HomeMy WebLinkAbout06-08-2021 City Clerk Destruction Advisory Body Applications Final Term Year 2015DocuSign Envelope ID: 7BC15444-66A4-4BBE-9082-E2094EF3B3F6
G1TY O�
is 0
Office of the City Clerk
990 Palm Street, San Luis Obispo, CA 93401-3218
805.781.7100
slocity.org
MEMORANDUM
DATE: June 8, 2021
TO: Department Head
J. Christine Dietrick, City Attorney
FROM: Adriana Delgado, Administrative Assistant II
SUBJECT: REQUEST FOR RECORDS DESTRUCTION
On April 24, 2001, the City Council adopted a Records Retention Schedule (Resolution No. 9174, 2001 Series).
In accordance with that 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.
City Clerk's Advisory Body Applications that have expired in 2020 exceed the retention requirements and, as
such, are being prepared for destruction. The method of destruction will be confidential shredding.
Please sign below indicating that the record titles are appropriate for destruction and meets the requirements of the
records retention policy.
Christine Dietrick
Department Head
DocuSigned by:
L�
�aacFcsaraaraaF
J. Christine Dietrick, City Attorney
CERTIFICATE OF DESTRUCTION
I, Adriana Delgado, do hereby certify that the records listed on the attached were properly disposed of on June 8, 2021.
DocuSigned by:
A Tana e ga 'o, Administrative Assistant II
Attachments:
1. List of records to be destroyed
2. Relevant sections of the records retention schedule
Original: City Clerk's Of
DocuSign Envelope ID: 7BC15444-66A4-4BBE-9082-E2094EF3B3F6
RECORDS DESTRUCTION LIST
DEPT/DIV or
Category
FINAL
TERM
YEAR
DESTROY
YEAR
DESCRIPTION
City Clerk
2015
2020
Sexton, Carol
City Clerk
2015
2020
White, Randol
City Clerk
2015
2020
Nelson, Marcia
City Clerk
2015
2020
Pierucci, Janet
City Clerk
2015
2020
Adams, Michael
City Clerk
2015
2020
Phipps, Kevin
City Clerk
2015
2020
Conner, John
City Clerk
2015
2020
Platt, Hugh Hunter
City Clerk
2015
2020
Wood, Victoria
City Clerk
2015
2020
Trout, Hillary Gene
City Clerk
2015
2020
Collins, Brandon
City Clerk
2015
2020
Lewis, Deborah
City Clerk
2015
2020
Kincaid, Craig
Original: City Clerk's Of
DocuSign Envelope ID: 7BC15444-66A4-4BBE-9082-E2094EF3B3F6
CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE
RECORD TITLE
TOTAL
OFFICE RESPONSIBLE
CODE SECTION
r--f
RETENTION
FOR RETENTION AND
REMARKS
PERIOD
DISPOSITION OF RECORD
Project Files: Administrative Use Permit; Planning Commission Use
Permit; Planned Development; Certificate of Compliance; Architectural
Review; Architectural Review Minor and Incidental; Environmental
Review; General Plan; Specific Plan; Text Amendment; Rezone; City
Initiated Rezone; Annexation; Variance; Lot Line Adjustment; Street
Name Change; Other
P
Planning
GC34090(a) Microfilm after 2 years
Recorded Agreements: Residents/Covenants, Affordability, First -Time
Home -Buyer, etc.
P
Clerk
GC34090(a) (Filed under 704-06 in City Clerk's office in Housing Agreement
section by property address.)
Sign Inventory Files
2
Planning
GC34090
Sign Permits
2
Building
GC34090
Tentative Tracts and Minor Subdivisions
P
Planning
GC34090(a) Film after minimum of 10 years." See Public Works for final maps.
Unreinforced Masonry Files (structural analysis)
P
Building
GC34090(a)
300
301
CITY MANAGEMENT
COUNCIL FILES
Appeals Heard by Council
P
Clerk
GC34090
Appeals not Heard by Council
CL+2
Various
GC34090
Audio Tapes or Liberty System
6 mos
Clerk
GC34090.7
Cablecast Schedule for Gov. Access Channel 20
2
Clerk
GC34090
Council Agenda Packets
P
Clerk
GC34090
Council Brochures
P
Clerk
GC34090 Keep one for historical purposes
Council "Notes"
2
Admin
GC34090
Council Policies & Procedures
P
Clerk
GC34090 Keep one for historical purposes
Council Resumes
CU+2
Admin
GC34090
Council Subcommittee Assignments
8
Clerk
GC34090
DVDs of Council and Planning Commission Meetings
P
Clerk
GC34090.7
Hot Files
2
Admin
GC34090
Minutes
P
Clerk
GC34090(e)
Oaths of Office
P
Clerk
GC34090
Petitions to Council
5
Clerk
GC34090 Advisory, non -election related. (If submitted to Council, retain permanently
with agenda packet.)
Proclamations
2
Clerk
GC34090
Proposition 218 Protest letters
P
Clerk
State Constitution
Public Comment and Speaker Slips
2
Clerk
GC34090
Red File Items (Le; correspondence)
P
Clerk
GC34090 Original red file is part of the agenda packet
Resolutions and Ordinances
P
Clerk
GC34090(e)
302
COMMISSIONS, COMMITTEES, BOARDS
Agenda/Agenda Packets
P
Various
GC34090
Audio Tapes
2
Various
GC34090.7
Bylaws
P
Various
GC34090(e)
Membership File: (Appointed AB members applications, oaths,
correspondence, etc.)
T + 5
Clerk
GC34090
Applications (not appointed)
2
Clerk
GC34090
Minutes
P
Various
GC34090(e)
Recruitment File: Includes correspondence, Maddy Act notices, misc.
ads, and information
2
Clerk
GC34090
Resolutions
P
Various
GC34090(e)
Rosters
S+5
Clerk
GC34090
304
CITY ADVISORY BODIES
Advisory Body Handbook
P
Clerk
GC34090 Keep one for historic reasons
Advisory Body Training
5
Clerk
GC34090
AE=After Expiration AU=Audit CL=Closed/Completed CU=Current D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=Terminated