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Home My WebLink AboutCity Attorney - variousMEMORANDUM RECEIVED MAR 2 8 2022 DATE 03/28/2022 SLR CITY CLERK T0: Department Ilead City Attorney FROM: Dept. Records Coordinator 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. 4 boxes of records exceeding the retention requirements have been identified and, as such, are being prepared for destruction. The method of destruction will be via recycling. Please sign below indicating your approval for the destruction of the attached listing of records. Vzk c rt� Gent Head ity ttorney CERTIFICATE OF DESTRUCTION I, John Hollander, do licreby certify that the records listed on the attached were properly disposed of on March 28, 2022. O ' final: City Clerk's Office Copy: Department Attachments: 1. List of records to be destroyed 2. Relevant sections of the records retention schedule iqi ~ CityAttorney's Office i 990 Pafnl Slreel, San LUIS DI,;rpo CA 93401.1249 805.781.7140 i;'GCI I�,t'�rS RECORD FOR DESTRUCTION (BOX 238714) CITY ATTORNEY'S OFFICE TO BE DESTROYED MARCH 2O22 RETENTION CLOSE YEAR DESTROY CATEGORY YEAR DESCRIPTION Civil Litigation 2004 2014 Small claims court case, city v Thomas Bello Civil Litigation 1995-1998 2005-2008 Civil court cases against Skene Moody re: fire code and other violations Civil Litigation 1999 2009 Civil court case against Russ W indbiel re fire code Civil Litigation 2000 2010 City vs. 11mar Jackson (excluding final order and reconciliation documents Claims Against the City 2004-05 2009-10 Claims from parents of Keith Yecny died in city 'ail using meth A traffic Claims against City 2003 2008 Claims from Thomas Bello re property damage Agreements/Contracts 2005-2013 2010-2018 Music licensing agreements for the city now under Parks & Rec control) Criminal 1989-2012 1994-2017 Misc. criminal citations in re fire code violations RETENTION CATEGORY CREATION/RECEIPT DESTROY DESCRIPTION YEAR YEAR Complaints 1992 1994 Complaint from Alan Friedman re leaf blowers bein loud Complaints 1996 1998 Record of phoned complaint from Naomi Wri ht about yard sale Complaints 2004-05 2006-07 Complaints from Donald Hedrick w/o evidence Complaints 2004 2006 Complaints from Mary Beth Schroeder Subpoena (addition pending, see 2017 2019 Subpoena for Ofc. Rouse in People v, Administrative Citation A eats) Tierre Washington 17F-06347-B) Subpoena (addition pending, see 2016 2018 Motion to Quash Subpoenas re. Powers Administrative Citation Appeals) Jr, Cases 16T-17133,-17143,-18059, -19585, -25320(city not a art Petition for Dismissal (addition 2016 2018 Multiple petitions for dismissal re: pending, see Administrative Anthony Lopez Citation A eals External/Internal Correspondence 1992 1994 Response to Mr. Friedman's letter about leaf blowers being loud, internal discussions thereof External/Internal Correspondence 1997 1999 Correspondence (cc only) among City officials and between City and Vista Healthcare (to.purchase French hospital) External/Internal Correspondence 1998 2000 Correspondence re issues with Pentamation Enterprises billing system for utilities External/Internal Correspondence 1997 1999 Communications among City employees and between City/GST Communications regardina drafting of contract Internal Correspondence 1998 2000 Memo from PD to City Atty regarding State of CA regulations for tattoo parlors Ire a complaint EkIr Y 27 ern'1PNei g4ti CityAttorney's Office 990 Pilrn Street. Son Luis 0his114 CA 93401.3249 805.781.7140 5Iocn'{ Of"Sf Internal Correspondence 1996 1998 Conversation btwn City employees about and sales and code enforcement options External/Internal Correspondence 2003 2005 Memos and emails regarding a sign ordinance violation by Giant Advertising (blimp). Code enf doe retained for conversion External Correspondence 2003-05 2005-07 Various memos incl. healthcare access, permits Internal Correspondence 2003 2005 Memos re alcohol permits, healthcare access External Correspondence 2004 2006 Letters to and from Mary Beth Schroeder External Correspondence 2004-2013 2006-201 1 Correspondence re music licensing —agreements v, City Attorney's Office 990 PaIrn Street, San LOS Objsps). CA 93401-3249 805 781 7140 RECORD FOR DESTRUCTION (BOX 238705) CITY ATTORNEY'S OFFICE TO BE DESTROYED MARCH 2O22 RETENTION CATEGORY CLOSE YEAR DESTROY YEAR DESCRIPTION Criminal Case 1995 2000 Criminal case People v. Civil Litigation 2010-11 2020-21 Various civil/shall claims Claims against City 2004-12 2009-17 Various claims against the Claims against City 2008-09 2013-14 Claims against city brought Civil Litigation 2004-08 2014-18 Various TDNs & small RETENTION CATEGORY CREATION/RECEIPT YEAR DESTROY YEAR DESCRIPTION Internal correspondence 2014 2016 Emails re records checks on Petitions for Dismissal (addition pending, see Administrative Citation Appeals) 2014 2016 Petitions for Dismissal in criminal cases Notice to Appear/Subpoenas (additions pending, see Administrative Citation Appeals) 2014 2016 Various, mostly for police officers RECORD FOR DESTRUCTION (BOX 703) CITY ATTORNEY'S OFFICE TO BE DESTROYED MARCH 2O22 RETENTION CREATION DESTROY CATEGORY YEAR YEAR DESCRIPTION Complaints 2015 2017 Logs and correspondence of complaints re Charter Comms Subpoenas (addition 2016-2017 2018-2019 Various subpoenas, mostly of police officers pending, see Administrative Citation Appeals) Admin Citation Appeals 2016 2018 JKJ Farms admin citation appeal closed Sept 2016 RECORD FOR DESTRUCTION (BOX 209237) CITY ATTORNEY'S OFFICE TO BE DESTROYED MARCH 2O22 RETENTION CATEGORY CREATION YEAR DESTROY YEAR DESCRIPTION External Correspondence 1987-1996 1989-1998 Letters w state/local figures re rent stabilization ordinance (public comment, inter -city correspondence) Internal Correspondence 1983-1992 1985-1994 Internal memos & correspondence re rent stabilization ordinance (only attorney opinion documents retained) General Information 1989 1991 Gen. info re rent stabilization ordinance (case law print outs, newspaper clippings, etc) CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL OFFICE RESPONSIBLE_ i CODE SECTION FOR RETENTION AND REMARKS 4ETENTIP19 PERIOD DISPOSITION OF RECORD I Duplicates and copies distributed to various departments for informational purposes COPIES or DUPLICATES of documents for which a department is not D/R the office of record ';may be destroyed by the departments when they are no longer useful for reference. �•No "Request for Records Destruction" form is required. ELECTRONIC DOCUMENTS Efsoironic eoplpg: of paper records should be kW no Iwtgdr InAl1 Inv rultrnllpn period specified in this schedule. If electronic documents are also in a paper format. both must be desire ad at the same time. 100 GENERAL ADMINISTRATION 1 101 OFFICE GENERAL MANAGEMENT City Manager CM Reports :S Various :GC34090 CI-Gawratod lMcrmaWmal BYoCnures, Publications- N wsla" P Yarurbs GC34DOD Mend one logy hlstorle IT Purpoew My -wide Pglidlas andProcedures_ _ _ P _ Varfous GC34109D Keep am far h_ 131orl PUUK M Correspondence -External 2 Various GC3A_p80 orrespondence - Internal (excluding CM Reports - see above), 2 Va3rlour GC34= De armenlalPolicies/Procedures S+5 Vedeus �GC34090 General Information In -House Committees _ 2 CU+S _ Various C�C3411fl0 vaill1GC34060Wo te keel for reatrerrJuh:atoNopuwas Staff Meeting Notes 21 Various iG034040 102 OFFICE REFERENCE Annual De arlrnenlal Re orts 5 Various GC34090 Certificates of Life 5 Clerk GC34090 Chronolo ical Files 2 _ _ Vadeos �GC34090 - CommuNlLDrganlxa9ons_ 5 vadrits !GG34090 a 2 _ Various .GC34090 neral Inlormallon 2 _ Various 'GC34090 P[>sit yn Feadhack:(Hdw are wa dving7 forms)_ 2 Varfdus GG34090 ProfessldnatAssuciadms 2 _ Various GC34090 _ Publications ournalsrperiodicals) — s Varietal iNoSa ppWlC tacprd, NO"RBque91 far Rurords Ods3eOW-form isrequired. 103 FORMS MANAGEMENT Flank- Forms No "Request for Remr" Destruction" form is required, _ 104 REECORDS MANAGEMENT i Ca uficafeso[ Oestrurb • �, P Clerk ICaC34090 Legal retard of ifnal As sedan of document- _ 2 Vsrfaus GC34090 dsReleniiari -4 ale chedu'le _ _ S+b _ Clerk CCP 343 200 COMMUNITY DEVELOPMENT 201 CITY PLANNING — Address Fifes _ -- P Pfsnrting ;GC34090(a) Susindss Tax Cmtlgoales P Plan —C341590(a)- Code Enforcement Files _ _ P Building •f3C340eJ90[MiciMdarl al3ar 5 years Construction Files P Ru Lft .GC3409 ft MiWtlm lmmetllatniy guar linal InS_ gpctlan .DensFfucSI,M Permits iwrnd_ rip} _ _ _ _ P Building�GC34090(s) Microfilm one yoar after final lnspeCAan .NoineOccupaslfop_Permlla _ -- P Plannm6GC3a060(u) . IrisFaction Cards P BWWina GC34090 a) Micro] Irn rota roia3n original cards - N_OIR" oSAddraus nge A - - Plarurlrrg ,GC34090(a) NpdcBsaFL]elerminaf3an P Plaming GC34IlA�a Notices of Exemption P Planrif ;GC3409 trMlero0fm 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 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL ..RETENTION OFFICE RESPONSIBLE CODE SECTION FOR RETENTION AND REMARKS _ PERIOD DISPDSt 1 NO 0FASCGRO — _ Finance & IT _GC3A 690(c)1 26C FR 301-65.1 { Finance & IT GC34�f I Ledger. (i ncIud_es_ inventory— — — Month) Financial Statements AU+5 AU+5 . (lr_FI Si Fi"QA _ _ AV-4 Finance & IT GC34M(c.) _ 'Stale Controller Royorl _s AU-10 Finance & IT GC34090(c) Surplus Proper List _ JiV FA _ Finance &IT GC34090(c) 500 HUMAN RESOURCES I Applications (unsuccessful applicants) CL+5 HR 129 CFR 30.6 / GC12946 (}gpnrlmenl of Molor Vehidas�Rocords _ _ _ _ _ T+1 HR IC3C1294.6 Discrimlfwiiori Cam iainl T+5 __ _ _ MR �29 USC 255 _ Emp"Discipline -__ _ — T+3 HR GC34090�c)_ Employvo Flies _ Emplaymont ERgibWty Ve6ficallon - Immigration/Naturalizalion — T+5 T+3 — HR 45CFR1066.6APPA / 29CFR1627.31 SLOMC11.04.010(H) HR 16634090(c) _ _ uW em to ment afi o luni R 3 HR CC3A090 c 4anarsl Conpapondence - .. 2 KR G_ C34090 InEuranCnlBdneTllR ,.-.._......._..._...._...-- AVM _ _ _ _ ... ..._v.....� _ HR '2lICFRi627. _ Labor Nagotinllvny 7+ HR GC34090tc) _ Rtak Ntanngern"I Claims 1g0144Th�aty.• _ _ HR UGC 94090 Risk Mar1:3rJemkM Reports -_.. _ HR �OC34090 - ( Salt:[Y T;7j HR,GC3A00D[c]......._.....•_.-__.--. TomporaryEmployovs T+5 ..,. HR A5CFR1068.8APPAI29CFR1527.3ISLOMC11,04.01fl Tuition Raimhurlwmenl _ AU+3 Hit :GC34090[C) workers Cam enaatian T+30 _ HR. 20CFR1910.20 — — 600 PURCHASING & CONTRACTING 601 PURCHASING _ stft FPs [ynsuxassful) • , _ _ _ _ _ _ CU+2 Various GC34090 / CCP3371 SLOMC3.24.170 Bt , RFPL Rl at auzoomful Ciiy-Otvnpd Proporly pm"rly ManeQmlont AU+5 Various GC34000I CCP337 I SLOMC124.170 Clerk 8C3AOS0[oJ P _ _ Gonarallnformatlon 2 _ Varkws :GC34090 Surplus PropmlyAuclimUDisyveak_ _ _ _ _ _ _ At1+4 Finance :CCP337 Sur Ius Propor1l r Llalin AV+2 Finerrn. G634090 700 LEGISLATIVE AND LEGAL 701 LEGISLATIVE Affidavits of Publication CU+4 Various jGC34090 CarIirPC9105L 01 PnBtlro�--^ CU+4 Venous IGC34090 Charters•Llsled NumonM�wilhAmandmenla __1GC34690 s C40B06 _ • • CHizono Chartor Cemrrrfllea - - IP Ck rk �GC7AA90 Cou�ncllOrdinsncas P _ _ Clerk �a34p90-.�__Lis) — Council Resl A4lons _ _ _ P Genc :GC34090[a] r GC40806 Grand Jury_ 2 Clerk ;M34000 _ League vl CA Cil�s _ _ __ 2 Clerk _ Legal NOIkA4, Cagal ads, and Display Ads _ CU+4 _ Various %OC911.2, GC34M _ Legislation: County, Food I, $,tale 2 Clerk �GC34090 Municipal Coda.-.... _•,- - P Clerk GC340.gNV) Daiehaaa on CILy,networPllSQag one For historic value Nat cqs of Adjournment _ _ 2 various GC34090 702 ELECTION Absentee Valor applicaWns cv iasn E+6 moa. Clerk _ EC17WKb) CAnFidE rWW Clerk fEC2186 AppOcallon to view: voter reg191J!o lvn into. AVTroltor lim 5 Ballots: all, voter ID envelopes arul badaS rcco]pls, mamfill Sally E+6 mos, Clerk EC173M EC17306 (if no legal action) Confidential fhq_94. logldaceuraiq Tosls, other ballot-related_docs am ni n Disclasure sLniemeiiisi — — " cnpirauon AU=AUGit =l:losec!/UompleteG eU=UUrrenl urn=Uestroy when no longer relevant E=Aller Election P=Permanent S=Superceded T=Terminated CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL OFFICE RESPONSIBLE CODE SECTION FOR RETENTION AND REMARKS RETENTION PERIOD DISPOSITION OF RECORD GC34090(a) Microfilm after 2 years 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 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 7C34090(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 2urposes 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 aqenda packet.) Proclamations 2 Clerk GC34090 Proposition 218 Protest letters P Clerk State Constitution Public Comment and Speaker Slips 2 Clerk GC34090 Red File Items (i.e; correspondence) P Clerk GC34090 Original red file is part of the aaenda packet Resolutions and Ordinances P Clerk GC34090(a) 302 COMMISSIONS, COMMITTEES, BOARDS Agenda/Agenda Packets P1 Various GC34090 Audio Tapes 2 Various GC34090J 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 1 Clerk GC34090 Keep one for historic reasons Advisory Body Training 5-7- Clerk GC34090 AE=After Expiration AU=Audi[ 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 Successful Candidates Unsuccessful Candidates Ofher _ Election corfespondenee Election documents: ex enses roofs ni t Jogs Election history Election notices publications, certificates Initiative, Referendum, Charter Amendments, Recall Petitions Aft r Municipal Election ample Ballots _Npminellon Papers' Suuassfut Candidates Lfnsuowsxlul Candfdntas M4c! 9oard AppdrMwls - appoinlmantof ptnclncl Aflcfal5 Precinct hand tally, gopiaS of indes, eFrellringe IiLI, sesisled volerlis{ ReElararvotors, otlglno! Indicua [praclncl board] 703 CITY ATTORNEY A di4denl Istrallvq. Files vlory Ivl Litigation regarding Property (including settlement and releases) • i CB;ea.}jolriq to CpINS. _ _ 2"1 Citation. Legistallve Flies CdalmN5ul Donor and EthicsTrai Housing A Le„ more than five 706 CAPITAL IMPROVEMENT BOARD CW AgrearrtaritsfContrac4s CIO rzaWliahmeno laws _ CIE ResolutionslOrdinances _ General Correspondence _ MlrnrCga 707 STATEMENTS OF ECONOMIC INTEREST I.Punwa[ Correspondence.. __ $uilomonts of Economlc Irnoreal•187200 ENLs) _ nIs f Ew rni Inlare i FII r TOTAL OFFICE RESPONSIBLE RETENTION _ FOR RETENTION AND PERIOD DISPOSITION OF RECORD P Clark ;C,+ E+5 ClinkOG� T+7 Clerk '(a� E+2 Clerk E+2 Clerk Y _P Clerk `G E+2 Clerk IG er Certification of esulls + 8 months Clerk EI CODE SECTION REMARKS E+6 mos, Clerk :ECI7503(b) E+6 mos: Clerk fEC17304 Confidential — — Gt5 Clerk I.... .._.. _.___•__.____....._.....� 'EC173f10[a)pf.nolegal;ctian] Cu+s My AtWaayGC34090 CL+10 — — C]Iy Attorney Gg349(b)_ P Cky Mornay Go09mao0(a) I CL+S _ CftyAUyrrray _:CC34000[b] CL+2 Cf Allm— — ,OC34090 CU42 gtyAllo{noy _ GC34090_ CU+5AE Various 'CCP337 2 Clark GC34090 P Clark GC34090• CL • 5 Clerk !GC340O0 P Clark ;GC34090(a) CL + 10 _ Clark 8C84M CL + 5 Clerk _ �GC36090 P _ _ Clerk 'GC3.4090(a]_ P Clerk GC34090 P olwk IGC34090 — IGC3405" --t----_.... P Clerk ICCP337 P Clark I0CM0120 0 awk 2 Fr Lancj GG3409t1 P Clerk _ . GC34090[oI R Clerk GC34090 T+T Clark GC95009 a 6 CCAE GuldaGnea 7 GCblmfel 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