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Home My WebLink About07-30-2021 City Clerk Destruction 2014 Unsuccessful Campaign Disclosure StatementsDocuSign Envelope ID: B740146E-7477-4231-9988-4A28EC3EEEOF G1TY O� Office of the City Clerk 990 Palm Street, San Luis Obispo, CA 93401-3218 805.781.7100 slocity.org MEMORANDUM DATE: July 30, 2021 TO: Greg Hermann, 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 Campaign Disclosure Statements of Unsuccessful Candidates from the 2014 City Election exceed the retention requirements and, as such, are being prepared for destruction. The method of destruction will be confidential shredding and electronic destruction. Please sign below indicating that the record titles are appropriate for destruction and meets the requirements of the records retention policy. DocuSigned by: DocuSigned by: Gf�� (�C 784AE45BC6BC44F... Greg Hermann, Department Head J. Christine Dietrick, City Attorney CERTIFICATE OF DESTRUCTION I, Adriana Delgado, do hereby certify that the records listed on the attached will be properly disposed of on 07/30/2021. Fa DocuSigned by: MA" v4h Adriana Delgado, 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: B740146E-7477-4231-9988-4A28EC3EEEOF RECORDS DESTRUCTION LIST DEPT/DIV or Category CREATION YEAR DESTROY YEAR DESCRIPTION City Clerk 2014 2019 Cano, Daniel City Clerk 2014 2019 Clark, Michael City Clerk 2014 2019 Conner, John City Clerk 2014 2019 Hedrick, Donald City Clerk 2014 2019 Meyer, Eric City Clerk 2014 2019 Mullin, Gordon City Clerk 2014 2019 Rice, Kevin City Clerk 2014 2019 S echt, Jeffery Original: City Clerk's Office DocuSign Envelope ID: B740146E-7477-4231-9988-4A28EC3EEEOF 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 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) State Controller Reports AU+10 Finance & IT GC34090(c) Surplus Property List AU+4 Finance & IT GC34090(c) 500 HUMAN RESOURCES Applications (unsuccessful applicants) CL+5 HR 29 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) Risk Management Claims Against The City CL+5 HR GC34090 Risk Management Reports CL+5 HR GC34090 Safety T+3 HR GC34090(c) Temporary Employees T+5 HR 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) Tuition Reimbursement AU+3 HR GC34090(c) Workers Compensation T+30 HR 29CFR1910.20 600 601 PURCHASING & CONTRACTING PURCHASING Bids, RFPs (unsuccessful) CU+2 Various GC34090 / CCP337 / SLOMC3.24.170 Bids, RFPs, RFQs (successful) AU+5 Various GC34090 / CCP337 / SLOMC3.24.170 City -Owned Property/Property Management P Clerk GC34090(a) General Information 2 Various GC34090 Surplus Property Auction/Disposal AU+4 Finance CCP337 Surplus Property Listing AU+2 Finance GC34090 700 LEGISLATIVE AND LEGAL 701 LEGISLATIVE Affidavits of Publication CU+4 Various GC34090 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 League 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 City network/Keep one for historic value Notices of Adjournment 2 Various GC34090 702 ELECTION Absentee Voter applications (copies of) E+6 mos. Clerk EC17505(b) Confidential Application to view: voter registration info, AV voter lists 5 Clerk EC2188 Ballots: all, voter ID envelopes and ballot receipts, manual tally sheets, logic/accuracy tests, other ballot -related docs E+6 mos. Clerk EC17302; EC17306 (if no legal action) Confidential Campaign Disclosure Statements: 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 DocuSign Envelope ID: B740146E-7477-4231-9988-4A28EC3EEEOF 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 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, proofs, night logs E+2 Clerk GC34090 Election history P Clerk GC34090 Election notices, publications, certificates E+2 Clerk GC34090 Initiative, Referendum, Charter Amendments, Recall Petitions After Certification of results + 8 months Clerk EC17200/EC17400 Confidential Municipal Election File/Sample Ballots P Clerk GC34090 Nomination Papers: Successful Candidates P Clerk EC17100 Unsuccessful Candidates E+5 Clerk EC17100 Precinct Board Appointments - appointment of precinct oficials E+6 mos. Clerk EC17503(b) Precinct hand tally, copies of index, challenge list, assisted voter list E+6 mos. Clerk EC17304 Confidential Roster of voters, original indices (precinct board) E+5 Clerk EC17300(a) (if no legal action) 703 CITY ATTORNEY Administrative Files CU+5 City Attorney GC34090 Civil Litigation CL+10 City Attorney GC34090(b) Civil Litigation regarding Property (including settlement and releases) P City Attorney GC34090(a) Criminal Cases going to court CL+5 City Attorney GC34090(b) Criminal Citations CL+2 City Attorney GC34090 Legislative Files CU+2 City Attorney GC34090 704 GENERAL LEGAL Agreements/Contracts (consultants, purchase agreements, and others not shown elsewhere in the retention schedule) CU+5AE 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 and other related agreements) P Clerk GC34090(a) Joint Powers Authorities CL + 10 Clerk GC34090 Lease Agreements of Real Property (long-term; i.e., more than five CL + 5 Clerk GC34090 Liens P Clerk GC34090(a) Public Art Agreements P Clerk GC34090 Recorded Documents (Abandonments, Deeds, Easements, P Clerk GC34090 Williamson Act Contracts P Clerk GC34090(a) 706 CAPITAL IMPROVEMENT BOARD CIB Agreements/Contracts P Clerk CCP337 CIB Establishment/Bylaws P 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 Correspondence 2 Clerk GC34090 Statements of Economic Interest (87200 Filers) T+7 Clerk GC81009(e) & CCAC Guidelines Statements of Economic Interest(City Code Filers 7 GC81009 e 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