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Home My WebLink About06-17-2021 City Clerk Destrucion Advisory Body Oath of Offices Final Term Year 2012, 2013, 2014, 2015DocuSign Envelope ID: 025DBCEA-F679-45A9-943D-B320ED285768 G1TY O Office of the City Clerk 990 Palm Street, San Luis Obispo, CA 93401-3218 805.781.7100 slocity.org MEMORANDUM DATE: June 17, 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. The City Clerk's Advisory Body Oath of Offices that have expired in 2017, 2018, 2019, and 2020 exceed the retention requirements and, as such, are being prepared for destruction. The electronic destruction method will be used. 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: 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 17, 2021. FDocuSigned by: Qd.ViAan.a, adb a'3 e a - , Administrative Assistant II Attachments: 1. List of records to be destroyed 2. Relevant sections of the records retention schedule Original: City Clerk's Office DocuSign Envelope ID: 025DBCEA-F679-45A9-943D-B320ED285768 RECORDS DESTRUCTION LIST DEPT/DIV or Category FINAL TERM YEAR DESTROY YEAR DESCRIPTION City Clerk 2012 2017 Long, Jean City Clerk 2012 2017 Ellis, Jonathan City Clerk 2013 2018 Whittlese , Mary City Clerk 2013 2018 Hensin er, David City Clerk 2013 2018 Barrasch, Steve City Clerk 2014 2019 Cox, Dave City Clerk 2014 2019 Franciskovich, Tom City Clerk 2014 2019 Sanders, Sara City Clerk 2014 2019 Fre , Jodi City Clerk 2014 2019 Carranza, Victoria City Clerk 2014 2019 Andreen, Patricia City Clerk 2014 2019 Multari, Michael City Clerk 2014 2019 Boswell, Michael City Clerk 2014 2019 Brooks, Lea City Clerk 2014 2019 Fowler, John City Clerk 2014 2019 Carroll, Jeri City Clerk 2014 2019 Grant, James City Clerk 2014 2019 Hurd, Dia City Clerk 2014 2019 Norton, Cate City Clerk 2014 2019 Westro e, Terry City Clerk 2014 2019 Patranella, Rachel City Clerk 2014 2019 Neely, Stacey City Clerk 2014 2019 Dera on, Peter City Clerk 2014 2019 Huddleston, Paula City Clerk 2014 2019 Shanbrom, Bob City Clerk 2014 2019 Devitt, Andrea City Clerk 2014 2019 Settle, Allen City Clerk 2014 2019 Griffin, T City Clerk 2014 2019 Rosene, Wilda City Clerk 2014 2019 Carroll, Jeri City Clerk 2015 2020 Wood, Victoria City Clerk 2015 2020 Platt, Hugh City Clerk 2015 2020 Collins, Brandon City Clerk 2015 2020 Trout, Hilary City Clerk 2015 2020 Phipps, Kevin City Clerk 2015 2020 Walthert, Leah City Clerk 2015 2020 White, Randol City Clerk 2015 2020 Katz, Todd City Clerk 2015 2020 Sexton, Carol City Clerk 2015 2020 Lewis, Deborah City Clerk 2015 2020 Nelson, Marcia City Clerk 2015 2020 Kincaid, Craig Original: City Clerk's Office DocuSign Envelope ID: 025DBCEA-F679-45A9-943D-B320ED285768 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