC §34090
Finance /
Payroll FIN-036 PERS Statements 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Payroll FIN-037
Time Sheets / Time Cards / Overtime Sheets /
Overtime Cards / Time Keeping Database
(ESS)
Excludes Police Department
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to facilitate
grant audits or claim reimbursements;
Meets auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3 years;
IRS Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR 516.5;
GC §34090; 8 CCR 11040.7(c); 29
CFR 516.5 & 516.6(c);
Finance /
Payroll FIN-038 W-2's 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-039 W-4's
No Longer
in Effect + 4
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
IRS Regulation 31-6001-1 four years
after the due date of such tax for the
return period to which the records
relate, or the date such tax is paid,
whichever is the later. GC §34090; 26
CFR 31.6001-1

FINANCE / UTILITY BILLING
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance /
Utility Billing FIN-040 Utility Billing Database / ERP Database (SpryPoint Database - Tyler Eden is Legacy)
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
GC §34090
(Bank) FIN-041
Checks deposited to Bank (City scans them
for the Bank, rather than physically taking the
checks to the bank to deposit them.)
Follow Bank
Instructions
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
These are bank instruments, and not
City records; per bank agreement.

Finance /
Utility Billing FIN-042 Collection Agency Assignments / Unpaid Accounts 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Negative
credit information remains on credit
reports for 7 - 10 years; Meets auditing
standards; City does not Lien property
(Liens are good for 10 years from
recording date, and may be extended
by re-recording lien); WC 36729; GC
§34090
Finance /
Utility Billing FIN-043 Payment Stubs / Water Receipts / Utility Receipts (when payment is submitted)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Preliminary Documents - payments
can be made without including the
stub; GC §34090 et seq.

Finance /
Utility Billing FIN-044 Water Billing: Appeals - Payment Delinquency & Impending Discontinuation
Final
Decision +
2 years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility Billing FIN-045
Water Billing: Non-payment Notices / Notice
of Payment Delinquency & Impending
Discontinuation
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility Billing FIN-046 Water Billing: NSF Checks / Adjustments to Customer accounts
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116908
Finance /
Utility Billing FIN-047 Water Billing: Payment Plans: Amortization, Alternative Payment Plans, Deferrals, etc.

Expiration
or
Completion
of Payment
Plan
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Documented or attached to Customer
Record in database GC §34090; H&S
§116910
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 8.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Finance /
Utility Billing FIN-048 Water Billing: Policy on Discontinuation of Residential Service for Nonpayment
When
Superseded;
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116906;
GC §34090
Finance /
Utility Billing FIN-049 Water Billing: Report of Annual Discontinuations of Residential Service
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S / I Yes: After

QC & OD
Must post to Website; H&S §116918;
GC §34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FIRE ADMINISTRATION
Fire /
Admin. FR-001
Background File - SUCCESSFUL Fire
Employees
Selected Employees have Background
Files which include LiveScan Responses /
CORIs (Criminal Offender Record
Information)
Separation
+ 4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; State Law
requires 4 years from last action;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105, 12946,
12960, 34090; LC 1198.5
Fire /
Admin. FR-002
Background File - UNSUCCESSFUL Fire
Employees
Selected Employees have Background
Files which include LiveScan Responses /
CORIs (Criminal Offender Record
Information)
4 years Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; State Law
requires 4 years from last action;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105, 12946,
12960, 34090; LC 1198.5
Fire /
Admin. FR-003
Emergency Operations - Community
Emergency Response Team (CERT)
Applications, Disaster Service Worker
Oaths, Registration authorizations,
Background and LiveScan record,
Equipment Distribution Form, etc.)
Inactive /
Separation
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Courts may treat volunteers as employees
in some actions; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 2 -3 years; retirement benefits is 6
years from last action; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
GC §§12946, 12960, 34090; 29 USC 1113
Fire /
Admin. FR-004
Emergency Operations - Disaster
Reimbursement / FEMA Claims / OES
Claims / Strike Team Reimbursement / NPP
10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Fire /
Admin. FR-005 Emergency Operations - Drills / EOC
Activations 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Fire /
Admin. FR-006 Emergency Operations - Urban Search and
Rescue (USAR) 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire /
Admin. FR-007 Emergency Preparedness Plans When
Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Fire /
Admin. FR-008 Fire Station Inspection Reports 3 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Fire /
Admin. FR-009 ISO Insurance Ratings 15 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (rated every 10
years); GC §34090
Fire /
Admin. FR-010 Monthly Statistical Reports / Run Statistics When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Considered a preliminary draft / copy (the
Fire database is the original); GC §34090
et seq.

Fire /
Admin. FR-011 Mutual Aid Agreements, Joint Power
Authorities (Local and State)
Completion
+ 10 years
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

91.105(h), 92.505, & 570.502(b), 29 CFR

97.42; OMB Circular A-133GC §34090
Fire /
Admin. FR-012 PPE Checklists (Personal Protective
Equipment Checklists) 3 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Fire /
Admin. FR-013 Pre-Fire Plans / Map Books and
Supplemental Map Books
When
Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Fire /
Admin. FR-014 Programs and Projects (e.g., CPR
Program, Fire Service Day, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC § 34090 et
seq.

Fire /
Admin.

FR-015 Reserves Files (Paid) Separation
+ 4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; State Law
requires 4 years from last action;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31
& 1627.3(b)(1), GC §§ 3105, 12946,
12960, 34090; LC 1198.5
Fire /
Admin. FR-016 Ride-A-Long Waivers 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

FIRE MARSHAL / FIRE PREVENTION
Fire / Fire
Prevention FR-017
Fire Incident Database - includes
Inspections and PCRs / Patient Care
Reports)
Indefinite -
Minimum 20
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; minors are
required until 1 year after age 18, but not
less than 7 years; 10 years is
recommended by AHIMA for "healthcare
providers"; Statute of Limitations for health
providers is 3 years; CCP §340.5, GC
§34090; H&S §§1797.98e 123145; 42 CFR
482.24(b); 9 CCR 9444, 22 CCR 70751(c)
& 71551(c); 22 CCR 70751(c), 71551(c),
73543(a), 74731(a), 75055(a), 75343(a),
77143(a), W&I 14124.1; CMS Pub. 100-4,
Chapter 1, Section 110.3
Lead Dept. FR-018 Permit Database (Central Square) -
Includes Fire Permits
Indefinite
(Perm) Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; Building Permits are required
to be retained Permanently, or Life of the
Structure; GC §34090, H&S §19850
Fire / Fire
Prevention FR-019
Fire suppression and detection reports:
alarm, hood, sprinkler, hydrant, and stand
pipe reports
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Certain Property Owners are required to
test and certify every 5 years; GC §34090
Fire / Fire
Prevention FR-020 Fire Code Books P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Fire / Fire
Prevention FR-021
Fire Inspections / Business Inspection
Files / Occupancy Inspections /
Approvals, Fires, Modification /
Alternative Methods or Materials /
Citations / Notice of Violations
Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Required for the Life of the Structure or
Activity, or Minimum 5 years whichever is
longer for Approvals, Inspections, Fires,
Modification / Alternative Methods or
Materials; CFC §§ 104.6 – 104.6.4; GC
§34090
Fire / Fire
Prevention FR-022 Fire Investigations - Arson NOT Resulting in Great Bodily Injury 6 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; statute of
limitations on prosecution is 6 years; PC §
§800, 801; GC §34090 et seq.

Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire / Fire
Prevention FR-023 Fire Investigations - Arson Resulting in Great Bodily Injury & Capital Crimes Only P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; no statute of
limitations on prosecution; PC § §800,
801; GC §34090 et seq.

Fire / Fire
Prevention FR-024 Fire Investigations - OTHER Than Arson & Capital Crimes
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; CFC §106.4, GC
§34090 et seq.

Fire / Fire
Prevention FR-025 Fire Lane Citations / Notice of Violations 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Fire / Fire
Prevention FR-026 Fire Prevention Programs (Fire Prevention Week, etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC § 34090 et
seq.

Fire / Fire
Prevention FR-027
Permits: Fire Code Permits / Special
Event Permits (assembly permits, burn
permits, candle permits, fireworks permits,
tent permits, open flame, etc.)
Expiration
of Permit +
2 years
Yes:

Before
Event
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Fire / Fire
Prevention FR-028
Permits: Fire Operational Permits (Long-
term operations): High Piled Storage,
Sprinkler Plans, etc.

Life of the
Structure or
Activity, or
Minimum 5
years,
Whichever
is Longer
Yes:

Before
Event
Mag, Mfr,
OD, Ppr S / I
Yes: After

QC & OD
Department Preference; GC § 34090 et
seq.

Fire / Fire
Prevention FR-029 Public Information / Education (when
produced internally)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090

FIRE / OPERATIONS / SUPPRESSION
Fire / Ops FR-030 Fire Operations & Equipment Database Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Data is interrelated; GC §34090 et seq.

Fire / Ops FR-031 Station Log Books / Red Books 10 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090

FIRE / TRAINING
Fire /
Training FR-032 Training Database
Indefinite -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Data is interrelated; GC §34090 et seq.

Ver. 5.0 RECORDS RETENTION SCHEDULE - FIRE Page FR-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Fire /
Training FR-033
Training File (by employee) Individual
Training Certificates, Continuing Education
for Paramedics and EMT
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets OSHA
requirements; Ethics Training is 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; State Law requires
4 years for personnel actions; Paramedic
Continuing Education is required for 4
years by DPH; 8 CCR §3204(d)(1) et seq.,
8 CCR §3203 et seq., 22 CCR 100395. 29
CFR 1627.3(b)(ii), LC §6429(c); GC
§§12946, 12960, 34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

HUMAN RESOURCES
Lead Depart. HR-001
Human Resources Database / ERP
Database (Workday - Tyler Eden is Legacy
Database)
Indefinite -
Minimum 50
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Data Fields / Records are interrelated;
Contains original Personnel Action
Entries; 26 CFR 31-6001-1; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 53237.2(b), LC
1198.5
Human
Resources HR-002 Benefit Plan Documents (CalPERS, Dental, Vision, etc.)
Duration of
the Contract +
6 years
Yes: For
Duration of
Contract
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 4 years
after personnel actions; 29 CFR
1627.3(b)(2); 29 USC 1027; 28 CCR
1300.85.1; GC §34090
Human
Resources HR-003
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims
Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; All State and Federal
laws require retention until final
disposition of formal complaint; State
requires 4 years after "fully and finally
disposed"; 2 CCR 11013(c); GC §§12946,
12960, 34090
Human
Resources HR-004
Classification / Reorganization Studies (for
employee classifications and department
structures)
Minimum 3
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 12960, 34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-005 Compensation Surveys & Studies Minimum 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 12960,
34090
Human
Resources HR-006 Contracts for Investigators (Employees Only) Excludes Police
Completion +
5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
Human
Resources HR-007 DE-34 (California EDD Report of New
Employees) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns";
GC §34090
Human
Resources HR-008 Deferred Compensation (City Statements) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Produced by Deferred Comp. Provider;
GC §304090, 26 CFR 31.6001.1
Human
Resources HR-009 DMV Pull Notices
When
Superseded
or
Upon
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Transitory or source records not retained
in the ordinary course of business; CHP
audits every 2 years; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC
§34090
Human
Resources HR-010
EDD Claims & Forms (Employment
Development Department) / Unemployment
Claims
Close + 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; meets municipal
government auditing standards; GC
§34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-011 Employee Investigations Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; statute of limitations
for EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
Human
Resources HR-012 Grievances Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; statute of limitations
for retirement benefits is 6 years from last
action; EEOC/FLSA/ADEA (Age) requires
3 years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; LC 1198.5; 26 CFR 31-6001-1;
53235.2(b); 53237.2(b)
Human
Resources HR-013 I-9s Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 12960, 34090
Admin. /
Board
Secretary
HR-014 Job Descriptions / Job Classification / Job
Specifications
Minimum
Superseded +
4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; State Law
requires 4 years from any Personnel
Action; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§12946, 12960, 34090;
Human
Resources HR-015 Labor Relations / Negotiation Notes 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-016
Litigation - Employee Related
(Final Settlement, Records with Significant
Historical Value)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Human
Resources HR-017
Personnel Files - Employee Background
File (excluding Fire and Police)
Background Files which include LiveScan
Responses / CORIs (Criminal Offender
Record Information)
Separation +
6 years
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; consistent with
Personnel Files; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 4 years; W-
4s are required four years after the due
date of such tax for the return period to
which the records relate, or the date such
tax is paid, whichever is the later. 26 CFR
31-6001-1; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; 53237.2(b), LC 1198.5
Human
Resources HR-018
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Discipline,
Evaluations, Policy Acknowledgements,,
PAF / Personnel Action Forms, PR3, etc.)
Separation +
6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; State Law requires
4 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; W-4s
are required four years after the due date
of such tax for the return period to which
the records relate, or the date such tax is
paid, whichever is the later. 26 CFR 31-
6001-1; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§ 3105, 12946, 12960, 34090;
53237.2(b), LC 1198.5
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources HR-019
Personnel Files - Medical File / Long Term
and Short Term Disability Claims
Medical Records excluding Pre-Employment
Medical Clearance; ADA Accommodations,
Fit for Duty, etc.

Separation +
30 years; OR
Termination
of Benefits +
5 years
(whichever is
longer)
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Medical Files for all employees are
required to be maintained at least the
duration of employment plus thirty (30)
years; Files maintained separately;
Claims can be made for 30 years for toxic
substance exposure; 8 CCR §3204(d)(1)
et seq., 8 CCR 5144, 8 CCR 15400.2; 29
CFR 1910.1020(d)(1)(i), GC §§12946,
12960, 34090
Human
Resources HR-020
Recruitment and Testing File / NeoGov
Recruitment
Includes Advertisements, Applications for
Unsuccessful Candidates, Backgrounds for
unsuccessful candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis
& statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.

Expiration of
Eligibility List
+ 4 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
State Law requires 4 years; EEOC / FLSA
/ ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
SAFETY
Human
Resources /
Safety
HR-021
Accident / Incident Reports (Accidents or
Incidents) - MEMBERS OF THE PUBLIC
Employees are Workers Compensation
Claims
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Human
Resources /
Safety
HR-022 OSHA Citations and Inspections 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1),
OMB 1220-0029; GC §34090; LC §6429c
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Human
Resources /
Safety
HR-023 Respiratory Fit Tests
Separation +
30 years; OR
Termination
of Benefits +
5 years
(whichever is
longer)
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et
seq.

Human
Resources /
Safety
HR-025 Safety Investigations 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
OSHA requires 5 years; State law
requires 2 years; 8 CCR §3203(b)(1), 29
CFR 1904.33, OMB 1220-0029, 8 CCR
14300.33; GC §34090 et seq.; LC §6429c
Human
Resources /
Safety
HR-026
Subrogation Claims:/ Property Damage
Claims / Restitution / Recovery of Damages
to City Property / City's Invoices to
Insurance Companies
Final
Resolution +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Human
Resources /
Safety
HR-027
Workers Compensation Claims (Includes all
Accident, Incident, or Injury Reports from
Employees)
Separation +
30 years; OR
Termination
of Benefits +
5 years
(whichever is
longer)
Yes: Until
Separation
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8
CCR §3204(d)(1) et seq., 8 CCR 5144, 8
CCR 15400.2; 29 CFR 1910.1020(d)(1)(i),
GC §§12946, 12960, 34090
Human
Resources /
Safety
HR-028
Workplace Violence – Hazard identification,
evaluation, correction, incident logs,
investigations, etc.
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD LC §6401.9(f), GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

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

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

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

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

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

Information
Technology IT-002
Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line -
SB 272)
When
Superseded Mag. GC §34090 et seq.

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

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

Information
Technology IT-004

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

Information
Technology IT-005
Video Recordings - Regular and Ongoing
operations or Building Security (e.g.

Police Holding Cell or Evidence Room
recordings)
See City Clerk's schedule for City Council
Video Recordings
1 year Mag Records regular and ongoing operations
or Building Security; GC §34090.6 et seq,
Information
Technology IT-006
Video Recordings - Public Areas / Public
Activity (Does not record regular and
ongoing operations)
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,

INFORMATION TECHNOLOGY
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: LIBRARY Page LIB-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

LIBRARY
Library LIB-001 Library Systems: LIMS Database
Indefinite -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
Data is interrelated; GC §34090
Library LIB-002 Board of Library Trustees

AGENDAS, AGENDA PACKETS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
Department Preference; GC §34090
Library LIB-003 Board of Library Trustees

AUDIO RECORDINGS
30 days, or
After
Minutes are
Approved,
whichever is
Longer
Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
City Clerk ? LIB-004 Board of Library Trustees

MINUTES, BYLAWS
Copies -
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
GC §34090.7
Library LIB-005 California State Reports for Libraries 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
GC §34090
Library LIB-006 Complaints / Compliments 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
GC §34090
Library LIB-007 Facility Rental / Use Applications and Permits 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
GC §34090
Library LIB-008 Flyers for Library Programs
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
Preliminary Drafts / Content Not
Substantive; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: LIBRARY Page LIB-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library LIB-009
Grants: LSCA (Library Services and
Construction), LSTA (Library Services and
Technology), SLRC (State Literacy Resource
Centers), CLLS (California Library Literacy
Services); CLSA (California Library Services
Act) and PLF (Public Library Foundation),
WIOA (Workforce Innovation and Opportunity
Act Title II: Adult Education and Literacy).

Final
Expenditure
+ 5 years

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

After QC
&OD
Per California State Library Records
Management Program Requirements
(April 27, 1998); GC §34090
Library LIB-010 Library Card Applications
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
Department preference (the database is
the original record); GC §34090
Library LIB-011 Passport Transmittals 24 months
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
& OD
US Passport requirement to destroy
forms monthly; GC §34090
Library LIB-012 Photo Releases 3 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
Department preference; GC §34090
Library LIB-013 Program Registrations (with Waivers) 2 years Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
GC §34090
Library LIB-014 Receipt Books / Receipt Deposits Not sent to Finance 2 years
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
GC §34090
Library LIB-015 Reports, Notices for Fines, Overdue Books (Created by Database)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I
Yes:

After QC
&OD
Department preference (the database is
the original record); GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: LIBRARY Page LIB-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

Library LIB-016 Volunteers / Waivers (Under 18 years old) Inactive /
Separation +
3 years

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

After QC
& OD
Department preference (Courts treat
volunteers as employees);
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; 29 CFR
1602.31 & 1627.3(b)(1)(i)&(ii), GC
§§12946, 34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

POLICE ADMINISTRATION / OFFICE OF THE CHIEF OF POLICE
Police /
Admin. PD-001
Background Files - Successful Employee
Applicants & Volunteers (Employees,
including Reserves)
Separation
+ 4 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; State Law & POST
requires 4 years; EEOC / FLSA / ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge; ;
29 CFR 1627.3(b)(i), 29 CFR 1602.14; GC
§§12946, 12960, 34090; 29 USC 1113
Police /
Admin. PD-002
Background Files - Unsuccessful
Employee Applicants & Volunteers
(Employees, including Reserves)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
State Law requires 4 years; EEOC / FLSA /
ADEA (Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 29 CFR
1627.3(b)(i), 29 CFR 1602.14; GC
§§12946,12960, 34090
Police /
Admin. PD-003
CCW Applications / Renewals (Carry
Concealed Weapon Applications and
Permits) - UNSUCCESSFUL / DENIED
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. PD-004
CCW Applications / Renewals (Carry
Concealed Weapon Applications and
Permits) - SUCCESSFUL / APPROVED
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. PD-005
Complaints from Members of the Public -
Internal Affairs Investigations WITH
Sustained Finding of Misconduct
Final
Disposition
+ 15 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD PC §§832.5(b), 832.7; GC§ 34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Admin. PD-006
Complaints from Members of the Public -
Internal Affairs Investigations WITHOUT
Sustained Finding of Misconduct
Final
Disposition
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Consistent with Lexipol Policy; State requires
for at least 5 years for complaints by
members of the public; other State & Federal
laws require retention until final disposition of
formal complaint; State requires 4 years after
action is taken; Statute of Limitations is 4
years for misconduct after the discovery of
the offense for misconduct in office; EVC
§1045, GC §§12946,12960, 34090, PC
§§801.5, 803(c), 832.5, 832.7, VC §2547
Police /
Admin. PD-006.5
Complaints from Employees -Internal
Affairs Investigations WITHOUT Sustained
Finding of Misconduct
Final
Disposition
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
; State requires 2 years after action is taken;
Statute of Limitations is 4 years for
misconduct after the discovery of the offense
for misconduct in office; EVC §1045, GC
§§12946,12960, 34090, PC §§801.5, 803(c),
832.5, 832.7, VC §2547
Police /
Admin. PD-007
Emergency Operations Plan (includes
Office of Emergency Management &
Homeland Security)
When
Superseded Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Admin. PD-008
Policies & Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies and Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. PD-009 Press Releases - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Admin. PD-010 Reports and Studies - Historical (e.g.

Department Annual Reports) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090 et seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Admin. PD-011
Reports to State or Federal Agencies:

Report to POST Commission of peace
officer employment, compliant, finding,
disposition, or judgement pursuant to §PC
13510.9, etc.

Report of data regarding the number, type,
or disposition of complaints made against
its officers
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police /
Admin. PD-012
Reviews: On-Duty Traffic Accidents, Use
of Force, Vehicle Pursuits - Not as a result
of a complaint from a member of the
public
2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; GC §§12946,
12960, 34090
Police /
Admin. PD-013 Subpoenas: Civil 2 years Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department preference; Court or District
Attorney records; GC §34090 et seq.

Police /
Admin. PD-013.5
Time Sheets / Time Cards / Overtime
Sheets / Overtime Cards / Time Keeping
Database (ESS)
Police Department Only
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to facilitate grant
audits or claim reimbursements; Meets
auditing standards (audit + 4 years); IRS
requires 4 years; Ca. requires 2 yr min.; FTB
keeps 3 years; IRS Reg §31.6001-1(e)(2),
R&T §19530; LC § 1174(d); 29 CFR 516.5;
GC §34090; 8 CCR 11040.7(c); 29 CFR
516.5 & 516.6(c);

ADMINISTRATION / TRAINING
Police /
Professional
Standards &
Training
PD-014
Training - Department Training Records -

COURSE RECORDS
(Attendance Rosters or Sign-in Sheets,
Outlines and Materials; Includes Use of
Force training, safety training, etc.

Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Rosters are sent to POST; OSHA requires
safety training 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 8 CCR §3203
et seq., 29 CFR 1602.31 ,
LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b)
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Professional
Standards &
Training
PD-015
Training - Department Training Records -

EMPLOYEE FILE
Training Certificates / Training Records
Separation
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Rosters are sent to
POST; OSHA requires safety training 5
years; EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 2 -
3 years; 8 CCR §3203 et seq., 29 CFR
1602.31 ,
LC §6429(c); GC §§12946,12960,
34090, 53235.2(b)
Police /
Professional
Standards &
Training
PD-016
Weapons Inventory: Department-owned
weapons, personal weapons, alternate
weapons, secondary handguns, etc.

P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090

OPERATIONS / COMMUNICATIONS / CAD / DISPATCH
Police /
Support /
Communi-
cations
PD-017
Recordings: Audio - (CAD/RMS)
Recordings of Telephone & Radio
Communications Dispatch Tapes (CAD) /
911 Recordings
366 days Mag
Department Preference; legally mandated for
100 days; (civil suits may be filed up to 365
days); GC §§34090, 34090.6
OPERATIONS (Patrol, Traffic, DARE, SWAT, School Resource Officers, etc.) Police /
Operations PD-018 Canine (Police Service Dogs) Program
Files: Service Animal Files
Separation
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Police /
Operations PD-019 Ops Plans (Fourth of July, etc.) Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Police /
Operations PD-020 PAS Device Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police /
Operations PD-021 Patrol Schedules
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Preliminary drafts (the timecard / timesheet is
the final); GC §34090 et seq.

Police /
Operations PD-022 Recordings: Automated License Plate
Readers (ALPR)
When No
Longer
Required
Mag
Does not record regular and ongoing
operations; GC §34090.6 et seq, CC
§1798.90.53(b)(2)(G);
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Operations PD-023 Recordings: Drone (Unmanned Aerial
Vehicle)
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Operations PD-024 Recordings: Video - Public Areas / Public Activity
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Operations PD-025 Ride-A-Long Waiver Form 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police /
Operations PD-026 Speedometer Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

Police /
Operations PD-027 Traffic Control: Radar Calibration Records Life of the Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090 et seq.

Police /
Operations PD-028 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et seq.

SUPPORT / COMMUNITY SERVICES
Police / Field
Ops PD-029
Crime Prevention & Community Relations
Programs / Community Outreach / Youth &
School Programs / Citizen Patrol / Events,
etc.

Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090

SUPPORT / EVIDENCE AND PROPERTY
Police /
Support /
Evidence &
Property
PD-030 Property & Evidence Database
Indefinite -
Follows the
Retention of
the
Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (data is interrelated);
GC §34090
Police /
Support /
Evidence &
Property
PD-031 Crime Report Photos
Follows the
Retention of
the
Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Support /
Evidence &
Property
PD-032 Gun and Narcotics Destruction Log
(Documents related to) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support /
Evidence &
Property
PD-033 Property & Evidence Logs / Destruction
Authorizations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support /
Evidence &
Property
PD-034 Recordings: Body-Worn Cameras –
LOGS of Access or Deletion of Data P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Support /
Evidence &
Property
PD-035
Recordings: Body-Worn Cameras - that
ARE evidence, Officer Involved
Shootings / Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et
seq.

Police /
Support /
Evidence &
Property
PD-036 Recordings: Body-Worn Cameras - that
are NOT evidence 1 year Mag,
Department preference (law recommends 60
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police /
Support /
Evidence &
Property
PD-037 Recordings: Video - Evidence Room 1 year Mag GC §34090.6 et seq, Police /
Support /
Evidence &
Property
PD-038 Recordings: Video - Temporary Holding
Cell (Juveniles & Adults) 1 year Mag Records regular and ongoing operations; GC §34090.6 et seq,
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Support /
Evidence &
Property
PD-039 Safekeeping: Lost & Found Property
(Documents related to) 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090

SUPPORT / INVESTIGATIONS
Police /
Support /
Investigations
PD-040 Alcoholic Beverage Control Licenses /
Permits / ABC Permit Applications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Not a City record
Police /
Support /
Investigations
PD-041 Criminal Intelligence Files Last Entry +
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and
the information is relevant to that criminal
conduct or activity. Misleading, obsolete or
unreliable information is required to be
destroyed; remaining records must not be
retained longer than 5 years; 28 CFR

23.20(h); GC §34090
Police /
Support /
Investigations
PD-042 Detectives Investigation Files and Arrest
Files
Transferred
into
Record's
Crime
Report Files
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Transfer all Official Reports to Records to be
placed in the Crime Report Files.

Police /
Support /
Investigations
PD-043 Informant Files Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Support /
Investigations
PD-044 Registrants: Arson Registrations: Adults
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Pursuant to PC
§457.1 et seq.; required to register for life; If
released from DOJJ, records are destroyed
after age 25 or sealing pursuant to W&I
§781; GC §34090.7
Police /
Support /
Investigations
PD-045
Registrants: Arson Registrations:

Juveniles released from Division of
Juvenile Justice
Age 25 or
Sealing
Date + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Pursuant to PC §457.1 et seq.; If released
from CYA, records are destroyed after age
25 or sealing pursuant to W&I §781; GC
§34090.7
Police /
Support /
Investigations
PD-046 Registrants: Gang Adults Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (registration
pursuant to PC 186.30(a)); GC §34090
Police /
Support /
Investigations
PD-047 Registrants: Gang Adults- Shared Gang
Databases & Written Attestations 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 11 CCR 773.8; 11 CCR 774.7 GC §34090
Police /
Support /
Investigations
PD-048 Registrants: Gang Juveniles
3 years, or
Sealing
Date + 5
years, or
Court Order
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (registration
pursuant to PC 186.30(a)); Records are
destroyed pursuant to W&I §781;GC §34090
Police /
Support /
Investigations
PD-049 Registrants: Gang Juveniles - Shared
Gang Databases & Written Attestations 3 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD 11 CCR 774; 11 CCR 774.7 GC §34090
Police /
Support /
Investigations
PD-050 Registrants: Narcotics 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support /
Investigations
PD-051 Registrants: Sex Offender Registrations:

Adults
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; After 2021,
Offenders can petition Court for removal 10
or 20 years after offense, provided there are
no subsequent offenses; Pursuant to PC
§290 et seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Support /
Investigations
PD-052 Registrants: Sex Offender Registrations:

Juveniles
P or Sealing
Date + 5
years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; After 2021,
Offenders can petition Court for removal 10
or 20 years after offense, provided there are
no subsequent offenses; Pursuant to PC
§290 et seq.

SUPPORT / RECORDS
Police /
Support /
Records
PD-051 RMS Database
Indefinite -
Follows the
Retention of
the Crime
Report
Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Data Fields / Records are interrelated; GC
§34090
Police /
Support /
Records
PD-052
Backgrounds for City's Permits /
Regulatory Permits / Permits required by
the Municipal Code
Expiration
of Permit +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
State of
California /
CHP
PD-053
CHP Forms: Pursuit Report (CHP 187A),
Vehicle Report (CHP 180), etc. that are
not filed with Crime Report
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Entered Directly into CHP’s portal (a State
record)
Police /
Support /
Records
PD-054
Citations / Notice of Violations / Citation
Database (Parking, Traffic, Marijuana /
Cannabis), Animal, Code Enforcement,
Administrative Citations (Includes requests
for dismissals, cancellations, and appeals.
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD GC §34090 et seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Support /
Records
PD-055
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault After January 1, 2024
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Support /
Records
PD-056
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault Before January 1, 2024
Age of
Majority +
22 years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Support /
Records
PD-057
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases
Except Sealed Childhood Sexual Assault
Per Court
Order
(Subject 26
years old /
Sealing
Date + 5
years)
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD W&I §§389(a), 781(d), GC §34090;
Police /
Support /
Records
PD-058
CRIME REPORTS:

Lost or Stolen Firearms entered into
CLETS (if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(b); GC §34090
Police /
Support /
Records
PD-059
CRIME REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder
Abuse (substantiated), & Sexual Assault
(Rape), Arson (Suspected or
Undetermined)
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799;
803(h), 11169 et seq.; 11170(a); WIC 707(b)
Police /
Support /
Records
PD-060
CRIME REPORTS:

Child Abuse or Neglect Investigation
Reports - Unsubstantiated or
Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD PC §§11169(c),11170(a)(3)
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Support /
Records
PD-061
CRIME REPORTS:

Except those specifically mentioned in
the schedule (ALL Others, Including
Felonies and Misdemeanors)
Minimum 10
years Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Department Preference; Provided there are
no outstanding warrants, unrecovered
identifiable items, criminal deaths, they are
not historically significant, and it is not
classified under PC §800 & 290; Stat. of
Limit. is 2 yrs; Destroy juvenile marijuana
after age18; H&S §11361.5, GC §34090, PC
§802, PC §§187, 800 et seq.

Police /
Support /
Records
PD-062
CRIME REPORTS:

Misdemeanor or Infraction - Adult
Marijuana / Cannabis - H&S
§11357(b)(c)(d)(e) or H&S §11360(b) (with
procedure in H&S §11361.5) - Except
those with outstanding stolen property,
including firearms, or lost firearms
Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
("Shall" Destroy); GC §§68152(c)(8); H&S
§11361.5
Police /
Support /
Records
PD-063
CRIME REPORTS:

Misdemeanor or Infraction - Juvenile
Marijuana / Cannabis - H&S §11357(E
) -
Except those with outstanding stolen
property, including firearms, or lost firearms
2 years or
Juvenile 18
years old
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Support /
Records
PD-064
CRIME REPORTS:

Missing Persons
P
(If
Returned,
Follows the
Retention
for the
Crime
Report)
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD Department Preference; GC §34090
SANTA MARIA, CA. ©1995 - 2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Support /
Records
PD-065
CRIME REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, or lost firearms
Date of
Arrest + 3
years
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent,
then seals record ("Shall" Destroy); GC
§34090; PC §851.8(a)
Police /
Support /
Records
PD-066
CRIME REPORTS:

Misdemeanor or Infraction Marijuana /
Cannabis §11357(de
) - Juvenile on
School Grounds during School Hours
(with procedure in H&S §11361.5)
Offender is
18 Years
Old
Yes:

Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Support /
Records
PD-067
CRIME REPORTS:

Vacatur Relief Granted by Court - Victim
of Human Trafficking, or Victim of
Intimate Partner Violence or Sexual
Violence (Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Individual petitions Court ("Shall" Destroy);
GC §34090; PC §§236.14(k); 236.15(k)
State of
California /
Department
of Justice
PD-068
Crime Statistics / National Incident-Based
Reporting System (NIBRS) / Uniform Crime
Reports (UCR) - Summaries (BCS)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Entered Directly into DOJ’s portal (a State
record)
State of
California /
Department
of Justice
PD-069 Department of Justice Validation Lists
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After

QC & OD
Entered Directly into DOJ’s portal (a State
record)
Police /
Support /
Records
PD-070 Livescan Application Forms and Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Police /
Support /
Records
PD-071 Local Criminal History Checks
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
These are copies / printouts from the RMS
database; GC §34090 et seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Police /
Support /
Records
PD-072 Pawn Slips / Secondhand Dealer
Transaction Records 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Court or
District
Attorney
PD-073
Restraining Orders, Emergency Protective
Orders, Temporary Restraining Orders,
Legal Stipulations, Orders After Hearing
(When Not filed with the case file)
Expiration
of the Order
Mag, Mfr,
OD, Ppr S/M/I Yes: After
QC & OD Not a City record
Police /
Support /
Records
PD-074 STOP Source Data, Audit Log / Racial and
Identity Profiling Act (RIPA) Annual Report 3 years Mag, Mfr, OD, Ppr S/M/I Yes: After

QC & OD
11 CCR 999.228; 11 CCR 999.229; GC
§34090
Court or
District
Attorney
PD-075 Subpoenas - Criminal or Subpoenas Duces
Tecum 2 years Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department preference; Court or District
Attorney records; GC §34090 et seq.

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

ENGINEERING
Lead Dept. PW-001 Permit Database (AIMS) - Temporary
Encroachment Permits / Street Cut Permits, etc.

Indefinite
(Perm) Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference - Data is
interrelated; Building Permits are
required to be retained Permanently, or
Life of the Structure; GC §34090, H&S
§19850
Public Works /
Engineering PW-002 Benchmarks P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Lead Dept.
(Managing the
Project)
PW-003
Capital Improvement Projects (CIP):

MAINTENANCE-ONLY PROJECTS - No
Change in Infrastructure
All Final Records (Plans, RFP / Specifications
& Addenda, Successful Proposal, Change
Orders, Notice of Completion, Photos, etc.)
Completion
+ 5 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference - meets
municipal government auditing
standards; Statute of Limitations for
Errors & Omissions not applicable; Some
grant funding agencies require audits;
Statute of Limitations: Contracts &
Spec's=4 years, CCP §337 et. seq., GC
§34090
Lead Dept.
(Managing the
Project)
PW-004
Capital Improvement Projects (CIP):

Administration File / Construction
Management
Project Administration, Certified Payrolls,
Certificate of Compliance, Construction
Manager's Logs, Correspondence, Costs,
Estimates, Daily Inspections, Insurance
Certificates, Permits for Construction,
Preliminary Notices, Project Schedules, Public
Relations, Meeting Agendas & Minutes,
Monthly Reports, Notices, Real Estate
Appraisals, RFIs / RFQs , Safety. SWPPP /
WPCP, etc.

Completion
+ 10 years
or After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP
§337 et. seq., GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept.
(Managing the
Project)
PW-005
Capital Improvement Projects (CIP):

Permanent File
Plans, RFP / Specifications & Addenda,
Successful Proposal, Change Orders, EIRs,
Negative Declarations, Categorical
Exemptions, Materials Testing Reports,
Grading Permits, Hazardous Materials, Notice
of Completion, Photos, Record Drawings Soils
Reports, Studies, Submittals, Surveys, etc.

P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are
required to be kept a "reasonable period
of time"; 14 CCR §15095(c); CCP §337
et. seq., GC §34090
Lead Dept.
(Managing the
Project)
PW-006
Drawings, Maps Record Drawings, Large-
Format Drawings, Survey Record Maps,
Capital Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
Lead Dept.
(Managing the
Project)
PW-007
Capital Improvement Projects (CIP):

Design & Construction Standards - Authored
by the City for Construction of City
Infrastructure (CIP or Land Development)
P
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Lead Dept.
(Managing the
Project)
PW-008
Capital Improvement Projects (CIP):

Environmental Determinations:

Correspondence and internal staff notes
that provide insight into the project or the
agency’s CEQA compliance with respect to
the project Environmental Impact Reports
(EIRs), Negative Declarations, etc.) / CEQA
Project
Approval or
Denial
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Not all internal communications and
notes are required to be saved; "E-mails
that do not provide insight into the
project or the agency’s CEQA
compliance with respect to the project —
are not within the scope of section
21167.6, subdivision (e) and need not be
retained." Golden Door Properties, LLC
v. Superior Court of San Diego County
(2020) 53 Cal.App.5th 733; PRC
21167,6; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Engineering PW-009
Encroachment Permits: Temporary Permits
(Excavation, Street Permits, Temporary
Construction, Sidewalk Repairs, Special Event
Permits, Street Cuts, Tree Removal Traffic
Control, Transportation Permits, Utility Cuts
(Installation & Patching), etc.)
Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
Public Works /
Engineering PW-010
Encroachment Permits: Permanent (Structures
in the City's Right of Way, Retaining Walls, etc.)
Includes Insurance Certificates
P Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-011 Grading Permits P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-012
Land Development: Administrative Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

Completion
+ 10 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

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

P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: After

Easements, Right of Ways, Abandonments /
Vacation, Liens / Lien Releases
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(a)
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Engineering PW-015 Subdivision Maps / Parcel Maps P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-016 Surveys, Record of Survey P Yes (all) Mag,
Mfr, OD,
Ppr
S/I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Engineering PW-017 Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.)
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Police or State
of California PW-018 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD copies; GC §34090.7
Public Works /
Engineering PW-019 Traffic Counts / Traffic Studies 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-020 Traffic Speed Surveys 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-021 Traffic Stop Sign Warrants 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Engineering PW-022 Transportation Plans / Master Plans P Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090

PUBLIC WORKS / FACILITIES MAINTENANCE
Public Works /
Lead Div. PW-023 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Maintenance PW-024 Graffiti Abatement Work Sheets 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Public Works /
Maintenance PW-025 Herbicide or Pesticide Application Forms (Excludes Parks) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; GC §34090; 3 CCR
6623, 40 CFR 110.3(d)
Public Works /
Lead Div. PW-026 Operations & Maintenance Manuals (O&M
Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et.
seq.

Public Works /
Lead Div. PW-027 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

Public Works /
Lead Div. PW-028
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form
(or records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for
toxic substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Lead Div. PW-029
Santa Barbara County Air Pollution Control
District (SBCAPCD) Permits - for Generators,
etc.

Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Maintenance PW-030 Weed Abatement Work Sheets / Pesticide Applications (Excludes Parks) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; GC §34090; 3 CCR
6623, 40 CFR 110.3(d)
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Division
Providing
Service / Work
PW-031
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-032
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-033
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

PUBLIC WORKS / FLEET SERVICES
Public Works /
Fleet Services PW-034
Fleet - Pre-Trip Inspections / Vehicle Safety
Checks / Daily Vehicle Inspections / Daily
Equipment Checks
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090; 13 CCR 1234(c)
Public Works /
Fleet Services PW-035 Fleet - Tire Disposal / Waste Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 14 CCR 18459.3; GC §34090
Public Works /
Fleet Services PW-036 Fleet - Used Oil Disposal Manifests 3 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
22 CCR 66266.130(c)(5), H&S
§25250.18(b), 25250.19(a)(3) et seq.

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Fleet Services PW-037
Fleet - Vehicle & Equipment History Files
Maintenance, Brakes, Smog Certificates, etc.

Disposal of
Vehicle or
Equipment +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; If a motor
carrier, required for 18 months after
vehicle is sold; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49
CFR 396.3; CCP §337 et. seq., 3 CCR
1234(f); GC §34090
Public Works /
Lead Div. PW-038 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Fleet Services PW-039 Inspections or Audits by the CHP (Fleet) 5 years Mag,
Mfr, OD,
Ppr
S/I Yes: After

QC & OD
Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
§ 3203(b)(1); GC § 34090
Public Works /
Lead Div. PW-040 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

Public Works /
Lead Div. PW-041
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form
(or records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for
toxic substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Lead Div. PW-042
Santa Barbara County Air Pollution Control
District (SBCAPCD) Permits - for Generators,
etc.

Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-8
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Division
Providing
Service / Work
PW-043
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-044
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-045
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

PUBLIC WORKS / STREETS MAINTENANCE
Public Works /
Lead Div. PW-046 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
Public Works /
Lead Div. PW-047 Operations & Maintenance Manuals (O&M
Manuals)
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et.
seq.

Public Works /
Streets Maint. PW-048 Pothole Repairs (Excel Logs) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Streets Maint. PW-049 Wide Load Permits / Oversize Load Permits Includes Insurance Certificates
Expiration +
2 years
Yes: Until
Completion
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
Public Works /
Lead Div. PW-050 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-9
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Lead Div. PW-051
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form
(or records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / MSDS may be
destroyed as long as a record of the
chemical / substance / agent, where &
when it was used is maintained for 30
years; Applies to qualified employers;
Claims can be made for 30 years for
toxic substance exposures; 8 CCR
3204(d)(1)(B)(2 and 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Lead Div. PW-052
Santa Barbara County Air Pollution Control
District (SBCAPCD Permits - for Generators,
etc.

Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Public Works /
Maintenance PW-053
Sidewalks or Trees: Correspondence (Notice)
to Property Owner to repair privately-owned
sidewalks or maintain privately-owned trees
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Streets Maint. PW-054 Storm Drain System Maintenance (Slip Lining, etc.) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works /
Streets Maint. PW-055 Streets - Sidewalk Maintenance, Grinding, Asphalt Ramping (Logs and Forms) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Streets Maint. PW-056 Tree DATABASE (Excludes Parks)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Public Works /
Streets Maint. PW-057 Tree Maintenance, Trimming, Arborists Reports (Excludes Parks) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Streets Maint.

PW-058 Tree Removal or Tree Trimming Permits &
Applications
Expiration +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-10
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Lead Div. PW-059 Underground Service Alerts (USA's) / Dig Alerts Minimum 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
The Excavator, Operator and Regional
Notification Cetner all have an obligation
to retain for 3 years; GC §§4216.2(f) &
4216.3(d), GC §34090
Division
Providing
Service / Work
PW-060
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Division
Providing
Service / Work
PW-061
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM /
CMMS Database
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
Division
Providing
Service / Work
PW-062
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

PUBLIC WORKS / TRANSIT
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-11
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Transit PW-063
Funding & Grants: FTA, Others: Equipment
(Buses, Vehicles) and Real Property
Equipment is defined as "useful life of more
than one year and an acquisition cost which
equals or exceeds the lesser of the
capitalization level established by the
governmental unit for financial statement
purposes, or $5,000. Includes rolling stock and
all other such property used in the provision of
public transit service
Includes all records, including application,
administration, reports, audits, etc.

Disposition /
Sale
+ 5 years

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

QC & OD
FTA Retention for Equipment Records.
"The three year retention period for the
equipment records starts from the date
of the equipment’s disposition or
replacement or transfer"; Equipment is
defined as "useful life of more than one
year and an acquisition cost which
equals or exceeds the lesser of the
capitalization level established by the
governmental unit for financial statement
purposes, or $5,000. Includes rolling
stock and all other such property used in
the provision of public transit service".5
years meets auditing standards and
federal requirements; FTA -
Ciricular_5010_1D, III(7); OMB Circular
A-110 & A-133; GC §34090
Public Works /
Transit PW-064
Funding & Grants: FTA, Others: Excluding
Equipment (Buses, Vehicles) and Real
Property
Includes all records, including application,
administration, reports, audits, etc.

Close (Final
Expenditure
Report)
+ 5 years

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

QC & OD
FTA Retention for other Records. "three
years from the starting date specified ...";
"multi-year projects is
the date of submission of the final FSR
upon project completion"';5 years meets
auditing standards and federal
requirements; FTA - Ciricular_5010_1D
III(7); OMB Circular A-110 & A-133; GC
§34090
Public Works /
Transit PW-065 Historically Significant Records - COG
Interpretations of MOU, Railroad Issues, etc.

Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC § 34090
Public Works /
Transit PW-066 Inspections or Audits by the CHP (Transit) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Consistent with CHP requirements;
OSHA requires 1 year; 8 Ca. Code Reg.
§ 3203(b)(1); GC § 34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-12
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Transit PW-067
Monthly Reports: Ridership Data, Daily
Reports, Demand-Response / Dial-a-Ride /
Fixed Route, etc.
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Consistent with Fare & Passenger
Counts, Accounts Receivable and Cash
Receipts; GC §34090
Public Works /
Transit PW-068
Recordings - Audio Recordings - Transit
Center calls to specific extensions for
customer service and quality control purposes.

Minimum
100 days Mag
Department Preference; legally
mandated for 100 days; GC §§34090,
34090.6
Public Works /
Transit PW-069
Recordings - Video Recordings - Transit
Center Employee Activity / Building Security
Video / regular and ongoing operations
When No
Longer
Required
Mag
1 year is not required: 1. The agency has
made a diligent effort to identify a
security system that is capable of storing
recorded data for one year. 2. The
agency determines that the technology
to store recorded data in an
economically and technologically
feasible manner for one year is not
available. 3. The transit agency
purchases and installs the best available
technology with respect to storage
capacity that is both economically and
technologically feasible at that time. PUC
§99164; GC §34090 .6
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-13
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Transit PW-070 Recordings - Video Recordings - Transit
Center Public Activity / Public Areas
When No
Longer
Required
Mag
1 year is not required: Does not record
regular and ongoing operations; 1. The
agency has made a diligent effort to
identify a security system that is capable
of storing recorded data for one year. 2.

The agency determines that the
technology to store recorded data in an
economically and technologically
feasible manner for one year is not
available. 3. The transit agency
purchases and installs the best available
technology with respect to storage
capacity that is both economically and
technologically feasible at that time. PUC
§99164; GC §34090 .6
Public Works /
Transit PW-071 Recordings - Video Recordings - Transit
Vehicles
When No
Longer
Required
Mag
1 year is not required - No forward-facing
videos; 1. The agency has made a
diligent effort to identify a security
system that is capable of storing
recorded data for one year. 2. The
agency determines that the technology
to store recorded data in an
economically and technologically
feasible manner for one year is not
available. 3. The transit agency
purchases and installs the best available
technology with respect to storage
capacity that is both economically and
technologically feasible at that time. PUC
§99164; GC §34090 .6
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 4.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Fleet, Maintenance, Solid Waste)
Page PW-14
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Public Works /
Transit PW-072
Safety and Security Reports / Federal Transit
Administration (FTA) / National Transit
Database (NTD)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC § 34090
Public Works /
Transit PW-073 Transit Contract Administration Completion + 5 years
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference - meets
municipal government auditing
standards; Statute of Limitations for
Errors & Omissions not applicable; Some
grant funding agencies require audits;
Statute of Limitations: Contracts &
Spec's=4 years, CCP §337 et. seq., GC
§34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & PARKS Page R&P-1 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

RECREATION & PARKS
Recreation &
Parks R&P-001 Registration Database - Recreation Applications, Waivers, Registration (ActiveNet)
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Recreation &
Parks /
Recreation
R&P-002 Activity Guide / Class Guide / Program Guide /
Art Exhibit Brochures, etc.

Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Recreation &
Parks R&P-003
Applications / Participants' Registration / Liability
Forms / Release of Liability Forms / Photo
Releases / Waivers of Liability / Permissions:

Camps, Field Trips, Authorization to give
Medicine, etc.
2 years
Yes:

During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Parks R&P-004
Art Exhibits / Temporary Art In Public Places
(Temporary Exhibits or Displays / Temporary
Events) - Completed
Completed Temporary artwork displays, or
cultural Arts
Completion
+ 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Parks R&P-005
Art In Public Places Program / Public Art (ALL
Projects) - Proposed / Not Completed
Proposed or Unsuccessful Permanent or
Temporary (not purchased, nor installed projects)
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Parks R&P-006
Art In Public Places Program / Public Art
(Permanent Projects) - Completed, Still
Owned by the City
Completed Permanent artworks, including
deaccessioned artworks (materials,
specifications, artist, etc.)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & PARKS Page R&P-2 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Recreation &
Parks R&P-007
Art In Public Places Program / Public Art
(Permanent Projects) - Sold or Disposed
Completed Permanent artworks, including
deaccessioned artworks (materials,
specifications, artist, etc.)
Sale or
Disposition +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Parks R&P-008 Art Inventory & Acquisition Invoices
(Documentation of Value) P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Parks R&P-009
Assessment Districts, Community Facilities
Districts (CFDs), Landscape Maintenance
Districts (LMDs) - Engineer's Reports /
Assessor Tax Rolls / Annual Property Tax
Charges
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets
auditing standards; GC §34090
Lead Dept.
(Managing the
Project)
R&P-010
Capital Improvement Projects (CIP):

MAINTENANCE-ONLY PROJECTS - No
Change in Infrastructure
All Final Records (Plans, RFP / Specifications &
Addenda, Successful Proposal, Change Orders,
Notice of Completion, Photos, etc.)
Completion
+ 5 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Contracts & Spec's=4 years, CCP
§337 et. seq., GC §34090
Recreation &
Parks R&P-011 Contracts for Performances / Instructors Completion + 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Parks R&P-012 Evaluations / Surveys (Programmatic Evaluations of Art, Recreation or Theatre programs) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090 et. seq.

Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & PARKS Page R&P-3 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Recreation &
Parks R&P-013
Facility Use Requests / Art Facility Requests /
Field Rentals / Facility Use Applications and
Permits / Theatre Use Requests (Includes
Insurance Certificates and ABC Permits where
appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090 et. seq.

Recreation &
Parks R&P-014 Incident Reports / Disruptive Patrons Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Parks R&P-015 Liability Waivers (if separate from another record) 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Lead Dept.
(Responsible for
the Work)
R&P-016 Playground Inspections, Sidewalk Maintenance
(grinding / ramping), etc. 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference, GC §34090
Recreation &
Parks R&P-017
Program Manager's Files: Activity / Special
Programs / Event Files: After-School, Children's
Programs, Gardening, Health Programs, Sports
Programs, etc.

IF the Content relates in a SUBSTANTIVE way to
the conduct of the public's business
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Recreation &
Parks R&P-018
Public Art In Parks, on Utility Boxes (Permanent
Projects) - Completed
Completed Permanent artworks, including
deaccessioned artworks (materials,
specifications, artist, etc.)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Parks R&P-019 Recreation & Parks Commission

AGENDAS & STAFF REPORTS
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & PARKS Page R&P-4 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Recreation &
Parks R&P-020 Recreation & Parks Commission

AUDIO RECORDINGS
Minimum 4
years, or
After
Minutes are
Approved,
Whichever is
Longer
Mag Department preference; Audio
Required for 30 days; GC §54953.5(b)
Recreation &
Parks R&P-021 Recreation & Parks Commission

MINUTES P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090(e)
Recreation &
Parks R&P-022 Recreation & Parks Commission

VIDEO RECORDINGS
Minimum 4
years, or
After
Minutes are
Approved,
Whichever is
Longer
Mag
Department preference; video
recordings of meetings are required
for 90 days; GC §34090.7
Recreation &
Parks R&P-023 Reports generated from Registration Database When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content Not Substantive / Preliminary
drafts / Transitory records (The
database is the original record); GC
§34090
Recreation &
Parks R&P-024 Rosters / Sign-in / Sign-Out Sheets for classes and programs 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Parks R&P-025 Safety Inspections / Self Inspections / Inspection Checklists 2 years
Yes:

Before
Event
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Parks R&P-026 Schedules / Hours (classes and staff)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content not substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & PARKS Page R&P-5 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Recreation &
Parks R&P-027 Swimming Pool - Chemicals, Maintenance - Ad Hoc
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Department preference; 22 CCR
65523; GC §34090
Recreation &
Parks R&P-028 Swimming Pool - Lifeguard Certifications 2 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
29 CFR 1602.31 & 1627.3(b)(ii), GC
§§ 3105, 12946, 12960, 60201; 29
USC 1113
Recreation &
Parks R&P-029 Tobacco Retail Licenses (Includes Final
Determination of Appeals)
Expiration +
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Parks R&P-030 Tree DATABASE (Park Trees Only)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Recreation &
Parks R&P-031 Tree Maintenance, Trimming, Arborists Reports (Park Trees Only) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Public Works /
Maintenance PW-030 Weed Abatement Work Sheets / Pesticide Applications (Parks Only) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference (agricultural
pesticide records are required for 2
years); GC §34090; GC §34090; 3
CCR 6623, 40 CFR 110.3(d)
Lead Dept.
(Responsible for
the Work)
R&P-032
Work Orders / Service Requests CMMS
DATABASE (Computerized Maintenance
Management System) / ASSET MANAGEMENT

DATABASE
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Lead Dept.
(Responsible for
the Work)
R&P-033
Work Orders / Service Requests - All
Information Entered in CMMS Database /

ASSET MANAGEMENT DATABASE
(Paper drafts)
When No
Longer
Required

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

QC & OD
Preliminary drafts (the database is the
original); GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION & PARKS Page R&P-6 Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept.
(Responsible for
the Work)
R&P-034
Work Orders / Service Requests - NOT entered
in CMMS Database / ASSET MANAGEMENT
DATABASE (or partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq.,
340 et seq., 342, GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-1
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

UTILITIES / ALL DIVISIONS
Lead Dept. UT-001
Aboveground Storage Tanks (Agency Owned)
Spill Prevention Control and Countermeasures
(SPCC), Inspections, Integrity Testing,
Maintenance, Repairs
20 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; applies to both
Tier I and Tier II Tanks; (Tier II tanks are
required to have an integrity test every
20 years); GC §34090
Lead Dept. UT-002 APCD Permits (Air Pollution Control Districts) - for Generators
Issue Date +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 40 CFR 70.6; GC §34090
Utilities / Lead
Div. UT-003
Confined Space Entries / Hot Work Permits /
Lockout-Blockouts / Lockout-Tagouts / Energy
Control Procedures (ECP) / Air Monitoring
Calibrations
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Cal/OSHA
requests 3 years of documents of
Lockout-Blockouts / Lockout-Tagouts
during audits; 8 CCR 5157(d)(14) &
(e)(6); 29 CFR 1910.146(e)(6); GC
§34090
Lead Dept. UT-004 Generator Operation Logs & Inspections 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
APCD Rule 1470; Form 400–E–13a
instructions; GC §34090
Lead Dept. UT-005 Operations & Maintenance Manuals / O & M Manuals
Life of
Facility or
Equipment
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference (some
equipment is from the 1950's, and the
O&M Manual isn't helpful); GC §34090
Lead Dept. UT-006 Pressure Vessel Certifications or Permits (Air Compressors, Propane, etc.)
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; GC §34090 et.
seq.

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-2
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept. UT-007
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form
(or records of the chemical / substance / agent,
where & when it was used)
30 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as
long as a record of the chemical /
substance / agent, where & when it was
used is maintained for 30 years; Applies
to qualified employers; Claims can be
made for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(i), GC
§34090
Lead Dept. UT-008 Underground Service Alerts (USA's) / Dig Alerts Minimum 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; entered into
DigAlert Software; the Excavator,
Operator and the Regional Notification
Cetner all have an obligation to retain for
3 years; GC §§4216.2(f); GC §34090
Division
Providing
Service / Work
UT-009
Work Orders / Service Requests / Service
Orders
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
City Preference; CCP §§338 et seq., 340
et seq., 342, GC §34090

UTILITIES / BUSINESS
Utilities /
Business UT-010
Prop. 218 (Property Based Fee Increases) -
Notices and Mailing lists
(City Clerk maintains protest letters and
tabulations)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §53753(e)(2)
Utilities /
Business UT-011 Cost of Service Studies Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Final is
presented to the City Council; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-3
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

UTILITIES / ENGINEERING
Lead Dept.
(Managing the
Project)
UT-012
Capital Improvement Projects (CIP):

Completion
+ 10 years
or After
Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP
§337 et. seq., GC §34090
Lead Dept.
(Managing the
Project)
UT-014
Capital Improvement Projects (CIP):

Drawings, Record Drawings, Large-Format
Drawings, Survey Record Maps, Capital
Improvement Project "As-Built"
P Yes (all)
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Drafts should be destroyed; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-4
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Lead Dept.
(Managing the
Project)
UT-015
Capital Improvement Projects (CIP):

P Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Environmental Determinations:

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-5
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

UTILITIES / SOLID WASTE COLLECTIONS & LANDFILL DISPOSAL Utilities / Solid
Waste
Collections &
Landfill Disposal
UT-018 Landfill Scales & Cashiering / Weight
Measurement Software / Database
Indefinite -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Utilities / Solid
Waste
Collections &
Landfill Disposal
UT-019 Route Management Software
Indefinite -
When No
Longer
Required

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

QC & OD
Department preference; Content does
Not relate in a substantive way to the
conduct of the public's business); GC
§34090
Utilities / Solid
Waste
Collections &
Landfill Disposal
UT-020
APCD Permits (Air Pollution Control District
Permits) - for Landfill Operations Only -
Methane, Gas Flares,, etc.

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

QC & OD
Department preference; 40 CFR 70.6;
GC §34090
Utilities / Solid
Waste
Collections &
Landfill Disposal
UT-021 Correspondence - Regulatory Agencies
(Landfill & Solid Waste)
Minimum 10
years
Yes:

While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Some
correspondence from Regulatory
Agencies need to be retained for long
periods of time; GC §34090
Utilities / Solid
Waste
Collections &
Landfill Disposal
UT-022
Landfill Notice of Non-Applicability - Regional
Water Quality Control Board (RWQCB)
Exemption for Gas Flare
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Utilities / Solid
Waste
Collections &
Landfill Disposal
UT-023 Landfill Tonnage Reports P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
Utilities / Solid
Waste
Collections &
Landfill Disposal
UT-024
Permits - Solid Waste & Landfill Regulatory /
Operating Permits: Examples (CalARP, Cal
OSHA, CERS, CUPA, NPDES, SWRCB, etc.)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-6
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Utilities / Solid
Waste
Collections &
Landfill Disposal
UT-025
Reports - Solid Waste & Landfill Regulatory /
Operating Reports: Examples (CalARP, Cal
OSHA, CERS, CUPA, NPDES, SWRCB, etc.)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Utilities / Solid
Waste
Collections &
Landfill Disposal
UT-026
Solid Waste Recycling / AB 939 Compliance /
SB 1383 Compliance (Organic Waste
Collection and Recycling) . CalRecycle Annual
Waste Diversion Report / Measure D annual
report / Form 303 report (HHW report)
Household Hazardous Waste Reports /
CalREcycle Used Oil report / CalREcycle
Bottles & Cans report / Construction Waste
Management Forms, State Waste Reduction
Reports, etc.
10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; required for 5
years; Low-Carbon Fuel Standard
regulations credits can be received for
10 years, and are eligible for an
extension; 14 CCR 18812.4, 14 CCR §
18995.2; H&S §39730.7; GC §34090

UTILITIES / STORMWATER
Utilities /
Stormwater UT-027 Chain of Custody / Lab Reports, Stormwater 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Code of Federal Regulations requires 3
years; 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

Utilities /
Stormwater UT-028
Correspondence - Regulatory Agencies
(Stormwater / NPDES, may include Laboratory
Reports)
Minimum 10
years
Yes:

While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Some
correspondence from Regulatory
Agencies need to be retained for long
periods of time; GC §34090
Utilities /
Stormwater UT-029 Permits: Stormwater / NPDES Permits / MS-4 Permits
Superseded
+ 5 years Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Code of Federal
Regulations requires 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.

Utilities /
Stormwater UT-030 Stormwater: Inspections, Industrial Notices / Code Enforcement / Violations / Spill Response
Resolution +
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Code of Federal
Regulations requires 3 years; 40 CFR
§§122.21, 122.41, 122.44; CCP §337 et
seq.

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-7
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

UTILITIES / UTILITIES / SEWER COLLECTIONS
Utilities / Sewer
Collections UT-031 CCTV Videos of Sewer Lines (If a recording is made)
Minimum 2
years Mag Department preference; GC §34090
Utilities / Sewer
Collections UT-032 Correspondence - Regulatory Agencies (Sewer Collections
Minimum 10
years
Yes:

While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Some
correspondence from Regulatory
Agencies need to be retained for long
periods of time; GC §34090
Utilities / Sewer
Collections UT-033
FOG (Fats, Oil & Grease) Inspections /
Pretreatment Inspections Annual & Quarterly
Reports
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; Monitoring
records required for 3 years; 40 CFR
§§122.21, 122.41; 40 CFR 403.12
Utilities / Sewer
Collections UT-034 Reports - Sewer Collections Minimum 5 years
Yes:

While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSOs are
Required for a minimum of 5 years;
SWRCB Order 2002-0103-DWQ & 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Utilities / Sewer
Collections UT-035 Sanitary Spills and Overflows (SSOs) 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Required for a minimum of 5 years;
SWRCB Order 2002-0103-DWQ & 2006-
03; 40 CFR 122.41(j)(2); GC §34090
Utilities / Sewer
Collections UT-036 Sanitary Survey of Sewer System 5 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Utilities / Sewer
Collections UT-037 Sewer Collection System Operations
Certification (Posting Requirement)
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Utilities / Sewer
Collections UT-038 Sewer Odor Complaints / Gas Detection Results / Investigations 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-8
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Utilities / Sewer
Collections UT-039
Sewer System Management Plans (SSMP) and
Audits / Sanitary Spills Overflow Prevention
Plan (SSOPP) and Sanitary Sewer Overflow
Response Plan
Superseded
+ 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; SSMPs are
required to be updated every 6 5 years;
SSOs are required for a minimum of 5
years; 40 CFR 122.41(j)(2); SWRCB
General Order 2006-03; & 2022-0103-
DWQ; GC §34090

UTILITIES / WASTEWATER LABORATORY
Utilities /
Wastewater
Laboratory
UT-040
Laboratory Reports & Chains of Custody:

Wastewater, WWTP, Biosolids, Groundwater
Monitoring
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Utilities /
Wastewater
Laboratory
UT-041
WWTP Laboratory Equipment Calibration
Records, ELAP certificates and performance
evaluation studies
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Utilities /
Wastewater
Laboratory
UT-042 WWTP Laboratory Quality Assurance Manual
Indefinite -
Minimum 5
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; NELAP TNI
V1M2 4.13.3.b "The laboratory shall
retain all records for a minimum of five
(5) years from generation of the last
entry in the records." GC §34090

UTILITIES / WASTEWATER TREATMENT PLANT (WWTP)
Utilities / WWTP UT-043 Biosolids / Sewage Sludge Handling Logs and Weigh Tickets (for removal) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Code of Federal Regulations requires 5
years; 40 CFR 503.17; 40 CFR
122.41(j)(2); GC §34090
Utilities / WWTP UT-044 Correspondence - Regulatory Agencies (Wastewater)
Minimum 5
years
Yes:

While
Active
Issues
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; Some
correspondence from Regulatory
Agencies need to be retained for long
periods of time; GC §34090
Utilities / WWTP UT-045
Permits - Wastewater Regulatory / Operating
Permits: Examples (APCD, CERS, CUPA,
EPA, NPDES, RWQCB, SWRCB, etc.)
Minimum
Expiration
+10 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-9
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Utilities / WWTP UT-046
Reports - Wastewater Reports to Regulatory
Agencies: Examples ((APCD, CERS, ,
NPDES, RWQCB, SWRCB, etc.)
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Utilities / WWTP UT-047 SCADA Database (Wastewater)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Data is interrelated; GC §34090
Utilities / WWTP UT-048 Wastewater Treatment Plant Operators Certificates (posting required)
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Utilities / WWTP UT-049 Wastewater Treatment Plant Safety Training Certificates (posting required)
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(1), LC §6429(c);
GC §§12946, 21960, 34090
Utilities / WWTP UT-050 WWTP Operator Log Books and Daily Log 5 years Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; Meets
Department of Public Heath
requirements; GC §34090

UTILITIES / UTILITIES / WATER DISTRIBUTION
Utilities / Water
Distribution UT-051 Backflow Test Results / Backflow Assembly Test Reports 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Utilities / Water
Distribution UT-052 Fire Hydrant Flushing Records / Work Orders Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Utilities / Water
Distribution UT-053 Fire Hydrant Valve Maintenance Records / Work Orders
Indefinite -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department preference; GC §34090
Utilities / Water
Distribution UT-054 Water Loss Audits / Leak Work Orders Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After
QC & OD Department Preference; GC §34090

UTILITIES / UTILITIES / WATER PRODUCTION (POTABLE WATER) SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-10
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Utilities / Water
Production UT-055 Blending and Disinfection Facility Operator.

Operator Log Books (Water Production) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference; Meets
Department of Public Heath
requirements; GC §34090
Utilities / Water
Production UT-056
Customer Concerns / Customer Complaints /
Complaint Forms: Odor / Taste / Visual
Complaints (Correspondence regarding
Potable Water)
5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
5 years is required in State and Federal
law for any complaints; 40 CFR
122.41(j)(2) & 40 CFR 141.33(b); 22
CCR 64470(a)
Utilities / Water
Production UT-057 Lab Reports & Chains of Custody: Potable Water Bacteriological and Organics
Minimum 12
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department Preference (5 years is
required); 40 CFR 141.33(a) and (b)(1);
22 CCR §64470
Utilities / Water
Production UT-058 Lab Reports & Chains of Custody: Potable Water Chemical (Includes Chlorine Residuals)
Minimum 12
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; (10 years is
required); 40 CFR 141.33(a); 22 CCR
§64692
Utilities / Water
Production UT-059 Lab Reports & Chains of Custody: Potable Water Lead & Copper
Minimum 12
years
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Required for 12 years or 2 compliance
cycles; 22 CCR 64400.25; 22 CCR
§64470, 40 CFR 141.33(a); 40 CFR
141.91
Utilities / Water
Production UT-060
Permits - Water Regulatory / Operating
Permits: CERS, DDW (Division of Drinking
Water), DWR (Department of Water
Resources), EPA,, SWRCB (State Water
Resources Control Board) ,etc.

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

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Utilities / Water
Production UT-061
Regulatory Agencies for Potable Water -
Correspondence with Substantive Content:

DDW (Division of Drinking Water) / DWR
(Department of Water Resources) / SWRCB
(State Water Resources Control Board)
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-11
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Utilities / Water
Production UT-062
Reports / Water Reports to Regulatory
Agencies: CalARP, CERS, Cal OSHA, DDW
(Division of Drinking Water), DWR (Department
of Water Resources), EPA, SWRCB (State
Water Resources Control Board) ,etc.

Minimum 10
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; NPDES
Monitoring records required for 3 years;
40 CFR §§122.21, 122.41, 122.44; GC
§34090 CCP §337 et seq.

Utilities / Water
Production UT-063 Reservoirs: Maintenance, Videos, Inspections, etc. P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
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Utilities / Water
Production UT-064 Sanitary Surveys of Water Sources 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD 22 CCR §64470; GC §34090
Utilities / Water
Production UT-065 SCADA Database (Water)
Indefinite -
Minimum 5
years

Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Data is interrelated; GC §34090
Utilities / Water
Production UT-066
Vulnerability Assessment / Emergency
Response Plan / Risk & Resilience
Assessment / Hazard Mitigation Plan
When
Superseded -
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years
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Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Confidential; 42 USC 300i-2(d); GC
§34090
Utilities / Water
Production UT-067 Water Operator Safety Training Certificates Minimum 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference; 8 CCR §3203 et
seq., 29 CFR 1627.3(b)(1), LC §6429(c);
GC §§12946, 21960, 34090
Utilities / Water
Production UT-068 Water Production Reads (DDW, DWR,
SWRCB) 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; Meets California
Department of Health requirements (3
years); GC §34090
Utilities / Water
Production UT-069 Water Quality Reports / Consumer Confidence Reports P
Mag,
Mfr, OD,
Ppr
S / I Yes - After

QC & OD
Department preference; State law
requires 12 years, federal 10 years; 22
CCR §§ 64400.25; 64470, 64483(g), 40
CFR 141.33(a); 40 CFR 141.91 40 CFR
141.33(a); GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

Ver. 6.0 RECORDS RETENTION SCHEDULE: UTILITIES
(Business / Engineering, Solid Waste, Wastewater, Water) Page UT-12
Office of
Record (OFR) Retention No. Records Description Total
Retention Vital? Media
Options
Image:

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

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

Utilities / Water
Production UT-070 Water Treatment Plant Operators Certificates (Posting Required)
When
Superseded
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Utilities / Water
Production UT-071
Well History / Well Production / Well Pumping /
Well Run History / Log Books / Logs (Includes
Abandoned & Destroyed Wells)
P
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
SANTA MARIA, CA. ©1995-2024 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

COUNCIL AGENDA REPORT

TO: Mayor and City Council

FROM: Graciela Reynoso, Chief Human Resources Officer

DATE: February 18, 2025

SUBJECT: Adoption of Resolutions Approving Tentative Agreements and Successor Memorandum of Understanding s; Amending Resolution No. 2024-48 and Repealing 2024-93; Approving A Wage and Benefits Package for Public Safety Managers

Description:

The City Council will consider adopting Resolutions approving the ratification and approval of the Tentative Agreement and Successor Memorandum of Understanding with the Santa Maria Police Officers’ Association, and the Santa Maria Police Association of Middle Management, amending Resolution No. 2024 -48 and repealing Resolution No. 2024-93, approving a wage and benefits package , and approving the Comprehensive Schematic Pay Schedule for all full -time and part -time employees in accordance with CalPERS guidelines.

RECOMMENDATION:

1. Adopt a Resolution Approving and Ratifying the Tentative Agreement and Successor Memorandum of Understanding with the Santa Maria Police Officers’ Association and Approving and Ratifying the Tentative Agreement and Successor Memorandum of Understanding with the Santa Maria Police Association of Middle Management;

2. Adopt a Resolution Amending Resolution No. 2024-48 Authorizing and Approving a Wage and Benefits Package for the Public Safety Managers and Repealing Side Letter Resolution No. 2024-93 Authorizing and Approving the Revised Wage and Benefits Package for the Public Safety Managers Regarding Employer Paid Member Contributions to the California Public Employees’ Retirement System;

3. Adopt a Resolution Authorizing and Ap proving a Wage and Benefit Package for the Public Safety Managers; and

4. Adopt a Resolution approving CalPERS Comprehensive Schematic Pay Schedule for all full-time and part-time employees in accordance with CalPERS guidelines.

BACKGROUND:

Over the last few months, City staff has met with both the Santa Maria Police Officers’ Association (POA) and the Santa Maria Police Association of Middle Management (SMPAMM) to negotiate reasonable contract extensions. Discussions focused on t he State and local economi c climate, retention efforts, and strategies to attract lateral 2 employees. Following these discussions, and in line with City Council direction, staff successfully negotiated a two -and-a-half-year tentative agreement for both POA and SMPAMM, which would take effect from January 1, 2025, through June 30, 2027.

Additionally, staff identified necessary amendments to the Non -Represented Public Safety Managers (PSM) Resolution to ensure the document is current, aligns with specific dates, and includes clarification to language.

Lastly, t he updated Comprehensive Schematic Pay Schedule , in accordance with CalPERS guidelines , reflects the salary increases in the successor Memorandum s of Understanding (MOUs).

DISCUSSION:

The recommendation is to ratify and approve the Tentative Agreement (Exhibit A) and the Successor Memorandum of Understanding (MOU) (Exhibit C) with the Santa Maria Police Officers’ Association. The negotiated package proposes a two-and-a-half-year term with a total 10% base salary increase and a 1% percent equity adjustment for all members , an increase to health insurance, and other minimal adjustments.

Similarly, the recommendation to ratify and approve the Tentative Agreement (Exhibit B) and the Successor Memorandum of Understanding (MOU) ( Exhibit D ) with the Santa Maria Police Association of Middle Management. The negotiated package calls for a two- and-a-half-year term with a total 10% salary increase for all members , an increase to health insurance, and other minimal adjustments.

In addition to the Tentative Agreements with the Santa Maria Police Officers’ Association (POA) and the Santa Maria Police Association of Middle Management (SMPAMM), City staff has identified necessary amendments to the Non -Represented Public Safety Managers Resolution. The proposed amendments to Resolution No 2024 -48 include clarifications to language in section 26 to include the ten percent (10%) premium pay for Fire Administrative Battalion Chief or Training Battalion Chief . Additionally, t he amendments will repeal Side Letter Resolution 2024 -93 and incorporate pension contribution language for Tier II Fire only employees into section 18 of Resolution No 2024-48.

A Schedule for the City of Santa Maria is created and presented in accordance with CalPERS regulations intended to ensure consistency when reporting compensation for City employees. The Public Employees ’ Retirement Law (PERL) Government Code Section 20636(b)(1) requires pay amounts to be paid pursuant to publicly available pay schedules. The Schedule includes pay rate information for all full -time and part -time employees. The Schedule enhances the disclosure and transparency of public employee compensation by requiring that the pay rates be listed on a single -pay schedule as per CalPERS’ requirements.

CalPERS requires , whenever there are changes to one or more pay rates, whether through the meet-and-confer process, employment contracts, new classifications, 3 reclassifications, etc., the City is required to update the Schedule an d present it to the City Council for review and approval. Any updates will include an effective date and date of any revisions and are to be retained by the City and available for public inspection for not less than five years. The Schedule (Exhibit A to Attachment D) incorporates these changes and previously authorized positions. Upon adoption of the Resolution by the City Council, the Schedule will be posted on the City of Santa Maria’s website.

Alternative(s)
A decision by the City Council not to ap prove the ratification of the successor Memorandums of Understanding (MOUs) for Santa Maria Police Officers’ Association (POA) and the Santa Maria Police Association of Middle Management (SMPAMM) will result in a continuation of negotiations. A decision by the City Council not to approve the proposed amendments to the Non-Represented Public Safety Managers Resolution may lead to inconsistencies in employment terms causing administrative and operational challenges. In addition, a decision by the City Council not to approve the Comprehensive Schematic Pay Schedule would result in being out of compliance with the California Public Employees’ Retirement System.

Fiscal Considerations
The fiscal impact of the proposed two and a half years agreement is approximat ely $3.1 million for the Santa Maria Police Officers’ Association (POA) and $1.3 million for the Santa Maria Police Association of Middle Management (SMPAM). Of those amounts $2 million was already included in the approved Fiscal Year 2024-26 budget. The increases are anticipated to result in additional expenditures but are necessary to retain and attract qualified personnel in key public safety roles.

The implementation of amendments to the Non -Represented Public Safety Managers Resolution does not requir e additional funding beyond the current budget allocations previously approved.

Impact to the Community
The successful ratification of these agreements will help ensure that the Santa Maria Police Department remains competitive in terms of employee comp ensation. This is critical to maintaining a well -staffed, qualified workforce, which in turn will continue to support the City’s public safety goals. Furthermore, these agreements contribute to the ongoing recruitment and retention efforts that are necessa ry in the current economic climate.

ATTACHMENTS
A. Resolution Approving and Ratifying Tentative Agreements Exhibit A. Tentative Agreement POA
Exhibit B. Tentative Agreement SMPAMM
Exhibit C. Successor MOU POA 2025-27
Exhibit D. Successor MOU SMPAMM 2025-27
B. PSM Resolution Amendment and Repeal of Side PSM Resolution C. Public Safety Managers Resolution
D. Resolution FT_PT_LS_ Salary Schematic
Exhibit A. FT_PT_LS Salary Schematic
Attachment A
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF SANTA MARIA, CALIFORNIA

APPROVING AND RATIFYING THE TENTATIVE AGREEMENT AND

SUCCESSOR MEMORANDUM OF UNDERSTANDING WITH THE
SANTA MARIA POLICE OFFICERS’ ASSOCIATION AND APPROVING

AND RATIFYING THE TENTATIVE AGREEMENT AND SUCCESSOR

MEMORANDUM OF UNDERSTANDING WITH THE SANTA MARIA

POLICE ASSOCIATION OF MIDDLE MANAGEMENT

WHEREAS, the City Council is committed to a compensation policy that strengthens the recruitment and retention of well-qualified employees; and

WHEREAS, the City Manager assembled wage and benefits packages incorporated herein, that outlines and delineates the benefits structure for these employees consistent with other employee bargaining groups.

NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California, as follows:

SECTION 1. The proposed Tentative Agreement and Successor Memorandums of Understanding with the Santa Maria Police Officers’ Association and the Santa Maria Police Association of Middle Management, is hereby authorized and approved; and

SECTION 2. That all changes provided by the Successor Memorandum s of Understanding with the Santa Maria Police Officers’ Association and the Santa Maria Police Association of Middle Management shall be carried out and is effective herewith in the manner provided therein; and

SECTION 3. The Chief Deputy City Clerk is hereby authorized to make minor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.

///

Attachment A
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria held this 18th day of February 2025.

ATTEST:

Chief Deputy City Clerk

Mayor

Exhibits:

A – Tentative Agreement – POA
B – Tentative Agreement – SMPAMM
C – Successor MOU POA 2025-27
D – Successor MOU SMPAMM 2025-27

APPROVED AS TO FORM:
_______________________________
City Attorney
APPROVED AS TO CONTENT:
_______________________________
Department Director
_______________________________
City Manager

City of Santa Maria
City Council Meeting
Tuesday, February 18, 2025

Agenda Item 12.a.4

Exhibit A To Attachment A – Tentative Agreement POA

ITEM WILL BE AVAILABLE

Monday, February 17, 2025
City of Santa Maria
City Council Meeting
Tuesday, February 18, 2025

Agenda Item 12.a.4

Exhibit B To Attachment A – Tentative Agreement SMPAMM

ITEM WILL BE AVAILABLE

Monday, February 17, 2025
City of Santa Maria
City Council Meeting
Tuesday, February 18, 2025

Agenda Item 12.a.4

Exhibit C To Attachment A – Successor MOU POA 2025-27

ITEM WILL BE AVAILABLE

Monday, February 17, 2025
City of Santa Maria
City Council Meeting
Tuesday, February 18, 2025

Agenda Item 12.a.4

Exhibit D To Attachment A – Successor MOU SMPAMM 2025-27

ITEM WILL BE AVAILABLE

Monday, February 17, 2025
Attachment B
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE

CITY OF SANTA MARIA, CALIFORNIA,
Amending Resolution No. 2024-48, Authorizing and Approving a Wage and Benefits Package for the Public Safety Managers

And
Repealing Resolution No. 2024-93, Authorizing and Approving the Revised Wage and Benefits Package for the Public Safety Managers Regarding Employer Paid Member Contributions to the California Public Employees’ Retirement System

WHEREAS, the City Council previously adopted Resolution No. 2024-48 on April 2, 2024, establishing a wage and benefit package for the Public Safety Managers; and

WHEREAS, it is necessary to amend Section 26 of Resolution No. 2024 -48 to include specific language regarding a ten percent (10%) premium pay for the Fi re Department Administrative Battalion Chief/Training Battalion Chief; and

WHEREAS, the City Council previously adopted Resolution No. 2024-93 on July 16, 2024; and

WHEREAS, Resolution No. 2024 -93, which separately addressed employe -paid member contri butions to the California Public Employers’ Retirement System, is now redundant and shall be repealed as its provisions will be incorporated into said Resolution; and .

NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California, as follows:

SECTION 1. Amending Section 26 of Resolution No. 2024-48 is amended to read as follows:

26. Premium pay of ten percent (10%) shall commence on the first day of appointment to the Department Training Officer and shall end on the last day of the appointment due to either the voluntary/involuntary reassignment to shift Battalion chief, separation, or retirement. Premium pay shall be removed for any absence (except vacation) of ten (10) consecutive working days or more. If the Administrative Battalion Chief or Training Battalion Chief works in a suppression (shift) capacity, he or she will be paid the premium at the fifty-six (56) hour rate.

SECTION 2. All other language in Resolution 2024-48, adopted on April 2, 2024 remains in effect.

SECTION 3. Repealing Resolution No. 2024 -93, as its provisions are now incorporated into amended Resolution No. 2024-48.

Attachment B
SECTION 4. The Chief Deputy City Clerk is hereby authorized to make m inor changes herein to address clerical errors, so long as substantial conformance of the intent of this document is maintained. In doing so, the Chief Deputy City Clerk shall consult with the City Manager and City Attorney concerning any changes deemed necessary.

PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria, California, held this 18 day of February 2025.

ATTEST:

Chief Deputy City Clerk

Mayor

APPROVED AS TO FORM:
_______________________________
City Attorney
APPROVED AS TO CONTENT:
_______________________________
Department Director
_______________________________
City Manager

1 Attachment C

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF SANTA MARIA, CALIFORNIA,

AUTHORIZING AND APPROVING A WAGE AND BENEFIT PACKAGE

FOR THE PUBLIC SAFETY MANAGERS

WHEREAS, the City Council is committed to a compensation policy that strengthens the recruitment and retention of well-qualified and effective managers; and WHEREAS, in 2003, the Public Safety Managers initiated a petition to no longer be affiliated with any other bargaining group, and to represent themselves in informal discussions with the City Manager over wages, hours, and other terms and conditions of employment; and
WHEREAS, in February 2024, the City Manager entered into discussions with the Public Safety Managers and assembled a wage and benefit package incorporated herein, that outlines and delineates the benefit structure for these employees consistent with other employee bargaining groups; and

WHEREAS, Resolution Number 2022 -64 established broadband classifications of Organizational Leader - Non Safety; Organizational Leader – Safety; Corporate/Executive Leader - Non Safety; and Corporate/Executive Leader – Safety; and

NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California, that the attached resolution shall replace the wage and benefit package approved for the Public Safety Managers in January 2022:

Broadband Corporate/Executive Leader (Safety)– classification includes Chief of Police and Fire Chief. Broadband Organizational Enterprise Leader (Safety)– classification includes Police Division Commander and Deputy Fire Chief.

Public Safety Managers include the classification of Fire Battalion Chief.

1. SALARY

Effective the first full pay period following ratification by the City Council, a base salary increase of five percent (5%) of the employee’s base salary will be given to sworn police and fire managers in the employ of the City. If this agreement is ratified and adopted by the City Council by April 2, 2024, this increase shall be effective the first full pay period containing January 1, 2024.

Effective the first full pay period containing January 1, 2025, a base salary increase of five percent (5%) of the employee’s base salary will be given to sworn police and fire managers in the employ of the City.

2 Attachment C

Accordingly, the aforementioned salary increase shall also be afforded to all Executive Managers on at-will employment contracts (Police Chief and Fire Chief) in the employ of the City upon adoption of this resolution.

2. PERFORMANCE REVIEW INCREASES FOR BROADBAND CLASSIFIED

EMPLOYEES WITHIN THE BROADBAND SALARY RANGE

Increases for employees within a broadband salary range shall be governed by the following.

I. Performance management will be in alignment with the allocated budget and City Council’s organizational strategies, objectives and performance outcomes. As such p erformance goals and measures must relate to the overall City goals and desired outcomes.

II. Broadband classified employees will be appointed at or near the pay minimum pay range. Subsequent compensation increases will be linked to the performance and the degree to which competency mastery is attained.

III. Salary increases within a range shall not be automatic but shall be granted only upon the affirmative recommendation of the appropriate department director, including written certification that the employee's overall annual performance has been satisfactory or better.

IV. Such salary increases shall be effective on the first day of the pay period in which the salary anniversary date occurs.

V. The percentage range from 0% up to 3% of the salary increase s hall be determined by the City Manager, on an annual basis, and shall be communicated to the appropriate department director.

VI. Under exceptional circumstances, where rigid adherence to the percentage range for the salary increase could cause disruption to city operational issues or cause inequity, the City Manager, could grant a salary increase outside of the percentage range for an eligible employee.

VII. For the employee to be eligible for consideration under (VI ) they must have an overall annual performan ce rating of Excellent or Outstanding with organizational goals and outcomes that are in alignment with the City Council and the respective department.

3. PERFORMANCE BASED PAY (PBP) PROGRAM (See PBP Guidelines) Executive managers (Broadband Corporate Executive Leaders (Safety)/Department Directors) are eligible to participate in the City’s Performance Based Pay Program. Broadband Corporate Executive Leaders (Safety)/Department Directors may receive a PBP incentive of up to three percent 3 Attachment C

(3%) of the employees’ annual salary. All PBP incentives will be tied directly to job performance and criteria established by the City Manager’s Office and approved by the City Council.

4. COMPENSATION CONVERSIONS FOR FIRE SHIFT MANAGERS
Employees appointed to Fire Battalion Chief are designated as shift employees (fifty-six (56) hour workweek). Therefore, assignments to a forty (40) hour workweek are deemed temporary and may be rotational. Except as specifically noted below, all compensation and benefits, including maximum accumulation limits, shall be based on the assignment using the following conversion ratios: the fifty-six (56) hour to forty (40) hour work week ratio .7143 percent; and the forty (40) hour to fifty -six (56) hour work week ratio is 1.4 percent. Conversion assignments shall be effective at the beginning of a two (2)-week pay period.

All other classifications covered by this Resolution are considered to be and compensated at the forty (40) hour workweek rate, including the Fire Battalion Chief assigned as the Training Battalion Chief or Administrative Battalion Chief.

5. CONSTRUCTIVE RECEIPT
Employees may receive a cash payment for unused vacation, personal leave, and/or compensatory time provided they meet the requirements set forth in the applicable provision of the Resolution and abide by the below.

Employees will have the option to declare their intent to cash -out accrued leave under the following conditions in accordance with Internal Revenue Code Section 451:

- Hours cashed-out shall be paid at straight time.

- By December 1 st of each year, employees can declare their intent to cash - out the leave (or a portion of the leave) they earn during the following payroll calendar year. For example, elections made by December 1, 2024, shall apply to hours accrued in 2025.

- The employee can choose any pay period(s) during the year to receive the elected cash-out and must declare the selected pay period for cash-out at the time of election.

- Once an election is made it cannot be rescinded.

- The employee will be responsible for making sure the required number of hours to be cashed -out are available at the time of each cash -out. If an employee has not met the requirements, the employee will not be eligible for that cash- out during the year.

- Employees will be eligible for partial cash -outs if the full amount of hours 4 Attachment C

elected are not available at the elected time of cash -out. For example, if an employee elects to cash -out 40 vacation hours during the first pay period in November, but only 20 ho urs are available at that time, 20 hours would be cashed-out.

- Employees will be required to complete the City’s standardized election form.

- Failure to submit an irrevocable election form by December 1st of each year shall be the same as not electing to cash-out leave during the following payroll calendar year.

6. MANAGEMENT LEAVE
Management leave is designed to recognize and compensate for work in excess of forty (40) hours per week by exempt non-shift employees and fifty-six (56) hours per week for exempt shift employees. While management leave is not based on overtime hours worked on an hour-for-hour basis, it does allow employees to take paid time off in recognition of hours worked in excess of forty (40) hours per work week for non-shift employees or fifty-six (56) hours per week for shift employees.

During the first payroll period of each new payroll calendar year, all eligible exempt employees shall be credited with a designated amount of management leave time (rounded to the nearest half-hour) to be used during that payroll calendar year. No portion of the management leave hours may be accumulated or rolled over from one payroll calendar year to another , and all unused management leave will automatically be erased from the books at the end of the payroll calendar year. For employees separating service or starting during the calendar year, management leave will be pro -rated (to the nearest half -hour) based on the number of full pay periods elapsed or remaining during the payroll year. If an employee, prior to separating service, used more management leave than the pro- rated amount for the payroll year, the excess used management leave will be deducted from vacation leave hours, then if needed, from the employee’s final paycheck without the necessity of the City securing a judgment. Accordingly, management leave is a “use it or lose it” benefit and no unused management leave will be cashed-out.

Department Directors/Corporate Leader - Safety broadband classification on at-will employment contracts will re ceive eighty (80) hours of management leave . With the exception of shift Battalion Chiefs, all remaining exempt broadband classifications in the Public Safety Managers group who are allocated to the Organizational Leader - Safety classification shall be placed in the second tier of the program and receive sixty-four (64) hours of management leave per payroll calendar year. Shift Battalion Chiefs shall be placed at the third tier of the program and receive ninety -six (96) hours of management leave (at the fifty -six (56) hour rate), per payroll calendar year.

5 Attachment C

7. OVERTIME
Battalion Chiefs shall receive time-and-a-half pay (at the fifty-six (56) hour rate) or compensatory time off for each hour worked, in a suppression capacity, in excess of his/her assigned paid shift. Overtime shall be paid when providing mutual aid in which the City is reimbursed, by either federal or state agencies, at the rate of time and one -half at the fifty -six (56) hour work week pay rate. The maximum accumulation of compensatory time shall be one hundred-twenty (120) hours. With the exception of management leave, no other compensation or benefits will be afforded to these employees in consideration for overtime.

8. HOLIDAYS
A. The City will recognize seven (7) (eight hour) holidays as fixed holidays for non- shift managers (with the exception of any 40 -hour Fire Battalion Chiefs): New Year's Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving Day, the day after Thanksgiving Day, and Christmas. Non-shift managers will be eligible to receive, on a pro -rated basis, six (6) additional days [forty-eight (48) hours ] of floating holiday time on the first pay period in the payroll calendar year to be scheduled off by formal request of each individual employee with the approval of the department director and/or City Manager.

Prior to the second to last full pay period in the payroll calendar year, non -shift managers are eligible to use and/or cash-out up to forty-eight (48) hours of floating holiday time on one occasion anytime during the (payroll) calendar year. Any floating holiday hours remaining on the books after the second to last full pay period in the payroll calendar year will automatically be cashed -out and included in the last payroll check of the calendar year.

B. The City will recognize holidays for Fire Battalion Chiefs commensurate with other fire sworn shift personnel (Municipal Code section 2 -20.20 and CAM 78 -2).

In recognition of the current calendar year’s holidays, shift fire managers shall be paid for six (6) pro -rated work shifts (at the fifty -six (56) rate of pay) effective the last pay period ending in November of each year. The six (6) pro-rated shifts shall not be converted for employees temporarily assigned to a forty (40) hour work week and will be paid at the fifty-six (56) hour rate of pay. The 40-hour Training Battalion Chief shall work the fixed holidays that fall on a regularly scheduled workday or may utilize leave time. The six (6) pro-rated shifts shall be reported to the California Public Employees Retirement System (CalPERS) as special compensation.

C. For employees separating service or starting during the calendar year, paid holiday hours will be pro -rated (rounded to the nearest half -hour) based on the number of full pay periods elapsed or remaining during the payroll year. If an employee, prior to separating service, used more floating holiday time than the pro- rated amount for the payroll year, the excess used floating holiday time will be deducted from vacation leave hours, th en if needed, from the employee’s final paycheck without the necessity of the City securing a judgment.

6 Attachment C

9. SALARY SURVEY PROCEDURES
The salary survey shall include for comparison purposes, the “E” step or fifth step monthly salary. For purposes of preparing a salary survey for wage and benefit consideration, the City will add 2.15 percent to the top step salary of Police Chief and 3.2 percent to the top step of Fire Chief (for salary comparison purposes only).

Notwithstanding this provision, said salary surve y procedures shall not be interpreted to mandate the setting of salary and/or other forms of compensation at the level indicated in the salary survey.

Originally, the parties agreed to add an additional percentage of 2.86 percent to the top step salary of Police Chief and 3.2 percent to the top step of Fire Chief for salary survey purposes until all surveyed CalPERS agencies have the EPMC benefit, however, due to Public Employee Pension Reform Act (PEPRA) legislation, the parties agree to reduce the percen tage commensurately with the percentage of unit members in Tier I (as noted in the preceding paragraph).

10. MOVE-UP PAY
Up to a five percent (5%) differential in salary shall be allowed for those personnel who are assigned to perform duties above their classification for five (5) consecutive working days. If an employee is functioning in an acting department director capacity for more than the above stated timeframe, the employee may be placed at the appropriate step in the department director range to c ompensate him/her for the lengthy assignment commensurate with the assignment as determined by the City Manager or his/her designee. The employee working in a higher classification shall be compensated back to and including the first day that s/he works in the higher classification.

11. SPECIAL ASSIGNMENT/PROJECT PAY
Where employees, on a temporary basis, are assigned, by their department director, to perform a significant project outside the scope of their position, the City Manager may authorize payment not to exceed fifteen percent (15%) than the employee’s current salary. This shall not be in addition to the standard (5%) move- up pay.

The special assignment and/or project should connect individual achievement to organizational goals , which provides an incentive for their performance. The special assignment and/or project shall not change in anyway an employee’s ability to meet the core expectations of his or her job. Unlike standard move-up pay, granting this pay shall be at the sole discretion of the City Manager.

12. BILINGUAL PAY
A salary differential shall only be paid to those employees who are required by the City Manager to use both English and Spanish in communicating with the general public while performing the duties of his/her position. Eligible employees who demonstrate appropriate skills in both speaking and understanding the Spanish 7 Attachment C

language, at a basic level, shall receive a two percent (2%) salary differential above his/her regular scheduled salary, within the individual's designated classification.

Eligible employees who demonstrate Spanish speaking skills at an advanced level shall receive a three percent (3%) salary differential.

The City Manager’s Office will test for the skill level required.

13. EDUCATION & CERTIFICATION INCENTIVE PAY
The City will provide the below educational incentive pay upon date of hire, and it shall be paid in addition to regular pay when the education is in addition to the regular requirements of the job specifications and is work -related. An employee may not receive an aggregate of education and certification incentive more than seven-and-one-half percent (7.5%).

Fire Employees
B.A. Degree - 5% (BC only)
M.A. Degree - 7.5%
Chief Fire Officer Cert. - 5.0% (BC Only)
Executive Chief Fire Officer Cert. - 7.5%
Police Employees
A.A. Degree - 2.5%
B.A. Degree - 5%
M.A. Degree - 7.5%
POST Cert. - 2.5% Intermediate
POST Cert. - 5% Advanced

14. TUITION REIMBURSEMENT
The City agrees to reimburse employees up to $1,500 per calendar year for the cost of tuition and books if a grade of “C” or better is obtained for undergraduate, and “B” or better for postgraduate; or for (Department Director approved) job - related courses taken on the employee's own time, that result in a course completion certificate issued by a recognized training organization.

Receipts must be received by the City for processing within sixty (60) days of course completion.

15. VACATIONS
With the exception of employees on at-will employment contracts, employees shall be entitled to take all vacation accrued to him/her after six (6) months of employment. Vacation accrual for non-shift managers shall be as follows:

Years 0-4 5-6 7 8 9 10-11 12 13 14 15 16 20+
Hours
Earned

80 96

104

112

120

128

136

144

152

160

168

184

The vacation accrual for shift fire managers shall be as follows:
8 Attachment C

Years 0-3 4-6 7 8 9 10-11 12 13 14 15 16
Hours
Earned

132

144

156

168

180

192

204

216

228

240

252

The maximum amount of vacation accumulation at any one time shall be three hundred thirty-six (336) hours for non-shift employees, four hundred sixteen (416) hours for employees on at-will employment contracts, and four hundred eighty (480) hours for shift fire employees. When an employee reaches the maximum allowable vacation credit, no additional vacation credit shall be accrued until the vacation balance is below the maximum.

During the calendar year, employees performing at an acceptable or superior level are eligible to predesignate a cash-out or sell-back up to forty (40) hours of vacation time at straight time on two occasions anytime during the payroll calendar year, so long as they have (after said cash-out) a minimum vacation balance of at least forty (40) hours on t he books. This cash -out benefit shall be made in accordance with Section 5 Constructive Receipt.

During the calendar year, shift fire employees, performing at an acceptable or superior level are eligible to predesignate a cash-out or sell-back up to ninety-six (96) hours of vacation at straight time on one occasion, so long as they have (after said cash-out) a minimum vacation balance of at least ninety-six (96) hours on the books. This cash -out benefit shall be made in accordance with Section 5, Constructive Receipt.

During the 2024 and 2025 payroll calendar years, shift and non -shift employees performing at an acceptable or superior level are eligible to predesignate a cash - out or sell -back up to one hundred sixty (160) hours of vacation time at straight time on one occasion (minimum of .5 hours and max of 160 total hours) anytime during the payroll calendar year, so long as they have (after said cash -out) a minimum vacation balance of at least forty (40) hours on the books. This cash-out benefit shall be made in accordance with Section 5, Constructive Receipt.

The City will reinstate vacation accrual rates for previous years of service for former City employees who have completed twenty-six (26) pay periods and probationary period (if applicable) after returning to City employment.

16. SICK LEAVE
Sick leave will be granted to employees when they are incapacitated for the performance of duties by sickness, injury, or for medical, dental, or optical examination or treatment, and a new full-time employee shall be eligible to use sick leave for bona fide illness as it is accumulated.

Each non-shift management employee will accumulate 3.69 hours of sick leave per payroll period with no maximum accumulation, and each shift fire manager [fifty- six (56) hour work week] will accumulate sick leave at the rate of 12.9 hours per month with no maximum accumulation.
9 Attachment C

An employee may use up to half of his/her annually accrued sick leave for family illness. The term "family" in this section shall be defined as anyone per California Labor Code Section 245.5 (c). Family illness in this regard shall be defined as when a child, spouse, or parent of the employee is ill and the nature of their condition requires that the employee provides care. Family Illness may also be used by an employee when s/he is responsible (primary care giver) for the care of said family member and said member is seeking medical, dental, or optical treatment. Fire shift managers may carry over from one payroll calendar year to the next, up to a maximum of 18.6 hours of unused family illness leave. At no time shall a fire shift manager have available more than ninety-six (96) hours of family illness leave per calendar year.

Unused sick leave at time of retirement, for which there is no compensation or remuneration at all to the employee, wil l be converted to additional service credit at the rate of 0.004 years of service credit for each full day, i.e. two hundred fifty (250) days of sick leave for one additional year of service credit. Sick leave hours will be converted to days in the following manner: The unused hours of sick leave for which there is no compensation or remuneration will be divided by eight (8). Any fraction of a day will not be counted toward service credit. There is no limit on the amount of accumulated sick leave tha t can be converted to service credit. PERS rules mandate that this benefit shall apply to members whose effective date of retirement is within four months of separation from employment and who retire after the effective date of this benefit in the agency's contract. For the purpose of reporting sick leave hours to PERS under the sick leave credit benefit option, sick leave hours shall be reduced only by the actual hours paid under the sick leave incentive program.

The City’s sick leave incentive program shall compensate employees at the rate of fifty (50) percent for all accrued sick leave beyond two hundred forty (240) hours to a maximum of one thousand six hundred (1,600) hours when the employee leaves City service upon regular retirement, disability retirement, or death.

The City shall retire an employee prior to the exhaustion of sick leave in conjunction with an industrial or non-industrial injury upon a determination that the employee's condition is permanent and stationary for disability retirement purposes. The employee's unused sick leave shall be compensated pursuant to the terms of the City's sick leave incentive program as described above. These provisions are intended to contravene Government Code Section 21025.2 insofar as it provides that an employee's disability retirement will not commence until all sick leave benefits are exhausted.

The City will reinstate unused sick leave balances for former City employees upon receiving documented proof from the employee as to the amount of sick leave that was unused at the time of separation for said former City employee who has returned to City employment and has completed his/her probationary period.

10 Attachment C

17. BEREAVEMENT
Each non-shift management employee is eligible for up to five days per incident, and shift fire managers are eligible for up to four (4) shifts per calendar year, to be used for family bereavement leave charged to any accrued leave bank. The term “family” in this section shall be defined as anyone per California Labor Code Section 245.5 (c).

The above referenced bereavement leave will also apply to leave for reproductive loss event, defined as a failed adoption, failed surrogacy, miscarriage, stillbirth, or an unsuccessful assisted reproduction. If an employee experiences more than one reproductive loss event within a 12-month period, the employer is not obligated to grant a total amount of reproductive loss leave time in excess of 20 days within a 12-month period.

18. RETIREMENT
Tier III (PEPRA) employees – Police and Fire:

As defined under the Public Employee Pension Reform Act (PEPRA), public safety “non-classic” employees (aka new members) hired after January 1, 2013, shall be covered under the CalPERS 2.7% at 57 retirement benefit, based on the last thirty- six (36) months of employment (three -year average highest compensation), and the employees shall pay fifty percent (50%) of the total “normal” cost of the benefit (as determined by CalPERS annually) plus nine percent (9%) of the employer contribution, through a payroll de duction. Eligibility for other benefits provided to classic employees under this Resolution through CalPERS (as stated above) shall be determined by the provisions of PEPRA for “non -classic employees” aka new members.

Tier I employees – Police Only:

The City will provide the CalPERS 3% @ 50 retirement benefit, based on the single highest year (one -year final compensation) retirement formula for sworn police employees hired before July 1, 2011, with the City’s contribution to the employee’s share of retirement being nine percent (9%) and the City reporting to CalPERS the employer paid members contribution (EPMC) as special compensation for retirement purposes.

Tier 1 Unit Members shall contribute nine percent (9%) towards member contribution cost-sharing of the employer’s mandated CalPERS contribution, which shall be in accordance with Section 414(h)(2) of the Internal Revenue Code whereby the employee contributions shall be tax deferred.

Tier II employees – Police Only:

For classic sworn police employees hired on or after July 1, 2011, the City will provide the CalPERS 3% @ 55 retirement benefit, based on the last thirty-six (36) months of employment (three -year average highest compensation), and the employees shall be required to pay the entire members’ contribution plus nine percent (9%) of the employer contribution.

11 Attachment C

In addition to the above, the City will also provide all sworn police employees with the Pre-Retirement Option 2W Death Benefit.

Tier I employees – Fire Only:

The City will provide the CalPERS 3% @ 50 retirement benefit, based on the single highest year (one -year final compensation) retirement formula for sworn fire employees hired before July 1, 2011, with the City’s contribution to the employee’s share of retirement being nine percent (9%) and the City reporting to CalPERS the employer paid members contribution (EPMC) as special compensation for retirement purposes. In addition, the City will also provide said employees with the Post-Retirement Survivor Allowance.

Tier I Unit Members shall contribute eleven percent (11%) towards member contribution cost-sharing of the employer’s mandated CalPERS contribution, which shall be in accordance with Section 414(h)(2) of the Internal Revenue Code whereby the employee contributions shall be tax deferred.

Tier II employees – Fire Only:

For classic sworn fire employees hired on or after July 1, 2011, the City will provide the CalPERS 3% @ 55 retirement benefit, based on the last thirty-six (36) months of employment (three -year average highest compensation) . The City shall contribute the 9% statutory member contribution as EPMC and shall report the EPMC as special compensation to the extent permitted by CalPERS and applicable law.

Tier II employees shall contribute 15% in the form of cost sharing of the City’s required contribution to CalPERS under Government Code section 20516(a).

In addition to the above, the City will also provide all public safety managers with the CalPERS Section 21024 Military Service Credit as a public service benefit; the CalPERS credit for unused sick leave benefit (see Section 1 6); and the 1959 CalPERS Survivor Benefit Level 4 benefit.

19. DEFERRED RETIREMENT
The City agrees to provide an IRS approved 401(a) deferred compensation plan in addition to the current 457 deferred compensation plan.

20. UNIFORM ALLOWANCE
The City shall provide sworn Police management personnel with a pro -rated uniform allowance of $15.38 per pay period for personal maintenance (cleaning and laundering) of uniforms.

The City also a grees to furnish and replace normally worn or damaged uniform items for the sworn Police management personnel. The standards and specifications of all police uniform items shall be determined by the Police Chief.

12 Attachment C

Replacement of worn or damaged police uniforms will be subject to inspection and approval by an employee's immediate supervisor.

The City agrees to provide Fire management personnel a pro -rated uniform allowance of $29.00 per pay period for personal maintenance (cleaning and laundering) of uniforms. The City also agrees to furnish and replace normally worn or damaged uniform items for Fire management personnel. The standards and specifications of all fire uniform items shall be determined by the Fire Chief.

Replacement of worn or damaged fire uniforms will be subject to inspection and approval by an employee's immediate supervisor.

For “classic” sworn employees, as defined by PEPRA, for CalPERS purposes, the value of new and replacement uniforms will be determined by using the average per pay period cost of said uniforms for sworn personnel required per this Resolution to wear a uniform. The average cost will be calculated by using the annual fiscal year cost of uniforms for all eligible sworn personnel, dividing that annual cost by the number of eligible sworn personnel and dividing that result by the number of pay periods in the fiscal year. The per pay period average cost will be updated at the beginning of each payroll calendar year using the previous fiscal year’s cost.

21. MEDICAL INSURANCE
An employee shall be eligible for medical insurance upon his/her first day of employment. The effective date of coverage may vary for new employees based upon whether or not the required premium (necessary to pay for the medical insurance) was deducted in the month prior to the benefit commencing.

The City currently provides employee medical insurance through the CalPERS Public Employees’ Medical and Hospital Care Act (PEMHCA). As a condition of participation in the PEMHCA plan, the CalPERS Board determines an annual Minimum Employer Contribution (MEC). The City will contribute the MEC as required by the PEMHCA per month per employee to be used solely toward City - sponsored employee medical benefits. For 2024, the MEC is $157 per month.

Effective the first full payroll period after ratification by the City Council, the City shall provide a pro -rated monthly optional medical insurance contribution, regardless of the medical plan chosen, up to the amounts listed below at the times stated:

Employee Only $642.44
Employee plus one $1,441.88
Family $1,908.24

If this agreement is ratified and adopted by the City Council by April 2, 2024, these rates shall be effective retroactively the pay period in which deductions are made for January 2024.

Effective the payroll period in which deductions are made for the January 2025 13 Attachment C

medical premium rates, the City shall increase its contributions to cover the increase in the cost for CalPERS Gold (all three tier levels) for the 2025 calendar year only.

The City shall provide a pro-rated cash-in-lieu option to those employees hired before February 4, 2017, who do not elect to participate in the PEMHCA medical insurance plan provided they are in compliance with the below evidence of coverage provision. If an employee is in a paid status, is eligible to not participate in the PEMHCA medical insurance plan and elects the pro -rated cash -in-lieu option, the employee will receive $413 on a monthly basis while on the City payroll.

Should the City reach a signed agreement with Local 2020, SMPAMM, and/or SMPOA that results in the elimination of the cash-in-lieu for new hires, the parties agree to adjust the cash-in-lieu benefit to be consistent with the provisions adopted by other public safety groups.

To establish eligibility for the cash -in-lieu option, employees who do not elect to use the City-sponsored medical benefits shall provide evidence of major medical insurance coverage and sign a City provided form certifying that they have other continuing major medical insurance coverage in compliance with Federal and State law and regulations. Once eligibility has been established, to maintain continued eligibility to receive the cash-in-lieu option employees shall provide said documents prior to January 31st on an annual basis, or as requested by the City. The employee must notify the City within thirty (30) days of the loss of other minimum essential coverage. The cash-in-lieu option shall no longer be payable, if the employee and family members cease to be enrolled in other minimum essential coverage.

22. LIFE INSURANCE
The City will provide employees with life and accidental death and dismemberment insurance in the amount equal to one time their annual salary, up to a maximum of $150,000, upon his/her first day of employment. The employee will pay $0.53 bi - weekly for the above stated employee -only insurance benefit with the City paying the remainder of the premium.

23. DENTAL AND OPTICAL INSURANCE
Employees shall be eligible for dental and optical insurance upon his/her first day of employment, and the City shall pay the full cost of the monthly premiums for employee and family coverage. The dental benefit amount is $2,000 annually, and the City agrees to add posterior composite restoration to the current plan design.

24. POST-EMPLOYMENT HEALTH PLAN
The City will contribute $68 per bi-weekly pay period per employee toward a post- employment health plan.

In March 2024 an election was conducted, and it was concluded that for 2024 and 2025 calendar years, upon (any type of) separation, applicable accruals will be 14 Attachment C

placed in the employees Post Employment Health Plan bank.

25. PROBATIONARY PERIOD
All original and promotional appointments shall be tentative and subject to a probationary period of twenty-six (26) pay periods of actual and continuous service.

26. FIRE DEPARTMENT ADMINSTRATIVE BATTALION CHIEF/TRAINING BATTALION CHIEF – PREMIUM PAY
Premium pay of ten percent (10%) shall commence on the first day of appointment to Department Training Officer and shall end on the last day of the appointment due to either the voluntary/involuntary reassignment to shift battalion chief, separation, or retirement. Premium pay shall be removed for any absences (except vacation) of ten (10) consecutive working days or more. If the Administrative Battalion Chief or Training Battalion Chief works in a suppression (shift) capacity, he or she will be paid the premium pay at the fifty-six (56)-hour rate.

27. LAYOFF
The layoff procedures for public safety managers shall be consistent with those of the Santa Maria Police Association of Middle Management (SMPAMM).

28. SERVICE CLUB PARTICIPATION
City recognizes the desirability of representation in and before local civic organizations that meet in the City of Santa Maria and are a benefit to the community. The City also encourages public safety managers to participate in said clubs (i.e., Rotary, Kiwanis, Lions, etc.). In that regard, the City shall pay necessary expenses for dues and meals for said participation. The City will not reimburse employees for any service club -related fines or event costs (i.e. ticket purchases, auction items, etc.).

///

15 Attachment C

PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria held this 18th day of February 2025.

ATTEST:

________________________
Chief Deputy City Clerk

Mayor
APPROVED AS TO FORM:

City Attorney
APPROVED AS TO CONTENT:

Chief Human
Resources Officer

City Manager

Attachment D
RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL

OF THE CITY OF SANTA MARIA, CALIFORNIA

APPROVING AND ADOPTING A COMPREHENSIVE SALARY

SCHEMATIC SCHEDULE FOR ALL FULL-TIME AND PART-TIME

EMPLOYEES IN ACCORDANCE WITH CALPERS GUIDELINES

WHEREAS, the California Public Employees’ Retirement System (“CalPERS”) requires adoption of a publicly-presented Comprehensive Salary Schedule to implement salary adjustments, as set forth in section 570.5 of Title 2 of the California Code of Regulations; and

WHEREAS, the California Public Employees’ Retirement System (“CalPERS ”) limits “compensation earnable” for retirement purposes to amounts listed on a Comprehensive Schematic Salary Schedule meeting requirements set forth in section 570.5 of Title 2 of the California Code of Regulations, including that government agency employers provide and make available to the public the salary of all full -time and part - time employees in a single salary format specified by CalPERS; and

WHEREAS, the City has compiled the necessary salary data to create a single salary schedule in compliance with the requirements of CalPERS , attached to the City Council Agenda Report as Attachment D, effective December 28, 2024; and

NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Santa Maria, California, as follows:

SECTION 1. The Comprehesive Salary Schematic Schedule for all full -time and part-time employees (attached to the City Council Agenda Report dated December 28, 2024, as Attachment D) is incorporated herein by reference , is hereby authorized and approved; and

SECTION 2. The salary adjustmens, are hereby authorized and approves; and

///

Attachment D
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Santa Maria held this 18th day of February 2025.

ATTEST:

Chief Deputy City Clerk

Mayor

Exhibits:

A – FT_PT_LS_Salary_Schematic
APPROVED AS TO FORM:
_______________________________
City Attorney
APPROVED AS TO CONTENT:
_______________________________
Department Director
_______________________________
City Manager

City of Santa Maria
Schematic Full-Time Bi-Weekly Rates
Effective 12-28-2024
Adopted 02-18-2025
Grade Description Assoc. Step A Step B Step C Step D Step E Step F Step G Step H 322 ACCOUNT CLERK - SCALE HOUSE g 1,882.48 1,976.60 2,075.43 2,179.20 2,288.16 324 ACCOUNT CLERK I g 1,836.52 1,928.35 2,024.77 2,126.01 2,232.31 323 ACCOUNT CLERK II g 2,031.08 2,132.63 2,239.26 2,351.22 2,468.78 370 ACCOUNTING TECHNICIAN I g 2,230.37 2,341.89 2,458.98 2,581.93 2,711.03 371 ACCOUNTING TECHNICIAN II g 2,459.52 2,582.50 2,711.63 2,847.21 2,989.57 374 ACCOUNTING TECHNICIAN III g 2,582.49 2,711.61 2,847.19 2,989.55 3,139.03 367 ADMINISTRATIVE ASSISTANT g 2,448.11 2,570.52 2,699.05 2,834.00 2,975.70 436 ADMINISTRATIVE LEADER m 3,631.57 3,794.99 3,965.76 4,144.22 4,330.71 4,525.59 4,729.24 4,942.06 447 ARFF SPECIALIST I f 2,660.59 2,793.62 2,933.30 3,079.97 3,233.97 448 ARFF SPECIALIST II f 2,926.60 3,072.93 3,226.58 3,387.91 3,557.31 176 ASSISTANT CITY ATTORNEY (Org Leader Broadband - Non Safety) m 6,519.61 - - - 10,866.01
146 ASSISTANT CITY MANAGER (Corp Leader Broadband - Non Safety) m 8,258.16 - - - 12,604.56
203 ASSISTANT PLANNER g 2,505.71 2,631.00 2,762.55 2,900.68 3,045.71 008 ASSISTANT TO THE CITY MANAGER m 4,696.07 4,930.87 5,177.41 5,436.28 5,708.09 204 ASSOCIATE PLANNER g 3,161.43 3,319.50 3,485.48 3,659.75 3,842.74 176 ASST DIR OF RECREATION & PARKS (Org Leader Broadband - Non Safety) m 6,519.61 - - - 10,866.01
388 AUTOMOTIVE SERVICE WRITER g 2,660.01 2,793.01 2,932.66 3,079.29 3,233.25 140 BUILDING DIVISION MANAGER m 5,111.39 5,366.96 5,635.31 5,917.08 6,212.93 217 BUILDING INSPECTOR I g 2,643.11 2,775.27 2,914.03 3,059.73 3,212.72 220 BUILDING INSPECTOR II g 2,914.72 3,060.46 3,213.48 3,374.15 3,542.86 347 BUILDING PERMIT TECHNICIAN I g 2,264.17 2,377.38 2,496.25 2,621.06 2,752.11 348 BUILDING PERMIT TECHNICIAN II g 2,505.98 2,631.28 2,762.84 2,900.98 3,046.03 438 BUSINESS LEADER m 5,164.46 5,396.86 5,639.72 5,893.51 6,158.72 6,435.86 6,725.48 7,028.13 164 BUSINESS SYSTEMS ANALYST m 4,035.23 4,236.99 4,448.84 4,671.28 4,904.84 230 CAD TECHNICIAN g 2,775.70 2,914.49 3,060.21 3,213.22 3,373.88 264 CHIEF BUILDING INSPECTOR g 3,212.43 3,373.05 3,541.70 3,718.79 3,904.73 130 CHIEF DEPUTY CITY CLERK m 4,546.61 4,773.94 5,012.64 5,263.27 5,526.43 146 CHIEF HUMAN RESOURCES OFFICER (Corp Leader
Broadband - Non Safety) m 8,258.16 - - - 12,604.56
146 CHIEF INFORMATION OFFICER (Corp Leader Broadband -
Non Safety) m 8,258.16 - - - 12,604.56
150 CHIEF OF POLICE (Corp Leader Broadband - Safety) psmp 8,735.19 - - - 13,102.79 226 CHIEF PUBLIC WORKS INSPECTOR g 2,814.06 2,954.76 3,102.50 3,257.63 3,420.51 146 CITY ATTORNEY (Corp Leader Broadband - Non Safety) m 8,258.16 - - - 12,604.56 179 CITY MANAGER (Broadband) m 10,254.32 - - - 14,601.85 166 CODE ENFORCEMENT OFFICER I g 2,444.12 2,566.33 2,694.65 2,829.38 2,970.85 167 CODE ENFORCEMENT OFFICER II g 2,669.02 2,802.47 2,942.59 3,089.72 3,244.21 165 CODE ENFORCEMENT SUPERVISOR g 3,212.58 3,373.21 3,541.87 3,718.96 3,904.91 168 CODE ENFORCEMENT TECHNICIAN g 1,965.60 2,063.88 2,167.07 2,275.42 2,389.19 211 COMMUNITY PROGRAMS MANAGER m 4,388.79 4,608.23 4,838.64 5,080.57 5,334.60 340 CONFIDENTIAL OFFICE CLERK I m 1,652.49 1,735.11 1,821.87 1,912.96 2,008.61 341 CONFIDENTIAL OFFICE CLERK II m 1,825.81 1,917.10 2,012.96 2,113.61 2,219.29 311 CONFIDENTIAL SECRETARY m 2,283.61 2,397.79 2,517.68 2,643.56 2,775.74 343 CONFIDENTIAL TECHNICIAN I m 2,283.61 2,397.79 2,517.68 2,643.56 2,775.74 344 CONFIDENTIAL TECHNICIAN II m 2,517.68 2,643.56 2,775.74 2,914.53 3,060.26 346 CONFIDENTIAL TECHNICIAN III m 2,914.54 3,060.27 3,213.28 3,373.94 3,542.64 146 CORPORATE/EXECUTIVE LEADER - NON SAFETY
(Broadband) m 8,258.16 - - - 12,604.56
150 CORPORATE/EXECUTIVE LEADER - SAFETY (Broadband) psm 8,735.19 - - - 13,102.79 265 CREW LEADER/MAINTENACE SPECIALIST g 2,553.71 2,681.40 2,815.47 2,956.24 3,104.05 298 CRIME ANALYST g 2,866.05 3,009.35 3,159.82 3,317.81 3,483.70 421 CRIME LAB AND EVIDENCE SUPV pn 4,365.70 4,583.99 4,813.19 5,053.85 5,306.54 417 CRIMINALISTICS TECHNICIAN I pn 2,724.19 2,860.40 3,003.42 3,153.59 3,311.27 418 CRIMINALISTICS TECHNICIAN II pn 3,531.91 3,708.51 3,893.94 4,088.64 4,293.07 331 CUSTOMER SERVICE CLERK g 1,581.36 1,660.43 1,743.45 1,830.62 1,922.15 389 CUSTOMER SERVICE TECHNICIAN g 2,303.07 2,418.22 2,539.13 2,666.09 2,799.39 439 DEPUTY BUILDING OFFICIAL m 4,089.11 4,293.57 4,508.25 4,733.66 4,970.34 373 DEPUTY CITY CLERK m 2,528.57 2,655.00 2,787.75 2,927.14 3,073.50 009 DEPUTY CITY MANAGER m 6,249.56 6,562.04 6,890.14 7,234.65 7,596.38 176

DEPUTY DIRECTOR OF PUBLIC WORKS/CITY ENGINEER
(Org Leader Broadband - Non Safety) m 6,519.61 - - - 10,866.01 176 DEPUTY DIRECTOR - SOLID WASTE (Org Leader Broadband - Non Safety) m 6,519.61 - - - 10,866.01
178 DEPUTY FIRE CHIEF (Org Leader Broadband- Safety) psmf 6,769.78 - - - 11,137.38 424 DIGITAL FORENSICS EXAMINER pn 3,809.88 4,000.37 4,200.39 4,410.41 4,630.93 146 DIR OF COMMUNITY DEVELOPMENT (Corp Leader
Broadband - Non Safety) m 8,258.16 - - - 12,604.56
146 DIR OF PUBLIC WORKS (Corp Leader Broadband - Non
Safety) m 8,258.16 - - - 12,604.56
Bi-Weekly Rates

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Santa Maria City CouncilFebruary 18, 2025

Santa Maria City Council
February 18, 2025