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Home My WebLink About01-06-2020 ATTY Records Destruction - Claims and LitigationMEMORANDUM DATE 01/06/2020 RECERVE TO: Christine Dietrick JA N 21 2020 FROM: Bailey Hicks, Legal Assistantl �_� C r �E- R K SUBJECT: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted Resolution No. 9174 establishing a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records and relevant sections from the records retention schedule are attached. 64 Claims Against the City and 5 Litigation records exceeding the retention requirements and, as such, are being prepared for destruction. The method of destruction will be via deletion and recycling. Please sign below indicating your approval for the destruction of the atted listing of records. Department HeaV C. CERTIFICATE OF DESTRUCTION I, in, , do hereby certify that the records listed on the attached were properly 3ed of on o 0riginal: City Clerk's Office Copy: Department Attachments: 1. List of records to be destroyed 2. Relevant sections of the records retention schedule RECORD FOR DESTRUCTION CLAIMS AGAINST THE CITY AND LITIGATION TO BE DESTROYED JANUARY 2020 Department Record Name Description Year Closed Year Destroyed 500 Abend 14-49 Closure year + 5 2014 2019 500 Akers 14-31 Closure year + 5 2014 2019 500 American Property Services 14-66 Closure year + 5 2014 2019 500 Andreozzi 14-64 Closure year + 5 2014 2019 500 AT&T 13-58 Closure year + 5 2014 2019 500 Babb 14-25 Closure year + 5 2014 2019 500 Baxter, Bobby (Potential) Closure year + 5. 2014 2019 500 Beck, Les 14-70 Closure year + 5 2014 2019 500 Beebe 14-16 Closure year + 5 2014 2019 500 Benitti, Ric 14-27 Closure year + 5 2014 2019 500 Brannon, Daniel 14-57 Closure year + 5 2014 2019 500 Brenner, Thomas 14-45 Closure year + 5 2014 2019 500 Brigantino 14-43 Closure year + 5 2014 2019 500 Browning, Dart (Potential) Closure year + 5. 2014 2019 500 Buchholtz, Janalyn 14-06 Closure year + 5 2014 2019 500 Cingular Wireless Closure year + 5 2014 2019 500 Cocchi, Mathew 2014 Closure year + 5 2014 2019 500 Conroy 14-12 Closure year + 5 2014 2019 500 Daniels, Robert Closure year + 5 2014 2019 500 Dexter, Charlene Closure year + 5 2014 2019 500 Costco Assault Closure year + 5 2014 2019 500 Graham 14-46 Closure year + 5 2014 2019 500 Hanson, Tracy Closure year + 5 2014 2019 500 Hopkins, Cheryl Closure year + 5 2014 2019 500 Islay Pointe Villas 14-14 Closure year + 5 2014 2019 500 Juhnke 14-24 Closure year + 5 2014 2019 500 Kavelaars, Andrew Closure year + 5 2014 2019 500 Latta, Alan Closure year + 5 2014 2019 500 Linder, Hank Closure year + 5 2014 2019 500 Lombardi 14-22 Closure year + 5 2014 2019 500 Lynn Ariana Closure year + 5 2014 2019 500 Lyons, Tom Closure year + 5 2014 2019 500 Meinecke 14-08 Closure year + 5 2014 2019 500 Miller, Kieth Closure year + 5 2014 2019 500 Neugent, Linda Closure year + 5 2014 2019 500 Nick- Rearview Mirror Closure year + 5 2014 2019 500 NKT San Luis Properties Closure year + 5 2014 2019 500 Ocon, Walter Closure year + 5 2014 2019 500 Panchal, Jagdish Closure year + 5 2014 2019 500 Parker 14-21 Closure year + 5 2014 2019 500 Powers 14-53 Potential Closure year + 5 2014 2019 500 Powers 13-67 Closure year + 5 2014 2019 500 Prado Corp Center Closure year + 5 2014 2019 500 Ramos, Monica Closure year + 5 2014 2019 500 Randall, Steven Closure year + 5 2014 2019 500 Roberts Closure year + 5 2014 2019 500 Russell, Jamie Closure year + 5 2014 2019 500 San Luis Drive Sewer backup 2013 Closure year + 5 2014 2019 500 Seiler, Michael Closure year + 5 2014 2019 500 Sheffield, Kyle Closure year + 5 2014 2019 500 Simon, Ivan Closure year + 5 2014 2019 500 SLO Little Theatre Sewer Backup 2013 Closure year + 5 2014 2019 500 Smith, Brendan Closure year + 5 2014 2019 500 Solis, Vanessa Closure year + 5 2014 2019 500 Starr 14-58 Closure year + 5 2014 2019 500 USAA Edwards Closure year + 5 2014 2019 500 Village at Exposition Park 2011 Closure year + 5 2014 2019 500 Wilmowski, Christine Closure year + 5 2014 2019 703 CA State Automobile Association Litigation Closure Year +10 2009 2019 703 Elrod, George Litigation Closure Year 2009 2019 Robert +10 703 Freeman, Lauren Litigation Closure Year 2009 2019 +10 703 Modglin, Denise Litigation Closure Year 2009 2019 +10 703 Vidak, Sandra Lee Litigation Closure Year 2009 2019 +10 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL OFFICE RESPONSIBLE CODE SECTION RETENTION FOR RETENTION AND REMARKS PERIOD DISPOSITION OF RECORD Fixed Asset Subsidiary Ledger (includes inventory) AU+5 Finance & IT GC34090(c) / 26CFR301-65-1(f) Monthly Financial Statements AU+5 Finance & IT GC34090(c) Other Financial Reports AU+4 Finance & IT GC34090(c) GC34090(c) State Controller Reports AU+101 Finance & IT Surplus Property List AU+41 Finance & IT GC34090(c) 500 HUMAN RESOURCES Applications (unsuccessful applicants) CL+5I HR I29 CFR 30.8 / GC12946 Department of Motor Vehicles Records T+1 HR _ GC12946 Discrimination Complaint T+5 HR 29 USC 255 (a) Employee Discipline T+3 HR GC34090(c) Employee Files T+5 HR 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) Employment Eligibility Verification - Immigration/Naturalization Service (19 Form) T+3 HR GC34090(c) Equal Employment Opportunity Reports 3 HR GC34090(c) General Correspondence 2 HR GC34090 Insurance/Benefits AU+4 HR 29CFR1627.3(b)(2) Labor Negotiations T+3 HR GC34090(c) ftk Ma ent Claims Against The City CL+5 HR GC34090 Risk Manaqement Reports CL+5 HR GC34090 Safetv T+3 HR GC34090(c) Temporary Emplovees T+5 HR 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) Tuition Reimbursement AU+3 HR GC34090(c) Workers Compensation T+30 HR 29CFR1910.20 GC34090 / CCP337 / SLOMC3.24.170 600 601 PURCHASING & CONTRACTING PURCHASING Bids, RFPs (unsuccessful) CU+2 Various Bids. RFPs, RFQs (successful) AU+5 Various GC34090 / CCP337 / SLOMC3.24.170 GC34090(a) Citv-Owned Prooertv/Property Management P Clerk General Information j 2 Various GC34090 Surplus Property Auction/Disposal AU+4 Finance CCP337 Surplus Property Listinq AU+2 Finance GC34090 700 701 LEGISLATIVE AND LEGAL LEGISLATIVE Affidavits of Publication CU+41 Various IGC34090 Certificates of Posting CU+4 Various GC34090 Charters -Listed Numerically with Amendments P Clerk GC34090(e)/GC40806 Citizens' Charter Committee P Clerk GC34090 Council Ordinances P Clerk GC34090(e) Council Resolutions P Clerk GC34090(e) / GC40806 Grand Jury 2 Clerk GC34090 Leaque of CA Cities 2 Clerk. GC34090 Legal Notices, Legal ads, and Display Ads CU+4 Various GC911.2; GC34090 Legislation: County, Federal, State 2 Clerk GC34090 Municipal Code P Clerk GC34090(e) Database on Citv network/KeeD one for historic value Notices ofAdlournment 2 Various GC34090 702 ELECTION Absentee Voter applications (copies of) E+6 mos. Clerk J EC17505(b) Confidential Application to view. voter registration info, AV voter lists 5 Clerk JEC2188 Ballots: all, voter ID envelopes and ballot receipts, manual tally E+6 mos. Clerk EC17302; EC17306 (if no legal action) Confidential sheets, loqic/accuracy tests, other ballot -related docs Campaign Disclosure Statements: AE=After Expiration AU=Audft CL=Closed/Completed CU=Current D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=Terminated CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL I OFFICE RESPONSIBLE CODE SECTION RETENTION FOR RETENTION AND REMARKS PERIOD DISPOSITION OF RECORD Successful Candidates P Clerk GC81009(b) Unsuccessful Candidates E+5 Clerk GC81009(b) Other T+7 Clerk GC81009(e) Election correspondence E+2 Clerk GC34090 Election documents: expenses. Droof , night logs F+2 Clerk GC34090 Election history I i P Clerk GC34090 6C34090 Election notices, publications, certifi tes E+2 Clerk Initiative, Referendum, Charter Amen, ments, Recall Petitions I After Certification of results + 8 months Clerk EC 1 7200/EC 17400 Confidential GC34090 Municipal Election File/Samole Ballots P Clerk Nomination Pawers: EC17100 Successful Candidates P Clerk Unsuccessful Candidates E+5 Clerk EC17100 EC17503(b) Precinct Board Appointments - appointment of precinct oficials E+6 mos. Clerk Precinct hand tally, copies of index, allenge list, assisted voter list E+6 mos. Clerk EC17304 Confidential Roster of voters, original indices (orei "nct board) E+5 Clerk 1 EC17300(a) (if no leqal action) 703 CITYATTORNEY Administrative Files i _C_U±51 -__ QIYAWfney GC34090 IN01 Li6 Lion _ CL+TO. C*vW1&fkwv� GC34090(b) ,J CivifLdigation regarding Property (including settlement and releases) PI City Attorney i GC34090(a) Criminal Cases going to court CL+5' Citv Attomev G034090(b) Criminal Citations CL+2 CitvAttornev GC34090 Legislative Files CU+21 Citv.Attorney GC34090 704 GENERAL LEGAL Agreements/Contracts (consultants, purchase not shown elsewhere in the retention agreements, and others CU+5AE schedule Various CCP337 Claims/Subpeona Logs 2 Clerk GC34090 Donor and Donation Agreements P Clerk GC34090 Ethics Training Certificates CL + 5 Clerk GC34090 Housing Agreements (Includes recorded agreements) and other related P Clerk GC34090(a) Joint Powers Authorities CL + 10 Clerk CC34090 Lease Agreements of Real Property ( ng_-term, i.e., more than five CL + 5 Clerk GC34090 Liens P Clerk GC34090(_a) Public Art Agreements P Clerk GC34090 Recorded Documents (Abandonment , Deeds, Easements, P Clerk GC34090 Williamson Act Contracts P Clerk GC34090(a) 706 CAPITAL IMPROVEMENT BOARD CIBAareements/Contracts P1 Clerk ICCP337 GIB Establishment/Bvlaws P1 Clerk GC34090(e) CIB Resolutions/Ordinances P Clerk GC34090(e) General Correspondence 2 Finance GC34090 Minutes P Clerk GC34090(e) 707 STATEMENTS OF ECONOMIC INTEREST General Cones deuce 2 Clerk jGC34090 Statements of Economic Interest (87 00 Filers) T+7 Clerk IGC81009(e) & CCAC Guidelines Statements of Fconnmic Interest ((i Code Filers) 71 IGC81009(e) AE=After Expiration AU=Audit• CL=CIosLiCompleled CU=Current D/R=Destroy when ro longer relevant E=After Election P=Permanent S=SuperGeded T=Terminated