CITY COUNCIL AGENDAREGULAR MEETING

CITY OF HALF MOON BAY

TUESDAY, JUNE 21, 2016

Adcock Community/Senior Center Rick Kowalczyk, Mayor535 Kelly Avenue Deborah Ruddock, Vice MayorHalf Moon Bay, California 94019 Marina Fraser, Councilmember

John Muller, CouncilmemberDeborah Penrose, Councilmember

7:00 PM

This agenda contains a brief description of each item to be considered. Those wishing to address the CityCouncil on any matter not listed on the Agenda, but within the jurisdiction of the City Council to resolve, may comeforward to the podium during the Public Forum portion of the Agenda and will have a maximum of three minutes todiscuss their item. Those wishing to speak on a Public Hearing matter will be called forward at the appropriate timeduring the Public Hearing consideration.

Please Note: Please Provide a Copy of Prepared Presentations to the City Clerk

Copies of written documentation relating to each item of business on the Agenda are on file in the Office ofthe City Clerk at City Hall and the Half Moon Bay Library where they are available for public inspection. If requested,the agenda shall be available in appropriate alternative formats to persons with a disability, as required by Section 202of the Americans with Disabilities Act of 1990 (42 U.S.C. Sec. 12132.) Information may be obtained by calling650-726-8271.

In compliance with the Americans with Disabilities Act, special assistance for participation in this meeting canbe obtained by contacting the City Clerk’s Office at 650-726-8271. A 48-hour notification will enable the City to makereasonable accommodations to ensure accessibility to this meeting (28 CFR 35.102-35.104 ADA Title II).

http://hmbcity.com/

MEETING WILL CONCLUDE BY 11:00 PM UNLESS OTHERWISE EXTENDED BY COUNCIL VOTE

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CONVENE REGULAR MEETING

ROLL CALL / PLEDGE OF ALLEGIANCE

PROCLAMATIONS AND PRESENTATIONS

MAYOR'S ANNOUNCEMENTS OF COMMUNITY ACTIVITIES AND COMMUNITY SERVICE

REPORT OUT FROM RECENT CLOSED SESSION MEETINGS

CITY COUNCIL REPORTS

CITY MANAGER UPDATES TO COUNCILSAN MATEO COUNTY SHERIFF'S OFFICE ANNUAL REPORT

PUBLIC FORUM

1. CONSENT CALENDAR

1.A. WAIVE SECOND READING OF RESOLUTIONS AND ORDINANCES

1.B. APPROVAL OF MINUTESMAY 3, 2016

MAY 17, 2016

1.C. WARRANTS FOR THE MONTH OF MAY 2016STAFF REPORT

ATTACHMENT 1

1.D. AGREEMENT WITH SAN MATEO COUNTY FOR COASTSIDE EMERGENCYPREPAREDNESS SERVICESSTAFF REPORT

RESOLUTION

1.E. AGREEMENT WITH PACIFICA COMMUNITY TELEVISION FOR PUBLIC, EDUCATIONAL,AND GOVERNMENTAL ACCESS TELEVISIONSTAFF REPORT 2

RESOLUTION

1.F. COASTSIDE CHAMBER OF COMMERCE FUNDING PROPOSAL STAFF REPORT

RESOLUTION

1.G. SALARY SCHEDULE FOR THE INTERNATIONAL UNION OF OPERATING ENGINEERSSTATIONARY LOCAL 39, AFL-CIO; REPRESENTED MANAGEMENT TEAM MEMBERS;AND NON-REPRESENTED EMPLOYEESSTAFF REPORT

RESOLUTION

1.H. PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF HALF MOON BAYAND METROPOLITAN PLANNING GROUP (M-GROUP)STAFF REPORT

RESOLUTION

ATTACHMENT 2

ATTACHMENT 3

1.I. LAW ENFORCEMENT SERVICES AGREEMENT STAFF REPORT

RESOLUTION

1.J. ADOPTION OF RECORDS RETENTION SCHEDULESTAFF REPORT

RESOLUTION

1.K. CALIFORNIA COASTAL COMMISSION LOCAL COASTAL PROGRAM PLANNING GRANTPROGRAM, ROUND 3STAFF REPORT

RESOLUTION

1.L. USED OIL PAYMENT PROGRAM / HOUSEHOLD HAZARDOUS WASTE GRANT FORFISCAL YEAR 2016-2017 STAFF REPORT

RESOLUTION

ATTACHMENT 2

1.M. CITY HALL ANNEX LEASE (507B PURISSIMA STREET HALF MOON BAY)STAFF REPORT

RESOLUTION3

1.N. CONSTRUCTION CONTRACT AWARD FOR DEMOLITION AND SITE PREPARATION FORTHE HALF MOON BAY LIBRARY PROJECTSTAFF REPORT

RESOLUTION

1.O. HALF MOON BAY BUILDING AND GARDEN CONCRETE BATCH PLANT REPLACEMENTEIR CONTRACT AMENDMENTSTAFF REPORT

RESOLUTION

1.P. RIGHT OF ENTRY AGREEMENT BETWEEN THE CITY OF HALF MOON BAY AND THEBOYS AND GIRLS CLUB OF THE COASTSIDE STAFF REPORT

RESOLUTION

1.Q. PURCHASE OF PG&E RULE 20A CREDITS FROM FOSTER CITYSTAFF REPORT

RESOLUTION

2. ORDINANCES AND PUBLIC HEARINGS

2.A. CORREAS STREET UNDERGROUND UTILITY DISTRICT (UUD 2016-1)STAFF REPORT

RESOLUTION

3. RESOLUTIONS AND STAFF REPORTS

3.A. APPOINTMENT TO THE PLANNING COMMISSIONSTAFF REPORT

3.B. INVENTORY OF CITY-OWNED REAL PROPERTYSTAFF REPORT

3.C. FISCAL YEAR 2016-2017 OPERATING AND CAPITAL BUDGETS STAFF REPORT

ATTACHMENT 1

ATTACHMENT 2

FOR FUTURE DISCUSSION / POSSIBLE AGENDA ITEMS

ADJOURNMENT 4

MINUTES

CITY OF HALF MOON BAY CITY COUNCIL

TUESDAY, MAY 3, 2016

ADCOCK COMMUNITY/SENIOR CENTER, 535 KELLY AVENUE CONVENE REGULAR MEETING/ROLL CALL/PLEDGE OF ALLEGIANCE Mayor Kowalczyk called the meeting to order at 7:13 p.m. PRESENT: Councilmembers Fraser, Muller, Penrose, Vice Mayor Ruddock, and Mayor Kowalczyk. Mayor Kowalczyk led the Pledge of Allegiance. PROCLAMATIONS AND PRESENTATIONS BIKE MONTH PROCLAMATION Mayor Kowalczyk presented a proclamation proclaiming May as National Bike Month in Half Moon Bay to Carlene Foldenauer, Coordinator, Safe Routes to School Program for the Cabrillo Unified School District. PRESENTATION OF 2016 LEADERSHIP AWARDS Mayor Kowalczyk presented awards to students Thomas Hurrell, Nayeli Acosta, Dominic Padua, Samantha Aguilar, Andrea Guevara Castro, and Victor Altamirano, for demonstrating leadership, citizenship, work ethic, and overcoming obstacles to accomplish their goals. The Mayor thanked Marcia Reilly and Steve Bacich for their work on the Selection Committee. FRIENDS OF HALF MOON BAY PARKS AND RECREATION CHECK PRESENTATION John Kolbisen and Edward Andreini presented a donation from the Friends of the Half Moon Bay Parks and Recreation for the skate park. MAYOR’S ANNOUNCEMENTS OF COMMUNITY ACTIVITIES AND COMMUNITY SERVICE Mayor Kowalczyk announced that Free Comic Book Day at the Library and the Horse Shoe Tournament at Smith Field would take place on May 7, the Fiesta Carnival would be held on May 22 at Cunha Intermediate School, the Chamarita Festival would be held May 13-16 at the IDES Hall, and the first Farmers Market of the year would be held at 9:00 a.m. on May 7 at Shoreline Station.

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May 3, 2016 City Council Minutes Page 2 of 5 Councilmember Ruddock encouraged people to donate to Silicon Valley Gives before midnight as donations made would be matched by anonymous donors. CLOSED SESSION REPORT City Attorney Gallogly stated the City Council met in Closed Session and took no reportable action. CITY COUNCIL REPORTS Councilmember Penrose stated she attended the Council of Cities meeting, Concerts in the Park, and attended a meeting to discuss affordable housing options with Councilmember Fraser held by the Silicon Valley Community Foundation and Mid-Peninsula Housing. Councilmember Muller noted the first Farmers Market of Pacifica would be held on May 4. He stated he attended the Sonrisas fundraiser and Concerts in the Park, and he thanked the concert volunteers. He said he attended an unformal social with both County and City Officials who discussed the various ways they handle different situations. Councilmember Muller thanked staff and Republic Services for coordination of Earth Day activities. Councilmember Fraser stated affordable housing opportunities were discussed at the meeting with Councilmember Penrose held by the Silicon Valley Community Foundation and Mid-Peninsula Housing. She stated she attended a San Mateo County Jobs / Housing Task Force meeting and the Cinco de Mayo Festival at the Plaza. Vice Mayor Ruddock stated she attended a Sewer Authority Mid-Coastside meeting, a Council of Cities meeting, a Sonrisas fundraiser, and Concerts in the Park. Mayor Kowalczyk stated he attended a Sewer Authority Mid-Coastside meeting, a San Mateo County China Trade Association Reception, and met with Half Moon Bay Latino Advisory Community Leaders. CITY MANAGER UPDATES TO COUNCIL City Manager Gonzalez announced that May 23 was the last day to register to vote for the June 7 election. PUBLIC FORUM

The following individuals addressed the City Council during Public Forum:

• Dave Shorr • Mitchell Oster

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May 3, 2016 City Council Minutes Page 3 of 5 CONSENT CALENDAR

1.A. WAIVE SECOND READING OF RESOLUTIONS AND ORDINANCES 1.B. AUTHORIZE A ONE-TIME PAYMENT OF $50,000 TO THE BOYS AND GIRLS CLUB

OF THE COASTSIDE FOR THE CITY’S RECREATION SERVICES 1.C. RESOLUTION IN SUPPORT OF MEASURE AA – THE SAN FRANCISCO BAY

RESTORATION AUTHORITY’S CLEAN AND HEALTHY BAY MEASURE 1.D. AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES CONTRACT WITH VALI

COOPER & ASSOCIATES 1.E. REALIGNMENT OF THE COASTAL TRAIL BLUFFS BETWEEN SEYMOUR AND KELLY

AVENUE

MOTION Councilmember Muller moved and Councilmember Fraser seconded a motion to

approve the Consent Calendar. The motion carried unanimously.

2. ORDINANCES AND PUBLIC HEARINGS

2.A. CONTINUED HEARING ON APPEAL OF THE PLANNING COMMISSION’S DECISION TO APPROVE A COASTAL DEVELOPMENT PERMIT AND ARCHITECTURAL REVIEW FOR CONSTRUCTION OF A PREFABRICATED FIRE TRAINING TOWER OF APPROXIMATELY 50.5 FEET IN HEIGHT AND 4,497 SQUARE FEET IN FLOOR AREA AT 1191 MAIN STREET

Community Development Director Doughty and Senior Planner Hamilton

presented the staff report.

Mayor Kowalczyk opened the public hearing and the following citizens spoke during public comment:

• Virginia McShane

• Gary Burke

• Jules Sofer

• Dave Shorr

• Steve Stockmen

• John Ullom

• David Eblovi • Jules Sofer read letter from Kevin Lansing

• Pamela Fisher

Mayor Kowalczyk closed the public hearing. Councilmembers discussed the item and asked questions of staff and the applicant.

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May 3, 2016 City Council Minutes Page 4 of 5 MOTION

Councilmember Muller moved and Councilmember Fraser seconded a motion to find that the City Council has reviewed and considered the Final Initial Study and Mitigated Negative Declaration for the project adopted by the Lead Agency (the Coastside Fire Protection District); deny the appeal; affirm the Planning Commission’s decision to approve the project; and approve PDP-15-046, application for a Coastal Development Permit and Architectural Review for construction of a prefabricated fire training tower of approximately 45 feet in height and 4,497 square feet in floor area, as redesigned, on a 86,463 square-foot lot developed with an existing fire station and fire training yard located at 1191 Main Street in the P-S, Public Service Zoning District, based upon the Findings and Evidence contained in Exhibit A and B of the Resolution, and subject to the modified Conditions of Approval contained in Exhibit C. The motion passed unanimously by roll call vote. RECESS

Mayor Kowalczyk called a recess at 9:01 p.m. The meeting reconvened at 9:12 p.m. with all Councilmembers present. 3. STAFF REPORTS AND RESOLUTIONS

3.A. DISCUSSION OF AN ORDINANCE REGULATING SMOKING IN THE CITY OF HALF MOON BAY

City Attorney Gallogly presented the staff report. The following citizens spoke during public comment:

• James Wilkinson • Monica Ackerman • Bob Gordon • John Ullom • Edith Cabuslay • Pam Fisher

Councilmembers discussed the item and provided direction to staff.

FOR FUTURE DISCUSSION/POSSIBLE AGENDA ITEMS Councilmember Penrose requested that Art and Music in the Park, as well as consideration of the creation of a Parks and Recreation Commission, be scheduled for a future meeting. Mayor Kowalczyk requested that discussion of adding public information requests and responses to the City’s website be brought forward at a future meeting.

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May 3, 2016 City Council Minutes Page 5 of 5 Vice Mayor Ruddock requested that consideration of waiving the fee for the fire training tower appeal be scheduled for a future meeting.

ADJOURNMENT Mayor Kowalczyk adjourned the meeting at 10:01 p.m. Respectfully Submitted: Approved: ____________________________ _________________________________ Jessica Blair, Interim City Clerk Rick Kowalczyk, Mayor

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MINUTES

CITY OF HALF MOON BAY CITY COUNCIL

TUESDAY, MAY 17, 2016

ADCOCK COMMUNITY/SENIOR CENTER, 535 KELLY AVENUE CONVENE REGULAR MEETING/ROLL CALL/PLEDGE OF ALLEGIANCE Mayor Kowalczyk called the meeting to order at 7:09 p.m. PRESENT: Councilmembers Fraser and Penrose, Vice Mayor Ruddock, and Mayor Kowalczyk. ABSENT: Councilmember Muller. Boy Scout Troop 263 led the Pledge of Allegiance. PROCLAMATIONS AND PRESENTATIONS IMMIGRANT HERITAGE MONTH PROCLAMATION Mayor Kowalczyk proclaimed June 2016 as Immigrant Heritage Month in Half Moon Bay. MAYOR’S ANNOUNCEMENTS OF COMMUNITY ACTIVITIES AND COMMUNITY SERVICE Mayor Kowalczyk said the Farmers Market would be held on Saturday from 9 a.m. to 1 p.m. and advised that City Offices would be closed on May 30 for the Memorial Day holiday. He noted the Fiesta Carnival and Taste of the Coast would take place on May 22, and the Coastside Passeggiata would take place on the third Thursday of every month from May through September. He stated the Boys and Girls Club Community Unity Awards would be held on May 19 at the Oceana Hotel. CLOSED SESSION REPORT City Attorney Gallogly stated the City Council met in Closed Session and took no reportable action.

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May 17, 2016 City Council Minutes Page 2 of 5 CITY COUNCIL REPORTS Councilmember Penrose stated she attended a Peninsula Clean Energy JPA Board Meeting, the San Mateo County Housing Leadership luncheon, and the Fifth Annual Coastside Youth Council Summit sponsored by the San Mateo County Sheriff’s Office. Councilmember Fraser stated she attended a C/CAG Meeting where consideration of a study of the Highway 101 corridor and exploration of high occupancy vehicle lanes were discussed. Vice Mayor Ruddock stated she attended a Sewer Authority Mid-Coastside Operation Subcommittee meeting, a Recycled Water Committee Meeting, and the Farmers Market. Mayor Kowalczyk acknowledged Beverli Marshall, the new General Manager of Sewer Authority Mid-Coastside, and stated he attended a Finance Committee Meeting with Vice Mayor Ruddock where the extension of the agreement with Republic Services for waste management and recycling services was discussed. He stated he was honored to throw the first shoe at the Half Moon Bay Horse Shoe Tournament and announced the Little Queen and Big Queen at the Holy Ghost Festival. He also attended a reception at the Chinese Consulate in San Francisco with mayors and Silicon Valley business leaders. The Mayor presented the newly-designed City Pin and distributed pins to the Council. CITY MANAGER UPDATES TO COUNCIL City Manager Gonzalez noted Captain Munsey would be providing a report on the Youth Summit, and she provided an update on the City’s collaborative efforts regarding the homeless population in the community. PUBLIC FORUM

The following individuals addressed the City Council during Public Forum:

• Pete Smith • Andrea Wilson

CONSENT CALENDAR

1.A. WAIVE SECOND READING OF RESOLUTIONS AND ORDINANCES 1.B. APPROVAL OF MINUTES OF JANUARY 7, 2016, JANUARY 12, 2016, MARCH 1,

2016, MARCH 15, 2016, APRIL 5, 2016 AND APRIL 19, 2016 SPECIAL CITY COUNCIL MEETINGS; AND THE MARCH 1, 2016, MARCH 15, 2016, APRIL 5, 2016, AS AMENDED AND, APRIL 19, 2016 REGULAR CITY COUNCIL MEETINGS.

1.C. WARRANTS FOR APRIL 1016 1.D. TREASURER’S REPORT FOR THE QUARTER ENDING MARCH 31, 2016

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May 17, 2016 City Council Minutes Page 3 of 5

1.E. QUARTERLY FINANCIAL REPORT FOR THE THIRD QUARTER OF FY 2015-16 1.F. NATIONAL NIGHT OUT PERMIT FEE WAIVER 1.G. DEFERRED STREET IMPROVEMENT AGREEMENT WITH NILS AND BETH MOBERG

FOR 654 POPLAR STREET (APN 064-272-130) 1.H. ADJUST COMMUNITY DEVELOPMENT DEPARTMENT SENIOR MANAGEMENT

ANALYST FULL-TIME EQUIVALENT VALUE ALLOCATION 1.I. CLASSIFICATION AND SALARY SCHEDULE FOR ASSISTANT ENGINEER POSITION

AND RECLASSIFYING THE MANAGEMENT ANALYST CLASSIFICATION TO AN ASSOCIATE ENGINEER CLASSIFICATION WITH PROPOSED SALARY RANGE

1.J. CLASSIFICATION AND SALARY SCHEDULE FOR EXECUTIVE ASSISTANT TO THE CITY MANAGER POSITION AND NON-REPRESENTED CLASSIFIED EMPLOYEES COMPENSATION AND BENEFITS PLAN

1.K. PROCESS FOR PRE-QUALIFYING GENERAL CONTRACTORS SUBMITTING BIDS FOR THE NEW LIBRARY PROJECT

1.l. NOVEMBER 8, 2016 GENERAL MUNICIPAL ELECTION 1.M. CITY COUNCIL RULES OF PROCEDURE AND DECORUM

MOTION Councilmember Fraser moved and Councilmember Penrose seconded a motion to

approve the Consent Calendar. The motion carried 4-0-1, Councilmember Muller absent.

2. ORDINANCES AND PUBLIC HEARINGS None. 3. STAFF REPORTS AND RESOLUTIONS

3.A. DIRECTION ON PROJECT LABOR AGREEMENT FOR LIBRARY PROJECT City Attorney Gallogly presented the staff report. The following citizens spoke during public comment:

• Brigid O’Farrell • James Gomez • Mark Leach • Sharon Seidenstein

Councilmembers discussed the item and provided direction to staff.

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May 17, 2016 City Council Minutes Page 4 of 5 MOTION

Councilmember Fraser moved and Councilmember Ruddock seconded a motion to authorize staff to commence negotiations for a project labor agreement with the San Mateo County Building and Construction Trades Council and to bring back the final agreement for approval by the Council. The amended motion carried 4-0-1 by roll call vote, Councilmember Muller absent. 3.B. SEWER AUTHORITY MID-COASTSIDE FISCAL YEAR 2016-2017 BUDGET Deputy City Manager Khojikian presented the staff report. The Council discussed the item and asked questions of staff. MOTION

Councilmember Ruddock moved and Councilmember Penrose seconded a motion to adopt a resolution approving the Sewer Authority Mid-Coastside (SAM) Combined Operation and Maintenance, Collections, and Infrastructure (project) Budgets for Fiscal Year 2016-17. The motion carried 4-0-1 by roll call vote, Councilmember Muller absent.

3.C. ART AND MUSIC IN THE PARK

Deputy City Manager Khojikian presented the staff report.

The following citizens spoke during public comment:

• Shahrzad Pantera • Raymond Tsang • John Ullom

Councilmembers raised questions, offered comments and expressed support for an Art

in the Park concept and requested that Councilmember Penrose conduct further research into the matter and possible partnering opportunities.

FOR FUTURE DISCUSSION/POSSIBLE AGENDA ITEMS None.

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May 17, 2016 City Council Minutes Page 5 of 5 ADJOURNMENT Mayor Kowalczyk adjourned the meeting at 8:55 p.m. Respectfully Submitted: Approved: ____________________________ _________________________________ Jessica Blair, Interim City Clerk Rick Kowalczyk, Mayor

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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT

For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: Yulia Carter, Finance Director TITLE: WARRANTS FOR THE MONTH OF MAY 2016 ______________________________________________________________________________ RECOMMENDATION: Accept the attached warrants list for the month of May 2016. The grand total for all warrants for the month was $829,800.57 STRATEGIC ELEMENT: This recommendation supports the Fiscal Sustainability and Inclusive Governance Element. ATTACHMENT: Check Disbursement List by Check Date

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City of Half Moon Bay Jun 02, 2016 01:02pm Page Check Disbursement List by Check Date Range 05/01/16 to 05/31/16 ---------------------------------- -·----------------------------------------------------------------------------- -------------- -- ---Check Vendor Check Check

Number Number Payee Date Amount Description ----------------------------------------------------------------------------------------------------- ------------ -- ---- -- -----------040252 3512 KEVIN BENSON 05/02/16 0.50 03/11 OVERPAYMENT REFUND

Reinstated from claim# 61975 040253 3551 HAILEY THORNE 05/02/16 100.00 05/13 CITY LEADERSHIP AWARD

Reinstated from claim# 62363 040253 3551 HAILEY THORNE 05/02/16 100.00 5/14 LEADERSHIP AWARD

Reinstated from claim# 64216 040254 490 ABAG POWER PURCHASING POOL 05/11/16 42.93 4/16 GAS USAGE 040255 3873 ALPINE MECHANICAL SERVICE COMPANY INC 05/11/16 1 ,091 .18 12/15 MAI NT SVCS 040256 2094 AMERICA.N ASPHALT R & R CO. INC 05/11/16 4,194.30 4/16 STRIPING SVCS 040257 3332 AMERICAN DEBRIS BOX SERVICE INC. DBA AME 05/11/16 1 '133. 70 4/11-5/8/16 PORTABLE SVCS 040258 18 ANDREINI BROTHERS, INC. 05/11/16 4,090.00 3/16 MAINT SVCS 040259 2022 AT&T/CALNET2 05/11/16 2,867.62 3/13-4/12/16 TEL SVCS 040260 2022 AT&T/CALNET2 05/11/16 164.98 3/13-4/12/16 TEL SVCS CEOC 040261 3858 GERALD BASSERMANN OPUSMINE PRODUCTIONS 05/11/16 300.00 4/10/16 CONCERTS IN THE PARK 040262 481 BIG CREEK LUMBER 05/11/16 107.37 4/16 MAINT SUPPLIES 040263 3626 BKF ENGINEERS 05/11/16 3,866.00 1/18-2/14/16 CIVIL ENGINEERING SVC 040264 3807 BOLT STAFFING SERVICE, INC. 05/11/16 7,360.00 4/11 -4/29/16 PROF SVCS 040265 3165 C.C.O.I. GATE & FENCE GREG PATTERSON 05/11/16 127. 52 4/16 MAINT SVCS 040266 1826 CA DEPT OF JUSTICE ACCOUNTING OFFICE/CAS 05/11/16 32.00 3/16 FINGERPRINTING SVCS 040267 32 CA DEPT OF TRANSPORTION HQ ACCOUNTING OF 05/11/16 2,224.78 JAN 1 16-MAR 116 SIGNALS & LIGHTING 040268 3857 BAY AREA SELECT JAZZ ENSEMBLE C/0 JOHN R 05/11/16 300.00 4/10/16 CONCERTS IN THE PARK 040269 51 COASTSIDE COUNTY WATER DISTRICT 05/11/16 1,890.84 4/16 WATER USAGE 040270 1925 CITY OF BURLINGAME 05/11/16 9,099.00 FEB 116-APR 1 16 PARTIAL SMC BIDS 040271 957 CDASTSIDE.NET, INC 05/11/16 66.90 5/16 DSL & DOMAIN HOSTING 040272 3082 COM CAST 05/11/16 77.44 5/16 CABLE SVCS CEOC 040273 3082 COM CAST 05/11/16 211.20 5/16 INTERNET SVCS HMB 040274 3082 COM CAST 05/11/16 206.20 5/16 INTERNET SVCS CEOC 040275 202 FED EX 05/11/16 21.77 4/16 DELIVERY SVCS 040276 3446 FLYERS ENERGY LLC DEPT #34516 05/11/16 653.95 4/16 FUEL USAGE 040277 70 GRAINGER, INC. 05/11/16 467.12 4/16 MAINT SUPPLIES 040277 70 GRAINGER, INC. 05/11/16 490.75 4/16 MAINT SUPPLIES 040278 1423 THE GRAPHIC WORKS 05/11/16 113.66 5/16 CONCERTS IN THE PARK 040279 2603 H.T. HARVEY & ASSOCIATES TRIPLE HS INC. 05/11/16 866.50 3/16 PILARCITOS CREEK MITIGATION 040280 76 HALF MOON BAY BUILDING & GARDEN 05/11/16 1 ,299.62 4/16 MAINT SUPPLIES 040280 76 HALF MOON BAY BUILDING & GARDEN 05/11/16 70.26 5/16 MAINT SUPPLIES 040281 759 ANTHONY MENDES dba HALF MOON BAY CARPET 05/11/16 337_50 5/16 CARPET CLEANING SVCS 040282 89 HMB COASTSIDE CHAMBER OF COMMERCE 05/11/16 7' 101.00 MAR 1 16 PARTIAL HMB BIDS 040283 3429 HUE & CRY SECURITY SYSTEMS, INC. 05/11/16 97.95 5/16 FIRE ALARM MONITORING SVCS 040284 2257 INTERSTATE TRAFFIC CNTL PROD (BURL) 05/11/16 377.85 4/16 MAINT SUPPLIES 040285 3874 MAX LANDMAN 05/11/16 190.00 5/16 CONCERTS IN THE PARK 040286 3069 MANAGED HEALTH NETWORK 05/11/16 168.00 5/16 EMPLOYEE ASSISTANCE PROGRAM 040287 3641 JAMES J HENDERSON NEIGHBORHOOD RADIO 05/11/16 100.00 4/10/16 CONERTS IN THE PARK 040287 3641 JAMES J HENDERSON NEIGHBORHOOD RADIO 05/11/16 50.00 5/2/16 CONCERTS IN THE PARK 040288 620 NEOPOST U.S. POSTAGE-ON-CALL DEPT. 05/11/16 1,000.00 4/16 REPLENISH POSTAGE METER 040289 2725 TIMOTHY D. O'HARA O'HARA'S PEST CONTROL 05/11/16 233.00 4/16 PEST CONTROL SVCS 040290 129 OCEAN SHORE PRINTING CO KEITH THOMPSON 05/11/16 97.09 4/16 BUSINESS CARDS 040291 3479 PARKEON INC 05/11/16 52.50 4/16 PARKING SVCS 040292 29 ARROWHEAD MOUNTAIN SPRING WATER A DIVIS! 05/11/16 53.71 3/16 SPRING WATER SVCS 040293 3482 REGIONAL GOVERNMENT SERVICES AUTHORITY 05/11/16 1,610.00 3/16 HR CONSULTING SVCS 040293 3482 REGIONAL GOVERNMENT SERVICES AUTHORITY 05/11/16 1,495.00 3/16 COD CONSULTING SVCS

CCS.AP Accounts Payable Release 8.3.1 R*APFINVC*FDL By LOUELLA ENRIQUEZ (LOUELLAE) 16

City of Half Moon Bay Check Disbursement List by Check Date Range 05/01/16 to 05/31/16

Check Vendor Number Number Payee

040294 3828 040295 286 040296 270 040297 3746 040298 1760 040298 1760 040298 1760 040299 165 040300 3786 040301 3701 040302 3871 040303 3526 040303 3526 040304 2941 040304 2941 040304 2941 040305 3776 040305 3776 040306 3578 040307 3250 040307 3250 040308 137 040309 159 040310 2337 040311 444 040312 3843 040313 3332 040314 2407 040315 2022 040316 16 040317 3285 040318 3875 040319 3814 040320 3355 040321 2666 040322 1189 040323 197 040324 3082 040325 2028 040326 3643 040327 390 040328 2947 040329 3836 040330 1423 040330 1423 040331 3528 040333 2948 040334 74 040335 76 040336 264

JOAN SCHOENING SAN MATEO COUNTY CLERK/ASSESSOR SAN MATEO COUNTY COUNCIL OF CITIES MALCOLM C SMITH STEPFORD STEPFORD STEP FORD STRAWFLOWER ELECTRONICS, INC. TRINITY BUILDING SERVICES V. W. HOUSEN & ASSOCIATES, INC. WEST COAST ARBORISTS INC BIGGS CARDOSA ASSOCIATES, INC BIGGS CARDOSA ASSOCIATES, INC CSG CONSULTANTS, INC. CSG CONSULTANTS, INC. CSG CONSULTANTS, INC. DAVID J POWERS & ASSOCIATES, INC DAVID J POWERS & ASSOCIATES, INC DYETT & BHATIA, URBAN & REGIONAL PLANNER METROPOLITAN PLANNING GROUP METROPOLITAN PLANNING GROUP PACIFIC GAS & ELECTRIC SEWER AUTHORITY MID·COASTSIDE (ON BEV CU SMCO PUBLIC SAFETY COMMUNICATIONS DEPT: ABAG PLAN CORP. ADHARA SYSTEMS AMERICAN DEBRIS BOX SERVICE INC. DBA AME ARAMARK AT&T/CALNET2 BANK OF AMERICA BANKCARD CENTER BAY AREA BARRICADE SERVICE INC. BAY AREA COATING CONSULTANTS INC BULL STOCKWELL ALLEN BSA ARCHITECTS ASUNCION GARDENING SERVICE ASUNCION GIJO COAST RANGE BIOLOGICAL, LLC TOM MAHONY COASTSIDE FIRE PROTECTION DISTRICT COASTSIDE PRINTERS COM CAST COPOWER CORODATA RECORDS MANAGEMENT, INC DFM ASSOCIATES GIBBONS & CONLEY GLADWELL GOVERNMENTAL SERVICES INC THE GRAPHIC WORKS THE GRAPHIC WORKS HASSETT HARDWARE HIP HOUSING HALF MOON BAY AUTO PARTS HALF MOON BAY BUILDING & GARDEN HALF MOON BAY NURSERY

CCS.AP Accounts Payable Release 8.3.1 R*APFINVC*FDL

Check Date

05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/11/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16 05/26/16

Jun 02, 2016 01 :02pm Page

Check Amount Description

6,030.00 1/16-3/16 WEBSITE PROJECT 2,260.00 5/11/16 LIBRARY CEQA FILING FEES

150.00 4/29/16 COCC DINNER MTG 5,475.00 4/16 PROF SVCS

75.00 3/16 COMPUTER SUPPORT ADDT 1 L HRS 1, 290.00 6/16 COMPUTER SUPPORT SERVICES

750.00 6/16 COMPUTER OFFSITE BACKUP 188.13 10/15 & 3/16 MAINT SUPPLIES

7,295.49 5/16 JANITORIAL SVCS 6,898.16 3/16 SEWER SYSTEM SUPPORT SVCS 7,350.00 3/16-3/18/16 TREE REMOVAL SVCS

12,919.87 9/15-11/15 SEYMOUR BRIDGE PROJECT 74,959.04 7/15-11/15 PILARCITOS CREEK BRIDGE

90.10 4/16 REIMBURSABLE EXPENSE 37,625.00 2/16-3/16 PROFESSIONAL SVCS

2,854.33 3/16 PROFESSIONAL SVCS 8,841.25 2/16 HMB LIBRARY CEQA ANALYSIS 4,708.09 3/16 HMB LIBRARY CEQA ANALYSIS

10,214.95 4/16 CA COASTAL COMMISSION GRANT 57,691.15 3/16 PLANNING SVCS 46,571.75 12/15-1/16 PLANNING SVCS 11,044.16 3/16-4/16 ELEC SVCS

194,482.00 5/16 SEWER ASSESSMENT 54,942.00 4/16 4TH QTR DISPATCH SVCS 3,080.00 4/16 FY16-17 CITY COUNCIL MEMBERSHIP 2,750.00 4/16 GIS MAPPING MANAGEMENT SVCS 2,342.97 3/14-6/5/16 PORTABLE SVCS

727.86 4/16 MOP & MAT SVCS 131.83 4/2-5/1/16 TEL SVCS

9,805.03 4/16 CC CHARGES 1,988.16 5/16 MAINT SUPPLIES

600.00 4/16 PAINT CONDITION ANALYSIS 925.25 4/16 EVALUATE SPACE PLAN OPTIONS

2.275.00 1/16 & 2/16 MAINT SVCS .986.70 4/16 BIOLOGICAL SVCS PDP-15-051 232.00 5/16 LIBRARY 620 CORREA$ ST 742.94 5/16 PRINTING SVCS 58.70 5/16 CABLE SVCS

4,212.78 6/16 DENTAL & VISION PREMIUMS 124.51 4/16 MONTHLY RECORD STORAGE 112.82 5/16 2016 CA ELECTIONS CODE 339.00 3/16 LEGAL SERVICES

6,974.81 5/16 RECORDS MGMT CONSULTING SVCS 178.50 5/16 OFFICE SUPPLIES 474.32 4/16 SWAG WATER BOTTLES

3,311.60 4/16 MAINT SUPPLIES 1,000.00 4/16 FY1617 HOME SHARE PROGRAM

386.00 1/16-2/16 MAINT REPAIRS & SUPPLIES 746.69 5/16 MAINT SUPPLIES 164.91 4/16 MAINT SUPPLIES

2

By LOUELLA ENRIQUEZ (LOUELLAE) 17

City of Half Moon Bay Jun 02, 2016 01:02pm Page 3 Check Disbursement List by Check Date Range 05/01/16 to 05/31/16 ------------------------------------------------------------------------------------------------------------------------------------Check Vendor Check Check

Number Number Payee Date Amount Description ------------------------------------------------------------------------------------------------------------------------------------040337 82 HALF MOON BAY REVIEW 05/26/16 555.00 4/16 PUBLIC NOTICE 040338 3751 ICF JONES & STOKES, INC. 05/26/16 1,989.00 4/16 PROF SVCS 040339 94 IUOE STATIONARY ENGINEERS, LOCAL 39 DATA 05/26/16 620.94 5/16 LOCAL 39 DUES 040340 3083 JOINT VENTURE: SILICON VALLEY NETWORK 05/26/16 1,100.00 5/16 FY1617 MEMBERSHIP DUES 040341 2699 KONICA MINOLTA BUSINESS SOLUTIONS 05/26/16 615.52 5/16 MONTHLY COPIER LEASE 040342 3609 PAULA KROGH, PETTY CASH 05/26/16 226.95 3/29-4/22/16 REPLENISH PETTYCASH 040343 3726 NICOLAS LASZKIEWICZ 05/26/16 480.00 5/16 SP 1 16 NEWSLETTER TRANSLATION 040344 3805 LAUTZENHISER'S STATIONERY, INC. 05/26/16 1,314.86 4/16 OFFICE SUPPLIES 040345 740 MAIL FINANCE A NEOPOST USA COMPANY 05/26/16 233.35 5/4-6/3/16 POSTAGE METER LEASE 040346 3733 MANAGEMENT PARTNERS 05/26/16 2,800.00 4/16 COUNCIL STUDY SESSION 040347 1206 MARK THOMAS & CO. INC. 05/26/16 972.50 4/16 HWY1 TRAFFIC REDUCTION/SAFETY 040348 1538 MUNISERVICES, LLC 05/26/16 500.00 OCT 115-DEC•15 4TH QTR STARS RPTS 040348 1538 MUNISERVICES, LLC 05/26/16 274.45 5/16 4TH QTR RPTS 040349 2725 TIMOTHY D. O'HARA 0 1 HARA 1S PEST CONTROL 05/26/16 230.00 5/16 PEST CONTROL SVCS 040350 129 OCEAN SHORE PRINTING CO KEITH THOMPSON 05/26/16 104.15 5/16 BUS CARDS 040351 457 OFFICE DEPOT BUSINESS SERVICES DIVISION 05/26/16 1 ,854.00 4/16-5/16 OFFICE SUPPLIES 040352 1283 KATHY OLER 05/26/16 1 ,800.00 6/16 MILLS ST PARKING LOT RENTAL 040353 3170 PUBLIC AGENCY RETIREMENT SERVICES PHASE 05/26/16 300.00 2/16 TRUST ADMIN SVCS 040354 137 PACIFIC GAS & ELECTRIC 05/26/16 9,568.03 4/16 & 5/16 ELECTRIC SVCS 040355 137 PACIFIC GAS & ELECTRIC 05/26/16 1,200.00 4/16 TEMP CONST 620 CORREAS ST 040356 29 ARROWHEAD MOUNTAIN SPRING WATER A DIVIS! 05/26/16 151.83 4/16 SPRING WATER SVCS 040357 1080 ROSS RECREATION EQUIPMENT, INC 05/26/16 104.28 5/16 MAINT SUPPLIES 040357 1080 ROSS RECREATION EQUIPMENT, INC 05/26/16 1,342.37 5/16 MAINT SUPPLIES 040358 3538 ATLANTIC RADIO TELEPHONE INC 05/26/16 321 .80 3/16 ANNUAL SUBSCRIPTION 040359 3101 SHRED-IT SAN FRANCISCO 05/26/16 40.48 4/27/16 SHREDDING SVCS 040360 217 SAN MATEO COUNTY INFORMATION SVCS. 05/26/16 76.00 4/16 MICROWAVE TEL SVCS 040361 3519 SWCA, INCORPORATED SWCA ENVIRONMENTAL CO 05/26/16 256.50 3/16 ARBORIST & BIO SVCS 040362 1497 TURBO DATA SYSTEMS INC 05/26/16 231.70 4/16 CITATION PROCESSING SVCS 040363 81 U.S. POSTMASTER-HMB 05/26/16 215.00 4/16 BULK MAIL PERMIT RENEWAL 040364 3701 V. W. HOUSEN & ASSOCIATES, INC. 05/26/16 4,803.16 4/16 SEWER SYSTEM SUPPORT SVCS 040365 3871 WEST COAST ARBORISTS INC 05/26/16 1,440.00 5/16 ARBORIST SVCS 040366 3807 BOLT STAFFING SERVICE, INC. 05/26/16 3,980.00 5/9-5/13/16 PROFESSIONAL SVCS 040366 3807 BOLT STAFFING SERVICE, INC. 05/26/16 3,380.00 4/25-4/29/16 PROFESSIONAL SVCS 040366 3807 BOLT STAFFING SERVICE, INC. 05/26/16 4.124.02 5/2-5/6/16 PROFESSIONAL SVCS 040367 50 THE CITIES GROUP 05/26/16 13;596.93 4/1-6/16 WORKERS COMP ASSESSMENT 040368 2941 CSG CONSULTANTS, INC. 05/26/16 31,781.00 7/15-11/15 PROF SVCS 040369 3578 DYETT & BHATIA, URBAN & REGIONAL PLANNER 05/26/16 11,205.50 4/16 GENERAL PLAN UPDATE 040369 3578 DYETT & BHATIA, URBAN & REGIONAL PLANNER 05/26/16 9,830.00 4/16 OCEAN PROTECT COUNCIL GRANT 040370 3782 GRIFFIN STRUCTURES, INC. 05/26/16 13,110.85 11/15 PROJ AND CONST MGMT LIBRARY 040370 3782 GRIFFIN STRUCTURES, INC. 05/26/16 13,148.36 3/16 PROJ & CONST MGMT HMB LIBRARY 040371 3757 SCHAFF & WHEELER, CONSULTING CIVIL ENGIN 05/26/16 5,962.50 4/16 PROF SVCS 040371 3757 SCHAFF & WHEELER, CONSULTING CIVIL ENGIN 05/26/16 27,980.00 3/16 HMB STORM DRAIN MASTER PLAN

--------------Total 829,800.57

CCS.AP Accounts Payable Release 8.3.1 R*APFINVC*FDL By LOUELLA ENRIQUEZ (LOUELLAE) 18

BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT

For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: Russell Brunson, Administrative Services Manager

Carlo Wei, Management Analyst TITLE: AGREEMENT WITH SAN MATEO COUNTY FOR COASTSIDE EMERGENCY

PREPARDNESS SERVICES ______________________________________________________________________________ RECOMMENDATION: Adopt a resolution authorizing the City Manager to execute an agreement with San Mateo County for Coastside Emergency Preparedness services.1 FISCAL IMPACT: The cost to the City to continue to fund the Coastside District Coordinator at 50 percent is $67,584, which is included in the proposed Fiscal Year 2016-2017 Annual Budget. STRATEGIC ELEMENT: This recommendation supports the Healthy Communities and Public Safety Element. BACKGROUND: The Coastside District Coordinator position was developed in 2013 to help communities along the coast better prepare for emergencies. The San Mateo County Sheriff’s Office developed the position, in collaboration with various individual groups from the Coastside community, after realizing that more could be done to coordinate and unify emergency response efforts along the coast. The current contract for the District Coordinator positon began on January 1, 2016, and ends on June 30, 2016. Staff recommends that the City enter into an agreement for another year to retain the position. Nick Gottuso, the Coastside District Coordinator, and the office of Emergency Services team have accomplished the following to better prepare our community for emergencies:

1 This item is subject to approval of the proposed Fiscal Year 2016-2017 Budget.

19

Coastside District Coordinator June 21, 2016 Page 2 of 2

• Organized and assisted the City with the development of a Coastside Emergency

Operations Plan (CEOP), and a countywide Emergency Operations Plan (EOP). • Organized and facilitated three Tsunami exercises at the Coastside Emergency

Operations Center (CEOC). • Provided ongoing training to HMB staff and other Coastside personnel and volunteers in

emergency preparedness operations. • Worked on the Maverick’s Surf Contest, Dream Machines, Pumpkin Festival, Silver

Dragon, Rock the Block, Night of Lights, Operation Cohesive Capability Exercises, and Urban Shield.

• Provided Emergency Preparation lectures for the Coastside Mother’s Club, Coastside Women’s Club, Cañada Cove, Montara/Moss Beach, Kehoe neighborhood, and Retirement Community.

• Launched an advertising campaign to increase enrollment in San Mateo County (SMC) Alert, with online and paper fliers in English and Spanish, resulting in over 200 new SMC Alert enrollments.

• Helped teach a Coastside CERT class with over 50 enrollees in April 2014 in Half Moon Bay.

• Developed the Coastside Emergency Corps (CEC) 3-Branch Coastal Zone program, each branch containing elements of CERT, Medical and Ham Radio and other safety personnel. Recruited and organized CEC Branch Team Leaders for each branch.

• Created and managed new CEC ID Card program, which includes fingerprinting and FBI background checks. Current membership in the CEC stands at 123.

• Activated the CEOC for the December 2014 storms, managing the support for first-responders in the field throughout the storm, and training staff and volunteers in a real-life disaster operation.

• Developed ongoing relationships with representatives of Coastside Hope, Puente de la Costa Sur, Hope Services, Home Care by the Sea, Seton Coastside, American Legion, Red Cross, PG&E, SamTrans, Caltrans, CalFire, Pillar Point Harbor, Half Moon Bay Airport, HMB ARES and SC4 ham radio groups, State Parks, County Parks, Santa Clara County OES, and Santa Cruz County OES, among others.

• In conjunction with the Red Cross and Puente de la Costa Sur, is developing Spanish language emergency preparation classes for migrant worker populations along the coast.

• Prepared training exercise and education sessions from the National Oceanic and Atmospheric Administration (NOAA) to better prepare emergency responders if needed for the 2015 El Nino storms.

The proposed contract would be in place from July 1, 2016 to June 30, 2017. ATTACHMENT: Resolution authorizing the City Manager to approve the consulting services agreement with the San Mateo County Sheriff’s Office

20

Resolution No. C- 2016

A RESOLUTION AUTHORIZING CITY MANAGER TO EXECUTE AN AGREEMENT WITH THE SAN MATEO COUNTY SHERIFF’S OFFICE AND THE CITY OF HALF MOON BAY TO PROVIDE

COASTSIDE DISTRICT COORDINATOR SUPPORT

WHEREAS, the City of Half Moon Bay desires to extend an agreement to contribute funding for the provision of emergency preparedness coordination services for the San Mateo County Coastside District Coordinator; and

WHEREAS, the agreement provides for the Coastside District Coordinator to prepare

and respond to emergencies and disasters on the coast; and

WHEREAS, the cost for the services for the Coastside District Coordinator position from July 1, 2016 through June 30, 2017 is $65,784, and is reflected in the agreement. The scope of services for this contract is included as Exhibit A.

NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Half Moon Bay

hereby approves and authorizes the City Manager to execute the Agreement with the San Mateo County Sheriff’s Office.

*****************************************************************

I, the undersigned, hereby certify that the forgoing Resolution was duly passed and adopted on the 21st day of June, 2016 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

ATTEST: APPROVED: ___________________________ _______________________ Jessica Blair, Interim City Clerk Rick Kowalczyk, Mayor

21

Agreement No. 30000-17-D001 | City of Half Moon Bay | Coastside District Coordinator Page 6REVERSE / REVENUE CONTRACT Template version – September 16, 2015

EXHIBIT A In consideration of the payments set forth in Exhibit B, County shall provide the following services:

For purposes of this agreement, “County” may alternatively be referred to as “Sheriff” or “Sheriff’s Office”.

1. BACKGROUND.

A Coastside District Coordinator position was developed to meet the needs of the Coastside residents,including those residing in the City of Half Moon Bay. The San Mateo County Sheriff’s Office developed theposition, in corroboration with various individual groups from the Coastside community and due to thegeographical difficulties presented by the geography of the Coastside. The coordinating and unifying of theCoastside Community, as well as the immediacy of training, will be labor intensive and require an allocatedand committed position. Funding for the position was a result of various meetings for which occurred withinpublic and private forums, as well as in cooperation with Measure A monies.

2. SCOPE.

A. The Sheriff’s Office will provide City with a Coastside District Coordinator that will perform the services described herein:

1.) Assist in the implementation of the Sheriff’s OES policies and programs, pursuant to the terms and provisions agreed upon by the Joint Powers Authority

2.) Develop, review and update emergency operational plans.

3.) Develop, review and update detailed standard operating procedures, checklists and resources documents

4.) Compile and prepare detailed program reports for serviced jurisdiction(s)

5.) Assists in the planning and implementation of exercises, drills, and emergency services training programs for municipal employees and/or other related individuals and public entities

6.) Acts as an information, education and/or resource officer for involved jurisdictional entities

7.) Liaison between civic groups, clubs and organizations to promote emergency services programs, informational presentations and the solicitation of public support through education

8.) Work cohesively with various multi-jurisdictional personnel on area-wide project and training programs

B. The Sheriff’s Office will meet with City on a bi-monthly basis to review the Emergency Preparedness Document. The meeting shall occur prior to the end of the month on a date to be determined.

1.) City will comprise a list establishing the top three (3) priorities for assignment to the Coastside District Coordinator. During each meeting, City and Sheriff’s Office will review list and update priorities as needed.

C. The Sheriff’s Office will work cohesively with the City and participating City personnel to assist in resolving any identified issues pertaining to the Coastside District Coordinator position which may arise during the term of this agreement.

D. The Coastside District Coordinator will be responsible for the San Mateo County Coastside responsibilities and/or preparedness which will interface with the City of Half Moon Bay and the Emergency Operation Center (EOC).

E. The Sheriff’s Office point of contact regarding this agreement: Don Mattei, Supervising District Coordinator

(650) 599-1294 | dmattei@smcgov.org 22

BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT

For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: Russell Brunson, Administrative Services Manager

Carlo Wei, Management Analyst TITLE: AGREEMENT WITH PACIFICA COMMUNITY TELEVISION FOR PUBLIC,

EDUCATIONAL, AND GOVERNMENTAL ACCESS TELEVISION ______________________________________________________________________ RECOMMENDATION: Adopt a resolution authorizing the City Manager to execute an agreement with Pacifica Community Television for Public, Educational, and Governmental Access Television services for the City of Half Moon Bay.1 FISCAL IMPACT: The City will pay $43,260 to Pacifica Community Television (PCT) to provide Public, Educational, and Governmental Access Television services, and an additional amount not to exceed $5,000 for PCT to produce promotional videos as needed. The PCT contract for Fiscal Year 2016-2017 will not exceed $48,260 and is included in the proposed budget. STRATEGIC ELEMENT: This recommendation supports the Inclusive Governance Element. BACKGROUND: Cable video service providers operating in the City of Half Moon Bay do so pursuant to a state video franchise, issued in accordance with the California Digital Infrastructure and Video Competition Act of 2006 (Public Utilities Code section 5800 et. seq.) and Half Moon Bay Municipal Code Chapter 3.97. Those provisions require the cable video service providers to provide channel capacity for Public, Educational, and Governmental (PEG) access programming. The PEG access provider operates pursuant to a franchise issued by the City of Half Moon Bay, and is responsible for, among other things, recording and broadcasting meetings of the City Council. In September 2011, the City entered into an agreement with Pacific Coast Television (PCT), which designated PCT as the PEG provider for Half Moon Bay and stipulated that a portion of the franchise fees collected would be provided to PCT to support the PEG channel. The City continued its relationship with PCT in January 2016 for services through June 2016.

1 This item is subject to approval of the Fiscal Year 2016-2017 Budget.

23

Agreement with Pacifica Community Television June 21, 2016 Page 2 of 2 PCT, a nonprofit cable TV foundation, is the nation's oldest community media center, chartered to provide PEG programming for the City of Pacifica.

PCT specializes in local origination programming, which it believes engages community interests and activism, facilitates more programming than would otherwise be feasible, and encourages public access through the use of its studios, training opportunities in broadcasting, and acceptance of public submissions for broadcast.

PCT has begun broadcasting Planning Commission meetings and established a Half Moon Bay based studio and media lab. The studio has the ability to loan broadcasting equipment locally to enable residents to broadcast their own programming. ANALYSIS: Highlighted below are some of the key requirements for PCT as set forth in the proposed Agreement:

• Provide service to the City of Half Moon Bay from July 1, 2016 to June 30, 2017; • Broadcast live meetings and study sessions of the City Council and the Planning

Commission; • Broadcast over Channel 27 and to simultaneously web stream all programming; • Conduct open and public meetings of its Board of Directors and continue to require

Board Membership to include City of Half Moon Bay residents; • Operate and maintain a community access studio and media lab both in Pacifica and in

Half Moon Bay; • Provide access to equipment, training, and workshops for Half Moon Bay residents and

volunteers pursuant to an annual plan to be submitted to the City; • Maintain a message board and website to convey specific information to the public such

as emergency information, program schedules, and community announcements; • Maintain copyright and distribution rights that allow for the distribution of PCT

produced programming to the public upon request; • Submit reports to the City annually that describe the PEG programming activities,

workshops, training, results of annual viewer surveys, inventory, and financial statements and budgets; and

• Produce promotional videos to be distributed by the City and aired on channel 27, upon request from the City.

ATTACHMENT: Resolution authorizing the City Manager to execute the agreement with Pacifica Community Television

24

Resolution No. C-2016

A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH PACIFICA COMMUNITY TELIVISION FOR PUBLIC, EDUCATIONAL, AND GOVERNMENTAL

ACCESS TELEVISION SERVICES FOR THE CITY OF HALF MOON BAY

WHEREAS, pursuant to the Digital Infrastructure and Video Competition Act of 2006 (California Public Utilities Code section 5800 et.seq.) and Chapter 3.97 of the Half Moon Bay Municipal Code, cable service providers operating in the City of Half Moon Bay are required to provide channel capacity of Public, Educational, and Governmental (PEG) access programming: and

WHEREAS, the City of Half Moon Bay is the franchising authority for PEG access television service providers serving the city of Half Moon Bay; and

WHEREAS, the cost for services from July 1, 2016 to June 30, 2017 will not exceed

$48,260, as is reflected in the agreement. The Scope of Services is included as Exhibit A. NOW, THEREFORE, BE IT RESOLVED THAT by the City Council of the City of Half Moon

Bay that the City Manager is authorized and directed to execute the Agreement between the City of Half Moon Bay and the Pacifica Community Television.

***************************************************************** I, the undersigned, hereby certify that the forgoing Resolution was duly passed and adopted on the 21st day of June, 2016 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

ATTEST: APPROVED: ___________________________ _______________________ Jessica Blair, Interim City Clerk Rick Kowalczyk, Mayor

25

Professional Services Agreement

Page 13

EXHIBIT A. SCOPE OF SERVICES

I. GOVERNING STRUCTURE AND KEY PERSONNEL A. Governing Structure

1. Board of Directors. Consultant's Board shall be responsible for the oversight of services performed under this Agreement.

2. Membership of the Board of Directors. Through attrition and consistent with the Consultant's bylaws the number of Board Members residing in the City of Half Moon Bay shall increase from one to two.

3. Meetings of the Board of Directors. Consultant's Board shall hold regular meetings either in the City of Pacifica, within the unincorporated coastside area of the County, or the City of Half Moon Bay. Such meetings shall be noticed on Consultant's website and open to the public. The Board shall allow for public comment at the meetings.

B. Consultant's Key Personnel

1. Roles and responsibilities. It is understood that over time, specific positions and their roles and responsibilities may change. In the event that any of the below positions is substantially modified or there is a change in the personnel holding such positions, Consultant will notify City prior to making this change. City shall have the right to object to any changes that materially alter the roles and responsibilities of the position. Consultant agrees to cooperate in good faith to address and resolve any such objection of City. In the event City has bona fide and legitimate complaints regarding the performance of any such personnel, Consultant agrees to cooperate in good faith with City in addressing and resolving such concerns.

2. Listing of key personnel. The key personnel and their respective job descriptions in regards to the services to be performed under this Agreement are:

i. Executive Director - The Executive Director shall act as a community liaison and work with government and community organizations directly. The Executive Director shall be responsible for organizing meetings, communications, and prioritization of programming with public officials and community groups.

ii. Production Manager - The Production Manager shall be responsible for training and equipping local residents to use technology, teaching computer classes, supporting all studio operations, and overseeing recordation of live events.

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Professional Services Agreement

Page 14

iii. Program Coordinator - The Program Coordinator shall maintain the Consultant's website and update the playback schedule, schedule of classes and workshops, and advertisements of Consultant's programs and events in other forms of local media. The Program Coordinator is also responsible for ensuring that all programming on the Consultant's channel is available for viewing 24 hours a day, 7 days a week on the channel as well as on the Consultant's web site.

iv. Volunteers and Interns - Consultant shall actively seek and utilize

volunteers and interns from the community to assist with government meetings, public access and educational programming.

II. OFFICE, EQUIPMENT, AND FACILITIES

A. Office, Studios, and Media Labs. Consultant shall continue to maintain an office, studio, and media lab either at its present location in Pacifica or some other location within the coastside area of San Mateo County.

1. Office Hours. Consultant shall maintain the following office hours: Monday through Friday from 1:00pm - 6:00pm. Consultant shall publicize its office hours and location on its website and on Channel 27 in the coastside area of San Mateo County.

2. Notification of Changes. Consultant shall provide the City with 60-day notification in writing of changes to the office or studio locations or office hours.

3. Half Moon Bay Studio and Media Lab. Consultant shall develop a plan of operations for the creation of a Half Moon Bay-based satellite studio and media lab. Consultant will submit a plan of operations and equipment list for City approval before PEG funds are released for approved purchases. The satellite studio will include live switching capabilities and multi-camera control to enhance city meeting coverage, community based programming and live content creation by local residents, groups and students. The media lab will contain several media computers and full remote camera packs for users to check out.

B. Equipment. Any equipment listed in Exhibit C or otherwise required for the

performance of services under this Agreement that Consultant does not own may be purchased with PEG capital funds received pursuant to this Agreement.

1. Duty to maintain. Consultant shall provide regular maintenance and repair of all equipment necessary to perform the services under this Agreement and any and all equipment.

27

Professional Services Agreement

Page 15

2. Equipment at termination of Agreement. Upon the termination of this Agreement, any such equipment or facilities purchased with PEG capital funds received pursuant to this Agreement shall become the property of the City.

3. Equipment upon dissolution of Consultant. Consultant shall, upon its

dissolution and subject to the approval of the City, transfer all of its assets funded from PEG capital funds pursuant to this Agreement for equipment and facilities and the proceeds, if any, to the City, or at the City's option, to such entity or entities designated by the City to manage access, provided that any such entity or entities shall at the time of transfer qualify as a tax exempt organization(s) under Section 501(c)(3) of the Internal Revenue Code of 1986 (or the corresponding provisions of any future United States Internal Revenue Law).

III. PROGRAMING, OPERATION, AND REPORTING

A. Commencement of Broadcasting. Consultant shall ensure that it is able to broadcast all programming and services set forth in this Agreement commencing July 1, 2016. Consultant shall maintain a simultaneous web stream of all content broadcast over Channel 27. Prior to July 1, 2016, Consultant shall set up and test all required equipment, coordinate with local cable provider(s) to ensure broadcasting of programming from its studio and live broadcasts of programming from the Ted Adcock Center and Coastside Emergency Operations Center in Half Moon Bay.

B. Notice to the Public. Within six (6) weeks following execution of the Agreement, Consultant shall submit to the City for its approval Consultant's plan for notifying the public of the Consultant's operation of the Public, Education, and Governmental (PEG) Access station and related services. Notification shall commence no later than one month prior to commencing service to the City.

C. Programming Schedule. Within six (6) weeks following execution of this

Agreement, Consultant shall develop a programming schedule that incorporates the public access, educational and cultural, and government access programming pursuant to the Agreement. The programming schedule shall also include priority, timeslots, and frequency, including playback information, and frequency of City-specific programming. The program schedule shall include sufficient detail to quantify the broadcast time that will be made available for each of the Public, Education, and Governmental access components of PEG Access. The program schedule shall be available on the Consultant's website.

28

Professional Services Agreement

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D. Playback of PEG Access Programming. Within six (6) weeks following execution of this Agreement, Consultant shall develop and submit its policies regarding playback, programming retention, web availability, programming availability on DVDs, and priority, frequency, and availability of public access, educational and cultural, and government access programs to the City for its approval, which shall not unreasonably be withheld. The policy shall indicate specifically what is available to City residents either through Channel 27 or the Internet. This policy can be amended from time to time with prior City approval. Consultant shall playback any programming submitted provided that Consultant consistently, over time and between submissions, determines the following:

1. The program does not contain a commercial message. 2. The program meets a minimum standard of production quality. 3. The program does not contain depictions of sex, nudity or violence that

would be deemed in violation of Federal Communications Commission television broadcast regulations. Any programs that contain profanity must be shown after 10 p.m.

E. Special Needs Groups. Programming shall address special needs groups, including but not limited to the hearing impaired.

F. Copyrights and Distribution Rights. Before Consultant cablecasts video transmissions, Consultant shall require each person submitting, or responsible for submitting, material for cablecasting (a "Community Producer") to agree, in writing, as follows:

1. Each Community Producer shall obtain the rights to all materials that

are cablecast and all clearances from broadcast stations, networks, sponsors, music licensing organizations, and without limiting the foregoing, any and all other persons as may be necessary to transmit the Community Producer's program material over Consultant's access channel; and

2. Each Community Producer shall indemnify and hold harmless Consultant and the City, and its officers, agents, employees and volunteers from and against any and all claims, demands, or causes of action, including, without limitation, all liabilities, losses and damages, arising out of or resulting from the use or cablecasting of the Community Producer's materials over the Consultant's channel.

3. Consultant shall maintain for the term of the applicable statute of

limitations copies of all Community Producer agreements required by

29

Professional Services Agreement

Page 17

this Agreement, and shall make such Community Producer agreements available for City inspection on reasonable notice from the City.

4. Consultant shall own the copyright of any programs, which it may

choose from time to time to produce. Copyright of programming produced by the public shall be held by such person(s) who produces said programming.

5. Consultant shall require that all programs produced with funds,

equipment, facilities, or staff granted under this Agreement shall be distributed on the channel whose use is authorized by this Agreement. This paragraph shall not be interpreted to restrict other distribution (beyond distribution on the channel authorized by this Agreement), so long as such other distribution is consistent with any pertinent guidelines established in Consultant's policies and procedures and with applicable law with the intent of providing a shared copyright.

6. Consultant shall provide access to the PEG access channel to eligible

users regardless of their viewpoint, subject to FCC rules and regulations and other applicable laws. Neither the City, the Cable Companies, nor Consultant shall have the authority to control the content of programming placed on the public access channel so long as such programming is lawful and is consistent with Consultant's playback policies. Nothing in this Agreement shall be interpreted or construed to prevent Consultant, the City, or a Cable Company from producing or sponsoring programming, underwriting programming, or engaging in activities designed to promote the production of certain types of programming or use by targeted groups, consistent with applicable laws and rules governing the use of PEG channels. Consultant may promulgate and enforce policies and procedures that are designed to promote the local use of the channel and make the programming accessible to the viewing public, consistent with such appropriate time, manner, and place regulations that provide for and promote the use of PEG Facilities and Channels.

G. Message Board and website. Consultant shall broadcast messages that may include multiple pages, color graphics, and photos on Channel 27 and maintain a website that will provide, at a minimum, the following information in a timely and relevant manner:

1. Important emergency related information 2. Upcoming events sponsored by local governmental and non-profit

organizations 3. Local non-profit organization announcements

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Professional Services Agreement

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4. Comprehensive coastside community calendar of events as provided by the community

5. Timely announcement of potential delays in traffic on major thoroughfares with the coastside area caused by road work or special events as available through news aggregators

6. Upcoming public meetings of local agencies within the coastal area 7. Upcoming Consultant Board meetings and ability to provide input on

PEG programming

H. Social Media Hub/Website. Consultant shall develop and maintain a social media hub/website to enable Community Producers to upload videos to the Consultant from their personal computers, communicate with Consultant and each other via video in real time, and advertise their own programs and activities. Consultant shall utilize this social media hub/website to advertise its services and programs.

IV. OPERATION OF THE PUBLIC ACCESS PORTION OF PEG T.V. A. Access to the Channel. Consultant shall operate and manage the public access

portion of the channel for public and community access non-commercial community programming purposes for the City of Half Moon Bay, including the primary purpose of administering, coordinating, and assisting requests by the community for use of the public access channel.

1. Required Hours of Community Based Programming. Consultant shall provide access as described in its Programming Schedule for community based programming through the use of staff, volunteers, and interns who have received adequate training from Consultant. Consultant shall work with and train residents to create community produced programming of value to the community.

2. Types of Community Based Programming. Consultant shall provide access to community producers to record and broadcast community based events within the City of Half Moon Bay, including, but not limited to: high school athletic events, high school non-athletic events, senior events, local interest group events, business community events, volunteer and non-profit agency or organization events, or community specific special events.

3. Community Partnership. Consultant shall develop community

partnerships with community-based organizations and media alliances to increase the public's understanding of its ability to work with and avail the public access services of Consultant.

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4. "Friends of PCT". Consultant shall work to create a strong presence with individuals and businesses in the City of Half Moon Bay through an existing program entitled "Friends of PCT". This program strives to engage area businesses to support Consultant through offering discounts to residents who are members of the "Friends of PCT".

B. Access to Equipment, Facilities, Studio, and Media Lab. Consultant shall

provide access to the use of the equipment, facilities, studios, media labs, and services for non-commercial programming purposes, whether individuals, groups, or organizations pursuant to Consultant's operating policies. Prior to allowing such access, Consultant may require such public users to satisfactorily complete training classes taught by Consultant. Consultant shall provide adequate access to equipment for residents within the City service area. Consultant shall develop a plan to determine access needs, frequency, and access locations to ensure that residents within the City service area are provided adequate access to equipment.

C. Training and workshops. Consultant shall provide periodic training and workshops to equip and enable community residents to facilitate their own productions and create their shows.

1. Types of Workshops and Training. Consultant's workshops and

trainings shall include, but not be limited to: camera operations, remote production, floor director, audio operations, computer graphics, computers use and Internet use. Consultant shall include additional workshops as appropriate, based on community interest, and as technology evolves. Consultant may charge a fee to the participants of the trainings and workshops.

2. Frequency and Advertisement of Workshops and Training. Workshops shall generally occur on a recurring monthly basis and as consistent with community interest. Consultant shall maintain a calendar of events and workshops available to the public on their website and Channel 27.

D. Annual Plan for Community Based and Public Access Programming. Consultant shall provide the City with a plan for public access programming annually as a part of the required annual reporting. The plan shall include access to equipment for City of Half Moon Bay residents.

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V. OPERATION OF THE EDUCATIONAL AND CULTURAL PROGRAMMING PORTION OF PEG T.V. A. Required Hours of Educational and Cultural Programming. Consultant shall

provide access as described in its Programming Schedule for educational programming through the use of staff, volunteers, and interns who have received adequate training from Consultant. Consultant shall work with and train residents to create educational programming of value to the community.

B. Types of Educational Programming. Consultant shall provide access as described in its Programming Schedule for educational programming that is relevant to the coastside community. These topics may include, but not be limited to: gardening/agriculture, senior-focused educational programs, business community, parks, volunteer or non-profit agencies/organizations, water conservation, resource conservation, exercise programs, emergency preparedness, educational videos produced or supplied by local government entities, educational videos produced or supplied by local non-profit organizations, and programs produced by Cabrillo Unified School District students working at Consultant's media lab.

C. Types of Cultural Programming. Consultant shall provide culturally relevant

programming, as determined by, and consistent with, the findings in Consultant's annual customer satisfaction survey.

D. Annual Plan for Educational and Cultural Programming. Consultant shall

provide the City with a plan for educational and cultural programming annually as a part of the required annual reporting.

VI. OPERATION OF THE GOVERNMENTAL ACCESS PORTION OF PEG T.V.

A. Meetings and Study Sessions of the Half Moon Bay City Council and Planning

Commission. Consultant shall:

1. Provide access as described in its Programming Schedule for all meetings and study sessions of the Half Moon Bay City Council and Planning Commission through the use of staff, volunteers, and interns who have received adequate training from Consultant. The responsibilities shall include program acquisition or production, program scheduling, coordination of playback tapes of local agency meetings, and coordination of channel switching with local cable provider(s) when required.

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2. Broadcast live the meetings and study sessions of the Half Moon Bay City Council and Planning Commission with two additional replays within one week of the initial broadcast. Consultant shall make these schedules clear and a part of the required programming schedule. Consultant shall also broadcast live the meetings and study sessions of the Half Moon Bay City Council and Planning Commission on its website and YouTube channel, so as to allow viewing by individuals who do not subscribe to local cable service.

3. The digital files of Half Moon Bay City Council and Planning Commission meetings shall be available and searchable on the Consultant's website for a period of six (6) months after the meetings in a video-on-demand format. Additionally, the programming shall be archived on DVD for a period of three years. Copies of the recordings shall be made available to the City and public upon request and in accordance with the established schedule of fees in Exhibit B.

4. Upon request from the City of Half Moon Bay, PCT will produce promotional videos to be used for City distribution and on channel 27. The rate is in accordance with the established schedule of fees in Exhibit B. The City will provide notice of two weeks prior to scheduling any promotional videos. If PCT cannot provide the promotional video service the City reserves the right to find alternative resources.

B. Annual Plan for Governmental Programming. Consultant shall provide the City with a plan for governmental programming annually as a part of the required annual reporting.

C. City Requests. Consultant shall promptly respond to issues related to programming and other services upon the request of the City.

D. Additional Features. Consultant shall feature news and important events that

would not otherwise be seen on the commercial station including, but not limited to, special meetings, political forums, and local candidate debates and as may be requested by the City from time to time.

E. Publicity. Consultant shall provide adequate channel publicity including a

schedule of governmental access available to the City on Channel 27 and on Consultant's website.

VII. REQUIRED ANNUAL REPORTING

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A. Annual Reports. Consultant shall annually provide the City with the following information by August 1 of each year of this Agreement:

1. Current copies of bylaws and a current and complete listing of Consultant's Board of Directors and officers.

2. Evidence of adequate insurance for Consultant's equipment, liability for its studio, office, and operations, and broadcast liability insurance.

3. Statistics on programming and service provided to include: station

programming and activities, including the hours of programming, programming time dedicated to the Public, Education, and Governmental access components of PEG TV, workshops offered, location of workshops, hours of training provided, and statistics on facilities and equipment use, etc.

4. Document the status, involvement, and work performed in

collaboration with the community partnerships, school districts, media alliances, and businesses during the previous year and anticipated for the following year.

5. Year-end financial statements, including a balance sheet, sources and

uses of funds statement, a PEG fund statement detailing the expenditures of PEG funds and the balance of the PEG fund account, and an income statement.

6. Inventory list of video and audio equipment purchased with PEG

capital funds in Consultant's custody with a value in excess of $5,000.

7. Annual Survey 1. Consultant shall perform a customer satisfaction survey one

year after commencing operation and annually thereafter. Survey shall evaluate program effectiveness, program penetration (how many homes are watching the channel), customer needs assessment, and customer satisfaction among City residents and businesses.

2. Consultant shall make results of completed viewer surveys available to City upon its request.

8. An annual plan and budget, outlining the activities and programs that are planned for the following fiscal year with funds received from the City. The plan shall contain:

1. A statement of the anticipated number of hours of local original PEG access programming;

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2. A description of the training classes, location, and the frequency of classes;

3. Other access activities planned by the Consultant; 4. A detailed operating, capital equipment, and facilities budget;

and 5. A current schedule of fees for all services

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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT

For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: Alex Khojikian, Deputy City Manager

Danielle Sanderson, Senior Management Analyst TITLE: COASTSIDE CHAMBER OF COMMERCE PROPOSAL ______________________________________________________________________________ RECOMMENDATION: Adopt a resolution authorizing the City Manager to execute an agreement with Half Moon Bay Coastside Chamber of Commerce for Economic Development and Business Improvement District Activities. FISCAL IMPACT: The Chamber’s Economic Development proposal has a program budget of $73,310 for the 2016-2017 Fiscal Year. The Scope of Work is broken down as follows:

• $25,000 for the Visitor Bureau • $2,500 for Ecotourism program upgrade • $25,000 for the Business Improvement District (BID) • $5,000 for the Buy Coastal Program • $15,000 to maintain an Economic Development Professional Sales Manager • $810 for website enhancement – “Tools for Business”

STRATEGIC ELEMENT: This recommendation supports the Fiscal Sustainability Element. BACKGROUND: The City of Half Moon Bay has partnered with the Half Moon Bay Coastside Chamber of Commerce to deliver economic development and Business Improvement District activities for the City of Half Moon Bay. This partnership has proven successful in increasing tourist and corporate visitors to Half Moon Bay, which translates to an increase in sales tax and Transit Occupancy Tax (TOT) benefiting City services. A summary of the Chamber’s 2015 accomplishments and goals for 2016 are listed below.

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June 21, 2016 Coastside Chamber of Commerce Funding Proposal Page 2 of 2 DISCUSSION: Acting as the City’s economic development arm, the Chamber has made great strides in marketing Half Moon Bay as a place that “has it all,” which has helped increase tourism and corporate mid-week hotel sales to the area. The increase in hotel bookings directly relates to an increase in sales and TOT tax, providing additional financial support for City services and programs. The Chamber actively promotes Half Moon Bay and the greater Coastside community with a strong online and via social media presence, and even recently hired a social media expert to aggressively market Half Moon Bay to visitors and tourists. In addition to the social media promotion, the Chamber has increased office hours, including staying open on weekends to assist visitors and tourists. Further, the Chamber is producing a first of its kind coffee table-style visitor’s guide titled, “300 Square” which will be provided to every household and business, and carried in all hotel rooms in Half Moon Bay, promoting a wide range of activities offered here. The Chamber has also revamped its ecotourism program. A new ecotourism map has been created which will be marketed to local businesses with the mission of “encouraging responsible tourism that helps protect the natural areas of our magnificent coastline and the community that lives here.” Marketing Half Moon Bay as an ecotourism destination will invite a new type of traveler to the area, who is interested in visiting Half Moon Bay and experiencing the natural beauty the Coast offers, leading to increased hotel stays and bookings. The Chamber is also looking to expand its “Buy Coastal” campaign. This will include updating the icoastside app rewards program, promoting “Buy Coastal” at the upcoming Healthy Kids Fair and during Passeggiata, and encouraging local businesses to participate. They also market “tools for businesses” on the Chamber and City website to provide business owners information on how to start a business in Half Moon Bay. Lastly, the Chamber, through working with the Business Improvement District (BID) and with the expertise of the Economic Development Professional Sales Manager, has increased mid-week bookings to local hotels which aligns with the City’s 2013 Economic Development Action Plan. Through the Chamber’s Destination Advantage website, over 300 hotel room nights were booked and 1600 meeting planners contacted local hotels directly. This generated an increase in the City’s occupancy rate from 68 percent in 2014 to 72 percent in 2015. ATTACHMENT: Resolution authorizing the City Manager to execute an agreement with the Half Moon Bay Coastside Chamber of Commerce

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Resolution No. C-2016-____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY AUTHORIZING THE CITY MANAGER TO ENTER INTO AN AGREEMENT WITH THE HALF MOON BAY COASTSIDE

CHAMBER OF COMMERCE FOR FISCAL YEAR 2016-2017 WHEREAS, the Half Moon Bay Coastside Chamber of Commerce acts as the economic development arm of the City; and WHEREAS, the Chamber of Commerce visitor serving activities and mid-week corporate hotel bookings have increased, generating additional revenue for City services; and WHEREAS, the Half Moon Bay Coastside Chamber of Commerce has provided a Scope of Work (Exhibit A) which will expand and increase the economic development and tourism related activities in Half Moon Bay; and WHEREAS, the partnership has been successful in increasing tourism and corporate visitors to the City of Half Moon Bay; NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Half Moon Bay hereby authorizes the City Manager to enter into an agreement with the Half Moon Bay Coastside Chamber of Commerce for Economic Development and Business Improvement District Activities.

***************************************************************** I, the undersigned, hereby certify that the forgoing Resolution was duly passed and adopted on the 21st day of June, 2016 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

ATTEST: APPROVED: ___________________________ _______________________ Jessica Blair, Interim City Clerk Rick Kowalczyk, Mayor

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235 Main Street Half Moon Bay, CA 94019 (650) 726-8380 fax (650) 726-8389 www.hmbchamber.com www.halfmoonbayecotourism.com

TO: Half Moon Bay City Council VIA: Alex Khojikian, Assistant City Manager FROM: Charise Hale McHugh, ACE, President/CEO Board of Directors SUBJECT: Year End Report DATE: May 1, 2016 The Visitors’ Bureau would like to take this opportunity to thank the City Council for their support in 2015. We are happy to report that we had an excellent year and increased our corporate mid week business significantly on the Coast! We believe that without the efforts of our organization and our Hotel BID your TOT revenues would have been substantially lower last year. This report includes our financial statement, our Business Plan, all our publications, a list of press articles, and a list of work performed that directly relates to the raising of the city’s TOT. This year we are asking for a slight increase in funds over last year ($2500) to help with an ecotourism brochure that is used to lengthen the average stay in Half Moon Bay, and should increase the city’s TOT. In the 2014-2015 year the Half Moon Bay TOT collected was $5,430,543, 2013-3014 was $4,977,439, an increase of $453,104. Our efforts are also marketing the VHBO and Air BnBs from which the city is also receiving TOT, without any support from those entities. We wish to remind you, once again, that we are a Chamber of Commerce and a Visitors’ Bureau. The city contributes to the Visitors’ Bureau portion of the organization. And, I think it is important to remember that the TOT and sales tax we generate is returned to the city budget. The Half Moon Bay Coastside Chamber of Commerce and Visitors’ Bureau looks forward to the city’s support and is pleased to help the city in any way we can. Respectfully submitted, Charise Hale McHugh. ACE President/CEO

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235 Main Street Half Moon Bay, CA 94019 (650) 726-8380 fax (650) 726-8389 www.hmbchamber.com www.halfmoonbayecotourism.com

ECONOMIC DEVELOPMENT/VISITOR SERVING MARKETING CAMPAIGN 2016-2017 We have made great strides in all areas of tourism. These City funds help pay for weekend staff so the visitor center can be open on weekends. The Chamber of Commerce has a professional corporate sales manager to increase mid week hotel sales. The BID support pays for a professional corporate website destination for meeting planners. And, sales tax is increased due to our Buy Coastal program. The City Chamber partnership has worked extremely well in increasing funds to the city’s general fund.

1. $25,000 to Visitor Bureau The Half Moon Bay Coastside Chamber of Commerce & Visitor’s Bureau spends 73% of their time on visitor serving activities whereby only 12% of member revenues are derived from visitor serving businesses. Tourism being Half Moon Bay’s number one revenue source allows for the conclusion that the trickle down affect to other service businesses is extremely high, so the time spent on tourism benefits all.

2016-2017 Visitor Serving On-going Projects a) Representing Half Moon Bay via social media including facebook & twitter

This year we have hired a Social Media expert to give Half Moon Bay greater exposure via social media. In addition to doing our own social media, we are contracting with members to raise their social media outreach as well. Unfortunately, this contracting does not cover our costs for this in house expert. The Chamber and Visitors’ Bureau is currently managing two business pages on Facebook. “Visit Half Moon Bay Coastside“ is a visitor serving oriented page where we post messages enticing visitors to Half Moon Bay for the day and encourage them to spend several days. We also have a "Half Moon Bay Coastside Chamber of Commerce & Visitors' Bureau” page, which is business oriented. We post business updates to encourage the patronization of local businesses. These are updated often and create a buzz regarding Half Moon Bay. Both Facebook pages have like Twitter accounts (http://twitter.com/visithmb and http://twitter.com/hmbchamber). We are keeping current with the social media trends and encourage people to like our pages on Facebook and/or follow us on Twitter to stay closely connected with Half Moon Bay.

b) Marketing Half Moon Bay through the Visitors’ Bureau We have found through extensive research and focus groups that the most effective branding of Half Moon Bay is that “We have it all!” We are a microcosm of Northern California. When people

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235 Main Street Half Moon Bay, CA 94019 (650) 726-8380 fax (650) 726-8389 www.hmbchamber.com www.halfmoonbayecotourism.com

do not have time to visit Napa, the redwoods, and Carmel, they can come to Half Moon Bay and get a feel for northern California all in one easily accessible place. We do numerous PR articles on this Branding slant a year and host numerous writers for tours of the city.

c) To continue updating our websites to provide information about Half Moon Bay retail and commercial opportunities, as well as tourism information. We are constantly updating and adding new helpful content to our award winning website and assisting visitors and locals alike in finding goods and services. Our website includes a powerful local business directory with keyword search capability and mapping technology, a dynamic local events calendar, up-to-date articles and information relevant to local business/residents/visitors, a popular photo gallery, and extensive tourist information including an electronic version of our popular Visitor Guide. Our website is designed and maintained with relevancy and ease-of-use as top priorities. An option for a user to synchronize our event calendar with MS Outlook has become a very well-used feature, and we have further enhanced tracking and analysis capabilities. Each month we invest time in optimizing our internal search engine modules to ensure that we are referring each and every lead directly to our members. The Chamber sends out a Weekly Chamber Update email (html-formatted) that keeps our membership informed and alerts them to opportunities to grow their business. This tool has improved communication and has contributed to increased participation and renewed enthusiasm from our members. We also send out mid-week "miniature" plain text broadcast emails as needed for urgent communications which is invaluable during times when we must update our businesses in a quick manner, such as recently when a company was fraudulently hitting up businesses on the Coast for fire extinguisher service. In cooperation with local businesses and travel industry experts, we have created a section of our website dedicated to ecotourism. The information presented in this section reflects the mission statement of our ecotourism program: “Responsible travel to natural areas and directly related cultural resources that conserves the environment, provides extensive opportunities to learn and sustains the well being of local people." The Chamber has also implemented an improved secure shopping cart interface for Chamber products and services. We continue to pursue opportunities to utilize cutting edge technologies and partnerships that will expand our exposure.

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235 Main Street Half Moon Bay, CA 94019 (650) 726-8380 fax (650) 726-8389 www.hmbchamber.com www.halfmoonbayecotourism.com

d) To continue the annual updating and distribution of a visitors’ guide The HMBCCCVB is embarking on a new adventure, an annual coffee table edition magazine for local Coastsiders and visitors alike. This will be called 300 SQUARE MAGAZINE. This beautiful publication will include a visitor section, a pull out map of Main Street and the Harbor area, a business directory and articles of interest. It will be carried in all the hotel rooms, mailed to every household and business, and the visitors’ bureau will be distributing as well, 35,000 copies annually. It will be your guide to restaurants, hotels, things to do and see, wedding planning and much more. Why 300 (squared) you ask? Because the Coastside is 300 square miles and most people don’t realize all there is to see when they visit, or even if they live here. This will be a terrific magazine that you will want to keep all year long. Chamber members will automatically be listed, but most of our businesses should advertise in it as well for maximum exposure. We are very excited and can’t wait for you to see it!

e) To assist in staffing weekend office Hours: Monday-Friday from 9am-5pm (all year round) and Saturday-Sunday from 10am-3pm (all year round and most holidays). We are open 7 days a week to assist tourists with shopping, dining and staying in Half Moon Bay! Using our main office at 235 Main Street, our weekend staff is able to direct people to our Main Street and other Half Moon Bay businesses. These staff persons are able to answer questions and direct visitors to lodging, restaurants, recreational businesses, etc. They are now housed at the Chamber office instead of the Mac Dutra kiosk and have access to our phone, fax, and computer information now to assist in making reservations.

The Chamber and Visitors’ Bureau always looks to take advantage of new opportunities as they present themselves. These are often impossible to predict but we stand ready to adapt.

2. $2,500 For Ecotourism to Increase Average Length of Hotel Stay Campaign to promote Half Moon Bay coast as an ecotourism destination This program too, has gone under an overhaul. This is the new program.

Ecotourism is now defined as "responsible travel to natural areas that conserves the environment, sustains the well-being of the local people, and involves interpretation and education" (International Ecotourism Society, 2015).

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235 Main Street Half Moon Bay, CA 94019 (650) 726-8380 fax (650) 726-8389 www.hmbchamber.com www.halfmoonbayecotourism.com

The new mission for our reboot is “Encouraging responsible tourism that helps to protect the natural areas of our magnificent coastline and the community that lives here.” Ecotourism along the Half Moon Bay Coastside is very unique, you can experience some of the richest marine reserves, kayak among sea lions, hike through redwood forests, and bicycle along ocean bluffs. You can visit small working farms where you can dine on farm-fresh organic produce and get private behind the scenes tours, shop on historic Main Street and fish for wild albacore tuna! Areas like this are highly coveted by eco-friendly tourists that appreciate the natural beauty, and by promoting and engaging in ecotourism we can generate economic growth for the community while preserving the Coastside for future generations. The new Half Moon Bay Coastside Ecotourism Program is now more inclusive, and based on a pledge that outlines a set of principles that encourages members to promote and engage in responsible and sustainable tourism. We encourage all members to sign the pledge and to practice the principles. Then do what you can to build awareness by publicly displaying the pledge, and placing the new logo on websites and advertising. We encourage you to make social media contributions with the following hashtags on Facebook and Twitter: #Ecotourism or #CoastsideEcotourism. We hope that many of our businesses will embrace this new direction and join us in promoting responsible travel and business practices.

2016 REPORT AND STATS:

Produced a brand new ecotourism map for distribution in Spring of 2016 in conjunction with Earth Day. This year we will be producing a combo Visitors’ Guide/ Business Directory/ main Street Map coffee table edition magazine to be carried in every hotel room and delivered to every household and business on the Coast.

OCCUPANCY RATES:

2012 – 63% 2013 – 66%

2014 – 68% 2015 – 72%

MEASURABLES:

o INCREASED OCCUPANCY RATES o NEW ECOTOURISM BROCHURE o NEW COFFEE TABLE EDITION MAGAZINE BEING CREATED o WEEKEND AND HOLIDAY STAFF HOURS FUNDED

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235 Main Street Half Moon Bay, CA 94019 (650) 726-8380 fax (650) 726-8389 www.hmbchamber.com www.halfmoonbayecotourism.com

o SECOND YEAR OF PASSEGGIATA TO INCLUDE ALL OF HALF MOON BAY SUPPORTED BY THE MERCHANTS AND RESTAURANTEURS

o EXJPANDED HEALTHY KID’S FAIRE EVENT

3. $25,000 to Half Moon Bay Hotel Business Improvement District (BID) The Half Moon Bay Hotel Business Improvement District (BID) was founded as a request by Half Moon Bay hotels as a means to advertise the Coastside directly and have control over advertising dollars. They assess themselves $1 per rented room night and annually have about $205,000 to spend. The board is made up of hotel owners and managers, and now a representative from the city to decide on how the money will be spent. They have done newspaper, magazine, radio, TV, web ads, website development and enhancement, pay per click, travel conventions, hosting travel writers, a designated PR person, and promotions to date. Presently, they are spending their money on increased hours for the PR person, web enhancements, travel writers, and pay per click. Half Moon Bay currently averages about 12 nationally published articles per month, and frequently an international article as well. This is what the Board of the BID has found most effective as the press has been excellent. The $25,000 that the city has contributed to the BID funds in 2015-2016 has been strategic in achieving their goals, especially in financing the Destination advantage web site that is $40,000 per year. This money is well spent, and having a voting City representative on the board makes it possible for the city to have a clearer understanding of the marketing that is being done and to have a say in how the funding is used.

a) The website, www.visithalfmoonbay.org, is the Home or Hub to increase number of visitors to

the Coast and increase room bookings by promoting key services and businesses. b) www.halfmoonbaymeetings.com is a one year old addition that works in tandem with the

BID and chamber site. c) These funds help pay for the $40,000 a year mid week corporate sales website, Destination

Advantage. d) Google AdWords extend the targeted keywords phrases possible to drive traffic to the

Website, keyword phrases that must be purchased because of competition for them in search results where the Visit Half Moon Bay site has no ranking and findability.

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235 Main Street Half Moon Bay, CA 94019 (650) 726-8380 fax (650) 726-8389 www.hmbchamber.com www.halfmoonbayecotourism.com

e) Outposts foster searchers interaction leading to drive traffic to the website and where appropriate promote lodging bookings. Outposts include a Blog, Social Media, Online Video, Photo Sharing, and Foursquare.

Social Media Tactical Plan – Specific Tools The BID currently uses the following Social Media to increase website traffic and interest in Half Moon Bay: Blog - Facebook Business Fan Page - Google+ Business Fan Page - LinkedIn - Pinterest - Twitter - YouTube - Flickr - Foursquare

Social Media Action Plan for 2016-2017 The infrastructure is laid and there was a 60% increase in website traffic in 2014 and a 45% increase in traffic beyond that in 2015 leading to an ongoing increase in visitors and room bookings. We will continue sustaining the website traffic to bring visitors to Half Moon Bay.

Expand Social Media footprint and engagement with searchers to drive traffic to the Website for conversion to becoming visitors to the Coastside for shopping, recreation, and booking rooms. This will require a Social Media Manager a) Expand the Blog entries to increase engagement, contribute to the Search Engine

Optimization of the Website, facilitate Content Marketing Optimization, and incorporate Visual Marketing to the marketing mix. This will be in the Social Media Managers job description.

b) Expand the Google Adwords campaign to include lodging and local activities keyword phrases that are beyond the ones currently targeting just Half Moon Bay. Bay Area and Northern California targeting is needed. A staff person must research appropriate targeted keyword phrases to extend the reach and facilitate the program with Hotel Travel Check.

The BID is a board and is continually presented with advertising and marketing opportunities. The Board also makes decisions on what is available and advantageous. 2016 REPORT AND STATS: Corp Sales Manager has done a tremendous job marketing the Coastside on the current preferred Meeting Planner websites increasing corporate mid week sales. This was also enhanced by the BID in coordination with our Corporate Sales Manager, Roy Truitt. Roy was able to extend the Cvents free account for another year for 2016-2017.BID pays for the Destination Advantag contract.

We have a full package on Destination Advantage which is the preferred site. The HMB Hotel BID paid for HMB to be on this website Destination Advantage specializes in e marketing destination sites for city CVB’s. They have developed Half Moon Bay’s own search engine, as well as a micro electronics site for destination travel. They have constantly created and improved key word

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235 Main Street Half Moon Bay, CA 94019 (650) 726-8380 fax (650) 726-8389 www.hmbchamber.com www.halfmoonbayecotourism.com

searches and messaging for future meeting planners. Finally, they have a data base of meeting planners who use destination websites We have plans to update and reorder the mid week corporate brochure during 2016-2017.

Terry Plank now manages and/or implements the following BID channels and activities: the Blog, Social Media Manger, Website Management Oversight, Google AdWords, BID Book Direct online reservations system, creation of videos for YouTube Marketing, Flickr. We have increased his ours and the dollar amount for pay per click to $70 per day.

MEASURABLES:

• INCREASED KEY WORDS AND FINDABLILITY • REPRESENTATION ON THE PREMIER MEETING PLANNER SITES • 52 ARTICLES GENERATED FROM THE BID for 2015, ALL TRAVEL FEATURES

4. $5,000 Buy Coastal (Shop Local) Campaign The Chamber would like to CONTINUE to increase local and tourism spending by launching a campaign to shop coastal. We do not want to name this campaign “Shop Local” because we do not want our visitors to think they should buy from their own hometown instead of ours, thus “Buy Coastal “instead of “Shop Local.”

a) icoastside: Continue to pay icoastside to manage and update the Rewards program. This program provides an electronic mobile points incentive program in which shoppers can redeem awards at participating merchants, businesses, and restaurants, and service providers.”

b) To date - 6,622 downloads for iCoastside. c) Total suite of apps (iCoastside, Dream Machines, iPumpkin and FishLine) is up to 42,379

downloads d) Top usage of the app is

Surf, Tides & Weather (31%) News & Info including link to City website (10%) Driving Times (8%) Events Calendar (5%) Food & Drink directory (5%) Public Safety including Fire Dispatch (4%) KHMB Radio player (3.5%) FishLine (3%) Recreation (3%)

e) Buy Coastal funds are also used to help make Passeggiata a possibility and encourage more merchant participation. This is a great event that gets local out 5 nights during the summer to

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235 Main Street Half Moon Bay, CA 94019 (650) 726-8380 fax (650) 726-8389 www.hmbchamber.com www.halfmoonbayecotourism.com

see what is in the stores for purchase that night or the entire 3rd weekend. Advertising this year over the hill to encourage a wider clientele.

2016 REPORT AND STATS: Buy Coastal Program: Icoastside is an integral part of the Buy Coastal program allowing locals and visitors to install a dedicated Coastside app to their Smart phones. This well used app includes the SamTrans schedule and the much sought after Fishline portions that allows users to see what fish is coming in and when to the harbors. a) Continue with some event media support; ie Healthy Kids Faire, Passeggiata b) Annual fee for the Coastside app - icoastside

MEASURABLES:

• #1 RATED APP AND WEBSITE FOR FRESH LOCAL SEAFOOD • USER FRIENDLY WORLDWIDE • 6,622 ICOASTSIDE DOWNLOADS • 42,379 DOWNLOADS ALL APPS • PASSEGGIATA EVENT WAS A GREAT SUCCESS AMONG LOCALS AND NOW WE WILL

ADVERTISE OVER THE HILL.

5. $15,000 Economic Development via a Professional Corporate Sales Manager :

The Chamber would COUNTINUE EMPLOYING Roy Truitt as an independent contractor specializing in mid week corporate sales. Roy has done a tremendous job in marketing the Coastside over previously popular Monterey destinations. Mr. Truitt is making great strides in the Silicon Valley area in attracting their executive and corporate meetings to the Half Moon Bay. This mid week business is a direct increase in mid week TOT coming to the city. 2016 REPORT AND STATS:

Corp Sales Manager, Roy Truitt, has done a tremendous job marketing the Coastside on the current preferred Meeting Planner websites. We have several pages and seasonal points of sale on Destination Advantage and Cvents. 2015 was an exciting year for the hotels of Half Moon Bay/ Coastside. Half Moon Bay/ Coastside experienced one of the highest requests for hotel accommodation in years.

MEASURABLES:

• Generated about $2,907,500 in potential revenue for our area hotels.

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235 Main Street Half Moon Bay, CA 94019 (650) 726-8380 fax (650) 726-8389 www.hmbchamber.com www.halfmoonbayecotourism.com

• Sent leads for a potential of 6555 room nights. • Generated an estimated $100,000 in actual revenue for our hotels. • Hotels actually booked 310 room nights from our leads. • Economic Impact on the local community at approximately $750,000. • Our website generated… • 10,000 emails to qualified meeting planner • 1600 meeting planners contacted the hotels directly through our website. • The website generated approximately $230,000 in potential revenues for our hotels. • Economic impact of our website was approximately $1,200,000.

It should be noted that the reason we did not book more of our leads was that our hotels were full with prior comments.

6. Tools For Business Web Site Enhancement: $810: The Chamber and City both have Tools for business on our websites to help businesses access needed information on everything from local permits to state and federal requirements. The chamber has paid the $1,620 each year. We would appreciate it if we could split it with the city. http://halfmoonbay.toolsforbusiness.info MEASURABLES:

• THE AVERAGE ANNUAL TRAFFIC IS 48,000 • DRIVES TRAFFIC TO THE CITY’S SITE

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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: Russell Brunson, Administrative Services Manager Sandra Rickey, Management Analyst TITLE: SALARY SCHEDULE FOR THE INTERNATIONAL UNION OF OPERATING

ENGINEERS STATIONARY LOCAL 39, AFL-CIO; REPRESENTED MANAGEMENT TEAM MEMBERS; AND NON-REPRESENTED EMPLOYEES

______________________________________________________________________________ RECOMMENDATION: Adopt a resolution authorizing the approval of the attached salary schedule representing a 2 percent increase to the base salary for the International Union of Operating Engineers Stationary Local 39 AFL-CIO, Represented Management Team Members, and Non-Represented Employees, effective July 1, 2016, per the current Memorandum of Understanding. FISCAL IMPACT: The salary adjustments reflect a 2 percent wage adjustment for the International Union of Operating Engineers Stationary Local 39 AFL-CIO, Represented Management Team Members, and confidential and Non-Represented Employees. Funding for the adjustments to salary is included in the Fiscal Year 2016-2017 Annual Budget, and is reflected in the Council-approved Memorandum of Understanding. STRATEGIC ELEMENT: This recommendation supports the Infrastructure and Environment Element. BACKGROUND: In July 2015, City Council authorized the City Manager to execute three-year Memoranda of Understanding with the represented labor groups listed above that provide for a 2 percent wage increase effective July 1, 2016, and July 1, 2017. Concurrently, Council authorized a Compensation and Benefits Plan for Non-Represented Employees that provides for a 2 percent wage increase effective July 1, 2016, and July 1, 2017. Based on the Memoranda of Understanding provisions, and the Compensation and Benefits Plan, the City is obligated to provide each group a 2 percent salary adjustment effective July 1, 2016.

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City of Half Moon Bay Salary Schedule June 2016 Page 2 of 2 Council also authorized the creation of a Non-Represented Confidential Employees group in May 2016. Staff recommends this group also receive a 2 percent wage increase effective July 1, 2016, to keep this group in a salary adjustment schedule similar to the City’s other labor groups and employees. ATTACHMENT: Resolution establishing salary schedule for City of Half Moon Bay Employees

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Resolution No. C-2016-____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY ESTABLISHING THE SALARY SCHEDULE FOR CITY OF HALF MOON BAY EMPLOYEES

WHEREAS, the City of Half Moon Bay Municipal Code and Personnel Rules and Regulations empower the City Council to establish a compensation plan for all classifications in the City service; and WHEREAS, in accordance with existing Memoranda of Understanding with the International Union of Operating Engineers Stationary Local 39 AFL-CIO and Represented Management Team Members and the Non-represented Employees Compensation and Benefits Plans, salaries for classifications in each labor group are increased effective July 1, 2016; and NOW, THEREFORE, BE IT RESOLVED THAT the attached salary schedule that constitutes the compensation plan for all classifications in the City of Half Moon Bay is hereby approved.

***************************************************************** I, the undersigned, hereby certify that the forgoing Resolution was duly passed and adopted on the 21st day of June, 2016 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

ATTEST: APPROVED: ___________________________ _______________________ Jessica Blair, Interim City Clerk Rick Kowalczyk, Mayor

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City of Half Moon BaySalary Schedule

Council Adopted June 21, 2016Effective July 1, 2016

Position Class A B C D E

Exempt - Non Represented ManagementCity Manager 99-999 Only one stepCommunity Development Director 10-505 12,720 13,356 14,023 14,724 15,460Deputy City Manager 10-500 12,699 13,333 13,999 14,698 15,432Finance Director 10-490 12,602 13,232 13,893 14,587 15,316Assistant City Manager* 10-515 11,456 12,028 12,629 13,260 13,923Administrative Services Director* 10-xxx 10,856 11,398 11,967 12,565 13,193Finance Manager* 10-485 10,372 10,890 11,434 12,005 12,605Administrative Services Manager 10-525 9,151 9,608 10,088 10,592 11,121Contract Services Manager* 10-430 8,961 9,409 9,879 10,372 10,890Assistant to the City Manager* 10-420 8,077 8,480 8,903 9,348 9,815Exempt - ConfidentialExecutive Assistant to the City Manager 39-xxx 5,810 6,100 6,405 6,725 7,061Exempt - Represented ManagementCity Engineer 10-750 11,164 11,722 12,308 12,923 13,569Planning Manager 10-xxx 10,145 10,652 11,184 11,743 12,330Associate Engineer 10-xxx 7,908 8,303 8,718 9,153 9,610City Clerk 10-410 7,690 8,074 8,477 8,900 9,344Senior Accountant 10-745 7,677 8,060 8,462 8,885 9,329Public Works Superintendent 10-400 7,494 7,868 8,261 8,674 9,107Senior Management Analyst 10-727 7,053 7,405 7,775 8,163 8,571Management Analyst 10-721 6,847 7,189 7,548 7,925 8,321Assistant Engineer 10-xxx 6,396 6,715 7,050 7,402 7,772Non-Exempt Operating Engineers Local 39Deputy City Clerk 39-160 6,081 6,385 6,704 7,039 7,390Administrative Analyst* 39-158 5,686 5,970 6,268 6,581 6,910Permit Technician 39-250 5,318 5,583 5,862 6,155 6,462Administrative Assistant 39-155 5,080 5,334 5,600 5,880 6,174Senior Accounting Technician* 39-150 4,903 5,148 5,405 5,675 5,958Maintenance Worker 39-275 4,820 5,060 5,313 5,578 5,856Accounting Technician 39-145 4,376 4,594 4,823 5,064 5,317Office Assistant II* 39-xxx 4,051 4,253 4,465 4,688 4,922Office Assistant I* 39-xxx 3,549 3,726 3,912 4,107 4,312

*Approved Classifications, unbudgeted

Part-TimePay Code/Range

Recreation Receptionist IV (Bldg. Attendant) 890/012 12.00 12.60 13.23 13.89 14.58Recreation Receptionist V (Bldg. Attendant) 890/015 13.90 14.59 15.32 16.09 16.89Recreation Receptionist VI (Bldg. Attendant) 890/018 16.10 16.90 17.74 18.63 19.56Intern 02-100 10.00 13.00 16.00 19.00 22.00

Steps

Monthly Salary Ranges (e)

Hourly Wage Steps

By agreement

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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: John Doughty, Community Development Director TITLE: PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF HALF MOON BAY

AND METROPOLITAN PLANNING GROUP (M-GROUP) ______________________________________________________________________________

RECOMMENDATION: Adopt a Resolution authorizing the City Manager to execute Amendment No. 2 to the Professional Services Agreement between the City of Half Moon Bay and Metropolitan Planning Group (M-Group) extending the term for a period of two years, through June 30, 2018.1 FISCAL IMPACT: M-Group bills the City based on an hourly rate schedule. For Fiscal Year 2015-2016, the current agreement includes a potential maximum billable amount of $624,240. The proposed amendment includes a three-percent increase, setting the potential maximum billable amount at $642,970 for Fiscal Year 2016-2017, and $662,256 for Fiscal Year 2017-2018. STRATEGIC ELEMENT: This recommendation supports the Inclusive Governance Element. BACKGROUND: On June 18, 2013, the City Council approved a Professional Services Agreement with M-Group to provide planning staff and services to residents for an initial term of three years, expiring June 30, 2016. The Agreement provides:

• Counter hours for Planning Services during regular City Hall business hours, with a lunch closure from 12 Noon to 1:00 p.m.

• An initial staff configuration model including a Planning Manager, a Senior Planner and an Associate Planner who work with the City’s Community Development Director. − Staff configurations can change depending on workload and City needs − Rates for auxiliary services are also included as part of the contract

1 This item is subject to approval of the proposed Fiscal Year 2016-2017 Budget.

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June 21, 2016 Extension of M-Group Agreement Page 2 of 3

• Commitment of seasoned planning professionals with at least three or more years of professional planning experience assigned to the City.

On August 18, 2015, the City Council approved Amendment No. 1 to the Agreement, increasing the potential maximum billable contract amount for fiscal year 2015-16 by $62,281, in order to pay for additional services outside the original scope of work, related to the General Plan update. On May 24, 2016, the City received a letter from Mr. Geoff Bradley indicating M-Group interest in continuing to provide contract staff services for the City of Half Moon Bay. The current agreement includes provisions for a one-time, two-year renewal option. The letter (Attachment 2), requests a two-year extension of the agreement, with three percent (3%) increases in the potential maximum billable amount for each year of the extension, in order to cover increases in the firm’s salary, benefits, and overhead costs. DISCUSSION: M-Group is a private professional planning firm located in Mountain View, California.

• The firm was established in 2006 with a primary focus of bringing innovative and effective planning solutions to Bay Area cities.

• It has 25 professional planners on staff, providing short and long-term solutions to California agencies including the cities of Petaluma, San Mateo and Foster City and the County of Napa.

• M-Group planners have extensive experience working on large, complex and high profile projects and complicated infill projects.

• Their services include counter duty, processing small projects, management of large projects, performing research and writing reports, resolutions and ordinances.

M-Group is committed to providing the same scope of services to the City with a modest cost-of-living adjustment to cover increases in the firm’s salary, benefits and overhead costs. The 3-percent adjustment is consistent with other contractor requests and the assumptions built into the Fiscal Year 2016-17 Budget for contract services generally. The FY 2016-17 Budget proposes to hire an “in-house” Planning/Development Services Manager. M-Group has been notified of the proposal and the contract contains the flexibility to address this change in structure. M-Group has provided the City with excellent staff who is committed to excellent customer service and professionalism. Over the last three years, M-Group has helped to stabilize the Planning Division and bring consistency to processes and procedures. The Professional Services Agreement with M-Group has created the capacity for the City to increase and improve customer service to the public, and to obtain special services that cannot be performed utilizing existing staff.

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June 21, 2016 Extension of M-Group Agreement Page 3 of 3 ATTACHMENTS:

1. Resolution authorizing the City Manager to execute Amendment No. 2 to the Professional Services Agreement between the City of Half Moon Bay and Metropolitan Planning Group (M-Group)

2. May 24, 2016 Letter from M-Group 3. Proposed New Hourly Rates

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Resolution No. C-2016-_________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. 2 TO THE PROFESSIONAL

SERVICES AGREEMENT BETWEEN THE CITY AND METROPOLITAN PLANNING GROUP

WHEREAS, the City Council entered into a Professional Services Agreement with Metropolitan Planning Group (M-Group) on June 18, 2013 for the provision of professional planning services; and

WHEREAS, the agreement covers three fiscal years: 2013-2014, 2014-2015 and 2015-2016 with a provision for a one-time two-year extension; and WHEREAS, the agreement included potential maximum total billable amounts for each year; and WHEREAS, due to work on the City’s General Plan in Fiscal Year 2015-2016, the maximum billable amount for that fiscal year would have been exceeded; and WHEREAS, therefore, on August 18, 2015, the City Council approved Amendment No. 1 to the agreement, increasing the potential maximum total billable amount by $62,281; and WHEREAS, the three-year agreement with M-Group will expire on June 30, 2016, and the City desires to continue retaining M-Group to provide professional planning services; and WHEREAS, M-Group provided a letter to the City requesting a two-year extension to the agreement, including a new hourly rate schedule and a proposed three percent (3%) annual increase in the potential maximum total billable amount for each year of the extension. NOW, THEREFORE, BE IS RESOLVED that the City Council of the City of Half Moon Bay hereby authorizes the City Manager or her designee to execute Amendment No. 2 to the Professional Services Agreement with Metropolitan Planning Group, extending the term for a period of two years, through June 30, 2018, with a three-percent annual adjustment.

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*****************************************************************

I, the undersigned, hereby certify that the forgoing Resolution was duly passed and adopted on the 21st of June, 2016 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers: NOES, Councilmembers: ABSENT, Councilmembers: ABSTAIN, Councilmembers: ATTEST: APPROVED: ________________________________ _____________________________ Jessica Blair, Interim City Clerk Rick Kowalczyk, Mayor

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M-GROUP a new design on urban planning

POLICY DESIGN ENVIRONMENTAL HISTORIC ENGAGEMENT STAFFING

m-group.us 579 Clyde Avenue, Suite 340, Mountain View, CA 94043 650.938.1111

May 24, 2016 John Doughty, Community Development Director City of Half Moon Bay 501 Main Street Half Moon Bay, CA 94019 RE: REQUEST FOR CONTRACT EXTENSION FOR CITY PLANNING SERVICES Dear Mr. Doughty,

Thank you for the opportunity to present this request for a two-year extension to our planning services contract with the City of Half Moon Bay. As we have discussed, we propose to continue with our existing staffing profile. Our team has nearly three years of experience in providing planning services for Half Moon Bay. This enables us to seamlessly integrate with City staff and the community, and continue to provide effective planning solutions for a full range of planning projects. We look forward to working with you to update any of the relevant scope of work items based on our experience over the past few years. Our only significant contract request would be to increase the annual contract cost by 3% to allow for our increased costs in the areas of employee salaries, benefits and firm overhead. This would be supported by new hourly rates effective July 1, 2016. Please see the attached “Proposed Hourly Rates and Budget Limit.” We look forward to the opportunity to provide on-going services and to assist the City with any projects where our services would be needed. Please do not hesitate to contact us if you have any questions or need additional materials. Sincerely, GEOFF I. BRADLEY, AICP HEATHER BRADLEY, AICP President + Principal Principal + CFO/COO gbradley@m-group.us hbradley@m-group.us 650.938.1111 x102 650.938.1111 x103

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M-GROUP 2016 RATE SHEET

M-GROUP STAFF HOURLY RATE

Admin Analyst Planning Tech $60 - $80

Assistant Planner Assistant Urban Designer $80 - $100

Associate Planner Associate Urban Designer Associate Environmental Planner Historic Preservation Specialist

$100 - $125

Senior Planner Senior Urban Designer Environmental Planner Project Manager

$125 - $145

Principal Planner $145 - $175

Principal $175 - $250

Notes:

* Hourly rates are subject to annual adjustment.* Sub-consultants include a 10% administration fee

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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT

For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: Alex Khojikian, Deputy City Manager TITLE: LAW ENFORCEMENT SERVICES AGREEMENT ______________________________________________________________________________ RECOMMENDATION: Adopt a resolution authorizing the City Manager to execute Amendment No. 8 to the Law Enforcement Services Agreement between the County of San Mateo and the City of Half Moon Bay, exercising a three-year term extension for Law Enforcement Services from July 1, 2016 through June 30, 2019, and establishing service levels and rates for Fiscal Year 2016-2017.1 FISCAL IMPACT: With the approval of Amendment No. 8, the City will pay to the County of San Mateo a total of $2,948,153 for Law Enforcement Services for Fiscal Year 2016-2017, which has been included in the proposed budget. The contract includes a clause that issues a credit for Unfunded Actuarial Accrued Liabilities (UAAL) payments made to CalPERS. The maximum UAAL credit is $555,822 which results in a contract cost of $2,392,333 for Fiscal Year 2016-2017. STRATEGIC ELEMENT: This recommendation supports the Healthy Communities and Public Safety Element. BACKGROUND: On June 7, 2011, the City of Half Moon Bay entered into an agreement with the County of San Mateo for the provision of law enforcement services in Half Moon Bay, provided by the San Mateo County Sheriff’s Office. The agreement allowed for an increase each year based on related cost increases at the County, not to exceed 3 percent annually. The proposed amendment is intended to adjust the terms to be consistent with the County’s costs, add new service levels, and extend the Law Enforcement Services Agreement for an additional three-year period, beginning July 1, 2016. 1 This item is subject to approval of the proposed Fiscal Year 2016-2017 Budget.

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June 21, 2016 Law Enforcement Services Agreement Page 2 of 4 According to the County’s analysis (Exhibit B-1), the overall County costs / rates for services will remain relatively flat for FY 16-17 as compared to FY 15-16. As part of the discussions related to the proposed FY 16-17 rate and service level renewal, the City and the Sheriff’s Office recognized that additional staffing levels are needed in order to provide a sustainable staffing model which meets the community’s public safety needs, and which more appropriately provides for the safety of the community and deputies on patrol in Half Moon Bay. In 2011, when the City initially entered into the Law Enforcement Services Agreement, the level of service contracted for was at minimal staffing levels, this minimum level (and minimum cost to the City) was implemented due to the City’s weakened financial health at the time. Under the current agreement, the night shift patrol (6:00 pm – 6:00 am, seven days a week) has only one dedicated patrol unit in city limits, plus an ancillary part-time patrol unit (at one-third time). This essentially leaves the City with only one patrol unit for the majority of the shift. This level of staffing has a potential impact on both public safety and officer safety. Up to this point, at no additional cost to the City, the Sheriff’s Office has been regularly supplementing the single deputy on patrol during the night shift with an additional deputy from the County’s Coastal Unit to provide additional coverage in Half Moon Bay. Although all efforts are made to avoid leaving the single unit alone on patrol, there are times when the additional deputy from the Sheriff’s Coastal Unit must take priority calls outside the city, thus reducing the coverage within Half Moon Bay during those periods. There is a clear need for an increase in the regularly-scheduled staff on patrol, and to not remain dependent on the variable availability of additional patrol units to fill that need. With the City’s much-improved financial condition, City staff proposes to increase contracted law enforcement staffing in order to consistently provide for two dedicated patrol units during the night shift. In order to maximize the value of the additional night shift deputy, staff recommends that the additional deputy be scheduled as swing shift coverage (typically 3:00 pm to 3:00 am) along with the two day-shift deputies. This would result in having three full-time deputies to serve the community during peak calls-for-service period. Furthermore, the additional night shift deputy would allow for added community policing activities, for example, conducting regular walking patrols in the downtown corridor between the hours of 3:00 pm and 6:00 pm. Prior to the Sheriff’s Office contracting for law enforcement services for the City of Half Moon Bay, the Half Moon Bay Police Department operated under a full-time Police Chief and Police Captain. Under the contract with the Sheriff’s Office, it was agreed that the Sheriff’s Coastside Lieutenant was to assume the duties of the City’s former Chief and Captain. During the last five years of the contract, the Sheriff’s Lieutenant has continued to serve in a department head capacity for the City. It has been determined that the high level of job discretion and

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June 21, 2016 Law Enforcement Services Agreement Page 3 of 4 responsibilities are more consistent with the rank of a Sheriff’s Captain. Additionally, City staff proposes that the time dedicated to the responsibility of Chief of Police Services should be increased from 33 percent to a 50 percent share with the Sheriff’s Office to provide for improved oversight of staff and enhanced community policing efforts in Half Moon Bay. The proposed additional service levels include increasing the Captain (Chief of Police Services) from .33 FTE to .50 FTE, and two night-shift deputies from .33 FTE to 1.00 FTE. This would also require an additional patrol vehicle for the night shift. This translates to an annual contract increase of $493,732. The prorated portion of the UAAL credit applicable to these personnel changes is $90,670, which will be applied to the FY 2016-17 Budget if these changes are approved. FY 15/16 - 2 night dep. @.33FTE = $189,058 FY 16/17 - 2 night dep. @1.00FTE= $574,282 Increase= $385,224, less $75,266 pension credit = $309,958 FY 15/16 - 1 Captain @ .33 FTE = $109,752 FY 16/17 - 1 Captain @ .50 FTE = $190,933 Increase = $81,181, less $15,404 pension credit = $65,777 Additional Patrol Vehicle= $27,327

Increase = $27,327, that will be purchased from the City’s credit balance

On March 15, 2016, the City Council authorized the City Manager to formally notify the County that the City would like to exercise the first three-year option to renew the Agreement as stated in Section 4.2 of the Law Enforcement Service Agreement dated June 11, 2011. The first five-year agreement sunsets on June 30, 2016.The City and the Sheriff’s Office wish to exercise the first three-year extension effective July 1, 2016, through June 30, 2019, with rate increases not to exceed 3 percent annually. Over the past five years under the Law Enforcement Services Agreement, the City has not only realized a cost savings as compared to funding its own police department, it has also increased efficiencies and access to regional resources and services, which has been a tremendous benefit to the residents and visitors of Half Moon Bay. These benefits include:

• Additional resource officers dedicated to community policing efforts • Access to the crime suppression and gang suppression units • Special enforcement operations for human trafficking • Participation in the Sheriff’s Activity League (SAL), which successfully serves and engages

the youth in our community

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June 21, 2016 Law Enforcement Services Agreement Page 4 of 4

• Participation in the Sheriff’s Community Alliance to Revitalize our Neighborhoods program (CARON), which promotes healthy communities by cultivating the relationship between law enforcement and the community

The City is pleased with the services and resources provided by the Sheriff’s Office and feels the contractual relationship between the two agencies has developed into a strong partnership. With additional staff and resources, and the stability that will come from maintaining our current law enforcement personnel for an additional term, the relationship between the two agencies will continue to grow and only further benefit the community we serve. ATTACHMENT: Resolution authorizing the City Manager to execute Amendment No. 8 to the Law Enforcement Services Agreement with the County of San Mateo

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Resolution No. C-2016-___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY AUTHORIZING THE CITY MANAGER TO EXECUTE AMENDMENT NO. EIGHT TO THE LAW ENFORCMENT SERVICES

AGREEMENT BETWEEN THE COUNTY OF SAN MATEO AND THE CITY OF HALF MOON BAY WHEREAS, on June 7, 2011, the City entered into an agreement with the County of San Mateo for the provision of law enforcement services in Half Moon Bay for a five-year period ending June 30, 2016; and WHEREAS, Section 4.2 of the agreement includes an option to renew for an additional three-year period to June 30, 2019; and WHEREAS, the City wishes to exercise the first three-year option to renew (July 1, 2016 to June 30. 2019) as stated in Section 4.2 of the Law Enforcement Service Agreement dated June 11, 2011; and WHEREAS, the agreement provides for an annual review to account for any rate changes or other needed changes; and WHEREAS, the City requested that the Sheriff’s Office increase service levels to provide a sustainable service model. The increase in service levels include: increasing the Captain from .33 percent FTE to .50 percent FTE, and two night-shift deputies from .33 percent FTE to 100 percent FTE with the addition of a patrol vehicle for the night shift; and WHEREAS, the cost for services for Fiscal Year 2016-2017 is $2,948,153 and is reflected in the amendment. NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Half Moon Bay hereby authorizes the City Manager to execute Amendment No. Eight to the Law Enforcement Services Agreement between the County of San Mateo and City of Half Moon Bay.

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***************************************************************** I, the undersigned, hereby certify that the forgoing Resolution was duly passed and adopted on the 21st day of June, 2016 by the City Council of Half Moon Bay by the following vote:

AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

ATTEST: APPROVED: ___________________________ _______________________ Jessica Blair, Interim City Clerk Rick Kowalczyk, Mayor

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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: Jessica Blair, Interim City Clerk TITLE: ADOPTION OF RECORDS RETENTION SCHEDULE RECOMMENDATION: Adopt a resolution adopting the Records Retention Schedule for the City of Half Moon Bay.

FISCAL IMPACT: There is no cost to the City associated with this action. The City will realize significant savings in both labor and storage expenses, including the avoidance of future storage and / or construction costs. STRATEGIC ELEMENT: This recommendation supports the Infrastructure and Environment Element. DISCUSSION: The City is updating its records management program, including its records retention policies. The adoption of this retention schedule will result in efficiency gains and cost savings. The proposed 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 Half Moon Bay’s records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, Half Moon Bay 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 City Clerk and City Attorney, which is

67

provided for in Section 2 of the proposed resolution. It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council; however, staff has presented a more conservative approach: authorizing only minor updates. Section 3 allows for: “Minor updates including change in department or division names, improvements in descriptions, changes in comments, deleting records series that are no longer applicable, and / or what is scanned. Changes in the total retention and / or adding new records series must be presented to the City Council prior to taking affect.” ATTACHMENTS: Resolution adopting the Records Retention Schedule (Exhibit A) for the City of Half Moon Bay

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Resolution No. C-2016-____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY, CALIFORNIA, ADOPTING A RECORDS RETENTION SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY

RECORDS, AND RESCINDING RESOLUTION NO. C-76-11

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 Half Moon Bay; 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, the State of California has adopted guidelines for retention periods for various government records; and

WHEREAS, the City Council of the City of Half Moon Bay adopted Resolution C-76-11 adopting a records retention schedule on November 11, 2011.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF HALF MOON BAY DOES HEREBY RESOLVE AS FOLLOWS:

Section 1. Resolution No. C-76-11 is hereby rescinded. Section 2. The records of the City of Half Moon Bay, 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 City Clerk and City Attorney, without further action by the City Council of the City of Half Moon Bay.

Section 3. With the consent of the City Clerk, City Manager, and City Attorney, minor

updates are hereby authorized to be made to the Records Retention Schedule without further action by the City Council. Minor updates include changes in Department or Division names, improvements in descriptions, changes in comments, deleting records series that are no longer applicable, and/or what is scanned. Changes in the Total Retention and/or adding new records series must be presented to the City Council of the City of Half Moon Bay prior to taking affect.

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.

Section 5. The City Clerk shall certify to the passage and adoption of this resolution and

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enter it into the book of original resolutions. Section 6. This resolution shall become effective immediately upon its passage and

adoption.

***************************************************************** I, the undersigned, hereby certify that the forgoing Resolution was duly passed and adopted on the 21st day of June, 2016 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

ATTEST: APPROVED: ___________________________ _______________________ Jessica Blair, Interim City Clerk Rick Kowalczyk, Mayor

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RECORDS RETENTION SCHEDULE LEGEND ©1995 – 2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission

OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)

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

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

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

Retention/Disposition: Active: How long the file remains in the immediate office area (guideline)

Inactive: How long the file is in off-site storage, stored on Unalterable Media / Optical Disk or Microforms (guideline)

Total Retention: The total number of years the record will be retained

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

P = Permanent

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

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

Media Options (guideline) – the form of the record: Mag = Computer Magnetic Media (hard drives, tapes, USB Drives, thumb drives, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes

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

Destroy Paper after Imaged & QC’d (guideline, if record is imaged): QC’d=Quality Checked. “Yes” indicates the paper version may be destroyed if the document has been imaged (microfilmed, scanned or imported) in accordance with the Trustworthy Electronic Records / ECMS / Document Imaging Policy and stored on Unalterable Media (Optical Disk – CD-R, WORM or DVD-R), and both the images and indexing Quality Checked (“QC’d”).

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 (CA) 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) 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) WC: Water Code

71

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

Human

ResourcesCW-001

Accident, Incident, Injury

reports: EMPLOYEES, with

associated MSDS, if a

chemical was involved

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

Ppr

Copies retained for reference;

GC §34090.7

Finance CW-002

Accounts Payable, Invoices,

Petty Cash, Warrant Requests,

etc.

ALL backup is forwarded to

Finance

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Yes: Before

Payment

Mag,

Ppr

All originals go to Finance

(these are copies); GC

§34090.7

Lead Dept. CW-003

Affidavits of Publications /

Public Hearing Notices / Legal

Advertising / Affidavits of

Posting

2 years 2 years

Mag,

Mfr, OD,

Ppr

Brown Act challenges must be

filed within 30 or 90 days of

action; Statute of Limitations

on Municipal Government

actions is 3 - 6 months; CCP

§§337 et seq, 349.4; GC

§§34090, 54960.1(c)(1)

City Clerk CW-004Agenda Packets / Staff

Reports: City Council

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

Mfr, OD,

Ppr

SYes: After

QC &ODGC §34090.7

City Clerk Agreements & Contracts ALL

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

Mfr, OD,

Ppr

S

Yes: Upon

Completio

n

All agreements that are

approved by the City Council

are sent to the City Clerk; GC

§34090.7

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

72

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

Lead Dept.

Agreements & Contracts:

ADMINISTRATIVE FILES

(Correspondence, Project

Administration, Project

Schedules, Certified Payrolls,

Insurance Certificates,

Invoices, Logs, RFP, etc.)

Completion 10 years Completion +

10 years

Yes: Before

Completion

Mag,

Mfr, OD,

Ppr

S/I

Yes: Upon

Completio

n

Covers E&O Statute of

Limitations (insurance

certificates are filed with

agreement); Published Audit

Standards=4-7 years; Statute

of Limitations: Contracts &

Spec's=4 years, Wrongful

Death=comp. + 5 years,

Developers=comp. + 10 years;

Statewide guidelines propose

termination + 5 years; CCP

§337 et. seq., GC §34090

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

73

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

Lead Dept.

Agreements & Contracts:

ADMINISTRATIVE FILES

(with Grant Funding)

(Correspondence, Project

Administration, Project

Schedules, Certified Payrolls,

Insurance Certificates,

Invoices, Logs, RFP, etc.)

Completion

10 years or

After

Funding

Agency

Audit, if

required,

whichever is

longer

Completion +

10 years or

After Funding

Agency Audit,

if required,

whichever is

longer

Yes: Before

Completion

Mag,

Mfr, OD,

Ppr

S/I

Yes: Upon

Completio

n

Some grant funding agencies

require audits; Statute of

Limitations for Errors &

Omissions is 10 years;

Published Audit Standards=4-7

years; Statute of Limitations:

Contracts & Spec's=4 years,

Wrongful Death=comp. + 5

years, Developers=comp. + 10

years; Statewide guidelines

propose termination + 5 years;

CCP §337 et. seq., 21 CFR

1403.36 & 1403.42(b); 24 CFR

85.42, 91.105(h), 92.505, &

570.502(b), 28 CFR 66.42; 29

CFR 97.42; 40 CFR 31.42; 44

CFR 13.42; 45 CFR 92.42;

OMB Circular A-133GC

§34090

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

74

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

Lead Dept. CW-008

Agreements & Contracts:

UNSUCCESSFUL BIDS,

UNSUCCESSFUL

PROPOSALS or RESPONSES

to RFPs (Request for

Proposals) and/or RFQs

(Request for Qualifications)

that don't result in a contract

2 years 2 yearsMag,

Ppr

The RFP / RFQ and the

successful proposal becomes

part of the agreement or

contract; GC §34090

Finance CW-009

Audits / Audit Reports / CAFR -

Comprehensive Annual

Financial Reports

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

PprCopies; GC §34090.7

CW-010Bids: See Agreements &

Contracts

Staffing Dept. CW-011

Boards and Committees:

AUDIO RECORDINGS of

Meetings / Audio Tapes

2 years 2 years Tape

(Mag)

City preference; State law only

requires for 30 days; GC

§54953.5(b)

Staffing Dept. CW-012

Boards, Commissions, &

Committees: City Council

Subcommittees

(Composed solely of less than

a quorum of the City Council)

2 years 2 years Mag,

Ppr

All recommendations are

presented to the City Council;

GC §34090 et seq.

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

75

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CW-013

Boards, Commissions, &

Committees: External

Organizations

(e.g. County Board of

Supervisors)

When No

Longer

Required

When No

Longer

Required

Mag,

PprNon-records

Staffing Dept. CW-014

Boards, Commissions, &

Committees: Residents

Advisory Bodies Formed by

CITY COUNCIL

AGENDAS, AGENDA

PACKETS.

Minimum 2

years

Minimum 2

years

Mag,

Ppr

Brown Act challenges must be

filed within 30 or 90 days of

action; GC §§34090,

54960.1(c)(1)

Staffing Dept. CW-015

Boards, Commissions, &

Committees: Residents

Advisory Bodies Formed by

CITY COUNCIL (Except

Planning Commission)

MINUTES, RESOLUTIONS &

BYLAWS

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Yes

Mag,

Mfr, OD,

Ppr

S NoSend all originals to the City

Clerk; GC §34090.7

CW-016Brochures: See Reference

Manuals

Finance CW-017 Budgets - Finals

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Yes: Current

Fiscal Year

Mag,

Mfr, OD,

Ppr

S/IYes: After

5 years

Final must be filed with County

Auditor; GC §34090.7, 40802,

53901

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

76

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

Finance CW-018

Cash Receipts Detail / Backup

/ Accounts Receivable Detail /

Refund Detail

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

PprGC §34090.7

Lead Dept. CW-051 City Attorney OpinionsMinimum 2

years

Minimum 2

years

Mag,

PprCity preference; GC §34090

Finance / Risk

ManagementCW-020 Claims

Copies -

When No

Longer

Required

(Upon

Settlement)

Copies -

When No

Longer

Required

(Upon

Settlement)

Yes: Before

Settlement

Mag,

Mfr, OD,

Ppr

S/IYes: After

Settlement GC §§34090.7, 34090.6

Lead Dept. CW-021

Committees Internal -

Attended by employees: All

Records

(e.g. Evaluation Committee,

Records Management

Committee, In-House Task

Forces, etc.)

2 years 2 years Mag,

PprGC §34090

Human

ResourcesCW-022 Complaints Against Employees

Send to

Human

Resources

Send to

Human

Resources

Mag,

PprGC §34090.7

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

77

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

Lead

(Responding)

Dept.

CW-023Complaints / Concerns from

Citizens

Minimum 2

years

Minimum 2

years

Mag,

Ppr

City preference; Statute of

Limitations for personal

property, fraud, etc. is 3 years;

Claims must be filed in 6

months; CCP §§338 et seq.,

340 et seq., 342, GC §§945.6,

GC §34090

CW-024 Contracts: See Agreements

Lead Dept. CW-025Copies or duplicates of any

record

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag Ppr GC §34090.7

Dept. that

Authors

Document

or

Receives the

City's Original

Document

CW-026

Correspondence - ROUTINE

(e.g. Administrative, Chronological,

General Files, Letters,

Memorandums, Reading File,

Working Files, etc.)

2 years 2 years Mag,

PprGC §34090

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

78

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

Dept. that

Authors

Document

or

Receives the

City's Original

Document

CW-027

Correspondence -

TRANSITORY /

PRELIMINARY DRAFTS,

Interagency and Intraagency

Memoranda not retained in the

ordinary course of business

(e.g. calendars, checklists, e-mail

or social media posting NOT made

or retained for the purpose of

preserving the informational

content for future reference,

invitations, instant messaging,

inventories, logs, mailing lists,

meeting room registrations, supply

inventories, telephone messages,

transmittal letters, thank yous,

requests from other cities,

undeliverable envelopes, visitors

logs, voice mails, webpages, etc.)

When No

Longer

Required

When No

Longer

Required

Mag,

Ppr

Electronic and paper records

are filed and retained based

upon their content. E-mails,

electronic records, or social

media postings that ARE

made or retained for the

purpose of preserving the

informational content for

future reference are saved

outside the e-mail system by

printing them out and placing

in a file folder, or saving them

electronically; If not mentioned

here, consult the City Attorney

to determine if a record is

considered transitory /

preliminary drafts. GC §34090,

GC §6252; 64 Ops. Cal. Atty.

Gen. 317 (1981))

City Clerk CW-028

Deeds, Easements, Final

Orders of Condemnations,

Liens (All)

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

Ppr

Send all originals to the City

Clerk; GC §34090.7

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

79

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

Lead Dept. CW-029Drafts & Notes: Drafts that are

revised (retain final version)

When No

Longer

Required

When No

Longer

Required

Mag,

Ppr

As long as the drafts and notes

are not retained in the "Regular

Course of Business". Consult

the City Attorney to determine

if a record is considered a

draft. GC §§34090, 6252,

6254(a)

Lead Dept. CW-030Facility Use Applications /

Facility Use Permits2 years 2 years

Mag,

PprGC §34090

Lead Dept. CW-031

GIS Database / Data / Layers

(both City-wide and

Specialized)

When No

Longer

Required

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. CW-032Grants (UNSUCCESSFUL

Applications, Correspondence)2 years 2 years

Mag,

PprGC §34090

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Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

80

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

Lead Dept. CW-033

Grants / CDBG / Reimbursable

Claims / FEMA Claims

(SUCCESSFUL Reports, other

records required to pass the

funding agency's audit, if

required)

Applications (successful), grant

agreement, program rules,

regulations & procedures, reports

to grant funding agencies,

correspondence, audit records,

completion records

2 years

After

Funding

Agency

Audit, if

Required -

Minimum 5

years

After Funding

Agency Audit,

if required -

Minimum 5

years

Mag,

Ppr

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;

statewide guidelines propose 4

years; 7 CFR 3016.42; 21 CFR

1403.36 & 1403.42(b); 24 CFR

85.42, 91.105(h), 92.505,

570.490, & 570.502(a&b), 28

CFR 66.42; 29 CFR 97.42; 40

CFR 31.42; 44 CFR 13.42; 45

CFR 92.42; OMB Circular A-

110 & A-133; GC §34090

Human

ResourcesCW-034

Grievances and Informal

Complaints (Employees)

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Yes: Before

Disposition

Mag,

Ppr

Send all grievances to Human

Resources; All State and

Federal laws require retention

until final disposition of formal

complaint; State requires 2

years after action is taken; GC

§§12946, 34090

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

81

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

Finance / Risk

ManagementCW-035

Lawsuits, Litigation, Pending

Litigation

Copies -

When No

Longer

Required

(Upon

Settlement)

Copies -

When No

Longer

Required

(Upon

Settlement)

Yes: Before

Settlement

Mag,

Mfr, OD,

Ppr

S/IYes: After

Settlement

Risk Management

administrates claim; GC

§§34090.7, 34090.6

Lead Dept. CW-036

Material Safety Data Sheet

(MSDS) / Safety Data Sheet

(SDS) Chemical Use Report

Form (or records of the

chemical / substance / agent,

where & when it was used)

While

Chemical In

Use

30 years 30 years

Mag,

Mfr, OD,

Ppr

SYes - 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

City Clerk CW-037 Minutes - City Council

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Yes (all)

Mag,

Mfr, OD,

Ppr

S No

Originals maintained by City

Clerk Permanently; GC

§34090.7

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Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

82

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

City Clerk CW-038Municipal Code (these are

copies)

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Yes: Current

Original

Mag,

Mfr, OD,

Ppr

I No

Return any whole unused

codes to the City Clerk;

Originals maintained by City

Clerk Permanently; GC §34090

Lead Dept. CW-039 Newspaper Clippings

When No

Longer

Required

When No

Longer

Required

Ppr

Non-records - may be obtained

from the newspaper company;

GC §34090

Staffing Dept. CW-040

Notices: Public Hearing

Notices and Proofs of

Publications

2 years 2 years Mag,

Ppr

Statute of Limitations on

Municipal Government actions

is 3 - 6 months; CCP§337 et

seq; GC §34090

City Clerk CW-041 Ordinances - City Council

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Yes (all)

Mag,

Mfr, OD,

Ppr

S NoOriginals maintained by City

Clerk Permanently; GC §34090

Human

ResourcesCW-043

Personnel Files (Department-

level Files)

Send to

Human

Resources

Upon

Separation or

Transfer

Send to

Human

Resources

Upon

Separation or

Transfer

Before

Separation

Mag,

Ppr

Ensure records kept in

Department files comply with

City policy (all originals are

sent to Human Resources);

GC §34090.7

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

83

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

Lead Dept. CW-044Personnel Files (Supervisor's

Notes)

After

Incorporation

into

Performance

Evaluation or

Documented

Discipline

After

Incorporation

into

Performance

Evaluation or

Documented

Discipline

Before

Annual

Evaluation

Mag,

Ppr

Notes maintained in a separate

folder to be incorporated into

performance evaluation, or to

document progressive

discipline; GC §34090 et seq.

Lead Dept. CW-045 Photographs

When No

Longer

Required

When No

Longer

Required

Mag,

Ppr

Preliminary Drafts; destroy

unnecessary photographs. GC

§§34090, 6252, 6254(a)

City Clerk CC-053

Public Records Requests /

Request for Records /

Subpoenas (Civil / Duces

Tecum)

2 years 2 yearsMag,

PprGC §34090

Lead Dept. CW-046Public Relations / Press

Releases2 years 2 years

Mag,

PprGC §34090

Lead Dept.

(Who Ordered

the Appraisal)

CW-047

Real Estate Appraisal Reports:

Property NOT purchased,

Loans not funded, etc.

2 years 2 yearsMag,

Ppr

Not accessible to the public;

Statewide Guidelines show 2

years; GC §§34090, 6254(h)

Lead Dept.

(Who Ordered

the Appraisal)

CW-048

Real Estate Appraisal Reports:

Purchased Property, Funded

Loans

2 yearsMinimum 3

years

Minimum 5

years

Yes: Before

Purchase

Mag,

Mfr, OD,

Ppr

SYes: After

Inactive

Not accessible to the public

until purchase has been

completed; meets grant

auditing requirements; 24 CFR

85.42 & 91.105(h), &

570.502(b); 29 CFR 97.42, GC

§34090

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

84

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

City Clerk CW-049

Records Destruction Lists /

Certificate of Records

Destruction

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

PprGC §34090.7

CW-050

Reference Materials: Policies,

Procedures, Brochures, Flyers,

Manuals, Newsletters, etc:

Produced by OUTSIDE

ORGANIZATIONS (League of

California Cities, Chamber of

Commerce, etc.)

When No

Longer

Required

When No

Longer

Required

Mag,

PprNon-Records

Lead Dept. CW-051

Reference Materials: Policies,

Procedures, Brochures, Flyers,

Manuals, Newsletters, etc:

Produced by YOUR

Department

Minimum 2

years

Minimum 2

years

Mag,

Ppr

Statewide guidelines propose

superseded + 2 or 5 years; GC

§34090

Lead Dept. CW-052

Reference Materials: Policies,

Procedures, Brochures, Flyers,

Manuals, Newsletters, etc:

Produced by OTHER

Departments

When

Superseded

When

Superseded

Mag,

PprCopies; GC §34090.7

CW-053Reference or Working Files:

See Correspondence

Lead Dept. CW-054

Reports and Studies

(Historically significant - e.g.,

Zoning Studies)

10 years P P

Mag,

Mfr, OD,

Ppr

S/IYes: After

10 years

Administratively and

Historically significant,

therefore retained

permanently; GC §34090

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

85

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

Lead Dept. CW-055

Reports and Studies (other

than Historically significant

reports - e.g. Annual Reports)

10 years 10 years Mag,

Ppr

Information is outdated after 10

years; statewide guidelines

propose 2 years; If historically

significant, retain permanently;

GC §34090

City Clerk CW-056 Resolutions - City Council

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Yes (all)

Mag,

Mfr, OD,

Ppr

S No

Originals maintained by City

Clerk Permanently; GC

§34090.7

Lead Dept. CW-057Special Projects / Subject Files

/ Issue Files

Minimum 2

years

Minimum 2

years

Mag,

Ppr

Department Preference; GC

§34090 et seq.

Lead Dept. CW-058

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 2 years Mag,

PprGC §34090

CW-059Tapes / DVD Recordings: See

Boards & Commissions

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

86

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

Finance CW-060

Time Sheets / Time Cards /

Overtime Sheets / Overtime

Cards / Leave Slips

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Mag,

Ppr

Most Employees provide digital

signatures when they submit

their timecards, but some in

Public Works and Community

Services do not (another

employee enters their time);

GC §34090.7

Lead Dept. CW-061

Training - ALL COURSE

RECORDS

(Attendance Rosters, Outlines

and Materials; includes Ethics

& Safety Training & Tailgates)

2 years 3 years 5 years

Mag,

Mfr, OD,

Ppr

SYes: When

Inactive

Department preference; Ethics

Training is 5 years; Statewide

guidelines propose 7 years;

Calif. Labor Division is required

to keep their OSHA records 7

years; EEOC/FLSA/ADEA

(Age) requires 3 years for

promotion, demotion, transfer,

selection, or discharge; State

Law requires 2 -3 years for

personnel actions; 8 CCR

§3203 et seq., 29 CFR

1627.3(b)(ii), LC §6429(c); GC

§§12946, 34090, 53235.2(b)

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

87

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

Lead Dept. CW-062

Volunteer / Unpaid Intern

Applications & Agreements -

Successful

Inactive /

Separation + 3

years

Inactive /

Separation +

3 years

Ppr

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

Lead Dept. CW-063

Volunteer / Unpaid Intern

Applications & Agreements -

Unsuccessful or Pending

Applicants

3 years 3 years Ppr

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

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

88

Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES Page AS-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Admin.

ServicesAS-001

Community Events / Leadership

Events (National Night Out, Youth

Summit, etc.)

Minimum 2

years

Minimum 2

yearsMag, Ppr

Department Preference; GC

§34090

Admin.

ServicesAS-002

Disaster Preparedness Drill and

Exercises

When No

Longer

Required

When No

Longer

Required

Mag, Ppr

Department Preference

(preliminary drafts not retained

in the ordinary course of

business); GC §34090

Admin.

ServicesAS-003

Disaster Preparedness Plans /

Emergency Response Plans

When

Superseded,

Minimum 2

years

When

Superseded,

Minimum 2

years

Mag, PprDepartment Preference; GC

§34090

Admin.

ServicesAS-004 EOC Activations (Real) 10 years 10 years Mag, Ppr

Department Preference; GC

§34090

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Adopted:

89

Ver. 2.0 RECORDS RETENTION SCHEDULE: BUILDING & SAFETY Page BL-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Building &

SafetyBL-001 Address Assignments P P

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department preference; GC

§34090

Building &

SafetyBL-002 Address Files / Building Permits P P Yes (all)

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Statewide guidelines propose

permanent; GC §34090, H&S

§19850

Building &

SafetyBL-003 Building Permit Database P P Yes (all) Mag

Department Preference - Data

is interrelated; GC §34090, H&S

§19850

Building &

SafetyBL-004

Building Plans - Cancelled or

Withdrawn

When No

Longer

Required

When No

Longer

Required

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department preference;

Preliminary drafts not retained

in the ordinary course of

business; CBC §104.7;

H&S§19850, GC §34090

Building &

SafetyBL-005

Building Plans and Construction

Documents - Finalled - SINGLE

FAMILY RESIDENTIAL - SFR and

APPURTENANCES -

OTHER THAN SITE PLANS

180 days 180 days Yes

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Law does not require plans to

be filed for dwellings less than 2

stories, garages &

appurtenances, farms/ranches,

1-story with bearing walls less

than 25'; CBC requires 180

days from completion date;

CBC 104.7 & 107.5,

H&S§19850, GC §34090

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

90

Ver. 2.0 RECORDS RETENTION SCHEDULE: BUILDING & SAFETY Page BL-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Building &

SafetyBL-006

Building Plans and Construction

Documents - Finalled - SINGLE

FAMILY RESIDENTIAL - SFR and

APPURTENANCES -

SITE PLANS ONLY

P P Yes

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Law does not require plans to

be filed for dwellings less than 2

stories, garages &

appurtenances, farms/ranches,

1-story with bearing walls less

than 25'; CBC requires 180

days from completion date;

CBC 104.7 & 107.5,

H&S§19850, GC §34090

Building &

SafetyBL-007

Building Plans and Construction

Documents - Finalled -

INDUSTRIAL, COMMERCIAL,

MULTI-FAMILY DWELLINGS,

PLACES OF PUBLIC

ACCOMMODATION, TENANT

IMPROVEMENTS

(includes commercial structural

plans, Hazardous Materials

Questionnaire, etc.)

P P Yes (all)

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department Preference; Law

requires for the life of the

building for commercial and

common interest dwellings only;

Statewide guidelines propose 2

years for blueprints &

specifications; CBC 104.7 &

107.5, H&S§19850, GC §34090

Building &

SafetyBL-008 Certificates of Occupancy P P Yes (all)

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department Preference; GC

§34090

Building &

SafetyBL-009

Construction Notices / Inspection

Notices

(correction notices, compliance

orders, stop work notices, etc.)

When No

Longer

Required

When No

Longer

Required

Mag, Ppr Preliminary Drafts; GC §34090

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

91

Ver. 2.0 RECORDS RETENTION SCHEDULE: BUILDING & SAFETY Page BL-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Building &

SafetyBL-010 Reports: Building Activity

Minimum 5

years

Minimum 5

yearsMag, Ppr

Department Preference; GC

§34090

Building &

SafetyBL-011

Requests & Permissions to Receive

Copies of Plans (to and from

Architects)

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

Building &

SafetyBL-012

Uniform Building Codes / California

Building Codes

When

Superseded

When

SupersededMag, Ppr GC §50022.6

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

92

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Lead Dept. CC-001

Affidavits of Publications /

Affidavits of Posting Notices /

Legal Advertising / Notices /

Proofs of Publications / Public

Hearing Notices

2 years 2 yearsMag, Mfr,

OD, Ppr

Brown Act challenges must

be filed within 30 or 90 days

of action; Statute of

Limitations on Municipal

Government actions is 3 - 6

months; CCP §§337 et seq,

349.4; GC §§34090,

54960.1(c)(1)

City Clerk CC-002 Agenda Packets: City Council P PMag, Mfr,

OD, PprS / I

Yes: After 2

years

Department preference; GC

§34090

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

93

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

City Clerk CC-003

Agreements & Contracts - ALL

(INFRASTRUCTURE, OR IF

IMAGED, JPAs, MOUs)

Agreement or Contract

includes all contractual

obligations (e.g. Specifications

and Successful Proposal /

Scope of Work)

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.

Completion P PYes: Before

Completion

Mag, Mfr,

OD, PprS

Yes: Upon

Completion

Department Preference; All

infrastructure contracts

should be permanent for

emergency preparedness;

Statute of Limitations is 4

years; 10 years for Errors &

Omissions; land records are

permanent by law; CCP §337

et. seq., GC §34090;

Contractor has retention

requirements in 48 CFR

4.703

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

94

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

City Clerk CC-004

Agreements & Contracts - ALL

(NON-INFRASTRUCTURE,

Professional Services

Agreements - NOT IMAGED)

Agreement or Contract

includes all contractual

obligations (e.g. Specifications

and Successful Proposal /

Scope of Work)

Examples of Non-Infrastructure:

Consultants, Franchises,

Landscaping, Painting, Slurry

Seals (Paving), Tree Trimming,

Leases, Personnel, Professional

Services, etc.

Completion 10 years Completion +

10 years

Yes: Before

CompletionMag, Ppr

Department Preference;

Statute of Limitations is 4

years; 10 years for Errors &

Omissions; land records are

permanent by law; CCP

§§337. 337.1(a), 337.15, 343;

GC §34090, Contractor has

retention requirements in 48

CFR 4.703(a)

City Clerk CC-005 Annexations P PMag, Mfr,

OD, PprS / I No

Department Preference; GC

§34090

City Clerk CC-006 Assessment District Formation P PMag, Mfr,

OD, PprS / I No

Department Preference; GC

§34090

City Clerk CC-007

Board & Commission /

Committee Rosters (Maddy

Act)

2 years 2 years Mag, Ppr GC §34090

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

95

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

City Clerk CC-008

Board & Commission

Recruitments: Applications,

correspondence, notices, etc.

2 years 2 years Mag, Ppr GC §34090

City Clerk CC-010

Campaign Filings (FPPC 400

Series Forms & Form 501):

SUCCESSFUL CANDIDATES

(Elected Officials)

2 years P PMag, Mfr,

OD, PprS

Yes: After 2

years

Paper must be retained for at

least 2 years; GC §81009(b)

and (g)

City Clerk CC-011

Campaign Filings (FPPC 400

Series Forms & Form 501):

UNSUCCESSFUL

CANDIDATES

5 years 5 yearsMag, Mfr,

OD, PprS

Yes: After 2

years

Paper must be retained for at

least 2 years; GC §81009(b)

and (g)

City Clerk CC-012

Campaign Filings (FPPC 400

Series Forms): THOSE NOT

REQUIRED TO FILE

ORIGINAL WITH CITY CLERK

(copies)

4 years 4 years Mag, Ppr

Paper must be retained for at

least 2 years; GC §81009(b)

and (g)

City Clerk CC-013

Campaign Filings (FPPC 400

Series Forms): OTHER

COMMITTEES (PACS - not

candidate-controlled)

7 years 7 years Mag, Ppr

Paper must be retained for at

least 2 years; GC §81009(c)

and (g)

City Clerk CC-014 Certificates of Election P PMag, Mfr,

OD, PprS / I

Yes: After 2

years

Department preference; GC

§34090

City Clerk CC-015 City Clerk's Filing SystemMinimum 2

years

Minimum 2

yearsMag, Ppr

Department Preference; GC

§34090

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

96

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

City Clerk &

Public Works

/ Engineering

CC-016Deeds, Easements, Liens,

Rights of WayP P Yes (all)

Mag, Mfr,

OD, PprS No

Department preference;

Finals are maintained by City

Clerk; Department file may

include correspondence; GC

§34090 et seq.

City Clerk CC-017

Economic Interest Filings

(FPPC 700 Series Forms -

Statement of Economic

Interests): ALL

7 years 7 yearsMag, Mfr,

OD, PprS / I

Yes: After 2

years

City maintains original

statements; GC

§81009(d)(e)(f)&(g)

City Clerk CC-018

Elections - CANDIDATE FILE -

SUCCESSFUL CANDIDATES

(Nomination Papers,

Candidate Statement, Form

700, etc.)

8 years 8 yearsMag, Mfr,

OD, Ppr

Department Preference;

Statewide guidelines

proposes 4 years for

successful candidates, 2

years for unsuccessful; CA

law states term of office and 4

years after the expiration of

term and does not delineate

between the two; EC §17100

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

97

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

City Clerk CC-019

Elections - CANDIDATE FILE -

UNSUCCESSFUL

CANDIDATES

(Nomination Papers,

Candidate Statement, Form

700, etc.)

5 years 5 yearsMag, Mfr,

OD, Ppr

Statewide guidelines

proposes 4 years for

successful candidates, 2

years for unsuccessful; CA

law states term of office and 4

years after the expiration of

term and does not delineate

between the two; EC §17100

City Clerk CC-020

Elections - GENERAL,

WORKING or

ADMINISTRATION Files

(Correspondence, Precinct

Maps, County Election

Services, Candidate

Statements to be printed in the

Sample Ballot, etc.)

2 years 2 years Mag, Ppr GC §34090

City Clerk CC-021Elections - HISTORY Files

(Sample Ballot, Results) P P

Mag, Mfr,

OD, PprS / I

Yes: After 2

years

Department preference; GC

§34090

City Clerk CC-022Elections - Petitions (Initiative,

Recall or Referendum)

Results or

Final

Examination

if No Election

+ 8 mo.

Results or

Final

Examination

if No Election

+ 8 mo.

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, 17400

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

98

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

City Clerk CC-023 Ethics Training Certificates 5 years 5 years Mag, Ppr GC §§12946, 29 USC 1113

City Clerk CC-024FPPC Form 801 (Gift to

Agency Report) 7 years 7 years Mag, Ppr

Must post on website; FPPC

Opinion; 2 CCR

18944(c)(3)(G)

City Manager CC-025

FPPC Form 802 (Event Ticket

/ Pass Distributions Agency

Report)

7 years 7 years Mag, PprShould post on website for 4

years; GC §81009(e)

City Clerk CC-026FPPC Form 803 (Behested

Payment Report)7 years 7 years Mag, Ppr GC §81009e

City Clerk CC-027FPPC Form 804 (Agency

Report of New Positions)P P Mag, Ppr

FPPC Regulation 18734(c);

GC §81009e

City Clerk CC-028FPPC Form 805 (Agency

Report of Consultants)P P Mag, Ppr

FPPC Regulation 18734(c);

GC §81009e

City Clerk CC-029

FPPC Form 806 (Agency

Report of Public Official

Appointments)

7 years 7 years Mag, Ppr

Must post on website; 2 CCR

18705.5; GC §34090; GC

§81009(e)

City Clerk CC-030

Historical Records,

Photographs, & Historical

Projects (e.g. Incorporation,

City Seal, Awards of significant

historical interest, etc.)

P PMag, Mfr,

OD, PprS No

City Clerk determines

historical significance;

records can address a variety

of subjects and media. Some

media (e.g. audio and video

tape) may be limited because

of the media's life

expectancy; GC §34090

City Clerk CC-031 Index to Records Superseded SupersededMag, Mfr,

OD, PprS / I No

Department Preference; GC

§34090

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

99

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

City Clerk CC-032

Insurance Certificates -

Miscellaneous (can't be

matched to a Contract)

11 years 11 yearsMag, Mfr,

OD, PprS / I

Yes: After

QC'd & OD

Department Preference (most

certificates are filed with the

Agreement or Contract); GC

§34090

City Clerk CC-033 Minutes: City Council P PMag, Mfr,

OD, PprS / I No

Transfer minutes to Placer

County Archives once they

are 50 yrs old (for safe

controlled environmental

keeping); GC §34090

City Clerk CC-034

Municipal Code

Administration, Distribution,

etc.

When No

Longer

Required

When No

Longer

Required

Mag, Ppr

Preliminary drafts not

retained in the ordinary

course of business; GC

§34090

City Clerk CC-035

Oath of Office: City Council,

Planning Commission,

Employees

P PMag, Mfr,

OD, PprS / I

Yes: After

QC'd & OD

Department Preference; GC

§34090

City Clerk CC-036 Ordinances P PMag, Mfr,

OD, PprS / I No GC §34090

City Clerk CC-037

Public Records Requests /

Request for Records /

Subpoenas (Records / Duces

Tecum)

2 years 2 years Mag, Ppr GC §34090

City Clerk CC-038Recordings - Audio of City

Council Meetings2 years 2 years Mag, OD

Department Preference; State

law only requires for 30 days;

GC §54953.5(b)

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

100

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

City Clerk CC-039Recordings Video of City

Council Meetings

Minimum 10

years

Minimum 10

years Mag, OD

Department preference;

Video recording of meetings

are only required for 90 days;

GC §§34090.7, 34090

City Clerk CC-040Records Destruction

Authorization FormsP P

Mag, Mfr,

OD, PprS / I

Yes: After

QC'd & OD

Department preference; GC

§34090

City Clerk CC-041

Records Retention Schedules /

Amendments to Records

Retention Schedules

10 years P PMag, Mfr,

OD, PprS / I No GC §34090 et. seq.

City Clerk CC-042 Resolutions: City Council P PMag, Mfr,

OD, PprS / I No GC §34090

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

101

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

City

ManagerCM-001 City Council Correspondence

Minimum 2

years

Minimum 2

yearsMag, Ppr

Department Preference; GC

§34090

City

ManagerCM-002

City Manager Correspondence

(Interoffice, Citizens, Legislative

Positions, Organizations, etc.)

Minimum 2

years

Minimum 2

yearsMag, Ppr

Department Preference; GC

§34090

City

ManagerCM-003 Department Files

Minimum 2

years

Minimum 2

yearsMag, Ppr

Department Preference; GC

§34090

City

ManagerCM-004

Lease Agreements: City-owned

property leased to others

Completion

+ 5 years

Completion

+ 5 yearsMag, Ppr

Department Preference; (meets

municipal government auditing

standards & Statute of

Limitations); GC §34090; CCP

§337

City

ManagerCM-005

Projects, Programs, Subject &

Issues / Economic Development

(Issues and/or projects will vary

over time - e.g. Hotels, Cable TV,

Developments, etc.)

Minimum 2

years

Minimum 2

years

Yes: While

Active

Issues

Mag, PprDepartment Preference; GC

§34090

City

ManagerCM-006

Speech Notes / PowerPoint

Presentations

When No

Longer

Required

When No

Longer

Required

Mag, PprNotes, drafts, or preliminary

documents; GC §34090 et seq.

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Adopted:

102

Ver. 2.0 RECORDS RETENTION SCHEDULE: CODE ENFORCEMENT Page CE-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Code

Enforce.CE-001

Code Enforcement / Abatement

Case Files (Includes appeals and

Code Enforcement Complaint

Letters)

Excludes Liens

Minimum 2

years

Minimum 2

years

Yes: Until

ResolutionMag, Ppr

Department preference; Case is

open until satisfactorily resolved

(some cases are not resolved);

CFC §104.3.4, GC §34090

Code

Enforce.CE-002

Code Enforcement / Abatement

Case Files (Includes appeals and

Code Enforcement Complaint

Letters)

Liens, Release of Liens

P PYes: Until

ResolutionMag, Ppr GC §34090(a)

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

103

Ver. 2.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

ENGINEERING

Engineering ENG-001 Aerial Maps P P

Mag,

Mfr, OD,

Ppr

S / I NoDepartment Preference; GC

§34090

Engineering ENG-002 Benchmarks P P

Mag,

Mfr, OD,

Ppr

S/IYes: After

QC & OD

Department Preference; GC

§34090

Engineering ENG-003Bonds: Labor & Materials,

Performance Bonds

Release of

Bond / Letter

of Credit

Release of

Bond / Letter

of Credit

Mag, Ppr

Securities (Performance

Bonds, Letters of Credit,

CD's, etc.) are released after

the Notice of Completion is

issued and replaced with the

Warranty Bond, which is

released 1 year after the

Notice of Completion date.

GC §34090

Engineering ENG-004Bonds: Subdivision Bonds, Letters

of Credit

Release of

Bond / Letter

of Credit

Release of

Bond / Letter

of Credit

Mag, Ppr

Securities (Performance

Bonds, Letters of Credit,

CD's, etc.) are released after

the Notice of Completion is

issued and replaced with the

Warranty Bond, which is

released 1 year after the

Notice of Completion date.

GC §34090

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

104

Ver. 2.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Engineering ENG-005

Capital Improvement Projects

(CIP): Administration File

Project Administration, Certified

Payrolls, Construction Manager's Logs,

Daily Inspections, Daily Logs, Project

Schedules, Progress meetings, Punch

Lists, Real Estate Appraisals, RFIs &

Responses, etc.

Upon

Completion

1 years or

After

Funding

Agency

Audit, if

required,

whichever is

longer

Completion +

10 years or

After Funding

Agency

Audit, if

required,

whichever is

longer

Yes: Until

CompletedMag, Ppr

Some grant funding agencies

require audits; Statute of

Limitations for Errors &

Omissions is 10 years;

Published Audit Standards=4-

7 years; Statute of

Limitations: Contracts &

Spec's=4 years, Wrongful

Death=comp. + 5 years,

Developers=comp. + 10

years; Statewide guidelines

propose termination + 5

years; CCP §337 et. seq., GC

§34090

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

105

Ver. 2.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Engineering ENG-006

Capital Improvement Projects

(CIP): Permanent File

Specifications & Addenda,

Agreement / Contract, Successful

Proposal, Change Orders,

Geotechnical Studies & Reports,

Operations & Maintenance

Manuals (O&M Manuals,)

Materials Testing Reports, Grading

Permits, Hazardous Materials

Plans, Notice of Completion,

Photos, Soil Reports, Studies,

Submittals, Surveys, etc.

Upon

CompletionP P

Yes: Until

Completed

Mag,

Mfr, OD,

Ppr

S/I

Yes:

Complet.

+ 10

years

Department preference;

retained for disaster

preparedness purposes;

Statewide guidelines propose

Permanent for Infrastructure

plans; GC §34090

Lead Dept. ENG-007

Correspondence - Regulatory

Agencies Not Related to a CIP

(State & Federal Agencies -

California Coastal Commission,

EPA, Health Department, etc.)

Minimum 2

years

Minimum 2

years

Yes: While

Active

Issues

Mag,

Mfr, OD,

Ppr

SYes: After

QC

Department preference;

Some correspondence from

Regulatory Agencies need to

be retained for long periods

of time; GC §34090

City Clerk ENG-008

Deeds, Easements, Liens, Rights

of Way

Send all originals to the City Clerk

Copies -

When No

Longer

Required

Copies -

When No

Longer

Required

Yes (all)

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Finals are maintained by City

Clerk; Department file may

include correspondence; GC

§34090 et seq.

Engineering ENG-009

Design & Construction Standards -

Adopted by City / Authored by the

City

P P

Mag,

Mfr, OD,

Ppr

S/IYes: After

QC & OD

Department Preference; GC

§34090

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

106

Ver. 2.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-4

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Engineering ENG-010

Drawings, Maps, Plans and

Record Drawings, Large-Format

Drawings, Survey Record Maps,

Capital Improvement Project "As-

Bid" and "As-Built"

P P Yes (all)

Mag,

Mfr, OD,

Ppr

S No

Drafts should be destroyed;

Some maps are also retained

by Planning; Selected maps

are retained in Public Works

for administrative purposes;

GC §34090, 34090.7

Land Develop. ENG-011

Encroachment Permits:

Temporary (Street Permits,

Temporary Construction, Sidewalk

Repairs, Traffic Control, Utility

Cuts etc.)

Final /

Completion +

2 years

Final /

Completion +

2 years

Yes: Until

CompletionMag, Ppr GC § 34090

Engineering ENG-012

Encroachments - Permanent

(Permanent structures in the City's

Right of Way)

P P

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department Preference; GC

§34090

Engineering ENG-013

Engineering Studies / Surveys -

Preliminary Studies / Project

Assessments (Not Acquired or

Developed)

Minimum 10

years

Minimum 10

years

Mag,

Mfr, OD,

Ppr

S/IYes: After

QC & OD

Department Preference; GC

§34090

Engineering ENG-014

Engineering Studies / Surveys

(City Built Projects in the Public

Right of Way / on City-owned

Property)

P P

Mag,

Mfr, OD,

Ppr

S/IYes: After

QC & OD

Department Preference; GC

§34090

Engineering ENG-015

Geotechnical and Soil Reports;

Hydrology Reports (Authored on

behalf of the City)

P P

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department Preference; GC

§34090

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

107

Ver. 2.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-5

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Building ENG-016 Plan Checks for Building Permits

When No

Longer

Required

When No

Longer

Required

Mag, PprPreliminary drafts; GC

§34090 et seq.

Engineering ENG-017

Private Land Development

Projects / Job Files:

Administration File

Construction Inspections,

Correspondence, Photos, etc.

Examples: CUPs, Lot Line

Adjustments, Parcel Maps, Precise

Alignment, Specific Plans, Split Lots,

Subdivisions, Tracts,. TPMs, TSMs

Upon

Completion10 years

Completion +

10 years

Yes: Until

CompletedMag, Ppr

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

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108

Ver. 2.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-6

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Engineering ENG-018

Private Land Development

Projects / Job Files: Permanent

Files

Drainage, Driveway, Grading Plans,

Rights of Way, Soil Reports,

Stormwater, Private Lab Verifications,

Testing Lab Final Reports, etc.

Dedications, Easements,

Abandonments (City Clerk is OFR)

Examples: CUPs, Lot Line

Adjustments, Parcel Maps, Precise

Alignment, Specific Plans, Split Lots,

Subdivisions, Tracts, TPMs, TSMs

Upon

CompletionP P

Yes: Until

Completed

Mag,

Mfr, OD,

Ppr

S/IYes: After

QC & OD

Department preference;

retained for disaster

preparedness purposes; GC

§34090

Engineering ENG-019Site Clearance / Soil Remediation /

MitigationP P

Yes:

Before

Completion

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department preference; GC

§34090

Engineering ENG-020NPDES / Stormwater Monitoring

and Inspection3 years 3 years Mag, Ppr

Department Preference;

Monitoring records required

for 3 years; 40 CFR

§§122.21, 122.41, 122.44;

CCP §337 et seq.

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

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109

Ver. 2.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-7

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Engineering ENG-021 NPDES / Stormwater PermitsSuperseded

+ 3 years

Superseded

+ 3 yearsMag, Ppr

Department Preference;

Monitoring records required

for 3 years; 40 CFR

§§122.21, 122.41, 122.44;

CCP §337 et seq.

Engineering ENG-022

Prop 218 Proceedings (fee

increases): Proceedings, Protest

Letters, etc.

2 years 2 years Mag, Ppr GC §53753(e)(2)

State of

CaliforniaENG-023

SWITRS - Statewide Integrated

Traffic Records System

When No

Longer

Required

When No

Longer

Required

Mag Ppr Non-Records (Sheriff)

Engineering ENG-024Traffic Committee - ALL Records

(Internal Employees)2 years 2 years Mag Ppr GC §34090

Engineering ENG-025 Traffic Counts 15 years 15 years Mag PprDepartment preference; GC

§34090

Engineering ENG-026 Traffic Signal Locations P P Yes

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department preference;

Drafts should be destroyed;

GC §34090

Engineering ENG-027 Traffic Signal TimingReplaced + 5

years

Replaced + 5

yearsMag Ppr

Department preference;

Drafts should be destroyed;

GC §34090

Engineering ENG-028 Traffic Speed Surveys 15 years 15 years Mag Ppr

Department preference

(required every 5 years, but

can be extended to 7 or 10

years); GC §34090

Engineering ENG-029Transportation Master Plans /

Traffic Master Plans P P

Mag,

Mfr, OD,

Ppr

SYes: After

QC & OD

Department preference;

Drafts should be destroyed;

GC §34090

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Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

110

Ver. 2.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-8

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Engineering ENG-030Underground Service Alerts

(USA's) 3 years 3 years Mag, Ppr

Department Preference

(required for 3 years); GC

§§4216.2(d) & 4216.3(d),

34090

Engineering ENG-031Underground Storage Tanks (City-

owned) Location, RemovalP P Mag, Ppr

Department Preference

(required for the Life of the

Tank); 23 CCR 2712(b); H&S

§25284.24(I; GC §34090

RECYCLING

Recycling ENG-032

Recycling / Solid Waste

Management: AB 939 Reports,

etc.

10 years 10 years Mag, PprDepartment preference; GC

§34090

Recycling ENG-033 Tonnage Reports 10 years 10 years Mag, PprDepartment preference; GC

§34090

SEWER COLLECTIONS

Sewer ENG-034

CCTV Collection Line Inspection

Tapes / Video Inspections / Video

Tapes or Digital Recordings

5 years 5 years MagDepartment Preference; GC

§34090 et seq.

Sewer ENG-035 Complaints 2 years 2 years Mag, PprDepartment Preference; GC

§34090

Sewer ENG-036 Confined Space Entries 3 years 3 years Mag, Ppr

Code of Federal Regulations

requires 3 years; 40 CFR

122.41(j)(2)

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Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

111

Ver. 2.0 RECORDS RETENTION SCHEDULE: ENGINEERING Page ENG-9

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Lead Dept. ENG-037Emergency Call Out Logs / Storm

Call Out Logs / 5 years 5 years Mag, Ppr

Department preference (used

for FEMA / OES

reimbursements); GC §34090

Sewer ENG-038

Lift Station - Inspections,

Maintenance, Repairs, Service

Requests, Alarm Recording, Logs,

Charts, Flow Monitoring, Voltage

Readings, Permits

Minimum 2

years

Minimum 2

yearsMag, Ppr

Department Preference WC

§13263.2(b) et seq.; 40 CFR

122.41(j)(2)GC §34090

Sewer ENG-039

Maintenance, Cleaning, Repairs,

Stoppage Calls, Spills, Line

Replacement

Minimum 3

years

Minimum 3

yearsMag, Ppr

Department Policy; WC

§13263.2(b) et seq.; 40 CFR

122.41(j)(2)GC §34090

Sewer ENG-040Sanitary Spills and Overflows

(SSOs)5 years 5 years

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

If treating water, required for

5 years; 40 CFR 122.41(j)(2)

Sewer &

WaterENG-041 SCADA Database / Historian Indefinite Indefinite Yes Mag

Data Fields / Records are

interrelated; GC §34090

Sewer ENG-042Sewer System Management Plans

(SSMP) and AuditsP P

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Department Preference;

plans must be updated every

5 years, audits are required

every 2 years; GC §34090

Lead Dept. ENG-043Underground Service Alerts

(USA's)3 years 3 years Mag, Ppr

Department Preference

(required for 3 years); GC

§§4216.2(d) & 4216.3(d),

34090

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

112

Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

ADMINISTRATION & BUDGET

Finance /

Admin.FN-001

Audit Reports / CAFR -

Comprehensive Annual

Financial Reports and related

Audit Opinions

10 years P PMag, Mfr,

OD, PprS / I

Yes: After 90

days

Department Preference

(copies); GC §34090.7

Finance /

Admin.FN-002 Audit Work Papers 2 years 3 years 5 years Mag, Ppr

Department Preference

(meets municipal government

auditing standards); Statewide

guidelines propose audit + 4

years; Published articles show

3 - 7 years; GC §34090

Finance /

Admin.FN-003

Budgets - Adjustments (Mid-

Year)5 years 5 years

Yes:

Current

Fiscal Year

Mag, Mfr,

OD, PprS / I

Yes: After 90

days

Department preference; GC

§34090 et seq.

Finance /

Admin.FN-004 Budgets - Adopted / Final P P

Yes:

Current

Fiscal Year

Mag, Mfr,

OD, PprS / I

Yes: After 90

days

Department preference; GC

§34090 et seq.

Finance /

Admin.FN-005

Budgets - Preliminary,

Proposed, Backup Documents

When No

Longer

Required

When No

Longer

Required

Mag, Ppr Preliminary drafts; GC §34090

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Do not duplicate or distribute without prior written permission Adopted:

113

Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Finance /

Admin.FN-006 Letters of Credit

Upon

ReleaseUpon Release Ppr

Securities (Performance

Bonds, Letters of Credit, CD's,

etc.) are released after the

Notice of Completion is issued

and replaced with the

Warranty Bond, which is

released 1 year after the

Notice of Completion date.

These are financial

instruments, and therefore are

exempt from the 2 year

requirement for municipal

records; GC §34090

Finance /

Admin.FN-007

Single Audits / Transportation

Audits / PERS Audit, etc.5 years 5 years Mag, Ppr

Department Preference

(meets municipal government

auditing standards); GC

§34090

Finance /

Admin.FN-008 Vehicle Titles ("Pink Slips")

Sale or

Disposal

Sale or

DisposalMag, Ppr

Department Preference; GC

§34090

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Do not duplicate or distribute without prior written permission Adopted:

114

Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Finance /

Business

Licenses &

Revenue

FN-009

Accounts Receivable -

Miscellaneous - Citations,

Transient Occupancy Tax

(TOT) Applications & Returns,

Damage to Public Property,

Invoices to Outside Entities,

etc.

2 years 3 years 5 yearsMag, Mfr,

OD, PprS / I

Yes: After 90

days

Department preference; Meets

auditing standards; GC

§34090 et seq.

Finance /

Business

Licenses &

Revenue

FN-010Sewer Assessment Rolls (to

Tax Assessor for Tax Rolls)2 years 3 years 5 years Mag, Ppr

Department preference; Meets

auditing standards; GC

§34090 et seq.

Finance /

Business

Licenses &

Revenue

FN-011

Business License Applications

and Renewals (Regulatory and

Revenue Licenses)

Includes Massage, Taxi and all

other Business Licenses

2 years 3 years 5 yearsMag, Mfr,

OD, PprS / I

Yes: After 90

days

Department preference; Meets

auditing standards; GC

§34090 et seq.

Finance /

Business

Licenses &

Revenue

FN-012

Cash Receipts / Daily Cash

Summaries / Cashiers Reports

/ Cash Reports / Petty Cash

2 years 3 years 5 yearsMag, Mfr,

OD, PprS / I

Yes: After 90

days

Department preference; Meets

auditing standards; GC

§34090 et seq.

BUSINESS LICENSE & REVENUE

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115

Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

GENERAL ACCOUNTING

Finance /

General

Accounting

FN-013 1099's / 1096's 2 years 3 years 5 years Mag, Ppr

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

Finance /

General

Accounting

FN-014

Accounts Payable / Invoices

and Backup / W-9s

(Includes Invoices, Travel

Expense Reimbursements,

Warrant Request, etc.)

2 years 5 years 7 years Yes: Until

Paid

Mag, Mfr,

OD, PprS / I

Yes: After 90

days

Department Preference

(meets municipal government

auditing standards); Statewide

guidelines propose audit + 4

years; Published articles show

3 - 7 years; GC §34090

Finance /

General

Accounting

FN-015 Actuarial Valuation Reports 10 years 10 years Mag, PprDepartment Preference; GC

§34090

Finance /

General

Accounting

FN-016

Bank Statements and Trustee

Statements, Fiscal Agent

Statements, Investment

Account Statements, Bank

Reconciliations, Bank

Deposits, Bank Transmittal

Advice

2 years 3 years 5 years Mag, Ppr

Department Preference; meets

auditing standards; GC

§34090, 26 CFR 31.6001-1

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Do not duplicate or distribute without prior written permission Adopted:

116

Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-5

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Finance /

General

Accounting

FN-017

Bond Official Statements /

Transcripts / Certificates of

Participations (COPs) -

Includes Continuing Disclosure

Reports

See Bank Statements for

statement retention.

Fully

Defeased +

10 years

Fully Defeased

+ 10 years

Yes: Until

MaturityMag, Ppr

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); GC §43900 et

seq.

Finance /

General

Accounting

FN-018 Checks / Warrants (Cashed) 2 years 5 years 7 years Mag, Mfr,

OD, PprS / I

Yes: After 90

days

Department Preference; meets

municipal government auditing

standards; GC §34090, CCP §

337

Finance /

General

Accounting

FN-019Escheat (Unclaimed money /

uncashed checks)5 years 5 years Mag, Ppr

Department preference; All

tangible property held by

government agencies

escheats after 3 years; Statute

of Limitations is 1 year for

seized property; CCP

§§340(d), 1519; GC §34090

Finance /

General

Accounting

FN-020 Financial Services Database Indefinite Indefinite Yes MagData Fields / Records are

interrelated; GC §34090

Finance /

General

Accounting

FN-021Investment Reports /

Treasurer's Reports 5 years 5 years

Yes: Until

PaidMag, Ppr

Department Preference; Meets

auditing standards; GC§

34090

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Do not duplicate or distribute without prior written permission Adopted:

117

Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-6

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Finance /

General

Accounting

FN-022

Investments / Arbitrage /

Certificate of Deposit /

Investment Bonds (Receipts /

Advisor Reports / Trade

Tickets / LAIF (Local Agency

Investment Fund))

5 years 5 years Yes: Until

PaidMag, Ppr

Department Preference; Meets

auditing standards; Published

articles show disposal + 7

years for security brokerage

slips; statewide guidelines

propose permanent; FTC

Reg's rely on "self-

enforcement"; GC§§ 34090,

43900

Finance /

General

Accounting

FN-023Journal Entries / Journal

Vouchers 2 years 3 years 5 years

Mag, Mfr,

OD, PprS / I No

Department Preference; meets

municipal government auditing

standards; Statute of

Limitations is 4 years;

statewide guidelines propose

Audit + 5 years; GC §34090,

CCP § 337

Finance /

General

Accounting

FN-024Private Land Developer Trust

Accounts / Deposit Balances

Close + 5

years

Close + 5

yearsMag, Ppr

Department Preference;

(meets municipal government

auditing standards); GC

§34090

Finance /

General

Accounting

FN-025Purchase Orders &

Attachments / W-9s 2 years 3 years 5 years Mag, Ppr

Department Preference; Meets

auditing standards; GC

§34090

Finance /

General

Accounting

FN-026

Reports, Subsidiary Ledgers,

Reconciliations, Registers,

Transaction Histories, Balance

Sheets, Revenue &

Expenditure Reports, etc.

(MONTHLY OR PERIODIC)

When No

Longer

Required

When No

Longer

Required

Mag, Ppr

Department preference (The

Financial System Database is

the original; reports are

considered drafts or copies);

GC §34090

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Do not duplicate or distribute without prior written permission Adopted:

118

Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-7

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Finance /

General

Accounting

FN-027

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.

2 years 3 years 5 yearsMag, Mfr,

OD, PprS / I

Yes: After 90

days

Department Preference; Meets

auditing standards; GC

§34090

PAYROLL

Finance /

PayrollFN-028

CalPERS Reports - Annual

Valuation Reports, Actuarial

Valuation Reports

2 years 3 years 5 years Mag, Ppr

Department Preference;

Retained to match other

auditing periods; GC §34090

Finance /

PayrollFN-029

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.

2 years 3 years 5 years Mag, Ppr

Department Preference; IRS:

4 yrs after tax is due or paid;

Ca. FTB: 3 years; Articles

show 7 years; 26 CFR

§31.6001-1(e)(2), R&T

§19530; 29 CFR 516.5 -

516.6, 29 USC 436, GC

§34090

Finance /

PayrollFN-030

Deferred Compensation (457,

401A) Reports, Registers2 years 3 years 5 years Mag, Ppr

Department preference; GC

§34090

Finance /

PayrollFN-031

Payroll Benefit Files /

Administration Forms

(Changes, Personnel Action

Form copies, Vacation pay-off

requests, etc.)

Separation +

2 years3 years

Separation + 5

yearsMag, Ppr

Department preference; GC

§34090

Finance /

PayrollFN-032 Payroll Journals 2 years 3 years 5 years Mag, Ppr

Department preference; GC

§34090

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Adopted:

119

Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-8

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Finance /

PayrollFN-033

Payroll Reports (includes

Deduction Registers, Leave

Registers, Time Transaction

Reports, etc.)

2 years 3 years 5 years Mag, PprDepartment preference; GC

§34090

Finance /

PayrollFN-034

Time Sheets / Time Cards /

Overtime Sheets / Overtime

Cards

2 years 3 years 5 years Mag, Ppr

Department preference; Meets

auditing standards (audit + 4

years); IRS requires 4 years;

Ca. requires 2 yr min.; FTB

keeps 3 years; Most

Employees provide digital

signatures when they submit

their timecards, but some in

Public Works and Community

Services do not (another

employee enters their time);

IRS Reg §31.6001-1(e)(2),

R&T §19530; LC § 1174(d); 29

CFR 516.5; GC §34090

Finance /

PayrollFN-035 W-2's P P Mag, Ppr

Department Preference for

PERs Buy-back purposes;

IRS: 4 yrs after tax is due or

paid; Ca. FTB: 3 years;

Articles show 7 years; IRS

Reg §31.6001-1(e)(2), R&T

§19530; 29CFR 516.5 - 516.6,

29USC 436, GC §34090

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Adopted:

120

Ver. 3.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-9

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Finance /

PayrollFN-036 W-4's

No Longer in

Effect + 4

years

No Longer in

Effect + 4

years

Mag, Ppr

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

RISK MANAGEMENT

Finance /

Risk

Manage.

FN-037 Lawsuits / LitigationResolution +

5 years

Resolution + 5

years

Yes: Until

Settlement

Mag,

Ppr

Department preference; CCP

§§ 337 et seq.; GC §§ 911.2,

945.6, 34090, 34090.6; PC

§832.5(b)

Finance /

Risk

Manage.

FN-038 Claims Resolution +

5 years

Resolution + 5

years

Yes: Until

Settlement

Mag,

Ppr

Department preference; CCP

§§ 337 et seq.; GC §§ 911.2,

945.6, 34090, 34090.6; PC

§832.5(b)

Finance /

Risk

Manage.

FN-039Insurance Polices (City-owned

policies)P P

Mag, Mfr,

OD, PprS / I

Yes: After 90

days

Department Preference; GC

§34090

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Adopted:

121

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Human

ResourcesHR-001

Benefit Plan Documents

(CalPERS, Optical, Dental, etc.)

Duration of

the Contract

+ 6 years

Duration of

the Contract

+ 6 years

Yes: For

Duration of

Contract

Mag, Ppr

EEOC / ADEA (Age) requires 1

year after benefit plan

termination; Federal law requires

6 years after filing date for

retirement; State Law requires 2

years after action; 29 CFR

1627.3(b)(2); 29 USC 1027; GC

§§12946, 3409

Human

ResourcesHR-002

Classification / Reorganization

Studies (for employee

classifications and department

structures)

Minimum 3

years

Minimum 3

yearsMag, Ppr

Bureau of National Affairs

recommends 2 years for all

supplementary Personnel

records; Wage rate tables are 1

or 2 years; State requires 2

years; 29 CFR 516.6, 29 CFR

1602.14, GC §§12946, 34090

Human

ResourcesHR-003 Compensation Surveys & Studies

Minimum 3

years

Minimum 3

yearsMag, Ppr

Bureau of National Affairs

recommends 2 years for all

supplementary Personnel

records; Wage rate tables are 1

or 2 years; State requires 2

years; 29 CFR 516.6(2), 29 CFR

1602.14, GC §§12946, 34090

Human

ResourcesHR-004

Department of Fair Employment

& Housing (DFEH or EEOC)

Claims

Final

Disposition

+ 3 years

Final

Disposition

+ 3 years

Mag, Ppr

All State and Federal laws

require retention until final

disposition of formal complaint;

State requires 2 years after "fully

and finally disposed"; 2 CCR

7287.0; GC §§12946, 34090

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Adopted:

122

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Human

ResourcesHR-005 DMV Pull Notices

When

Superseded

or

Separated

When

Superseded

or

Separated

Mag Ppr

Transitory or source records not

retained in the ordinary course

of business; CHP audits every 2

years; Bureau of National Affairs

recommends 2 years for all

supplementary Personnel

records; GC §34090

Human

ResourcesHR-006

Drug & Alcohol Test Results (All -

Positives and Negatives)5 years 5 years Mag Ppr

Department preference; D.O.T.

Requires 5 years for positive

tests, 1 year for negative tests;

EEOC/FLSA/ADEA (Age)

requires 3 years physical

examinations; State Law

requires 2 years; 29 CFR

1627.3(b)(1)(v), GC §§12946,

34090; 49 CFR 655.71 et seq.;

49 CFR 382.401 et seq. 49

CFR 653.71

Human

ResourcesHR-007 Employment Verifications

When No

Longer

Required

When No

Longer

Required

Mag, Ppr

Preliminary drafts not retained in

the "Regular Course of

Business" GC §§34090, 6252,

6254(a)

Human

ResourcesHR-008 I-9s

Separation +

3 years

Separation +

3 years

Mag, Mfr,

OD, PprS

Yes: After

QC & OD

Non-citizens must re-certify

periodically; 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)(i); GC

§§12946, 34090

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Adopted:

123

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Human

ResourcesHR-009

Job Descriptions / Classification

Specifications

Minimum 3

years

Minimum 3

years

Mag, Mfr,

OD, PprS / I

Yes: After 1

year

Department preference;

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)(ii), 8 CCR

§3204(d)(1) et seq., GC

§§12946, 34090; 29 USC 1113

Human

ResourcesHR-010

Labor Relations Files

(Negotiation Notes,

Correspondence, Interpretation of

MOU Provisions, Documentation,

etc.)

5 years 5 years 10 years Mag, PprDepartment Preference; GC

§34090

Human

ResourcesHR-011

OSHA Inspections & Citations,

Log 200 and Log 300, 301, 301A5 years 5 years

Mag,

Ppr

Calif. Labor Division is required

to keep their records 7 years;

OSHA requires 5 years; State

law requires 2 years; 8 CCR

§3203(b)(1), GC §34090.7; LC

§6429c

Human

ResourcesHR-012

Personnel Files - Employee File

Includes Application, Disciplinary

Actions, Evaluations, Formal

Complaints, Grievances /

Appeals, Policies, Oath of

Disaster Workers / Oaths of

Office, PAFs, etc.

Separation +

10 years

20 years, or

Termination

of Benefits,

whichever is

longer

Separation +

30 years, or

Termination

of Benefits,

whichever is

longer

Mag, Mfr,

OD, PprS

Yes: After

Separation +

1 year

Department Preference; statute

of limitations for retirement

benefits is 6 years from last

action; EEOC/FLSA/ADEA (Age)

requires 3 years for promotion,

demotion, transfer, selection, or

discharge; State Law requires 2 -

3 years; 29 CFR 1602.31 &

1627.3(b)(ii), GC §§ 3105,

12946, 34090; 29 USC 1113

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Adopted:

124

Ver. 3.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Human

ResourcesHR-013

Personnel Files - Medical /

Background File (all employees)

Pre-employment Medical

Clearances, ADA

Accommodations, etc.

Separation +

10 years

20 years, or

Termination

of Benefits,

whichever is

longer

Separation +

30 years, or

Termination

of Benefits,

whichever is

longer

Yes: Until

Separation

Mag, Mfr,

OD, PprS

Yes: After

Separation +

1 year

Department preference; Files

maintained separately; Claims

can be made for 30 years for

toxic substance exposure; 8

CCR §3204(d)(1) et seq., 29

CFR 1910.1020(d)(1)(i), GC

§§12946, 34090

Human

ResourcesHR-014

Recruitment and Testing File

(Includes Advertisements,

Applications for Unsuccessful

Candidates, Job Brochures, Test

Data, Testing Analysis &

statistical Metric, Job Analysis,

Rating Sheets, Scantrons,

Rater's Profile & Confidentiality

Agreement, Flowchart, Eligible

Lists, etc.)

Hiring

Decision + 3

years

Hiring

Decision + 3

years

Mag, Ppr

Department preference; EEOC /

FLSA / ADEA (Age) requires 1-3

years; State Law requires 2 - 3

years; 29 CFR 1627.3(b)(i), 29

CFR 1602.14 et seq. 2 CCR

7287.0(c)(2), GC §§12946,

34090

Human

ResourcesHR-015

Studies & Surveys Conducted on

Behalf of the City (Sick Leave,

Attrition, Benefits, etc.)

When No

Longer

Required

When No

Longer

Required

Mag, Ppr

Preliminary drafts not retained in

the ordinary course of business;

GC §34090

Human

ResourcesHR-016

Workers Compensation Claim

Runs / Monthly Reports5 years 5 years Mag Ppr

Meets auditing standards; GC

§34090

Human

ResourcesHR-017

Workers Compensation Claims /

Long Term Disability Claims

Separation +

10 years

20 years, or

Termination

of Benefits,

whichever is

longer

Separation +

30 years, or

Termination

of Benefits,

whichever is

longer

Yes: Until

Separation

Mag, Mfr,

OD, PprS

Yes: After

Separation +

1 year

Department preference; Files

maintained separately; Claims

can be made for 30 years for

toxic substance exposure; 8

CCR §3204(d)(1) et seq., 29

CFR 1910.1020(d)(1)(i), GC

§§12946, 34090

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Adopted:

125

Ver. 2.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Information

TechnologyIT-001

Backups - DAILY (Monday -

Thursday)

When No

Longer

Required

When No

Longer

Required

Yes Mag.

Used for Disaster Recovery

Purposes Only; Considered a

copy and can be destroyed

when no longer required; tapes

are in autochangers and are

overwritten; GC §34090 et seq.

Information

TechnologyIT-002 Backups - WEEKLY

When No

Longer

Required

When No

Longer

Required

Yes Mag.

Used for Disaster Recovery

Purposes Only; Store off-site in

commercial storage for disaster

recovery; Considered a copy

and can be destroyed when no

longer required; retention based

on administrative value; recycle

tapes; GC §34090 et seq.

Information

TechnologyIT-003

Network Configuration Maps &

Plans

When No

Longer

Required

When No

Longer

Required

Yes Mag.

Preliminary documents not

retained in the ordinary course

of business; GC §34090 et seq.

Information

TechnologyIT-004

Video Recordings (Doors,

Hallways, Public Areas, etc.)

See City Clerk's schedule for City

Council Video Recordings

When No

Longer

Required

When No

Longer

Required

Mag

Does not record regular ongoing

operations of the City; GC

§34090.6(a)

Information

TechnologyIT-005

WORM / DVD-r / CD-r / Blue Ray-

R or other unalterable media that

does not permit additions,

deletions, or changes

P P OD

For legal compliance for

Trustworthy Electronic Records

(when the electronic record

serves as the official record); GC

60200, 12168.7, EVC 1550,

CCR 22620 et seq..

HALF MOON BAY, CA ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission Adopted:

126

Ver. 3.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Planning PL-001Alcohol Beverage Control License

Applications (ABC Applications)

When No

Longer

Required

When No

Longer

Required

Mag, Ppr (Non-Records)

Planning PL-002Annexations / Boundaries /

Consolidations / LAFCO5 years P P

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & ODLand Records; GC §34090

Planning PL-003 Census, Demographics

When No

Longer

Required

When No

Longer

Required

Mag, Ppr(Non-Records - Census Bureau

is OFR)

Planning PL-004

Director's Hearings

AGENDA PACKETS & AGENDAS

P P

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Original Staff Reports are filed

in the project file; Brown Act

challenges must be filed within

30 or 90 days of action; GC

§§34090, 54960.1(c)(1)

Planning PL-005

Director's Hearings

AUDIO RECORDINGS of Meetings

/ Audio Tapes

2 years 2 years Tape

(Mag)

Department preference; State

law only requires for 30 days;

GC §54953.5(b)

Planning PL-006

Director's Hearings

RESOLUTIONS

P P Yes

Mag,

Mfr, OD,

Ppr

S No GC §34090

Planning PL-007

Environmental Determinations:

Environmental Impact Reports

(EIRs), Negative Declarations, etc. )

Inside City boundaries

P P

Mag,

Mfr, OD,

Ppr

SYes: 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

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

127

Ver. 3.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Planning PL-008

Environmental Determinations:

Environmental Impact Reports

(EIRs), Negative Declarations, etc. )

Outside City boundaries

When No

Longer

Required

When No

Longer

Required

Ppr

Non-records; EIRs and

Negative Declarations within the

City Boundaries are with the

project file

Planning PL-009General Plan, Elements and

AmendmentsP P

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

City Clerk Maintains all Agenda

Packets Permanently; GC

§34090.7

Planning PL-010 Historical Preservation P P

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Department Preference; GC

§34090

Planning PL-011 Home Occupation Permits P P

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Department Preference; GC

§34090

Planning PL-012

Master Plans, Specific Plans,

Bikeway Plans, Landscaping Plans,

Street Master Plans, etc.

P P

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Department Preference; GC

§34090

Planning PL-013 Materials Boards

When No

Longer

Required

When No

Longer

Required

Mag, Ppr

Preliminary drafts not retained

in the ordinary course of

business; GC §34090

Planning PL-014

Planning Commission

AGENDA PACKETS & AGENDAS

P P

Mag,

Mfr, OD,

Ppr

S / IYes: After

QC & OD

Original Staff Reports are filed

in the project file; Brown Act

challenges must be filed within

30 or 90 days of action; GC

§§34090, 54960.1(c)(1)

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

128

Ver. 3.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Planning PL-015

Planning Commission

AUDIO RECORDINGS of Meetings

/ Audio Tapes

2 years 2 years Tape

(Mag)

Department preference; State

law only requires for 30 days;

GC §54953.5(b)

Planning PL-016

Planning Commission

VIDEO RECORDINGS of Meetings

/ Audio Tapes

Minimum 10

years

Minimum 10

years

Tape

(Mag)

Department preference; Video

recording of meetings are only

required for 90 days; GC

§§34090.7, 34090

Planning PL-017

Planning Commission

MINUTES, RESOLUTIONS &

BYLAWS

P P Yes

Mag,

Mfr, OD,

Ppr

S No GC §34090

Planning PL-018

Planning Project Files / Coastal

Permit Files - Approved

Permanent Entitlements

(Includes Associated CEQA

Noticing, Conditions of Approval,

Public Noticing, Environmental

Determinations, Staff Reports,

Plans & Maps)

Examples: Conditional Use Permits

(CUPs), Design Review, Lot Line

Adjustments, Parcel Maps, Planned Unit

Developments (PUD), Site Plans,

Tentative Subdivisions, Variances, Zone

Changes, etc.

Minimum 5

yearsP P Yes

Mag,

Mfr, OD,

Ppr

SYes: 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

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

129

Ver. 3.0 RECORDS RETENTION SCHEDULE: PLANNING Page PL-4

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Planning PL-019Project Log Index / Spreadsheet /

Binders of Historic ActionsP P Yes

Mag,

Mfr, OD,

Ppr

S / IYes: After

1 year

Department Preference; GC

§34090

Planning PL-020 Special StudiesMinimum 2

years

Minimum 2

yearsMag, Ppr

Department Preference; GC

§34090

Planning PL-021

Temporary Entitlements /

Temporary Permits (Approved &

Unapproved):

Christmas Tree Lots, Banner

Permits, Pumpkin Lots, Temporary

Signs, etc.

2 years 2 years

Yes:

During

Event

Mag, Ppr

Temporary uses; Department

maintains complete files for

administrative purposes;

GC§§34090

Planning PL-022Zoning Maps (Historically

Significant)P P Yes (all)

Mag,

Mfr, OD,

Ppr

S No

Department Preference; City

Clerk Maintains originals of all

documents that were presented

to Council; GC §34090.7

Planning PL-023Zoning Ordinance Amendments,

Reclassifications / Zone ChangeP P Yes

Mag,

Mfr, OD,

Ppr

S / IYes: After

1 year

Department Preference

(copies); GC §34090.7

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

130

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS MAINTENANCE Page PW-1

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Public Works /

Maint.PW-001

AQMD Permits (Air Quality

Management District Permits)5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090

Public Works /

Maint.PW-002

Generator Operation Logs (for

fixed / stationary generators) /

Inspections

2 years 2 years Mag, Ppr

Department Preference (2

years is required by AQMD);

GC §34090

Public Works /

Maint.PW-003

Operations & Maintenance

Manuals (O&M Manuals)

Life of Facility

or Equipment

Life of

Facility or

Equipment

Mag, PprDepartment Preference; GC

§34090 et. seq.

Public Works /

Maint.PW-004

Pressure Vessel Certifications or

Permits (Air Compressors,

Propane, etc.)

Expiration of

Certificate or

Permit -

Minimum 2

years

Expiration of

Certificate or

Permit -

Minimum 2

years

Mag,

Mfr, OD,

Ppr

SYes: After

1 year

Department preference; GC

§34090 et. seq.

Public Works /

Maint.PW-005

Pre-Trip Inspections / DOT

Program / CHP Inspections /

Vehicle Safety Checks / Daily

Vehicle Inspections / Daily

Equipment Checks

2 years 2 years Ppr GC §34090; 3 CCR 1234(3)

Public Works /

Maint.PW-006 Smog Certificates Superseded Superseded Mag, Ppr

Department Preference; GC

§34090

Public Works /

Maint.PW-007 Used Oil Disposal 3 years 3 years Mag, Ppr

22 CCR 66266.130(c)(5),

H&S §25250.18(b),

25250.19(a)(3) et seq.

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

131

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS MAINTENANCE Page PW-2

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Public Works /

Maint.PW-008

Vehicle & Equipment History Files

Maintenance, Smog Certificates,

Registrations

Disposal of

Vehicle or

Equipment +

2 years

Disposal of

Vehicle or

Equipment +

2 years

Mag, Ppr

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(c); CCP §337 et. seq.,

3 CCR 1234(f); GC §34090

Public Works /

Maint.PW-009

Work Logs / Work Sheets/ Grid

Inspections2 years 2 years Ppr GC §34090

Public Works /

Maint.PW-010

Work Orders / Service Requests

CMMS DATABASE

(Computerized Maintenance

Management System)

Indefinite Indefinite MagData is interrelated; GC

§34090

Public Works /

Maint.PW-011

Work Orders / Service Requests -

All Information Entered in CMMS

Database

(Paper drafts)

When No

Longer

Required

When No

Longer

Required

Mag Ppr

Preliminary drafts (the

database is the original); GC

§34090

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

132

Ver. 2.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS MAINTENANCE Page PW-3

Office of

RecordRetention No. Records Description Retention / Disposition Comments / Reference

(OFR)Active

(in office)

Inactive

(Records

Center)

Total

RetentionVital?

Media

Options

Image:

I=Import

M=Mfr

S=Scan

Destroy

Paper

after

Imaged &

QC'd?

If the record is not listed here, refer to the Retention for City-Wide Standards

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

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

Public Works /

Maint.PW-012

Work Orders / Service Requests -

NOT entered in CMMS Database

(or partial information entered into

CMMS Database)

(Division providing service retains

originals; Division requesting

service is considered a copy)

5 years 5 years Mag Ppr

City Preference; CCP §§338

et seq., 340 et seq., 342, GC

§§945.6, GC §34090

HALF MOON BAY, CA. ©1995-2016 Gladwell Governmental Services, Inc. - all rights reserved

Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:

133

HOW TO USE RETENTION SCHEDULES ©1995-2016 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved

Do not duplicate or distribute without prior written permission

A legend explaining the information presented in the retention schedule has been printed on the back of each page for your easy reference; an index to locate records is also provided. The specified retention period applies regardless of the media of the record: If a record is stored on paper and a computer file on a hard drive, both records should be destroyed (or erased) after the specified period of time has elapsed. Copies or duplicates of records should never be retained longer than the prescribed period for the original record.

STRUCTURE: CITYWIDE, DEPARTMENTS & DIVISIONS

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

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

• Reduce administrative expenses, expedite procedures • Free filing cabinet and office space

• Reduce the cost of records storage • Eliminate duplication of effort within the City • Find records faster • Easier purging of file folders • Determine what media should be used to store records For questions, please contact the City Clerk.

Authorization to Destroy Records: All original records that have exceeded their retention period must be authorized for destruction according to City Policies & Procedures prior to destroying them. Copies, drafts, notes and non-records do NOT require authorization, and can be destroyed “When No Longer Required.”

If there is a minimum retention (“ Minimum 2 years"), it must be authorized for destructionbefore it is destroyed, as it is an original record.

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 completion).” 134

BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT

For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: John Doughty, Community Development Director TITLE: CALIFORNIA COASTAL COMMISSION LOCAL COASTAL PROGRAM PLANNING

GRANT PROGRAM, ROUND 3 ______________________________________________________________________________ RECOMMENDATION: Adopt a resolution in support of an application for an $85,000 grant from the California Coastal Commission Local Coastal Program Planning Grant Program, Round 3. FISCAL IMPACT: There is no fiscal impact associated with this action. If the City receives this grant, the awarded funds will be applied to the on-going planning consultant work on the Local Coastal Program (LCP) update. STRATEGIC ELEMENT: This recommendation supports the Infrastructure and Environment Element. BACKGROUND: The City has been engaged in a multi-year effort to comprehensively update the LCP and General Plan. Two reimbursement grants have supported the effort:

• California Coastal Commission Local Coastal Program Planning Grant Program, Round 1 - $75,000: This grant terminated on April 29, 2016 and supported LCP update tasks through release of the first public draft Local Coastal Land Use Plan (LUP) on April 28, 2016. City staff coordinated frequently with Coastal Commission staff for the duration of this grant and the City has qualified to be reimbursed for the entire grant amount.

• Ocean Protection Council Grant for Sea Level Rise Vulnerability Assessment - $70,000: This grant funding supports preparation of a Sea Level Rise Vulnerability Assessment (complete), incorporation of relevant policies into the LUP (first draft complete), and development of related standards in the forthcoming Local Coastal Implementation

135

June 21, 2016 Resolution of Support for CCC Local Coastal Program Update Grant, Round 3 Page 2 of 2

Plan (IP). This grant was recently extended to accommodate the lengthened process time and will now terminate October 31, 2016 (original end date was February 29, 2016).

The Coastal Commission’s LCP Planning Grant Program has continued since the original Round 1 recipients were approved, including the City of Half Moon Bay. Round 2 is currently underway. Because the City was in receipt of Round 1 funding, we were not eligible for Round 2. Round 3 was recently released by the Coastal Commission. The City received a direct email regarding the funding availability and has confirmed the City’s eligibility. This funding round is specifically geared to jurisdictions who are just starting their updates; as well as to those like Half Moon Bay, who are still proceeding. The application materials specifically state: “Local governments in the coastal zone that have received prior LCP Local Assistance grants are eligible to apply for this round of grants to continue their work on LCP certification.” The application was due May 20, 2016 and the associated resolution of support from the City Council must be adopted in June. Staff submitted the required information and application materials on May 19, 2016, and Coastal Commission staff informed us that our application is complete pending City Council’s adoption of a resolution in support of this endeavor. Because this is a continuing effort, the City’s application focuses on the remaining eligible LCP update tasks that the City’s consultant is in contract to complete. The Coastal Commission will act on the grant applications for Round 3 in July or August this summer. Staff will inform City Council of the outcome of the grant application upon receipt of formal notice. ATTACHMENT: Resolution in support of an application for an $85,000 grant from the California Coastal Commission Local Coastal Program Planning Grant Program, Round 3

136

Resolution No. C-2016-____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY IN SUPPORT OF SUBMITTAL OF APPLICATION FOR $85,000 FROM THE CALIFORNIA COASTAL COMMISSION

LOCAL COASTAL PROGRAM PLANNING GRANT PROGRAM, ROUND 3 WHEREAS, the Budget Act of 2015 provides $3 million for Coastal Commission grants in FY 15-16 to local governments to support Local Coastal Program (LCP) planning; and WHEREAS, the California Coastal Commission, under the authority of the California Coastal Act, may provide financial assistance to support coastal planning and has approved a competitive grant program to provide such financial assistance for LCP planning; and WHEREAS, the goal of the grant program is to develop new or updated LCPs in conformance with the California Coastal Act and to reflect current circumstances and new scientific information, including new understandings and concern for the effects of climate change; and WHEREAS, grant proposals submitted under this grant program must complete land use plan and/or zoning work to either achieve submittal for certification of a Local Coastal Program (LCP) or an Area of Deferred Certification (ADC) or of an LCP Amendment to significantly update a certified LCP or LCP segments, including with special emphasis on effects of climate change and sea-level rise; and WHEREAS, City of Half Moon Bay, has an effectively certified LCP; and WHEREAS, the City of Half Moon Bay, desires to continue to pursue a project that would result in the completion and submittal for certification by the California Coastal Commission of an Amendment to update the LCP; and WHEREAS, the City of Half Moon Bay, commenced an effort to comprehensively update its LCP in 2013 and has continued to provide City funding and staff support to this endeavor; and WHEREAS, the City of Half Moon Bay commits to and agrees to continue to fully support a planning effort intended to update a certified LCP pursuant to the provisions of the California Coastal Act, with full public participation and coordination with the Coastal Commission staff.

137

NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Half Moon Bay hereby: 1. Support the Community Development Director’s submittal of the grant application package

to the California Coastal Commission to provide financial and planning assistance, under authority of the California Coastal Act, in the amount of $85,000 to fund the on-going project more particularly described in the grant application package.

2. Authorize the Community Development Director, of the City of Half Moon Bay, to execute, in the name of the City of Half Moon Bay, all necessary applications, contracts and agreements and amendments thereto to implement and carry out the grant application package attached hereto and any project approved through approval of the grant application.

*****************************************************************

I, the undersigned, hereby certify that the forgoing Resolution was duly passed and adopted on the 21st day of June, 2016 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

ATTEST: APPROVED: ___________________________ _______________________ Jessica Blair, Interim City Clerk Rick Kowalczyk, Mayor

138

BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: Alex Khojikian, Deputy City Manager TITLE: USED OIL PAYMENT PROGRAM / HOUSEHOLD HAZARDOUS WASTE GRANT FOR

FISCAL YEAR 2016-2017 ______________________________________________________________________________

RECOMMENDATION: Adopt a resolution authorizing San Mateo County Environmental Health to submit a regional application to the California Department of Resource Recycling and Recovery (CalRecycle) for the Seventh Cycle of the Used Oil Payment Program for Fiscal Year 2016-2017 and a Household Hazardous Waste Grant for Fiscal Year 2016-2017. FISCAL IMPACT: There is no fiscal impact associated with the adoption of this resolution. STRATEGIC ELEMENT: This recommendation supports the Infrastructure and Environment Element. BACKGROUND: In the near future, CalRecycle will release the seventh cycle of the Used Oil Payment Program (OPP7) and a Household Hazardous Waste (HHW) Grant for the 2016-2017 Fiscal Year. These programs serve residents by promoting proper disposal and recycling of used oil, filters, absorbents and bilge pads, and fluorescent lights. For many years, the County of San Mateo has applied for and administered these programs for municipalities within its boundary. With the City Council’s adoption of the attached resolution, the County will continue these efforts on behalf of the City. A progress report for Fiscal Year 2015-2016 is attached. ATTACHMENTS:

1. Resolution authorizing San Mateo County Environmental Health to submit a regional application to the California Department of Resource Recycling and Recovery (CalRecycle) for the Seventh Cycle of the Used Oil Payment Program for Fiscal Year 2016-2017 and a Household Hazardous Waste Grant for Fiscal Year 2016-2017

2. Fiscal Year 2015-2016 Progress Report 139

Resolution No. C-2016-_________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY AUTHORIZING SAN MATEO COUNTY ENVIRONMENTAL HEALTH TO SUBMIT A REGIONAL

APPLICATION TO THE CALIFORNIA DEPARTMENT OF RESOURCE RECYCLING AND RECOVERY FOR THE SEVENTH CYCLE OF THE USED OIL PAYMENT PROGRAM FOR FISCAL YEAR 2016-2017

AND A HOUSEHOLD HAZARDOUS WASTE GRANT FOR FISCAL YEAR 2016-2017

WHEREAS, the California Department of Resource Recycling and Recovery (CalRecycle) will release the seventh cycle of the Used Oil Payment Program (OPP7) and a Household Hazardous Waste (HHW) Grant for the 2016-2017 Fiscal Year; and

WHEREAS, these programs serve residents by promoting proper disposal and recycling of used oil, filters, absorbents and bilge pads, and fluorescent lights; and WHEREAS, for many years, the County of San Mateo has applied for and administered these programs for municipalities within its boundary; and WHEREAS, the City of Half Moon Bay desires the County of San Mateo to continue to apply for and administer these programs on the City’s behalf for Fiscal Year 2016-17. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Half Moon Bay hereby authorizes San Mateo County Environmental Health to submit a regional application to CalRecycle for the seventh cycle of the Used Oil Payment Program for Fiscal Year 2016-2017 and a Household Hazardous Waste grant for Fiscal Year 2016-2017.

*****************************************************************

I, the undersigned, hereby certify that the forgoing Resolution was duly passed and adopted on the 21st of June 2016 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers: ATTEST: APPROVED: _________________________ _____________________________ Jessica Blair, Interim City Clerk Rick Kowalczyk, Mayor

140

San Mateo County Environmental Health Services Pollution Prevention Team Used Motor Oil & Filter Recycling Program

Annual Report to the Cities of San Mateo County, May 2015 - May 2016 San Mateo County’s Environmental Health Services (EHS) Used Motor Oil and Filter Recycling Program promotes the safe disposal of used motor oil and oil filters through various collection programs and works to increase collection opportunities for the residents of San Mateo County (SMC). The County has managed the Used Motor Oil and Filter Recycling Program for over 20 years and continues to educate residents on safe disposal. Increased Collection Center Infrastructure______________________________________________ There are 70 recycling locations conveniently located throughout the County that accept motor oil and filters from the Do-it-yourselfer (DIYer) public that changes their motor oil at home. We’ve successfully recruited an additional four centers to collect oil filters; one O’Reilly Auto Parts store collects oil only and cannot collect filters. Site visits are conducted yearly and provide information on how the oil collection program is functioning overall. They also provide an opportunity for the center operators to get help with any issues, questions or problems they may experience. For a list of all collection centers, please visit www.smchealth.org/usedoil. In April we filmed a 60 second video designed to promote used motor oil and filter recycling at neighborhood collection centers, for cable TV and online promotion.

Progress on Used Motor Oil & Filter Collection Metrics_______________________ Overall our program experienced a 20% increase in used motor oil volume and a greater than 50% increase in filter collection. The greatest increase was observed at neighborhood collection centers, followed by the Curbside Collection Program (except Pacifica and San Bruno). Up to 75% of the total volume of oil and the number of oil filters collected at CCCs is collected at auto parts stores (O’Reilly and Autozone). Our emphasis on public filter exchange events in a targeted geographic area and direct, one-on-one interaction in a culturally sensitive manner has improved our results.

Waterfront Pollution Prevention_________________________________________________ • Boater Outreach at Pillar Point Harbor (PPH) – We created a partnership with Save Our

Shores (SOS) and the CA Department of Boating and Waterways (CalBoating) to educate boaters directly on safe disposal of used motor oil, filters and other hazardous products through the state-supported Dockwalker program. We conducted two Dockwalker trainings, June 2015 and March 2016, at Redwood City’s Sequoia Yacht Club. Volunteer Dockwalkers conducted five Dockwalking Days at PPH during summer and fall 2015 and reached boaters directly at the dock. http://www.dbw.ca.gov/Environmental/CleanGreen/Default.aspx. EHS contracted with SOS to conduct Dockwalking Days with recreational in boaters in 2016 at the following marinas:

• Brisbane • Oyster Point • Oyster Cove

141

• Coyote Point • Port of Redwood City

Resource Conservation/Reduced Consumption_____________________ • Reduced Oil Change Campaign – We continue to promote the “Check

Your Number” campaign to encourage motorists to change their vehicle’s oil according to manufacturer recommendations instead of defaulting to the old 3,000 mile standard. This reduces hazardous waste and oil in the environment and conserves natural resources. Our message was promoted on the Facebook page of www.flowstobay.org.

DIY Community-based Recycling Outreach _____________________________________________ • Spanish-Language Community Filter Campaign – Our community-based campaign

launched on May 30, 2015, in Redwood City at Autozone Auto Parts store. Emphasis is on reaching Spanish-speakers and the importance of safe disposal of oil filters. We organized two used oil filter exchange events in Redwood City and East Palo Alto. This first phase resulted in a 100% increase in filters collected at both locations. Awareness is greater on safe motor oil disposal and less so regarding used filters. Our campaign aims to increase safe filter disposal.

• Filter Exchange Events – To increase filter recycling throughout the county, we continued our partnership with AutoZone and OReilly Auto Parts. Four events were held at AutoZone stores in Redwood City, East Palo Alto and Millbrae and one event at O’Reilly-Redwood City. Promotion is conducted at libraries, community organizations, stores, event venues and through print and online ads in the San Mateo Daily Journal. o We documented two filter exchange events and created a 60 second and 30 second video

for distribution on public and cable TV and online media. o Filter Recycling Containers – SMC purchased used filter recycling containers to

distribute at events. They provide a safe and easy way to drain, store, transport and recycle used oil filters.

142

Used Motor Oil Filter Exchange at Millbrae Autozone Daily Journal ad • Email Marketing – Through Constant Contact we text or email DIYers to promote events,

feature individual neighborhood collection sites and emphasize the benefits of oil filter recycling.

• Motorcycle Outreach Program – The County continued to contract with C2 Alternative Services to provide public education and outreach services to motorcyclists to promote motorcycle oil and filter recycling. Outreach includes a website (www.ridersrecycle.com), a motorcycle maintenance and oil change blog ridersrecycle.com/blog/, social media, and local event participation, such as the Skyline Blvd. Roadside Maintenance Check. Their presence at the 2015 International Motor Cycle Show in Sacramento was successful in reaching at least 250 San Mateo County residents.

Community-wide Education___________________________________________________

• Community Outreach Events Organized* or Attended by Used Oil/Filter Recycling Program:

Event Month Days Location

San Mateo County Fair June Sun-Sat San Mateo Dockwalker Training* June Tuesday Redwood City Oil Filter Exchange* June Saturday AutoZone East Palo Alto Oil Filter Exchange* July Saturday O’Reilly Auto Parts Redwood City Oil Filter Exchange* July Saturday AutoZone Millbrae

Carl's Car Crazy Car Show August Saturday San Mateo North Fair Oaks Festival August Saturday Redwood City

Pacifica Fog Fest September Saturday Pacifica

Int'l Motorcycle Show November Friday-Sun Sacramento/Regional GreenFest November Friday-Sun Daly City

Dockwalker Training* March Tuesday Redwood City

Oil Filter Exchange* March Saturday O’Reilly Auto Parts Daly City Derrick Ward Car Show April Sunday Brisbane Marina

Pacifica EcoFest April Saturday Pacifica Dream Machines Car Show April Saturday Moss Beach

Oil Filter Exchange* May Saturday O’Reilly Auto Parts San Carlos Roadside Maintenance Check Booth* May 22 Sunday Skyline Blvd. near Woodside Rd. Roadside Maintenance Check Booth* May 29 Sunday Skyline Blvd. near Woodside Rd.

• Website - We continued to update the www.flowstobay.org website with new information

and recycling locations until December 2015. Beginning May 2016, our used motor oil and filter recycling program website was transitioned to www.smchealth.org/usedoil

• Social Media/Mass Media – Facebook and Next Door posts promote public oil filter exchange events, neighborhood collection centers via Filter Fridays, Motor Oil Mondays and Check Your Number campaigns. Print news ads advertised public filter exchanges (Daily Journal, HMB Review, Dream Machines Program).

143

• Pollution Prevention Newsletter - The Fall 2015 and Spring 2016 Pollution Prevention Posts were distributed throughout the county via email, standard mail, social media and outreach events. Topics include a list of all used motor oil and filter collection centers and announcement of Mussel Rock Transfer Station closure.

Youth Education__________________________________________________________

Outdoor Education – In February we created and installed a permanent Watershed Education Diorama at the San Mateo County Outdoor Education Sustainable Living Center in La Honda. From September to June, 5,000 students spend one week in cabins engaging with the natural world at the Center. Since the diorama was installed, 2,054 fifth and sixth grade students observed the effects of improperly disposed used motor oil and household hazardous waste on water resources.

144

Watershed Education Diorama at the Sustainable Living Center

Schools - EHS created a partnership with SMC’s Office of Sustainability RecycleWorks team to integrate safe disposal of household hazardous waste messaging in a school presentation titled The Four Rs. Products include batteries, used motor oil and filters, fluorescent lights and paint.

School Total 1,213 students City Served Abbott Middle School 30 Foster City/San Mateo

Connect Community Charter School Grades 4-9 100 Redwood City Cunha Intermediate School 250 Half Moon Bay

Taylor Middle School - Life Science class (2 class periods) 133 Millbrae Hatch Elementary School (Assembly) 400 Half Moon Bay

Spring Valley Elementary School (Assembly) 250 Millbrae Kings Mountain Elementary School (Assembly) 50 Woodside

145

BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT

For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: Alex Khojikian, Deputy City Manager TITLE: CITY HALL ANNEX LEASE (507B PURISSIMA STREET HALF MOON BAY) ________________________________________________________________________ RECOMMENDATION: Adopt a resolution authorizing the City Manager to execute a five-year lease agreement with Scott and Lloyd McVicker (property owners) for the property located at 507B Purissima Street, Half Moon Bay, for a proposed 1,750 square feet City Hall Annex. FISCAL IMPACT: The City will pay $36,750 per year for the first five years. The five year lease total is $183,750. This amount is included in the proposed Fiscal Year 2016-2017 Budget and will be included in all future affected annual budgets. STRATEGIC ELEMENT: This recommendation supports the Infrastructure and Environment Element. BACKGROUND: The existing, two-story, 6,000 square foot City Hall at 501 Main Street has inadequate work space for delivering a safe working environment to the City’s most valuable asset, its staff. Further, the current space does not allow for the most efficient delivery of services to the community. It lacks space for offices, meeting rooms, and records storage. Additionally, there is a lack of both a public counter space and a seating area for members of the public. There are currently 25 work stations, including over a half dozen substandard work stations, and one meeting room within City Hall, where 32 total staff members work. Over the past year, staff has worked diligently to fill all existing City staff positions that remained vacant the prior two fiscal years, which in turn has increased the deficiency of workstations. Staff has researched multiple long and short term options to increase city staff workspace to better serve the citizens of Half Moon Bay. Longer term options included purchasing a building or new construction adjacent to City Hall. Shorter term options

146

City Hall Annex Jun 21, 2016 Page 2 of 4 included looking into leasing options and interior reconfigurations of City Hall. Below is a timeline of City staff and Council action regarding pursuing a City Hall Annex. Timeline:

• May 15, 2015: Budget Study Session where the idea of a City Hall Annex was first proposed.

• June 2015: The City Council adopted a temporary City Hall Annex CIP Project with a budget of $128,500

• September 1, 2015: Staff presented two leasing options- Shoreline Station and Portable Modular. Based upon feedback from the Council staff investigated two additional leasing options, three purchasing options and the renovation of City Hall

• February 2, 2016: Council provided direction and vision to further investigate a short term and long term plan. The options included renovating City hall, a build option and leasing space at Shoreline Station or Cunha’s.

• March 11, 2016: In order to properly address the potential long term plans, City staff hired BSA Architects to conduct a thorough needs assessment consisting of an internal review and analysis of needs as well as an external analysis of similar organizations as comparative standards.

• May 3, 2016: Based on the analysis from BSA Architects needs assessment, Staff presented lease, purchasing and building options to the City Council during closed session which included leasing 1,750 SF at 507B Purissima Street.

• June 21, 2016: Staff is pursuing a five year agreement with an option for one five year extension with the owners of 507B Purissima Street.

In April, City staff was contacted by the property owner of 507B Purissima Street (Half Moon Bay’s old Post Office) that there will be an upcoming vacancy of a 1,750 square foot storefront at the corner of Kelly and Purissima (a half block west of City Hall). City Staff brought forward the option with other leasing options during the May 3rd City Council closed session meeting and Council gave staff direction to negotiate a five-year lease with the property owner. Since the May 3rd Council meeting, staff has negotiated a five year lease agreement with the property owners Scott and Lloyd McVicker. The lease agreement is very competitive at the rate of $1.75 per square foot (includes utilities and taxes). The lease also allows for the usage of building common areas which include men’s and women’s restrooms, a staff breakroom and front entry foyer at no additional cost to the City. The proposed Annex space adds 10 additional staff workstations, a meeting room, storage for records, and 20 parking spaces. The Annex is in close proximity to City Hall.

147

City Hall Annex Jun 21, 2016 Page 3 of 4 Staff negotiated the following deal points that are included as part of the lease agreement:

• Lease 1,750 SF of space • Five-year lease with an additional single five-year option • Rent is $1.75 per SF for the first five years includes landlord paying for all utilities

(power, gas, water, electricity, trash, landscaping), property taxes and maintenance of building and parking lot.

• Landlord pays for window cleaning and janitorial services of common areas i.e. 2 bathrooms and kitchen and front entrance.

• In 2021, the price per square foot increases to $1.92 for the five-year option • City takes possession of building July 1, 2016 and will start paying rent beginning

September 1, 2016 • No Security Deposit • City will have access to common areas: kitchen/breakroom, two bathrooms, and

front entrance • City will pay for its data: phone/internet and janitorial service for the 1,750 SF

office area • City can use both parking lots for parking and for City Events and special events

as needed • Landlord to provide new carpet and new paint and ADA improvements

It is proposed that the City’s Finance and Administrative Services Departments move to the new City Hall Annex. Combined, both departments account for 10 City Staff members. The Finance and Administrative Services Departments are predominately inward facing City operations, in that they serve the internal operations of the City and have less interaction with the public on a day-to-day basis. Finance oversees all Finance and Risk Management duties and Administrative Services oversees Human Resources, Information Technology, and Emergency Services. The annex will help alleviate the City’s workstation deficiency at City Hall and will also allow City Hall to be reconfigured to increase lobby / counter space for the public so that it is more welcoming and user-friendly. Additionally, added meeting space and workstations for staff can be accommodated. If approved, over the next three months, planned tenant improvements will be completed to the space. Improvements include a front counter, two offices, eight cubicle workstations, and casework for administrative supplies. Additionally, furniture and equipment will be purchased including front lobby furniture, conference table and chairs, office chairs, desks for two offices and filing cabinets. Technology equipment to be purchased includes computers, switches, phones, a copier/scanner/fax machine and tapping into the City’s existing private fiber on Kelly Ave. The physical tenant

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City Hall Annex Jun 21, 2016 Page 4 of 4 improvements are included in the City’s FY 16-17 CIP budget under City Hall Annex Project. The project budget line item is $200,000. ATTACHMENTS:

1. Resolution authorizing the City Manager to execute a five-year lease agreement with Scott and Lloyd McVicker (property owners) for the property located at 507B Purissima Street, Half Moon Bay, for a proposed 1,750 square feet City Hall Annex

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Resolution No. C-2016-__

A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A FIVE-YEAR LEASE AGREEMENT WITH SCOTT AND LLOYD McVICKER (PROPERTY OWNERS), FOR THE PROPERTY

LOCATED AT 507B PURISSIMA STREET, HALF MOON BAY, FOR A 1,750 SQUARE FOOT CITY HALL ANNEX

WHEREAS, The existing, two-story, 6,000 square foot City Hall at 501 Main Street has inadequate work space for delivering a safe working environment to the City’s most valuable asset, its staff; and WHEREAS, Staff has researched multiple long and short term options to increase city staff workspace to better serve the citizens of Half Moon Bay; and WHEREAS, The 1,750 square foot Annex 507B space adds 10 additional staff workstations, a meeting room, storage for records, and 20 parking spaces; and WHEREAS, The City will pay $36,750 per year in rent for the first five years to lease 507 Purissima Street in Half Moon Bay. The five year lease total is $183,750. NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Half Moon Bay hereby authorizes the City Manager to execute a five-year lease agreement with Scott and Lloyd McVicker for the property located at 507B Purissima Street, Half Moon Bay, for a 1,750 Square Foot City Hall Annex.

***************************************************************** I, the undersigned, hereby certify that the forgoing Resolution was duly passed and adopted on the 21st day of June, 2016 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

ATTEST: APPROVED: ___________________________ _______________________ Jessica Blair, Interim City Clerk Rick Kowalczyk, Mayor

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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY AGENDA REPORT

For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: John Doughty, Community Development Director Brian Lee, Project Manager TITLE: CONSTRUCTION CONTRACT AWARD FOR DEMOLITION AND SITE PREPARATION

FOR THE HALF MOON BAY LIBRARY PROJECT ______________________________________________________________________________ RECOMMENDATION: Adopt a resolution authorizing the City Manager to award and execute a construction contract for Demolition and Site Preparation for the Half Moon Bay Library Project to the lowest responsible bidder, ERA Construction, Inc. of San Pablo, California, in the total bid amount of $317,600, and approve contract changes in the aggregate total of $47,640, which represents 15 percent of the contract award amount, for a total construction budget of $365,240. FISCAL IMPACT: The Fiscal Year 2015-2016 Budget has allocated sufficient funds for this contract award, potential contract changes, and construction management/inspection related services, for a total amount of $365,240. BACKGROUND: The City and its project partners, San Mateo County and the Library Joint Powers Authority, are proceeding with construction of a new, 22,000 square-foot library at 620 Correas Street. Demolition and site preparation will be required to accommodate construction of the new larger library. The library is scheduled to move to its new temporary location at Shoreline Station in mid-June, with plans to reopen the temporary library to the public on July 1. This site will house the temporary library until the new facility is completed. Relocation and vacation of the site will allow the demolition and related work to commence in July. The demolition schedule was designed to ensure that major demolition work be completed prior to the opening of Cunha Intermediate School on August 22. On May 17, 2016, the City Council authorized staff to initiate discussions and negotiations for a Project Labor Agreement (PLA). The demolition and site preparation portion of the project was exempted from the PLA.

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June 21, 2016 Demolition and Site Preparation for the Half Moon Bay Library Project Page 2 of 2 DISCUSSION: This portion of the Library Project is considered Phase 1 and will include the demolition and preparation of the site for the new building, parking lot, and related improvements. The demolition and site preparation is anticipated to be completed by October 2016. Preparation of the construction drawings for the library will continue into late summer. Bid and award of the construction contract (Phase 2) is anticipated for October 2016, to roughly coincide with the completion of the site improvements (Phase 1). BID SUMMARY: The City received five (5) bids before the scheduled bid opening time and date (June 14, 2016). The bids and engineer’s estimate are tabulated and summarized as follows: Contractor Base Bid

ERA Construction, Inc. $317,600 Central Valley Environmental, Fresno, CA

$325,000

Ampco Construction, Anaheim, CA $456,000 Galeb Paving, Saratoga, CA $477,777 Interstate Grading and Paving, SSF, CA

$498,641

Engineer’s Estimate $543,000 All bidders have extensive experience and record of good work performance on various projects of similar nature within and outside San Mateo County. City staff review has determined that five (5) bids are reasonable, responsive, and acceptable and free from significant material discrepancies. The lowest bidder is ERA Construction, Inc. from San Pablo, California. The low bid is approximately 41.5 percent lower than the Engineer’s Estimate. One of the primary reasons for the lower bid is the deletion of LEED requirements for this phase. The City has completed reference checks and the reference checks all have positive reviews. ATTACHMENT: Resolution authorizing the City Manager to award and execute a construction contract for Demolition and Site Preparation for the Half Moon Bay Library Project to the lowest responsible bidder, ERA Construction, Inc.

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Resolution No. C-2016-____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY AUTHORIZING THE CITY MANAGER TO AWARD AND EXECUTE A CONTRACT FOR THE DEMOLITION AND SITE

PREPARATION FOR THE HALF MOON BAY LIBRARY PROECT TO THE LOWEST RESPONSIBLE BIDDER, ERA CONSTRUCTION, INC.

WHEREAS, the City has invited and opened five bids received at or before the scheduled time, date, and place as set forth in the Public Contract Code for the Demolition and Site Preparation for the Half Moon Bay Library Project; and WHEREAS, the lowest responsible bid was submitted by ERA Construction, Inc. of San Pablo, California in the total amount of $317,600; and WHEREAS, staff recommends contract award to the aforementioned lowest responsible bidder based on its analysis; and WHEREAS, sufficient funds are allocated in the City approved budget for Fiscal Year 2015-2016 for the recommended contract award. NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Half Moon Bay hereby accepts all bids and authorizes the City Manager to award and execute a contract for the Demolition and Site Preparation for the Half Moon Bay Library Project to the lowest responsible bidder, ERA Construction, Inc., in the total amount of $317,600. Additionally the City Manager is authorized to approve contract changes in the aggregate amount not exceeding 15 percent of the contract award amount, providing for a total construction budget of $365,240.

***************************************************************** I, the undersigned, hereby certify that the forgoing Resolution was duly passed and adopted on the 21st day of June, 2016 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

ATTEST: APPROVED: ___________________________ _______________________ Jessica Blair, City Clerk Rick Kowalczyk , Mayor

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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT

For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: John Doughty, Community Development Director TITLE: HALF MOON BAY BUILDING AND GARDEN CONCRETE BATCH PLANT

REPLACEMENT EIR CONTRACT AMENDMENT ______________________________________________________________________________ RECOMMENDATION: Adopt a resolution authorizing the City Manager to execute Amendment No. 1 with MIG/TRA Environmental Sciences in an amount not to exceed $12,000 for additional environmental analysis, including revised project assumptions, and extending the term of the contract to June 30, 2017. FISCAL IMPACT: There is no fiscal impact associated with this action as the applicant is responsible for preparation costs associated with EIR. STRATEGIC ELEMENT: This recommendation supports the Inclusive Governance Strategic Element. BACKGROUND: On November 17, 2015, the City Council approved a contract with MIG/TRA Environmental Sciences for preparation of an Environmental Impact Report (EIR) for the Half Moon Bay Building and Garden Concrete Batch Plant Replacement project in an amount not to exceed $138,895. Consistent with City practice, the applicant is funding preparation of the EIR. The initial traffic analysis indicated that the through-put assumptions provided by the applicant cannot be achieved due to site constraints. DISCUSSION: Staff and the consultant have worked with the applicant to develop more realistic worst-case assumptions to be evaluated by the EIR. This contract amendment adds $12,000 to allow revision of the EIR and supporting analyses to reflect the revised project assumptions, and extends the term of the contract to June 30, 2017 to ensure adequate time to complete the EIR process. The applicant concurs with the proposed EIR revisions and contract amendment. Staff

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Half Moon Bay Building and Garden Concrete Batch Plant Replacement Contract Amendment June 1, 2016 Page 2 of 2 anticipates release of a DEIR by September 2016, and City Council consideration of the FEIR by January 2017. ATTACHMENT: Resolution authorizing the City Manager to execute Amendment No. 1 with MIG/TRA Environmental Sciences

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Resolution No. C-2016-____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY APPROVING AMENDMENT NO. 1 TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY AND MIG/TRA ENVIRONMENTAL SCIENCES FOR PREPARATION OF AN ENVIRONMENTAL IMPACT REPORT (EIR) FOR THE HALF MOON BAY BUILDING & GARDEN SUPPLY – CONCRETE BATCH

PLANT REPLACEMENT PROJECT (PDP-15-044) IN AN AMOUNT NOT TO EXCEED $12,000, EXTENDING THE TERM OF THE CONTRACT, AND AUTHORIZING THE CITY MANAGER TO

EXECUTE THE FINAL AGREEMENT WHEREAS, on November 17, 2015, the City entered into a professional services agreement with MIG/ Environmental Sciences TRA in an amount not to exceed $139,000 to prepare an Environmental Impact Report for the Half Moon Bay Building and Garden Supply Concrete Batch Plan Replacement Project (PDP-15-044) in accordance with the State CEQA Guidelines; and WHEREAS, City staff is managing preparation of the EIR and overseeing the work of MIG/TRA Environmental Sciences; and WHEREAS, City staff has determined that additional environmental analysis above and beyond what is included in the agreement is needed to address revised project assumptions proposed by the applicant; and WHEREAS, the additional environmental analysis requires an amendment to the scope of work and an $12,000 increase in the contract amount; and WHEREAS, the necessary environmental analysis requires extension of the term of the contract to June 30, 2017; and NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Half Moon Bay hereby authorizes the City Manager or her designee to execute Amendment No. 1 to the professional services contract with MIG/TRA Environmental Sciences for the preparation of an Environmental Impact Report in an amount not to exceed $12,000 and to extend the term of the agreement to June 30, 2017, subject to the revised scope of work contained in Exhibit “A”.

156

***************************************************************** I, the undersigned, hereby certify that the forgoing Resolution was duly passed and adopted on the 21st day of June, 2016 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

ATTEST: APPROVED: ___________________________ _______________________ Jessica Blair, Interim City Clerk Rick Kowalczyk, Mayor

157

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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: Alex Khojikian, Deputy City Manager

Brian Lee, Project Manager TITLE: RIGHT OF ENTRY AGREEMENT BETWEEN THE CITY OF HALF MOON BAY AND

THE BOYS AND GIRLS CLUB OF THE COASTSIDE ______________________________________________________________________________ RECOMMENDATION: Adopt a resolution authorizing the City Manager to execute Amendment No. 3 to the Right of Entry Agreement for the skate park project between the City of Half Moon Bay and the Boys and Girls Club of the Coastside. FISCAL IMPACT: This amendment will increase the City’s contribution to the project by $23,500 for repaving of the asphalt driveway from Kelly Avenue to the end of the City’s property at the Emergency Operations Center (EOC). Sufficient funds are available to pay for this cost in the FY 15-16 Public Works Maintenance Division Budget. STRATEGIC ELEMENT: This recommendation supports the Infrastructure and Environment Element. BACKGROUND: On June 2, 2015, the City of Half Moon Bay entered into a Right of Entry agreement with the Boys and Girls Club of the Coastside to construct a new skate park located at the Ted Adcock Community Center. The Right of Entry agreement granted the Boys and Girls Club, its contractors, subcontractors, employees, and volunteers the right of entry to the Ted Adcock Community Center’s north parking lot located at 535 Kelly Ave in Half Moon Bay. The term of the original agreement maintained these rights until December 31, 2015, and was extended until December 31, 2016 (or sooner if the project is completed earlier) due to delays in the start of the project. During construction, it was observed that the existing asphalt driveway leading from Kelly Avenue to the end of the City’s property at the EOC is in need of replacing. Since the new skate park will have a paving contractor onsite to complete the new parking stalls and other

159

Execute an Amended Agreement with Boys and Girls Club of the Coastside June 21, 2016 Page 2 of 2 improvements, staff recommends using the same contractor to repave the entry driveway (easterly driveway) as it is a great opportunity for the City from an economy of scale and reduced mobilization cost standpoint to complete the repaving at this time. The westerly driveway (exiting onto Kelly Avenue) is also in need of repaving, but this driveway is not owned by the City. The owner of the adjacent property has been contacted and has been offered the opportunity to repave that portion but has declined. ATTACHMENT Resolution authorizing the City Manager to execute the Third Amendment to the Right of Entry Agreement for the Skatepark Project Between the City of Half Moon Bay and the Boys and Girls Club of the Coastside

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Resolution No. C-2016-__

A RESOLUTION AUTHORIZING CITY MANAGER TO EXECUTE THE THIRD AMENDMENT TO RIGHT OF ENTRY AGREEMENT FOR THE SKATE PARK PROJECT BETWEEN THE CITY OF HALF

MOON BAY AND THE BOYS AND GIRLS CLUB OF THE COASTSIDE

WHEREAS, the City of Half Moon Bay entered into a Right of Entry Agreement for the Skate Park Project with the Boys and Girls Club of the Coastside on June 2, 2015; and

WHEREAS, the term of the original Right of Entry Agreement terminated on December

31, 2015; and

WHEREAS, the construction of the skate park was delayed until February 2016 due to an increase in construction costs and the need for the Boys and Girls Club to engage in additional fundraising; and

WHEREAS, the City and the Boys and Girls Club of the Coastside have agreed to extend

the Right of Entry agreement to December 31, 2016, to allow for completion of the skate park project; and

WHEREAS, the City has agreed to pay $23,500 to the Boys and Girls Club for the cost of

repaving the entry driveway leading from Kelly Avenue to the end of the City’s property at the Emergency Operations Center; and

WHEREAS, sufficient funds are available to pay for this cost in the FY 15-16 Public Works

Maintenance Division Budget;

NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Half Moon Bay hereby approves and authorizes the City Manager to execute Amendment No. 3 to the Right of Entry Agreement for the Skate Park Project between the City of Half Moon Bay and the Boys and Girls Club of the Coastside.

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***************************************************************** I, the undersigned, hereby certify that the forgoing Resolution was duly passed and adopted on the 21st day of June, 2016 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

ATTEST: APPROVED: ___________________________ _______________________ Jessica Blair, Interim City Clerk Rick Kowalczyk, Mayor

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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: John Doughty, Community Development Director

Alex Khojikian, Deputy City Manager TITLE: PURCHASE OF PG&E RULE 20A CREDITS FROM FOSTER CITY ______________________________________________________________________________

RECOMMENDATION: Adopt a resolution authorizing staff to negotiate and execute an agreement with Foster City to transfer up to $437,189 of Rule 20A Credits to the City of Half Moon Bay at a cost to the City of no more than $200,000, to complete improvements within the Correas Street Underground Utility District (UUD 2016-01).1

FISCAL IMPACT: The estimated cost to underground the overhead electrical facilities in the proposed Correas Street Underground Utility District is $800,000. The City qualifies for reimbursement, termed “credits,” under California Public Utilities Commission Rule 20A, for a portion of the costs incurred by the City for undergrounding overhead electrical (PG&E) facilities in the proposed District. The City has approximately $380,000 in credits and will need an additional $437,189 in credits to complete the project. Foster City has indicated it will transfer the needed credits at an approximate rate of 46 cents for each dollar of credit ($200,000 total). If approved, the City’s Fiscal Year 2015-2016 Budget would be amended to include this cost. STRATEGIC ELEMENT: This recommendation supports the Infrastructure and Environment Element. BACKGROUND: Since 1967, overhead utilities in California have been undergrounded through the CPUC’s Rule 20. The CPUC created Rule 20 as a means of eliminating the visual blight of utility poles with cross arms, wires, transformers and associated hardware. Besides the aesthetic improvement

1 This item is contingent upon approval of the formation of the Correas Street Underground Utility District.

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to the general neighborhood, some properties can realize view enhancements. Further, as more and more utilities are undergrounded, the reliability of these services improves. Under Rule 20, Part A, undergrounding is paid through accumulated or acquired credits from the electric utility provider; in this instance PG&E. Rule 20A credits are established under CPUC approved formula. Annually, the City of Half Moon Bay receives a little more than 30,000 in credits. Under Rule 20A, credits can be purchased or traded among and from other agencies. On June 9, 2016, the City Manager sent a letter to the City of Foster City indicating our interest in the credits and our intention to bring the item to City Council. DISCUSSION: The Correas Street / Purissima Street area has been identified and recommended for formation as an underground utility district pursuant to Chapter 12.20 of the Municipal Code. The Correas Street and Purissima Street intersection represents a confluence of civic uses including the Library, Cunha Middle School, and the associated soccer facility. The area includes unsightly overhead utilities, some of which have a negative aesthetic impact. Additionally, the district is small enough in size to meet the City’s credit / fiscal constraints, while maximizing community benefit. The City has had several meetings with PG&E, Comcast, and AT&T representatives to discuss potential options for undergrounding utilities along Correas Street near Purissima Street. PG&E recommended the formation of an undergrounding district and has indicated a willingness to assist the City in design and completion of the project. PG&E indicates that Half Moon Bay currently has approximately $380,000 in Rule 20A credits. PG&E provided a conservative estimate of the cost of underground improvements at $800,000. As noted above, the City can seek to purchase, trade, or transfer Rule 20A credits. PG&E provided staff information regarding credit balances and known undergrounding projects for cities and the County. Foster City was identified by engineering staff as a likely candidate for purchase / transfer, given they have credits and no above ground utilities remaining. Staff contacted Foster City to ascertain potential interest in transferring credits. Foster City recently completed preliminary negotiations with another Peninsula City for transfer / sale of their credits. The transaction was not completed. Foster City has indicated a willingness to offer the City of Half Moon Bay the same deal previously negotiated by City Council—46 cents for each one dollar of credit transferred. Foster City is planning to convert the Rule 20A funds into a homeowner assistance program to encourage additional residential rooftop solar. Foster City credits are being sought by other peninsula cities and time is of the essence. ATTACHMENT: Resolution authorizing staff to negotiate and execute an agreement with Foster City to transfer up to $437,189 of Rule 20A Credits to the City of Half Moon Bay at a cost to the City of no more than $200,000, to complete improvements within the Correas Street Underground Utility District

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Resolution No. C-2016-_________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY AUTHORIZING THE EXECUTION OF AN AGREEMENT WITH THE CITY OF FOSTER CITY TO TRANSFER UP TO

$437,189 OF CREDITS THROUGH THE CALIFORNIA PUBLIC UTILITIES COMMISSION’S RULE 20A TO THE CITY OF HALF MOON BAY AT A COST TO THE CITY NOT TO EXCEED $200,000 TO

COMPLETE IMPROVEMENTS WITHIN THE CORREAS STREET UNDERGROUND UTILITY DISTRICT (UUD 2016-01)

WHEREAS, Since 1967, overhead utilities in the State of California have been undergrounded through the California Public Utilities Commission’s (CPUC) Rule 20; and

WHEREAS, the CPUC created Rule 20 as a means of eliminating the visual blight of utility poles with cross arms, wires, transformers and associated hardware, and, further, to improve the reliability of these services as more and more utilities are undergrounded; and

WHEREAS, pursuant to Chapter 12.20 of the City of Half Moon Bay’s Municipal Code, the Correas Street/Purissima Street area has been identified and recommended for formation as an underground utility district; and WHEREAS, the Correas Street and Purissima Street intersection represents a confluence of civic uses including the Library, Cunha Middle School and the associated soccer facility, and the area includes unsightly overhead utilities, some of which will have a negative aesthetic impact to the new Library, Cunha Intermediate School, and related facilities; and WHEREAS, under Rule 20, Part A, undergrounding is paid through accumulated or acquired credits from the electric utility provider -- in this instance Pacific Gas & Electric (PG&E); and WHEREAS, the City has had several meetings with PG&E, Comcast and AT&T representatives to discuss potential options for undergrounding utilities along Correas Street near Purissima Street; and WHEREAS, PG&E has recommended the formation of an undergrounding district and has indicated a willingness to assist the City in design and completion of the project; and WHEREAS, the City of Half Moon Bay has approximately $380,000 in credits and will need an additional $437,189 in credits to complete the project; and WHEREAS, under Rule 20A, credits can be purchased or traded among and from other agencies; and

WHEREAS, the City of Foster City has remaining Rule 20A credits and no above ground utilities remaining; and

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WHEREAS, the City of Foster City has indicated a willingness to transfer the credits to the City of Half Moon Bay for the price of 46 cents for each one dollar of credit transferred.

NOW, THEREFORE the City Council of the City of Half Moon Bay does hereby authorize the execution of an agreement with the City of Foster City to transfer up to $437,189 of credits through the California Public Utilities Commission’s Rule 20A to the City of Half Moon Bay at a cost to the City not to exceed $200,000, and amends the City’s Fiscal Year 2015-2016 Budget to purchase credits for improvements within the Correas Street Underground Utility District (UUD 2016-01)

*****************************************************************

I, the undersigned, hereby certify that the forgoing Resolution was duly passed and adopted on the 21st day of June, 2016 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers: ATTEST: APPROVED: _________________________________ _____________________________ Jessica Blair, Interim City Clerk Rick Kowalczyk, Mayor

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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: John Doughty, Community Development Director

Brian Lee, Project Manager TITLE: CORREAS STREET UNDERGROUND UTILITY DISTRICT (UUD 2016-1) ______________________________________________________________________________

RECOMMENDATION: 1. Conduct a public hearing regarding the potential establishment of an Underground Utility

District (District) along Correas Street, between Church Street and approximately 200 feet east of Purissima Street and a portion of Purissima Street (Pursuant to Half Moon Bay Municipal Code Section 12.20); and

2. Adopt a resolution establishing the Correas Street Underground Utility District (UUD 2016-1) for the area specifically identified in Exhibit “1” of the resolution and direct the City Clerk to provide written notice to all persons owning real property within the District within ten (10) days after adoption of this resolution pursuant to Half Moon Bay Municipal Code Section 12.20.120.

FISCAL IMPACT: The estimated cost to underground the overhead electrical facilities in the proposed District is $800,000. Under California Public Utilities Commission (CPUC) Rule 20A, the City qualifies for reimbursement (credits) for a portion of the costs incurred for undergrounding overhead electrical (PG&E) facilities in the proposed District. The City of Half Moon Bay has approximately $320,000, in credits, and will require an additional $420,000 in credits to complete the project. Under a separate action, staff is requesting authorization to pursue the purchase of credits from the City of Foster City. STRATEGIC ELEMENT: This recommendation supports the Infrastructure and Environment Element. BACKGROUND: Since 1967, overhead utilities in the State of California have been undergrounded through the CPUC’s Rule 20. The CPUC created Rule 20 as a means of eliminating the visual blight of utility poles with cross arms, wires, transformers and associated hardware. Besides the aesthetic improvement to the general neighborhood, some properties can realize view enhancements.

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Further, as more and more utilities are undergrounded, the reliability of these services improves. The Half Moon Bay Municipal Code Chapter 12.20 (Underground Utilities) provides for the creation of undergrounding districts and establishes the process to do so. The last district to be formed was in 2012 on Mirada Road, which was a joint effort of the City and County of San Mateo, in conjunction with proposed Mirada Road improvements. Under CPUC Rule 20, Part A, undergrounding is paid through accumulated or acquired credits from the electric utility provider; in this instance PG&E. Rule 20A credits are established under a CPUC-approved formula. Annually, the City of Half Moon Bay receives a little more than 30,000 in credits. Under Rule 20A, credits can be purchased or traded among and from other agencies, or by the entity applying to perform the undergrounding. Utility undergrounding is expensive. The City annually generates a relatively small amount of Rule 20A credits. As such, the City has to be strategic and judicious about the formation of undergrounding districts. Rule 20A places emphasis and encourages the undergrounding of utilities in association with public/civic projects such as parks, schools and libraries. Undergrounding projects include not only the relocation of PG&E facilities, but also communication, cable television, internet and similar associated services. DISCUSSION: As part of the development of the Five Year Capital Improvement Program, staff conducted an informal assessment of potential undergrounding project areas. This assessment was undertaken in order to identify the potential for using Rule 20A credits in conjunction with other capital projects. The Correas Street area was ultimately identified by staff as the preferred location for use of Rule 20A credits, since the Correas Street and Purissima Street intersection represents a confluence of civic uses including the Library, Cunha Middle School and the associated soccer facility. The area includes unsightly overhead utilities, some of which will have a negative aesthetic impact on the new Library and related facilities. Additionally, the District is small enough in size to meet the City’s credit/fiscal constraints, but in a location that will maximize benefits with limited cost. The City has had several meetings with PG&E, Comcast and AT&T representatives to discuss the proposed undergrounding of the overhead utilities along Correas Street. The undergrounding project will include removal/relocation of all wires and facilities for supplying electric, communication, cable television, internet, or similar associated services, with the exception of transformers and service pedestals from any streets within the proposed District. All future wires and facilities for supplying electric, communications, cable television, and /or similar services will be required to be installed underground. As set forth in the resolution, all overhead wires and associated overhead structures within the district are to be removed no later than May 31, 2018.

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The proposed boundaries of the District include eight private properties, a portion of the Cunha Intermediate School (CUSD) and the City-owned library. Affected property owners are not subject to assessment as part of the formation, since all costs will be paid through the use of PG&E Rule 20A credits. Rule 20A credits will cover the cost for up to one hundred feet of underground service and replacement of existing meters up to 100 amps that serve the private residences. No later than March 31, 2018, property owners are required to complete any work on their properties, at their own cost, including electrical panel conversion upgrades and underground service laterals exceeding one hundred feet in length that are required in order to receive underground utility service connections. At this point, staff does not believe the panel upgrade provisions will be applicable. Per Municipal Code Section 12.20, the City is required to notice and conduct a public hearing to inform the affected property owners and to receive input from the owners and community. The City has noticed the public hearing in accordance with State law and provided written notice to owners within the District of the public hearing and proposed formation of the District. If the resolution is approved, pursuant to Municipal Code Section 12.20.120, the City Clerk will provide all affected parties and property owners within the District notice of the adoption of the resolution. The boundary map and legal description for the proposed Correas Street Underground Utility District (UUD 2016-1) is included as Exhibits A and B to the resolution. A separate Agreement with PG&E will be brought to the City Council for approval once the District has been established and formal notice given to all parties. ATTACHMENT: Resolution establishing the Correas Street Underground Utility District

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Resolution No. C-2016-_________

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY ESTABLISHING THE CORREAS STREET UNDERGROUND UTILITY DISTRICT (UUD 2016-01) UNDER THE

CALIFORNIA PUBLIC UTILITIES COMMISSION’S RULE 20A PROGRAM

WHEREAS, the California Public Utilities Commission (CPUC) has authorized electric and telecommunication utilities to convert overhead utility lines and facilities to underground pursuant to Rule 20 and Telecommunication Rule 32; and

WHEREAS, pursuant to certain criteria, CPUC rules allow participating cities and counties to establish legislation authorizing the creation of underground utility districts within which existing overhead electric and telecommunication distribution and service facilities will be converted to underground; and WHEREAS, the City of Half Moon Bay has adopted Ordinance No. 4-69 authorizing the City Council to designate areas within which all existing overhead poles, overhead wires and overhead equipment associated with the distribution of electric power, telecommunications services and cable television should be removed and replaced with underground wires and facilities; and WHEREAS, the Community Development Director for the City of Half Moon Bay has consulted with the affected public utilities and such utilities have agreed that the proposed underground utility district, designated the “Correas Street Underground Utility District (UUD 2016-1)” and more particularly described in Exhibits A and B (Map and Legal Description) attached hereto and incorporated herein by reference, meets the criteria established by the rules of the CPUC, to wit,

A. That such undergrounding will avoid or eliminate an unusually heavy concentration of overhead electric facilities; and

B. that the street or road or right-of-way adjoins or passes through a civic area of public recreation area or an area of unusual scenic interest to the general public; and WHEREAS, each year the City of Half Moon Bay is notified by the Pacific Gas & Electric Company (PG&E) regarding the allocation of work credits for conversion of overhead electric distribution lines and facilities underground, known as Rule 20A allocations; and WHEREAS, the Community Development Director for the City of Half Moon Bay has consulted with PG&E and determined that the City has accumulated Rule 20A work credits or PG&E has agreed that the City may borrow against future credits or obtain credits from other jurisdictions sufficient to complete the proposed overhead to underground conversion project; and

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WHEREAS, the City and affected utilities have agreed by letter that each utility shall complete the engineering of their respective portion of the “Correas Street Underground Utility District (UUD 2016-1) Overhead to Underground Utility Conversion Project”; and WHEREAS, the Community Development Director and the affected utilities have agreed by letter that the City of Half Moon Bay shall be responsible for preparation of the trench profile and composite drawings and that the City of Half Moon Bay shall be designated as “trench lead” to manage trenching, installation of substructures, and pavement restoration and such other work; and WHEREAS, the Community Development Director and the affected utilities have agreed on a work schedule which meets their respective capabilities and further agreed to waive administrative fees, costs or special street restoration requirements for the purposes of this project; and WHEREAS, to the extent required, the City of Half Moon Bay has agreed to provide easements or rights of way on private property as may be necessary for installation of utility facilities in a form satisfactory to the affected utilities; and WHEREAS, the City Council of the City of Half Moon Bay has now received the report from the Community Development Director recommending that the area identified in Exhibits A and B should be designated as an underground utility district within which all existing overhead poles, wires and equipment associated with the distribution of electric power, telecommunication services and cable television should be removed and replaced with underground wires and facilities; and WHEREAS, upon the recommendation of the Community Development Director, the City Council of the City of Half Moon Bay has determined that the proposed “Correas Street Underground Utility District (UUD 2016-01) Overhead to Underground Utility Conversion Project” is categorically exempt from environmental review pursuant to the California Environmental Quality Act; and

WHEREAS, the City of Half Moon Bay has notified all affected property owners within the proposed “Correas Street Underground Utility District (UUD 2016-01) Overhead to Underground Utility Conversion Project” and invited them to attend a public hearing to discuss formation of the proposed District; and WHEREAS, the City Council of the City of Half Moon Bay held a public hearing at which time the Council received and considered the recommendation of the Community Development Director and heard any and all objections or protests that were raised by the owners of property within the above described district pertaining to designating this area an underground utility district.

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NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Half Moon Bay hereby resolves that:

1. The City Council hereby finds that the public necessity, health, safety and welfare requires the removal of all existing utility poles [excepting those poles solely supporting streetlights or traffic signals], overhead wires and associated overhead structures and installation of underground wires and facilities for supplying electric power, communication, or similar associated services within the area as shown in Exhibits A and B, attached hereto, with such area being designated as the “Correas Street Underground Utility District (UUD 2016-01)”; and

2. That the utility companies, cable television services and other affected services shall commence work on installation of underground facilities in the “Correas Street Underground Utility District (UUD 2016-01) Overhead to Underground Utility Conversion Project” and, as each phase of the project is completed and ready for conversion from overhead to underground utility facilities, all fronting property owners shall be notified by first class letter, postage pre-paid, of the schedule for conversion of all utility service lines.

3. The electric utility shall use the underground conversion allocation computed pursuant to decisions of the California Public Utilities Commission for the purpose of providing to each premises requiring it in the “Correas Street Underground Utility District (UUD 2016-01) Overhead to Underground Utility Conversion Project” a maximum of one hundred feet of individual electric service trenching and conductor (as well as backfill, paving and conduit, if required) and each other serving utility shall provide service trenching and conductor in accordance with its rules and tariffs on file with the California Public Utilities Commission or as required by its Franchise Agreement with the City of Half Moon Bay.

4. The electric utility shall use said underground conversion allowance allocation, up to a maximum amount of $1,500 per service entrance excluding permit fees, for the conversion of electric service panels to accept underground service in the “Correas Street Underground Utility District (UUD 2016-01) Overhead to Underground Utility Conversion Project”. City of Half Moon Bay intends to accept an option made available by PG&E as per form 79-1113 (Rev1/10) Agreement to Perform Tariff Scheduled Related Work – Rule 20A Electrical Panel Service Conversions.

5. Upon notification as specified in Section 2, all property owners in the “Correas Street Underground Utility District (UUD 2016-01) Overhead to Underground Utility Conversion Project” shall have underground electrical entrance facilities installed and inspected pursuant to the City of Half Moon Bay’s Electrical Code within sixty (60) days and that should any property owner fail to install satisfactory underground electrical entrance facilities by the date specified in the notice, the electric utility shall notify the

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Community Development Director who shall, within thirty (30) days direct the electric utility in writing to discontinue electrical service to the property, without recourse, pursuant to Rule 11, until electrical entrance facilities are ready to accept underground electrical conductors and have passed the necessary inspection requirements.

6. That once all services have been converted from overhead to underground, the utility companies, cable television services and other affected services shall remove all poles (except as specified above) and associated overhead facilities in the “Correas Street Underground Utility District (UUD 2016-01) Overhead to Underground Utility Conversion Project” by May 31, 2018

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I, the undersigned, hereby certify that the forgoing Resolution was duly passed and adopted on the 21st day of June 2016 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers: ATTEST: APPROVED: _________________________________ _____________________________ Jessica Blair, Interim City Clerk Rick Kowalczyk, Mayor

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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT

For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: Jessica Blair, Interim City Clerk TITLE: APPOINTMENT TO THE PLANNING COMMISSION ______________________________________________________________________________ RECOMMENDATION: By motion, approve Councilmember Fraser’s nomination to the Planning Commission. FISCAL IMPACT: None. STRATEGIC ELEMENT: This recommendation supports the Inclusive Governance Element. BACKGROUND: Due to the resignation of Tom Roman, a vacancy currently exists on the Planning Commission. As Mr. Roman was nominated by Councilmember Fraser, she must nominate a replacement. If affirmed, the appointee’s term will run concurrent with Councilmember Fraser’s (November 2016.) Consistent with City practice, appointees are nominated by individual Councilmembers and confirmed by a majority vote of the Council.

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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT

For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: Alex Khojikian, Deputy City Manager TITLE: INVENTORY OF CITY-OWNED REAL PROPERTY ______________________________________________________________________________ RECOMMENDATION: Provide guidance and direction to City staff regarding the inventory of City-owned real property. FISCAL IMPACT: The fiscal impact is unknown at this time and will depend on direction provided by the City Council. BACKGROUND: The City of Half Moon Bay owns real property throughout the City and in the surrounding County. During the City Manager’s weekly Mayor and Vice Mayor Meetings, Mayor Kowalczyk and Vice Mayor Ruddock requested that this item be placed on the agenda for City Council discussion and direction. Staff is requesting direction and clarification as to what may be inventoried, and the level and type of information requested.

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BUSINESS OF THE COUNCIL OF THE CITY OF HALF MOON BAY

AGENDA REPORT

For meeting of: June 21, 2016 TO: Honorable Mayor and City Council VIA: Magda Gonzalez, City Manager FROM: Yulia Carter, Finance Director TITLE: FISCAL YEAR 2016-2017 OPERATING AND CAPITAL BUDGETS ______________________________________________________________________________ RECOMMENDATION: Adopt resolutions to:

1. Establish GANN Appropriation Limit for Fiscal Year 2016-2017 2. Approve the City’s Review of the Investment Policy (no changes for FY 16-17) 3. Adopt the Fiscal Year 2016-2017 Annual Operating and Capital Budget

FISCAL IMPACT: The City’s FY 16-17 Budget final appropriation figure will be included in the budget resolution and presented at the City Council meeting, and will reflect the Council’s direction during the budget study session. STRATEGIC ELEMENT: This recommendation supports all four strategic plan elements and initiatives: Infrastructure and Environment, Healthy Communities and Public Safety, Fiscal Sustainability, and Inclusive Governance. DISCUSSION: The City Council held five public meetings regarding the FY 16-17 Budget. Previous meetings have provided the Council with an overview of the budget process, including the budget calendar, a discussion of Council budget priorities at the Council Strategic Plan and Communications Retreat, budget methodology, and an overview of the Financial Outlook and Assumptions and Proposed Five Year Capital Improvement Program Budget. The City Council will hold a final budget study session prior to the regular meeting on June 21, 2016 to discuss recommended budget program options and provide final direction to be incorporated into the development of the final budget document.

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June 21, 2016 Fiscal Year 2016-2017 Operating and Capital Budgets Page 2 of 2 ATTACHMENTS:

1. Resolution Establishing GANN Appropriation Limit for FY 16-17 2. Resolution Approving the City’s Investment Policy 3. Resolution Adopting the FY 16-17 Annual Operating and Capital Budget (will be

provided at the City Council meeting)

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RESOLUTION NO. C-2016__

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HALF MOON BAY, CALIFORNIA,

ESTABLISHING THE APPROPRIATION LIMIT OF THE CITY OF HALF MOON BAY PURSUANT TO CALIFORNIA CONSTITUTION ARTICLE XIII B, AND SECTION 7900 ET. SEQ OF THE CALIFORNIA

GOVERNMENT CODE FOR FISCAL YEAR 2016-2017

WHEREAS, Article XIII B is an amendment to the California Constitution placing a restriction on the amount of proceeds of tax revenue which can be appropriated by state and local governments during a fiscal year; and

WHEREAS, the total appropriation subject to limitation shall not exceed the appropriation limit of the City of Half Moon Bay for the prior fiscal year, as adjusted for inflationary and population changes; and

WHEREAS, the City Council is required to elect which adjustment factors will be used to calculate the limit: (1) either the annual growth in California per capita personal income or the growth in non-residential assessed valuation due to new construction within the City, and (2) either the population growth in the City of Half Moon Bay or population growth in the County of San Mateo, as provided by the State Department of Finance; and

WHEREAS, the City Council has considered the matter at a regular scheduled City Council meeting.

NOW, THEREFORE, BE IT RESOLVED that the City Council hereby adopts the appropriations limit for the fiscal year 2016-17, as calculated in Exhibit A, and hereby determines the amount to be twenty eight million, eight hundred seventy-four thousand, seven hundred dollars ($28,874,700) for the City of Half Moon Bay, pursuant to Article XIII B of the California Constitution. The City selected the following adjustment factors for the calculation of this amendment to the appropriations limit for the 2016-17 fiscal year: (1) the population factor of the City of Half Moon Bay; and (2) the Percentage Change in Per Capita Personal Income over prior year, which were provided by the State of California Department of Finance in May 2016.

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***************************************************************** I, the undersigned, hereby certify that the forgoing Resolution was duly passed and adopted on the 21st day of June, 2016 by the City Council of Half Moon Bay by the following vote: AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

ATTEST: APPROVED: ___________________________ _______________________ Jessica Blair, City Clerk Rick Kowalczyk , Mayor

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RESOLUTION No. C-2016-__

A RESOLUTION OF THE CITY OF HALF MOON BAY APPROVING THE CITY OF HALF MOON BAYINVESTMENT POLICY

WHEREAS, the investment policy is reviewed each year by City Council in accordance with the City of Half Moon Bay's Investment Policy; WHEREAS, the investment policy has been reviewed to ensure any necessary updates have been incorporated; WHEREAS, there is no change in the investment policy at this time; NOW, THEREFORE, BE IT RESOLVED THAT The City Council of the City of Half Moon Bay hereby approves the City of Half Moon Bay's Investment Policy as contained in Exhibit A attached hereto.

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I, the undersigned, hereby certify that the forgoing Resolution was duly passed and adopted on the 21st day of June, 2016 by the City Council of Half Moon Bay by the following vote:

AYES, Councilmembers:

NOES, Councilmembers:

ABSENT, Councilmembers:

ABSTAIN, Councilmembers:

ATTEST: APPROVED:

___________________________ _______________________

Jessica Blair, City Clerk Rick Kowalczyk, Mayor

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CITY OF HALF MOON BAY

INVESTMENT POLICY

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CITY OF HALF MOON BAY

INVESTMENT POLICY

Table of Contents

Policy Overview Purpose H5 Investment Objectives H5 Scope H6 Use of State Investment Guidelines H6 Standard of Care H6

Investment Guidelines

Safety of Principal Liquidity Investment Parameters Performance Evaluation and Benchmark Protection of Securities Internal Control Investment Reports Qualified Broker/Dealers Collateral Requirements Authorized Investments Legislative Changes Interest Earnings Policy Considerations

Glossary of Terms

H8 H8 H9

H9 H10 H10 H11 H11 H12 H12 H15 H15 H15

H16

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CITY OF HALF MOON BAY INVESTMENT POLICY POLICY OVERVIEW

PURPOSE

The purpose of this policy is to establish guidelines for the management and investment of the unexpended funds of City of Half Moon Bay (the City) under authority granted by the City Council. This policy is in compliance with the provisions of California Government Code Sections 53600 through 53684, governing investments for municipal governments.

INVESTMENT OBJECTIVES

The primary objectives of this investment policy, in order of priority, are safety, liquidity, and yield:

1. Safety - Safety of principal is the foremost objective of the investment program.

Investments shall be undertaken in a manner that seeks to ensure the preservation of capital in the overall portfolio. This objective shall be accomplished by mitigating credit risk and market risk.

2. Liquidity - The investment portfolio shall remain sufficiently liquid to meet all

operating requirements that may be reasonably anticipated. This objective shall be accomplished by structuring the portfolio so that securities mature concurrently with anticipated needs. The portfolio shall consist largely of securities with active secondary or resale market. Furthermore, a portion of the portfolio may be placed in money market mutual funds or the Local Agency Investment Fund (LAIF) which offer same day liquidity for short-term funds.

3. Yield - The objective of the investment portfolio is designed to attain a market

rate of return throughout budgetary and economic cycles, taking into consideration the investment risk constraints and liquidity needs. Investment performance shall be continually monitored and evaluated by the City Treasurer in comparison with other portfolio benchmark yields.

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SCOPE

The investment policy applies to all financial assets of the City of Half Moon Bay as accounted for in the Basic Financial Statements. It includes, but is not limited to, the funds listed below: • General Fund • Special Revenue Funds • Capital Projects Funds • Debt Service Fund • Enterprise Funds • Internal Service Funds • Trust and Agency Funds • Any new fund created by the City, unless specifically exempted, with the

exception of the following: 1. The City's Deferred Compensation Plan, which is excluded because it is

managed by a third party administrator and invested by individual plan participants.

2. Proceeds of debt issuance shall be invested in accordance with the investment objectives of this policy. However, such proceeds are generally invested in accordance with permitted investment provisions of their specific bond indentures. If, in the opinion of the City Treasurer, the matching of bond reserve or escrow defeasance funds with the maturity schedule of an individual bond issue is prudent, the investment policy authorizes an extension beyond the five-year maturity limitation as outlined in this document.

USE OF STATE INVESTMENT GUIDELINES California Government Code Sections 53600 through 53692 regulates the investment practices of public entities. It is the policy of the City of Half Moon Bay to use the State's provisions for local government investments as the basis for developing and implementing the City's investment policies and practices.

STANDARDS OF CARE

1. Prudence - The City's investment officials shall act as fiduciary agents subject

to the Prudent Investor Standard. Investments shall be made with judgment and care, under circumstances then prevailing, which persons of prudence, discretion and intelligence exercise in the management of their own affairs, not for speculation, but for investment, considering the probable safety of their capital as well as the probable income to be derived. The City Manager, City Treasurer (Finance Manager), and other individuals assigned to manage the investment portfolio, acting within the intent and scope of the investment policy and other written procedures and exercising due diligence, shall be relieved of personal responsibility and liability for an individual

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security's credit risk or market price changes, provided deviations from expectations are reported in a timely manner and appropriate action is taken to control adverse developments.

2. Ethics and Conflict of Interest - Officers and employees involved in the

investment process shall refrain from personal business activity that could conflict with proper execution of the investment program or could impair their ability to make impartial investment decisions. City employees involved in the investment process shall disclose to the City Clerk in writing any material financial interest in financial institutions that conduct business within the jurisdiction. They shall further disclose any large personal financial/investment positions that could be related to the performance of the investment portfolio.

3. Delegation of Authority - Authority to manage the investment program is

granted to the City Manager and City Treasurer (designee Finance Manager) and derived from Chapter 2.12 and 2.16 of the City of Half Moon Bay Municipal Code. Under the oversight of the City Manager and the City Treasurer, specified responsibility for the operation of the investment program may be delegated to the Senior Accounting Technician, who shall act in accordance with established written procedures and internal controls consistent with the investment policy. The City Treasurer shall be responsible for all transactions undertaken and shall establish a system of controls to regulate the activities of subordinate staff members. The internal controls system includes separation of duties, custodial safekeeping, avoidance of physical delivery securities, development of wire transfer agreement, and clear delegation of authority to subordinate staff members.

The City may delegate its investment authority to an investment advisor registered under the Investment Advisers Act of 1940, so long as it can be demonstrated that these services produce a net financial advantage or necessary financial protection of the City's financial resources. The adviser shall follow this policy, and any other written instructions.

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INVESTMENT GUIDELINES

SAFETY OF PRINCIPAL

Safety of principal is the primary objective of the City of Half Moon Bay. Each investment transaction shall seek to ensure that capital losses are avoided, whether from securities default, broker/dealer default or erosion of market value. The City shall seek to preserve principal by mitigating the two types of risk: credit risk and market risk.

Credit risk, defined as the risk of loss due to failure of the issuer of a security, shall be mitigated by investing in investment grade securities and by diversifying the investment portfolio so that the failure of any one issuer does not unduly harm the City's capital base and cash flow.

Market risk, defined as market value fluctuations due to overall changes in the general level of interest rates, shall be mitigated by limiting the average maturity of the City's investment portfolio to two years, the maximum maturity of any one security to five years, structuring the portfolio based on historic and current cash flow analysis eliminating the need to sell securities prior to maturity and avoiding the purchase of long term securities for the sole purpose of short term speculation.

LIQUIDITY

The City's financial portfolio shall be structured in a manner to ensure that the securities mature concurrent with anticipated cash demands. The portfolio should consist largely of securities with an active secondary or resale market to meet any unanticipated cash demands. A portion of the portfolio may be placed in money market mutual funds or LAIF, which offer same day liquidity for short- term funds.

It is the full intent of the City to hold all investments until maturity to ensure the return of all invested principal. However, securities may be sold prior to maturity under the following circumstances:

• To minimize loss of principal for a security with declining credit. • When liquidity needs of the portfolio require that the security is sold.

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INVESTMENT PARAMETERS

1. Diversification- The City shall diversify its investments within the

parameters of this policy to avoid incurring unreasonable risks inherent in over-investing in specific instruments, individual financial institutions or maturities. Nevertheless, the asset allocation in the investment portfolio should be flexible depending upon the outlook for the economy, the securities markets, and the City's anticipated cash flow needs. The investments shall be diversified by:

• Limiting investments in securities to avoid over concentration in securities from a specific issuer or business sector (excluding U.S. Treasury securities);

• Limiting investment in securities that have higher credit risks; • Investing in securities with varying maturities; and • Continuously investing a portion of the portfolio in readily available

funds such as LAIF or money market mutual funds to ensure that appropriate liquidity is maintained in order to meet unanticipated cash demands.

2. Maximum Maturities- To the extent possible, the City shall attempt to match

its investments with anticipated cash flow requirements. Unless matched to a specific cash flow of bond proceeds or bond defeasance escrow, the City will not directly invest in securities maturing more than five (5) years from the date of purchase. As a general rule, the weighted average maturity of the investment portfolio will not exceed two years.

Reserve or escrow funds established by the issuance or defeasance of bonds and other funds with longer-term investment horizons may be invested in securities exceeding five years if the maturities of such investments are made to coincide with the expected use of funds. The intent to invest in securities with longer maturities shall be disclosed in writing to the City Council.

3. Competitive Bidding - It is the policy of the City to encourage competitive

bidding for investment transactions that are not classified as "new issue" securities. For the purchase of non "new issue" securities and the sale of all securities at least three bidders must be contacted. However, it is understood that certain time constraints and broker portfolio limitations exist which will not accommodate the competitive bidding process. If a time or portfolio constraining condition exists, the pricing of the investment should be verified to current market conditions and documented for auditing purposes.

PERFORMANCE EVALUATION AND BENCHMARK

Investment performance is continually monitored and evaluated by the City Treasurer. The investment portfolio benchmark yield shall be the average yield on the U.S.

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Treasury security that most closely corresponds to the portfolio's weighted average final maturity.

PROTECTION OF SECURITIES

To protect against fraud, embezzlement, or losses caused by the collapse of an individual securities dealer:

• All securities owned by the City shall be held in safekeeping by a third party bank trust department, acting as agent for the City under the terms of a custody agreement or master repurchase agreement. All trades executed by a dealer will settle delivery vs. payment (DVP) through the City's safekeeping agent.

-Or- • All securities owned by the City shall be insured by a third party insurer and

the City shall be named as insured on that policy.

Securities held in custody for the City shall be independently audited on an annual basis to verify investment holdings.

INTERNAL CONTROL

The City Treasurer is responsible for establishing and maintaining an internal control structure designed to ensure that the assets of the City are protected from loss, theft or misuse. The internal control structure shall be designed to provide reasonable assurance that these objectives are met. The concept of reasonable assurance recognizes that the cost of a control should not exceed the benefits to be derived and that the valuation of costs and benefits requires estimates and judgments by management.

If the City's investment portfolio includes more than pooled investments, an external auditor shall conduct an annual independent review to assure compliance with policies and procedures. The internal controls shall address the following points:

• Control of collusion • Separation of transaction authority from accounting and record keeping • Custodial safekeeping • Avoidance of physical delivery securities • Clear delegation of authority to subordinate staff members • Written confirmation of transactions for investments and wire transfers • Development of a wire transfer agreement with the lead bank and third-

party custodian

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INVESTMENT REPORTS

The City Treasurer shall review investments and render quarterly reports to the City Manager and City Council. These reports shall include:

• The par amount of the investment, the classification of the investment, the percentage of the total portfolio which each type of investment represents, the name of the institution or entity, the rate of interest, the maturity date, the current market value, and the source of the market value.

• A statement that the projected cash flow is adequate to meet expected obligations over the next six months.

• The weighted average maturity of the portfolio. • The average weighted yield to maturity of the portfolio as compared to the

applicable benchmark. • Statement of compliance with the investment policy.

This report is due within 45 days of the end of the quarter. The City Manager may, at his/her discretion, require this report on a monthly basis based upon market conditions.

QUALIFIED BANKS AND BROKER/DEALERS

The City shall transact business with financial institutions that qualify as a depository of public funds in the State of California as defined in California Government Code Section 53630.5. The institution shall be a member of the FDIC and shall secure all deposits exceeding FDIC insurance coverage in accordance with California Government Code Section 53652.

All broker/dealers who desire to do business with the City shall provide the necessary information (e.g. audited financial statements, proof of state registration, proof of National Association of Securities Dealers certification, etc.) from which the City can determine their creditworthiness, the existence of any pending legal action against the firm or the individual broker as well as an understanding of the security markets that they service. To be eligible, a firm must be licensed by the State of California as a broker/dealer as defined in Section 25004 of the California Corporations Code.

The City Treasurer shall annually send a copy of the current investment policy to all financial institutions and broker/dealers approved to do business with the City. Confirmation of receipt of this policy shall be considered evidence that the dealer understands the City's investment policies and intends to sell the City only appropriate investments authorized by this investment policy.

COLLATERAL REQUIREMENTS

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Collateral is required for investments in non-negotiable certificates of deposit and repurchase agreements. In order to reduce market risk, the collateral level shall be at least 102% of market value of principal and accrued interest and marked to market weekly. Securities that is acceptable as collateral shall be the direct obligations of the United States or any agency of the United States or shall be fully guaranteed as to principal and interest by the United States or any agency of the United States.

AUTHORIZED INVESTMENTS

Investment of City funds is governed by the California Government Code Sections 53600 etc. seq. Within the context of the limitations, the following investments are authorized, as further limited herein:

1. United States Treasury Bills, Bonds, and Notes or those for which

the full faith and credit of the United States are pledged for payment of principal and interest. There is no percentage limitation of the portfolio, which can be invested in this category, although a five-year maturity limitation is applicable.

2. Government Sponsored Enterprises - Obligations issued by Federal

Government agencies such as the Government National Mortgage Association (GNMA), the Federal Farm Credit Bank (FFCB), the Federal Home Loan Bank (FHLB), the Federal National Mortgage Association (FNMA), the Student Loan Marketing Association (SLMA), and the Federal Home Loan Mortgage Corporation (FHLMC). There is no percentage limitation of the portfolio, which can be invested in this category, although a five-year maturity limitation is applicable.

3. Banker's Acceptances - Bills of exchange or time drafts drawn on and

accepted by commercial banks, otherwise known as banker's acceptances, may not exceed 180 days maturity or 20% of the cost value of the portfolio. Furthermore, no more than 5% of the cost value of the portfolio may be invested in the banker's acceptances of any one commercial bank.

4. Commercial Paper - Commercial paper is a short-term, unsecured

promissory note issued by financial and non-financial companies to raise short term cash. Up to 15% or the City's portfolio may be invested in "prime" commercial paper of the highest ranking or of the highest letter and number rating as provided by a nationally recognized statistical rating organization (Moody's or Standard and Poor's) and with maturities not to exceed 180 days. The issuer must have total assets in excess of $500 million, and have debt other than Commercial 191

City of HalfMoon Bay Investment Policy June 3, 2014 Page 9

paper rated "A" or higher by two nationally recognized statistical rating organizations. The City may not hold more than 2% of a single issuer's outstanding paper.

5. Negotiable Certificates of Deposit -- Purchases of negotiable

certificates of deposit issued by nationally or state chartered banks, state or federal savings institutions, or state-licensed branches of foreign banks may not exceed 30% of the cost value of the portfolio. The City may not invest in an institution where a member of City Council, City management, or City Treasurer serves on the board or committee of the institution. Funds will only be invested in Certificates of Deposits that are fully insured by the Federal Deposit Insurance Corporation (FDIC) or the Federal Savings and Loan Insurance Corporation (FSLIC) in amounts up to $100,000. A maturity limitation of two years is applicable.

6. Repurchase Agreements - Repurchase agreements may be made on

any investment authorized by this investment policy. The maturity of the repurchase agreements shall not exceed one year. The market value of the securities used as collateral for the repurchase agreements shall be monitored by the investment staff weekly and shall not be allowed to fall below 102% of the value of the repurchase agreement. A Master Repurchase agreement is required between the City and the dealer for all repurchase agreements transacted. No more than 5% of the City's investment portfolio may be invested with any one counter party, and the aggregate investment in repurchase agreements shall not exceed 10% of the City's total portfolio.

7. Local Agency Investment Fund (LAIF) - a State of California managed

investment pool may be used up to the maximum permitted by California State Law.

8. San Mateo County Investment Pool - a County of San Mateo

managed investment pool may be used up to the maximum of 100% of the cost value of the portfolio.

9. Time Certificates of Deposit - Time certificates of deposit, non-

negotiable and collateralized in accordance with the California Government Code, may be purchased through banks or savings and loan associations. Since time deposits are not liquid, no more than 10% of the investment portfolio may be invested in this investment type. A maturity limitation of two years is applicable.

10.Medium Term Corporate Notes, defined as corporate and depository

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be purchased. Securities eligible for investment shall be rated AA or better by a nationally recognized securities rating organization (Moody's or Standard & Poor's). Purchase of medium term notes may not exceed 10% of the cost value of the portfolio and no more than 10% of the cost value of the portfolio may be invested in notes issued by one corporation. Commercial paper holdings should also be included when calculating the 10% limitation.

11.Money Market Mutual Funds - Mutual funds invested in U.S.

Government securities are permitted under this policy and under California Government Code Section 53601(L). All of the following criteria must also be met: (1) The fund shall have a minimum of $500 million in total portfolio value; (2) The fund shall be registered with the Securities and Exchange Commission, and shall have achieved the highest ranking or the highest letter and numerical rating provided by not less than two nationally recognized statistical rating organizations; (3) The fund shall have retained an advisor which is registered with the SEC, or which is exempt from such registration; Investment in such funds shall not exceed 20% of the City's total portfolio; and no more than 5% of the City's total portfolio may be invested in any one mutual fund.

12.Moneys Held By a Trustee or Fiscal Agent - Moneys held by a

trustee or fiscal agent and pledged the to the payment or security of bonds or other indebtedness obligation under a lease, installment sales or other agreement may be invested in accordance with the statutory provisions governing the issuance or defeasance of the bonds or obligation.

13.Prohibited/Ineligible Investments - Ineligible investments are those

that are not described herein, including but not limited to, common stocks, reverse repurchase agreements, inverse floaters, range notes, mortgage derived interest only strips, derivatives securities, or any security that could result in zero interest accrual. (Sec. 53601.6)

Maximum Investment Maturity and Percentage - The following matrix of maximum maturity and percentage limits, by instrument, are established for the City's total pooled funds portfolio:

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Investment Type Maturity Percentage

Repurchase Agreements 1 Year 0 to 100% Local Agency Investment Fund Upon Demand 0 to 100%

San Mateo County Investment Pool Upon Demand 0 to 100% U.S. Treasury Bonds/Notes/Bills 5 Years 0 to 100% Government Sponsored Enterprises 5 Years 0 to 100% Bankers' Acceptances 180 Days 0 to 20% Commercial Paper 180 Days 0 to 15% Negotiable Certificates of Deposit 2 Years 0 to 30% Time Certificates of Deposit 2 Years 0 to 10% Medium Term Corporate Notes 5 Years 0 to 20% Mutual Funds/Mone_y Market Funds Upon Demand 0 to 20%

LEGISLATIVE CHANGES

Any State of California legislative action that further restricts allowable maturities, investment types, or percentage allocations, supersedes any and all previous applicable language in this Investment Policy.

INTEREST EARNINGS

All moneys earned and collected from investments authorized in this policy shall be allocated quarterly to various fund accounts based on the (average 13 months) cash balance in each fund as a percentage of the entire pooled portfolio.

POLICY CONSIDERATIONS

The following policy considerations apply:

1. Exemption - Any investment currently held that does not meet the guidelines of this policy shall be exempted from the requirements of this policy. At maturity or liquidation, such monies shall be reinvested only as provided by this policy.

2. Amendments - The City's investment policy shall be adopted by resolution

of the City Council on an annual basis. This investment policy shall be reviewed at least annually to ensure its consistency with the overall objectives of preservation of principal, liquidity and yield, and its relevance to current law and financial and economic trends..

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GLOSSARY OF TERMS

Accrued Interest- Interest earned but not yet received.

Active Deposits- Funds which are immediately required for disbursement.

Amortization - An accounting practice of gradually decreasing (increasing) an asset's book value by spreading its depreciation (accretion) over a period of time.

Arbitrage - Transactions by which securities are bought and sold in different markets at the same time for the sake of the profit arising from a yield difference in the two markets.

Asked Price- The price a broker dealer offers to sell securities.

Banker's Acceptance - A high quality, short-term money market instrument used to finance international trade. There has never been an instance of a failure to pay a banker's acceptance in full at its maturity date.

Basis Point- One basis point is one hundredth of one percent (.01).

Bid Price - The price a broker dealer offers to purchase securities.

Bond - A financial obligation for which the issuer promises to pay the bondholder a specified stream of future cash flows, including periodic interest payments and a principal repayment.

Book Value - The value at which a debt security is shown on the holder's balance sheet. Book value is acquisition cost less amortization of premium or accretion of discount.

Broker - Someone who brings buyers and sellers together and is compensated for his/her service.

Certificate of Deposit- A deposit insured up to $100,000 by the FDIC at a set rate for a specified period of time.

Collateral - Securities, evidence of deposit or pledges to secure repayment of a loan. Also refers to securities pledged by a bank to secure deposit of public moneys.

Commercial Paper - Short-term, negotiable unsecured promissory notes of corporations.

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Basic Financial Statements - The official annual financial report for the City in accordance with the GASB 34 format prepared in conformity with Generally Accepted Accounting Principals (GAAP).

Coupon - The annual rate of interest that a bond's issuer promises to pay the bondholder on the bond's face value.

Credit Analysis - A critical review and appraisal of the economic and financial conditions or of the ability to meet debt obligations.

Current Yield - The interest paid on an investment expressed as a percentage of the current price of the security.

Custodian - A bank or other financial institution that keeps custody of stock certificates and other assets.

Defeased Bond Issues - Issues that have sufficient money to retire outstanding debt when due so that the agency is released from the contracts and covenants in the bond document.

Delivery vs. Payment (DVP) - Delivery of securities with a simultaneous exchange of money for the securities.

Derivative - Securities that are based on, or derived from, some underlying asset, reference date, or index.

Discount- The difference between the cost of a security and its value at maturity when quoted at lower than face value.

Diversification - Dividing investment funds among a variety of securities offering independent returns and risk profiles.

Duration - A measure of the timing of the cash flows, such as the interest payments and the principal repayment, to be received from a given fixed-income security. This calculation is based on three variables: term to maturity, coupon rate, and yield to maturity. The duration of a security is a useful indicator of its price volatility for given changes in interest rates.

Fannie Mae - Trade name for the Federal National Mortgage Association (FNMA), a U.S. sponsored corporation.

Federal Reserve System - The central bank of the U.S. which consists of a seven member Board of Governors, 12 regional banks and 5,700 commercial banks that are members. 196

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Federal Deposit Insurance Corporation (FDIC) - Insurance provided to customers of a subscribing bank, which guarantees deposits to a set limit (currently $100,000) per account.

Fed Wire - A wire transmission service established by the Federal Reserve Bank to facilitate the transfer of funds through debits and credits of funds between participants within the Fed system.

Freddie Mac - Trade name for the Federal Home Loan Mortgage Corporation (FHLMC), a U.S. sponsored corporation.

Ginnie Mae - Trade name for the Government National Mortgage Association (GNMA), a direct obligation bearing the full faith and credit of the U.S. Government.

Government Accounting Standards Board (GASB) -A standard-setting body, associated with the Financial Accounting Foundation, which prescribes standard accounting practices for governmental units.

Guaranteed Investment Contracts (GICS) - An agreement acknowledging receipt of funds, for deposit, specifying terms for withdrawal, and guaranteeing a rate of interest to be paid.

Inactive Deposits- Funds not immediately needed for disbursement.

Interest Rate - The annual yield earned on an investment, expressed as a percentage.

Investment Agreements - An agreement with a financial institution to borrow public funds subject to certain negotiated terms and conditions concerning collateral, liquidity and interest rates.

Liquidity - An asset that can easily and rapidly be converted into cash without significant loss of value.

Local Agency Investment Fund (LAIF) - A pooled investment vehicle for local agencies in California sponsored by the State of California and administered by the State Treasurer.

Local Agency Investment Pool - A pooled investment vehicle, sponsored by a local agency or a group of local agencies for use by other local agencies.

Market Value - The price at which a security is trading and could presumably be purchased or sold.

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Maturity - The date upon which the principal or stated value of an investment becomes due and payable.

Modified Duration - A measure of exposure to market risk of a security or a portfolio. It is the percent change in the price of a security (portfolio) or a 100 basis point change in the security's (portfolio's) yield.

Mutual Funds - An investment company that pools money and can invest in a variety of securities, including fixed-income securities and money market instruments.

Negotiable Certificate of Deposit - A large denomination certificate of deposit which can be sold in the open market prior to maturity.

New Issue- Term used when a security is originally "brought" to market.

Note- A written promise to pay a specified amount to a certain entity on demand or on a specified date.

Par Value - The amount of principal that must be paid at maturity. Also, referred to as the face amount of a bond, normally quoted in $1,000 increments per bond.

Perfected Delivery - Refers to an investment where the actual security or collateral is held by an independent third party representing the purchasing entity.

Portfolio - Combined holding of more than one stock, bond, commodity, real estate investment, cash equivalent, or other asset. The purpose of a portfolio is to reduce risk by diversification.

Primary Dealer - A group of government securities dealers that submit daily reports of market activity and security positions held to the Federal Reserve Bank of New York and are subject to its informal oversight.

Principal - The face value or par value of a debt instrument, or the amount of capital invested in a given security.

Prospectus - A legal document that must be provided to any prospective purchaser of a new securities offering registered with the SEC that typically includes information on the issuer, the issuer's business, the proposed use of proceeds, the experience of the issuer's management, and certain certified financial statements (also known as an "official statement")

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Prudent Investor Standard - A standard of conduct, where a person acts with care, skill, prudence, and diligence when investing, reinvesting, purchasing, acquiring, exchanging, selling and managing funds. The test of whether the standard is being met is if a prudent person acting in a similar situation would engage in similar conduct to ensure that investments safeguard principal and maintain liquidity.

Purchase Date- The date in which a security is purchased for settlement on that or a later date.

Rate of Return - The yield obtainable on a security based on its purchase price or its current market price. This may be the amortized yield to maturity on a bond or the current income return.

Repurchase Agreement (REPO)- A transaction, where the seller agrees to buy back from the buyer (City) the securities at an agreed upon price on demand or at a specified date.

Reverse Repurchase Agreement (REVERSE REPO)- A transaction where the seller (City) agrees to buy back from the buyer the securities at an agreed upon price on demand or at a specified date.

Risk - Degree of uncertainty of return on an asset.

Rule G-37 of the Securities Rulemaking Board - Federal regulations to sever any connection between the making of political contributions and the awarding of municipal securities business.

Safekeeping Service - Offers storage and protection of assets provided by an institution serving as an agent.

Sallie Mae - Trade name for the Student Loan Marketing Association (SLMA), a U.S. sponsored corporation.

Secondary Market - A market made for the purchase and sale of outstanding issues following the initial distribution.

Securities and Exchange Commission (SEC- The federal agency responsible for supervising and regulating the securities industry.

Settlement Date - The date on which a trade is cleared by delivery of securities against funds.

Tax and Revenue Anticipation Notes (TRANS) - Notes issued in anticipation of receiving tax proceeds or other revenues at a future date.

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Time Certificate of Deposit - A non-negotiable certificate of deposit that cannot be sold prior to maturity.

Treasury Bills - U.S. Treasury Bills which are short-term, direct obligations of the U.S. Government issued with original maturities of 13 weeks, 26 weeks and 52 weeks; sold in minimum amounts of $10,000 in multiples of $5,000 above the minimum. Issued in book entry form only. T-bills are sold on a discount basis.

Trustee or trust company or trust department of a bank - A financial institution with trust powers which acts in a fiduciary capacity for the benefit of the bondholders in enforcing the terms of the bond contract.

Underwriter - A dealer that purchases a new issue of municipal securities for resale.

U.S. Government Agencies - Instruments issued by various U.S. Government Agencies, most of which are secured only by the credit worthiness of the particular agency.

U.S. Treasury Obligations - Debt obligations of the United States Government sold by the Treasury Department in the forms of Bills, Notes, and Bonds. Bills are short-term obligations that mature in 1 year or less and are sold on the basis of a rate of discount. Notes are obligations that mature between 1 year and 10 years. Bonds are long-term obligations that generally mature in 10 years or more.

Weighted Average Maturity (WAM) -The average maturity, of all the securities that comprise a portfolio, which is typically expressed in days or years.

Yield - The rate of annual income return on an investment, expressed as a percentage. It is obtained by dividing the current dollar income by the current market price of the security.

Yield to Maturity - The rate of income return on an investment, minus any premium or plus any discount, with the adjustment spread over the period from the date of purchase to the date of maturity of the bond, expressed as a percentage.

Yield Curve - A graphic representation that shows the relationship at a given point in time between yields and maturity for bonds that are identical in every way except maturity.

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