HomeMy WebLinkAboutClerk - 2010, 2013, 2014 AB Quarterly Meetings with the Mayor
MEMORANDUM
DATE:January 1, 2022
Greg Hermann, DepartmentHead
TO:
J.Christine Dietrick, City Attorney
Adriana Delgado, Administrative Assistant II
FROM:
SUBJECT: REQUEST FOR RECORDSDESTRUCTION
On April 24, 2001, the City Council adopted a Records Retention Schedule (Resolution No. 9174, 2001Series).
Inaccordancewiththatschedule,certainrecordshavebeenidentifiedaseligiblefordestruction.Alistingofthose
records and relevant sections from the records retention schedule areattached.
The 2010, 2013,and 2014quarterly advisory body meetingsagendas and reportswith the mayor
exceedtheretentionrequirementsandassuch,arebeingpreparedfordestruction.Themethodofdestructionwill
beconfidential shredding and electronicdestruction.
Please sign below indicating that the record titles are appropriate for destruction and meets the requirements ofthe
records retentionpolicy.
_________________________________________________________________________
Greg Hermann, Department HeadJ.Christine Dietrick, City Attorney
CERTIFICATE OFDESTRUCTION
I,Adriana Delgado, do hereby certifythat the records listed on theattached will be properly disposed of
onJanuary 1, 2022.
________________________________________
Adriana Delgado, Administrative AssistantII
Attachments:
1.List of records to bedestroyed
2.Relevant sections of the records retentionschedule
Original:City ClerkOffice
RECORDS DESTRUCTION LIST
Dept. Document Name Creation Year Destroy Year
City Clerk Advisory Body Quarterly 2010 2015
Reports with the Mayor
City Clerk Agendas- Advisory Body 2010 2015
Quarterly Meetings with
the Mayor
City Clerk Advisory Body Quarterly 2013 2018
Reports with the Mayor
City Clerk Agendas- Advisory Body 2013 2018
Quarterly Meetings with
the Mayor
City Clerk Advisory Body Quarterly 2014 2019
Reports with the Mayor
City Clerk Agendas- Advisory Body 2014 2019
Quarterly Meetings with
the Mayor
Original: City ClerkOffice
CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE
RECORD TITLECODE SECTION
TOTALOFFICE RESPONSIBLE
RETENTIONFOR RETENTION ANDREMARKS
DISPOSITION OF RECORD
PERIOD
Annual Advisory Body Recognition5ClerkGC34090
Miscellaneous/Ad Hoc Advisory BodiesGC34090
CU+5Clerk
Quarterly Advisory Body Chair Meetings with Mayor Quarterly Advisory Body Chair Meetings with Mayor55ClerkClerkGC34090GC34090
400
FINANCIAL AND FISCAL
401
ACCOUNTS PAYABLE
Accounts Payable ReportsGC34090
AU+5Finance & IT
Accounts Payable Supporting Docs (voucher, invoice, PO)GC34090
AU+5Finance & IT
Bank StatementsGC34090
AU+5Finance & IT
Tax Reports (1099 Tax Info/Returns)AU+11Finance & IT41CFR50-201.501
402ACCOUNTS RECEIVABLE
Assessment Pay-offsAU+4Finance & ITGC34090(c)
Business Tax Customer FilesGC34090(c) / SLOMC3.01.501(B)
AU+4Finance & IT
Cash ReceiptsAU+4Finance & ITGC34090(c)
Credit Bureau AdjustmentsAU+4Finance & ITGC34090(c)
InvoicesGC34090(c)
AU+4Finance & IT
Journal EntriesAU+4Finance & ITGC34090(c)
RefundsAU+4Finance & ITGC34090(c)
Revenue BackupGC34090(c) / SLOMC3.16.190 / SLOMC3.04.110
AU+4Finance & IT
Transient Occupancy TaxAU+4Finance & ITGC34090(c)
403
MISCELLANEOUS
Budget Amendment Request (BAR)AU+4Finance & ITGC34090
Checks, CanceledGC34090(c) / CCP337
AU+6Finance & IT
General CorrespondenceAU+4Finance & ITGC34090
406PAYROLL
Payroll ChargesAU+4Finance & ITGC34090(c) / CFR516.2
Payroll ReportsGC34090(c)
AU+10Finance & IT
Tax ReportsGC34090(c) / CFR516.2
AU+11Finance & IT
Time SheetsAU+4Finance & ITGC34090(c) / CFR516.2
408
GRANTS
Community Development Block Grants (CDBG)T+4Planning24CFR570.502
GC34090
Federal Grants, including FEMA / Other Emergencies (Applicants, CL+5Various
reports, contracts, supporting documents)
Grants-in-aid (Applicants, reports, contracts, supporting documents)CL+5VariousGC34090
State Grants (Applicants, reports, contracts, supporting documents)CL+5VariousGC34090
411
UTILITY BILLING
Credit Bureau AssignmentsGC34090(c)
AU+4Finance & IT
Meter ReadsAU+4Finance & ITGC34090(c)
Payment Stubs & TapesAU+2Finance & ITGC34090(d)
Purge TapesGC34090(c)
AU+4Finance & IT
RefundsAU+4Finance & ITGC34090(c)
Service RequestsGC34090(c)
AU+4Finance & IT
Utility Billing RegisterGC34090(c)
AU+4Finance & IT
412
FINANCIAL REPORTS
Audited Financial StatementsPFinance & ITGC34090(c)
Bonds Payable and Other Long-Term IndebtednessT+3Finance & ITGC34090(c) / CCP337.5 / GC53921
Budget Document (Financial Plan)GC34090(c)
PFinance & IT
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