HomeMy WebLinkAboutClerk - Advisory Body Records DestructionOriginal: City Clerk’s Office
MEMORANDUM
DATE: August 11, 2022
TO: Bob Hill, Acting 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 Policy for preservation, protection, and legal
disposition of the City’s Records (Resolution No. 9174, 2001 Series), along with a Records Retention policy
and schedule update process. In accordance with the currently published policy and schedule, Advisory Body
records listed in Attachment A have been identified as eligible for destruction. The method of disposal will be
electronic destruction.
Please sign below indicating these records meet the requirements for destruction per the Records Retention
Schedule.
Bob Hill, Acting DepartmentHead J.Christine Dietrick, City Attorney
CERTIFICATE OF DESTRUCTION
I, Adriana Delgado, do hereby certify that the Advisory Body records listed on the attached will be properly
disposed of upon execution of this memorandum.
Adriana Delgado, Administrative Assistant II
Attachments:
A.List of records eligible for destruction
B.Copy of retention schedule
DocuSign Envelope ID: 9A905EFB-3906-4538-9C8A-0034CE9FB592
Original: City Clerk’s Office
Attachment A
Department Advisory Body Record Title Creation Year Destruction
Year
Clerk Reports & Agendas- Quarterly
Meetings with the Mayor
2006
2007
2009
2011
2013
2015
2016
2011
2012
2014
2016
2018
2020
2021
Clerk Maddy Acts 2011
2015
2017
2018
2013
2017
2019
2020
Clerk Notices- Recruitments,
Resignations,
Scheduled/Unscheduled Vacancies,
2017
2018
2019
2020
Clerk Applications-Not Appointed 2014
2015
2016
2017
Clerk Recruitment- Advertisements,
Application/Recruitment Data,
Council Memos, Interview
Questions and Schedules,
Appointed/Not Appointed Letters
2003
2007
2008
2011
2012
2013
2014
2015
2018
2005
2009
2010
2013
2014
2015
2016
2017
2020
Clerk Annual Recognition Event- Posters,
Event Preparation Documents,
Programs, Save the Dates
2002
2003
2004
2005
2006
2007
2008
2009
2010
2007
2008
2009
2010
2011
2012
2013
2014
2015
Clerk Training-PowerPoints, Workshop
Agendas, Save the Dates, Training
Feedback, Bylaws Duplicates,
Various Training Documents
2002
2003
2004
2005
2006
2007
2008
2009
2007
2008
2009
2010
2011
2012
2013
2014
DocuSign Envelope ID: 9A905EFB-3906-4538-9C8A-0034CE9FB592
Original: City Clerk’s Office
Clerk Member Rosters 2009
2010
2013
2014
2015
2018
DocuSign Envelope ID: 9A905EFB-3906-4538-9C8A-0034CE9FB592
CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE
RECORD TITLE TOTAL OFFICE RESPONSIBLE CODE SECTION
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 CITY MANAGEMENT
301 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 (i.e; 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
DocuSign Envelope ID: 9A905EFB-3906-4538-9C8A-0034CE9FB592
CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE
RECORD TITLE TOTAL OFFICE RESPONSIBLE CODE SECTION
RETENTION FOR RETENTION AND REMARKS
PERIOD DISPOSITION OF RECORD
Annual Advisory Body Recognition 5 Clerk GC34090
Miscellaneous/Ad Hoc Advisory Bodies CU+5 Clerk GC34090
Quarterly Advisory Body Chair Meetings with Mayor 5 Clerk GC34090
400 FINANCIAL AND FISCAL
401 ACCOUNTS PAYABLE
Accounts Payable Reports AU+5 Finance & IT GC34090
Accounts Payable Supporting Docs (voucher, invoice, PO)AU+5 Finance & IT GC34090
Bank Statements AU+5 Finance & IT GC34090
Tax Reports (1099 Tax Info/Returns)AU+11 Finance & IT 41CFR50-201.501
402 ACCOUNTS RECEIVABLE
Assessment Pay-offs AU+4 Finance & IT GC34090(c)
Business Tax Customer Files AU+4 Finance & IT GC34090(c) / SLOMC3.01.501(B)
Cash Receipts AU+4 Finance & IT GC34090(c)
Credit Bureau Adjustments AU+4 Finance & IT GC34090(c)
Invoices AU+4 Finance & IT GC34090(c)
Journal Entries AU+4 Finance & IT GC34090(c)
Refunds AU+4 Finance & IT GC34090(c)
Revenue Backup AU+4 Finance & IT GC34090(c) / SLOMC3.16.190 / SLOMC3.04.110
Transient Occupancy Tax AU+4 Finance & IT GC34090(c)
403 MISCELLANEOUS
Budget Amendment Request (BAR)AU+4 Finance & IT GC34090
Checks, Canceled AU+6 Finance & IT GC34090(c) / CCP337
General Correspondence AU+4 Finance & IT GC34090
406 PAYROLL
Payroll Charges AU+4 Finance & IT GC34090(c) / CFR516.2
Payroll Reports AU+10 Finance & IT GC34090(c)
Tax Reports AU+11 Finance & IT GC34090(c) / CFR516.2
Time Sheets AU+4 Finance & IT GC34090(c) / CFR516.2
408 GRANTS
Community Development Block Grants (CDBG)T+4 Planning 24CFR570.502
Federal Grants, including FEMA / Other Emergencies (Applicants,
reports, contracts, supporting documents)
CL+5 Various GC34090
Grants-in-aid (Applicants, reports, contracts, supporting documents)CL+5 Various GC34090
State Grants (Applicants, reports, contracts, supporting documents)CL+5 Various GC34090
411 UTILITY BILLING
Credit Bureau Assignments AU+4 Finance & IT GC34090(c)
Meter Reads AU+4 Finance & IT GC34090(c)
Payment Stubs & Tapes AU+2 Finance & IT GC34090(d)
Purge Tapes AU+4 Finance & IT GC34090(c)
Refunds AU+4 Finance & IT GC34090(c)
Service Requests AU+4 Finance & IT GC34090(c)
Utility Billing Register AU+4 Finance & IT GC34090(c)
412 FINANCIAL REPORTS
Audited Financial Statements P Finance & IT GC34090(c)
Bonds Payable and Other Long-Term Indebtedness T+3 Finance & IT GC34090(c) / CCP337.5 / GC53921
Budget Document (Financial Plan)P Finance & IT GC34090(c)
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: 9A905EFB-3906-4538-9C8A-0034CE9FB592