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HomeMy WebLinkAboutCity_Clerk_-_Advisory_Body_Related_Files_-_destruction_memo Original: City Clerk’s Office MEMORANDUM DATE: June 20, 2023 TO: Greg Hermann, Deputy City Manager J. Christine Dietrick, City Attorney FROM: Kevin Christian, Deputy City Clerk 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 specific listing of those records and relevant sections from the records retention schedule are attached with general categories described below: Various Advisory Body files that exceed the retention requirements on or before June 2023: including Oaths, Applications for both Appointed members and Un-Appointed candidates, Recruitment files, Membership Rosters, Maddy Act Notifications, Advisory Body Recognition Event files, Advisory Body Training files, Mayors’ Quarterly Advisory Body Chair meeting files, and various City Council memos, Liaison Reports, or General Communications to/from Advisory Bodies. As such, these are being prepared for destruction. The method of destruction will be confidential shredding. Please sign below indicating that the record titles are appropriate for destruction and meets the requirements of the records retention policy. (Legal Analyst Review _______) Greg Hermann, Deputy City Manager J. Christine Dietrick, City Attorney CERTIFICATE OF DESTRUCTION I, Kevin Christian, do hereby certify that the records listed on the attached were properly disposed of on _______________, 2023. Kevin Christian, Deputy City Clerk Attachments: 1. List of records to be destroyed 2. Relevant sections of the records retention schedule DocuSign Envelope ID: 318F7BFF-EE99-40A2-8EE2-2B4CCDD571EA 6/26/2023 | 2:36 PM PDT RECORDS DESTRUCTION LIST Original: City Clerk’s Office DEPT/DIV or Category FINAL TERM YEAR DESTROY YEAR DESCRIPTION 302 – Commissions, Committees, Boards / Membership File: Oaths 1994 1999 Council Compensation Committee (CCC) CCC – Dianne Long CCC - Lynn Cooper CCC – Frank Martinez CCC – Mike Multari CCC – Bob Silva 1998 2003 CCC – Jan Howell Marx CCC – Marcy Villa CCC – Penny Rappa CCC – Pierre Rademaker CCC – Paul Ready 2000 2005 CCC – Marcy Villa CCC – Dean Miller CCC – Pierre Rademaker CCC – Kathy Smith CCC – Dodie Williams 2004 2009 CCC – Dodie Williams CCC – Cydney Holcomb CCC – Louise Matheny CCC – Rick May CCC – Jeff Jorgensen 5/2018 6/2023 CCC – John Ewan CCC – Dale Stoker CCC – Frank Guyton CCC – Brett Strickland CCC – Louise Matheny 2017 2022 Administrative Review Board (ARB) ARB - Matthew LaFon Architectural Review Commission (ARC) ARC - Greg Starzyk Bicycle Advisory Committee (BAC) BAC - Catherine Machado Cultural Heritage Committee (CHC) CHC - Leah Walthert Citizens’ Revenue Enhancement Oversight Commission REOC - Jeri Carroll Human Relations Commission (HRC) HRC - Julia Jones HRC – Paul Orton Jack House Committee (JHC) JHC – Robert Mills Mass Transportation Committee (MTC) MTC - Justin Frentzel Personnel Board (PB) DocuSign Envelope ID: 318F7BFF-EE99-40A2-8EE2-2B4CCDD571EA RECORDS DESTRUCTION LIST Original: City Clerk’s Office DEPT/DIV or Category FINAL TERM YEAR DESTROY YEAR DESCRIPTION Continued 302 – Commissions, Committees, Boards / Membership File: Oaths PB - David Wehner 2017 2022 Planning Commission (PC) PC - Scott Mann PC -Daniel Knight PC -John Larson Promotional Coordinating Committee (PCC) PCC - Deborah Lewis PCC - Patricia Loosley Parks and Recreation Commission (PRC) PRC - Douglas Single PRC - Susan Updegrove PRC - Suzan Ehdaie Tourism Business Improvement District Board (TBID) TBID - Dean Hutton TBID – Amy Swink Tree Committee (TC) TC - Matt Ritter 1994 1999 Open Space Element Advisory Committee (OSEA) OSEA – Stephen Barasch OSEA – David Chipping OSEA – R. Gilbert Hoffman OSEA – John King OSEA – Dana Lilley OSEA – Tom Martin OSEA – Jim McGregor OSEA – David Pereira 1994 1999 OSEA – Bruce Sievertson OSEA – David Smith OSEA – Eva Vigil OSEA – Paul Ready OSEA – R. Don Warden OSEA – Dodie Williams OSEA – Richard Zweifel Oath YEAR DESTROY YEAR DESCRIPTION The following Oath listings are for the Joint Use Committee (JUC), aka Joint Use of Recreational Facilities Committee; Joint Use of Recreational Property Committee; Shared Use of Recreation(al) Facilities Committee; Joint Recreational Use of School District Property Committee – The noted committee was disbanded by Ordinance 1574, March 6, 2012. Final Term Year can’t be past 2012 but are unknown, therefore Oath taken year is noted. 2003 2017 JUC - Jane Godfrey 2004 2017 JUC - Robert Lewis 2005 2017 JUC - Rick May JUC - Terry Conner DocuSign Envelope ID: 318F7BFF-EE99-40A2-8EE2-2B4CCDD571EA RECORDS DESTRUCTION LIST Original: City Clerk’s Office DEPT/DIV or Category FINAL TERM YEAR DESTROY YEAR DESCRIPTION Continued 302 – Commissions, Committees, Boards / Membership File: Oaths 2006 2017 JUC - Mark Buchman 2007 2017 JUC - Michael Parolini JUC - Lisa Monreal JUC - Nancy Cochran JUC - Colin Jones 2009 2017 JUC - Stephen Cairns JUC - Jesse Bilsten JUC - Stew Jenkins 2010 2017 JUC - Stephen Cairns 2011 2017 JUC - David Robbins JUC - Michael Parolini DocuSign Envelope ID: 318F7BFF-EE99-40A2-8EE2-2B4CCDD571EA RECORDS DESTRUCTION LIST Original: City Clerk’s Office DEPT/DIV or Category Application YEAR DESTROY YEAR DESCRIPTION Continued 302 – Commissions, Committees, Boards / Applications (not appointed) 2013 2015 BAC & PRC Gary Havas.pdf BAC Christopher Read.pdf BAC Richard Pottratz.pdf BAC, CHC, MTC, PRC, Richard Gallegos.pdf Construction Board of Appeals (CBaA) CBOA Rebecca Jansen.docx CHC Anthony Pinkerton.pdf Housing Authority Board (HAB) HAB, MTC, PCC Jennifer Rice.pdf HAB Michael Ryan.pdf HRC Amy Kardel.pdf MTC & PRC, Aimee Wyatt.pdf MTC Elizabeth Chan.pdf MTC Jasmine Martin.pdf PB Laura Segura.docx PC and PRC Jeff Aranguena.pdf PC David Robbins.pdf PC Louis Stout.pdf TBID Rachel Patranella.pdf TBID Sanjay Mistry.pdf TC Janice ELLIOTT.pdf Election Campaign Regulation Committee (ECRC) ECRC Kevin Rice DocuSign Envelope ID: 318F7BFF-EE99-40A2-8EE2-2B4CCDD571EA RECORDS DESTRUCTION LIST Original: City Clerk’s Office DEPT/DIV or Category Application YEAR DESTROY YEAR DESCRIPTION Continued 302 – Commissions, Committees, Boards / Applications (not appointed) 2016 2018 ARB Wehner, David.pdf ARB, ARC, PC Gomez, Aaron.pdf ARB, BAC, ECRC, PRC, REOC Haas, Matthew.pdf ARB, HRC, PB Barnes, Scott.pdf ARC Cody, Tammy.pdf ARC Dummit, James.pdf ARC Shahid, Muhammad Farid.pdf ARC Smith, Michael.pdf ARC, CHC Letter, Rachel.pdf ARC, PRC Paiva, Nicholas.pdf ATC Amerine, Myron.pdf CHC Rengel, Richard.pdf HAB Gold, Toni.pdf HRC Troy, Maria.pdf MTC Fretzel, Justin.pdf PC Larrabee, Shannon.pdf PC Robbins, David.pdf PC, PRCVujovich-LaBarre, Mila.pdf PRC Marvier, Catherine.pdf PRC McLean, Cheryl.pdf PRC Pereira, Jesse.pdf PRC, TC Brooks-Schulke, Sarah (Sally).pdf REOC, HRC, PC, Z9 Fawcett, David.pdf REOC, PRC Mourenza, Lydia.pdf TBID Pugh, Tom.pdf TC Troutner, John.pdf DocuSign Envelope ID: 318F7BFF-EE99-40A2-8EE2-2B4CCDD571EA RECORDS DESTRUCTION LIST Original: City Clerk’s Office DEPT/DIV or Category Application YEAR DESTROY YEAR DESCRIPTION Continued 302 – Commissions, Committees, Boards / Applications (not appointed) 2017 2019 PC Meyer, Eric.pdf PC Rafferty, Bronwyn.pdf PC Robbins, David.pdf PC Shoresman, Michelle.pdf PC Stewart, Shay.pdf PC Strickland, Brett.pdf PC Vujovich-LaBarre, Mila.pdf PCC Igel, Vanessa.pdf PCC Martinez, Vanessa.pdf PCC Miller, Christopher.pdf PRC Crewe, William.pdf PRC Main, Owen.pdf PRC Rafferty, Bronwyn.pdf PRC Townley, Tim.pdf PRC Vujovich-LaBarre, Mila.pdf REOC Crewe, William.pdf REOC Hughes, Samuel P.pdf REOC Knight, Daniel.pdf REOC Stewart, Shay.pdf TBID Swink, Amy.pdf TC Brooks-Schulke, Sarah (Sally).pdf TC Frugoli, Greg.pdf TC Link, Susanne.pdf ARB Crewe, William.pdf ARC & PC Cruz, Mary Ann Hazel.pdf ARC Blakeslee, Sam.pdf ARC Cody, Tammy.pdf ARC Cowgill, Lyn.pdf ARC Jones, Colin.pdf ARC Larrabee, Shannon.pdf ARC Lash, Stephen.pdf ARC Lopez, Christopher.pdf ARC Mann, Scott.pdf ARC Osterbur, Nicholas.pdf ARC Pemberton, Jeremy.pdf ARC Shahid, Muhammad Farid.pdf BAC Dunaway, Donette.pdf BAC Klingenberg, Liya.pdf CBoA Eckrich, Gresham.pdf CHC & ARC Letter, Rachel.pdf DocuSign Envelope ID: 318F7BFF-EE99-40A2-8EE2-2B4CCDD571EA RECORDS DESTRUCTION LIST Original: City Clerk’s Office DEPT/DIV or Category Application YEAR DESTROY YEAR DESCRIPTION Continued 302 – Commissions, Committees, Boards / Applications (not appointed) 2017 2019 CHC Ehdaie, Suzan.pdf CHC Hill, Jaime.pdf CHC Hodges, Jennifer.pdf CHC Osterbur, Nicholas.pdf CHC Walthert, Leah.pdf HA Daugherty, Jennifer.pdf HA Gold, Toni.pdf HRC Barnes, Scott.pdf HRC Cozzi, Diana.pdf HRC Lopez, Christopher.pdf HRC Lopez, Layla.pdf HRC Robertson, Linda.pdf HRC Rollefson, John.pdf HRC Schriesheim, David.pdf HRC Wheeler, Elise.pdf JHC Forselles, Marilyn.pdf JHC Sundbye, Dorothy.pdf MTC Amerine, Myron.pdf MTC Eckrich, Gresham.pdf MTC Jouet, Timothy.pdf MTC Robertson, Linda.pdf PB Crewe, William.pdf PC Ehdaie, Suzan.pdf PC Karlin, Alex.pdf PC Knight, Daniel.pdf PC Larrabee, Shannon.pdf PC Larson, John.pdf PC Lopez, Christopher.pdf Election Campaign Regulation Committee (ECR) ECR Ewan, John ECR Harris, Patricia ECR Ostrander, Bill CCC Justice, Louise DocuSign Envelope ID: 318F7BFF-EE99-40A2-8EE2-2B4CCDD571EA RECORDS DESTRUCTION LIST Original: City Clerk’s Office DEPT/DIV or Category Application YEAR DESTROY YEAR DESCRIPTION Continued 302 – Commissions, Committees, Boards / Applications (not appointed) 2020 2022 ARB Boynton, Kevin ARB Dunlop, Keith ARC Armentrout, Philip ARC Farmer, David ARC Farmer, Mathew ARC Hoffman, Lorraine ARC Simons, Torri ARC Woods, Tracy Active Transportation Committee (ATC) ATC Englert, Jesse ATC Irish, Kelly ATC Levin, Francine ATC Schmidt, Richard CHC Wheeler, Thomas Citizens’ Transportation Advisory Committee (CTAC) CTAC Holder, John CTAC Johnson, Mark HRC Devitt, Andrea HRC Henry, Antony HRC Ramos, Nicole MTC Turner, Mark PB Torgerson, Landon PC Calo, Ben PC Houghton, David PC Johnson, Spencer PC Moore, Rob PC Papp, James PC Robbins, David PC Rolph, Brian PC Silverberg, Bruce PC Stevenson, Charles PCC Robillard, Andrew PRC Robbins, David PRC Shoresman, Michelle PRC TANIGUCHI, KEOLA REOC Littlejohns REOC Marshall, Melanie REOC Otto, Garrett TBID Harvey, Maureen TBID Littlejohns, Drew TBID Muse, Brooke TBID Panchal, Krishna DocuSign Envelope ID: 318F7BFF-EE99-40A2-8EE2-2B4CCDD571EA RECORDS DESTRUCTION LIST Original: City Clerk’s Office DEPT/DIV or Category Application YEAR DESTROY YEAR DESCRIPTION 302 – Commissions, Committees, Boards / Applications (appointed and not appointed) Joint Use Committee, aka Joint Use of Recreational Facilities Committee (JUC); Joint Use of Recreational Property Committee; Shared Use of Recreation(al) Facilities Committee; Joint Recreational Use of School District Property Committee – The noted committee was disbanded by Ordinance 1574, March 6, 2012. Applications for unappointed candidates have a retention of CU+2 and appointed have a retention of T+5, therefore, any/all would have been eligible for destruction at the end of 2017. It is not known if the below listed applicants were appointed or not. 1997 2017 JUC - Richard Kriet 1999 2017 JUC - Rick May 2001 2017 JUC - Rick May 2002 2017 JUC - Richard Kriet 2003 2017 JUC - Ed Thoms 2004 2017 JUC - Robert (Bob) Lewis 2005 2017 JUC - Rick May JUC - Terry W. Conner 2006 2017 JUC - Mark Buchman 2007 2017 JUC - Michael E. Parolini JUC - Nancy Cochran JUC - Colin Jones JUC - Lisa Monreal 2008 2017 JUC - Stew Jenkins 2009 2017 JUC - Stephen Cairns JUC - Jesse Bilsten 2010 2017 JUC - David R. Robbins JUC - Stew Jenkins 2011 2017 JUC - Michael E. Parolini DocuSign Envelope ID: 318F7BFF-EE99-40A2-8EE2-2B4CCDD571EA RECORDS DESTRUCTION LIST Original: City Clerk’s Office DEPT/DIV or Category TermComplete YEAR DESTROY YEAR DESCRIPTION 302 – Commissions, Committees, Boards / Applications (appointed) 2013 2018 Election Campaign Review Committee (ECRC) – Wilda Rosene ECRC - Ty Griffin ECRC - Jeri Carroll ECRC - Bob Shanbrom ECRC - Andrea Devitt ECRC - Allen Settle 2018 2023 CCC – Dale Stoker CCC – John Ewan CCC – Louise Matheny CCC – Frank Guyton 2017 2022 Area Agency on Aging (AAA) AAA Cox, Julie ARB LaFon, Matthew ARC Starzyk, Gregory ARC Starzyk, Gregory F ARC-Ehdaie, Suzan ATC-Machado, Catherine ATC-Paula Huddleston ATC-Woolf, James CBoA-Jansen, Rebecca CBoA-Neely, Stacy CBoA-Starzyk, Gregory CHC-Hill, Jaime CHC-Walthert, Leah HRC Orton, Paul HRC-Jones, Julia JHC-Mills, Robert Bryant PB Wehner, David 2 PB-Wehner, David PC Mann, Scott PCC Lewis, Deborah PCC-Loosley, Patricia PC-Knight, Daniel PC-Larson, John PRC Ehdaie, Suzan PRC-Single, Douglas PRC-Updegrove, Susan REOC-Carroll, Jeri REOC-Jeri Carroll TBID Swink, Amy TBID Walker, Kimberly TBID-Hutton, Dean TC Duffy, Trey TC-Ritter, Matt 1997 2002 Open Space Financing Task Force (OSF) OSF - Joseph E. Delucia OSF – Daniel E. Krieger DocuSign Envelope ID: 318F7BFF-EE99-40A2-8EE2-2B4CCDD571EA RECORDS DESTRUCTION LIST Original: City Clerk’s Office DEPT/DIV or Category Current in YEAR DESTROY YEAR DESCRIPTION 302 – Commissions, Committees, Boards / Recruitment File – Maddy Act Notices (Full listings and vacancy notifications) 2010 2012 Joint Use Committee – 1 notice 2012 2014 Appointment List - Annual Mass Transportation Committee – 1 notice Construction Board of Appeals – 1 notice 2013 2015 Housing Authority Board – 1 notice 2016 2018 Appointment List – Annual and 15 updates Architectural Review Commission – 2 notices Bicycle Advisory Committee – 2 notices Creative Vision Team - notices Human Relations Commission – 2 notices Mass Transportation Committee – 2 notices Personnel Board – 1 notice Planning Commission – 2 notices Parks and Recreation Commission – 1 notice Tourism Business Improvement District Board – 1 notice Tree Committee – 1 notice 2017 2019 Area Agency on Aging – 1 notice Administrative Review Board – 1 notice Architectural Review Commission – 1 notice Bicycle Advisory Committee – 2 notices Construction Board of Appeals – 2 notices Human Relations Commission – 1 notice Mass Transportation Committee – 1 notice Planning Commission – 1 notice Promotional Coordinating Committee – 2 notices Parks and Recreation Commission – 2 notices Tourism Business Improvement District Board – 1 notice 2018 2020 Active Transportation Committee – 2 notices 2019 2021 Active Transportation Committee – 1 notice Housing Authority Board – 2 notices Human Relations Commission – 1 notice Personnel Board – 1 notice Promotional Coordinating Committee – 1 notice Parks and Recreation Commission – 1 notice Revenue Enhancement Oversight Commission – 1 notice Tourism Business Improvement District Board – 1 notice 2020 2022 Appointment List – Annual and 10 updates Active Transportation Committee – 1 notice Construction Board of Appeals – 1 notice Cultural Heritage Committee – 1 notice Human Relations Commission – 4 notices Investment Oversight Committee – 1 notice Mass Transportation Committee – 1 notice Promotional Coordinating Committee – 1 notice Revenue Enhancement Oversight Commission – 1 notice Tourism Business Improvement District Board – 3 notices DocuSign Envelope ID: 318F7BFF-EE99-40A2-8EE2-2B4CCDD571EA RECORDS DESTRUCTION LIST Original: City Clerk’s Office DEPT/DIV or Category Current in YEAR DESTROY YEAR DESCRIPTION 2003-2011 2013 Candidate Applicant correspondence – Joint Use Committee 2003, 04, 2006-2009 2011 Council member rating sheets – Joint Use Committee 302 – Commissions, Committees, Boards / Recruitment Files – Correspondence, Misc. ads, and information 2013 2015 Council member rating sheets Interview questions Recruitment Advertising 2014 2016 Recruitment Advertising 2015 2017 Candidate Applicant correspondence Recruitment Advertising Vacancies correspondence 2016 2018 Recruitment Advertising Candidate Applicant correspondence Vacancies correspondence 2017 2019 Recruitment Advertising Candidate Applicant correspondence Vacancies correspondence 2018 2020 Recruitment Advertising 2019 2021 Recruitment Advertising 2020 2022 Candidate Applicant correspondence Vacancies correspondence Candidate Applicant correspondence Council member rating sheets Recruitment Advertising 1991 1993 Open Space Advisory Committee correspondence 1995 1997 Open Space Financing Task Force 2008 2010 Council Compensation Committee Recruitment/Applicant correspondence 2006 2008 Council Compensation Committee Recruitment/Applicant correspondence 1998 2000 Council Compensation Committee Recruitment/Applicant correspondence 1996 2001 1996 Council Compensation Committee Roster 302 – Commissions, Committees, Boards / Rosters 2011 2016 2011 – 12 Rosters for all City Council Advisory Bodies 2012 2017 2012 Rosters for all City Council Advisory Bodies 2013 2018 2013 Election Campaign Committee Roster 1994 1999 1994 Council Compensation Committee Roster 1998 2003 1998 Council Compensation Committee Roster 2000 2005 2000 Council Compensation Committee Roster 2004 2009 2004 Council Compensation Committee Roster 2006 2011 2006 Council Compensation Committee Roster 2008 2013 2008 Council Compensation Committee Roster 2014 2019 2014 Council Compensation Committee Roster 2017 2022 2017 Council Compensation Committee Roster 301 – Council Files Council “Notes” 1997 2002 2007 2011 1999 2004 2009 2013 Council Compensation Committee DocuSign Envelope ID: 318F7BFF-EE99-40A2-8EE2-2B4CCDD571EA RECORDS DESTRUCTION LIST Original: City Clerk’s Office DEPT/DIV or Category Current in YEAR DESTROY YEAR DESCRIPTION 101 – General Management Correspondence to/from Advisory Body 2000 2002 Promotional Coordinating Committee 2008 2010 Council Compensation Committee 2006 2008 Council Compensation Committee 2004 2006 Council Compensation Committee 2000 2002 Council Compensation Committee City Council Advisory Body Liaison Report Planning Commission Attendance 302 – Commissions, Committees, Boards / Membership Files – Correspondence, Misc. ads, and information 2013 2018 Resignation letters 2016 2021 Resignation letters 304 – City Advisory Bodies Annual Advisory Body Recognition and Advisory Body Training 1987 1992 1987 Advisory Body Recognition files 1988 1993 1988 Advisory Body Recognition files 1989 1994 1989 Advisory Body Recognition files 1991 1996 1991 Advisory Body Recognition files 1997 2002 1997 Advisory Body Recognition files 1998 2003 1998 Advisory Body Recognition files 2011 2016 2011 Advisory Body Recognition files 2011 Advisory Body Training files 2012 2017 2012 Advisory Body Recognition files 2015 2020 2015 Advisory Body Recognition files 2015 Advisory Body Training files 2016 2021 2016 Advisory Body Recognition files 2017 2022 2017 Advisory Body Recognition files 2017 Advisory Body Training files 304 – City Advisory Bodies Quarterly Advisory Body Chair Meetings with the Mayor 2010 2015 Agendas and Reports 2012 2017 Agendas and Reports 2013 2018 Agendas and Reports 2014 2019 Agendas and Reports 304 – City Advisory Bodies Annual Advisory Body Recognition and Advisory Body Training 1987 1992 1987 Advisory Body Recognition files 1988 1993 1988 Advisory Body Recognition files 1989 1994 1989 Advisory Body Recognition files 1991 1996 1991 Advisory Body Recognition files 1997 2002 1997 Advisory Body Recognition files DocuSign Envelope ID: 318F7BFF-EE99-40A2-8EE2-2B4CCDD571EA CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULERECORD TITLETOTAL OFFICE RESPONSIBLE CODE SECTIONRETENTION FOR RETENTION AND REMARKSPERIODDISPOSITION OF RECORDCOPIES or DUPLICATES of documents for which a department is not the office of record D/R Duplicates and copies distributed to various departments for informational purposes may be destroyed by the departments when they are no longer useful for reference. No "Request for Records Destruction" form is required.ELECTRONIC DOCUMENTSElectronic copies of paper records should be kept no longer than the retention period specified in this schedule. If electronic documents are also in a paper format, both must be destroyed at the same time.100GENERAL ADMINISTRATION101OFFICE GENERAL MANAGEMENT City Manager (CM) Reports 5 Various GC34090 City-Generated Informational Brochures, Publications, Newsletters P Various GC34090 Keep one for historical purposes City-wide Policies and Procedures P Various GC34090 Keep one for historical purposes Correspondence - External 2 Various GC34090 Correspondence - Internal (excluding CM Reports - see above) 2 Various GC34090 Departmental Policies/Procedures S+5 Various GC34090 General Information 2 Various GC34090 In-House Committees CU+5 Various GC34090 May be kept for research/historic purposes Staff Meeting Notes 2VariousGC34040102OFFICE REFERENCE Annual Departmental Reports5VariousGC34090 Certificates of Life5ClerkGC34090 Chronological Files2VariousGC34090 Community Organizations5VariousGC34090 Complaints2VariousGC34090 General Information2VariousGC34090 Positive Feedback (How are we doing? forms)2VariousGC34090 Professional Associations2VariousGC34090 Publications (journals, periodicals)D/RVariousNot a public record. No "Request for Records Destruction" form is required. 103FORMS MANAGEMENT Blank FormsSVarious No "Request for Records Destruction" form is required.104RECORDS MANAGEMENT Certificates of DestructionPClerkGC34090 Legal record of final disposition of document. Public Records Requests2VariousGC34090 Records Retention ScheduleS+5ClerkCCP 343200COMMUNITY DEVELOPMENT201CITY PLANNING Address FilesPPlanningGC34090(a) Business Tax CertificatesPPlanningGC34090(a) Code Enforcement FilesPBuildingGC34090(a) Microfilm after 5 years Construction FilesPBuildingGC34090(a) Microfilm immediately after final inspection Construction Permits (numeric)PBuildingGC34090(a) Microfilm one year after final inspection Home Occupation PermitsPPlanningGC34090(a) Inspection CardsPBuildingGC34090(a) Microfilm and retain original cards Notices of Address ChangePPlanningGC34090(a) Notices of Determination PPlanningGC34090(a) Notices of ExemptionPPlanningGC34090(a) MicrofilmAE=After Expiration AU=Audit CL=Closed/Completed CU=Current D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=TerminatedDocuSign Envelope ID: 318F7BFF-EE99-40A2-8EE2-2B4CCDD571EA CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULERECORD TITLETOTALOFFICE RESPONSIBLE CODE SECTIONRETENTIONFOR RETENTION ANDREMARKSPERIODDISPOSITION OF RECORDProject 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; OtherP 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 2PlanningGC34090 Sign Permits2 BuildingGC34090 Tentative Tracts and Minor SubdivisionsPPlanningGC34090(a) Film after minimum of 10 years.* See Public Works for final maps. Unreinforced Masonry Files (structural analysis)PBuildingGC34090(a)300CITY MANAGEMENT301COUNCIL FILES Appeals Heard by CouncilPClerkGC34090 Appeals not Heard by CouncilCL+2VariousGC34090 Audio Tapes or Liberty System6 mosClerkGC34090.7 Cablecast Schedule for Gov. Access Channel 202ClerkGC34090 Council Agenda Packets PClerkGC34090 Council BrochuresPClerkGC34090 Keep one for historical purposes Council "Notes"2AdminGC34090 Council Policies & ProceduresPClerkGC34090 Keep one for historical purposes Council ResumesCU+2AdminGC34090 Council Subcommittee Assignments8ClerkGC34090 DVDs of Council and Planning Commission MeetingsPClerkGC34090.7 Hot Files2AdminGC34090 MinutesPClerkGC34090(e) Oaths of OfficePClerkGC34090 Petitions to Council5ClerkGC34090 Advisory, non-election related. (If submitted to Council, retain permanently with agenda packet.) Proclamations2 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 packetResolutions and Ordinances P Clerk GC34090(e)302COMMISSIONS, COMMITTEES, BOARDS Agenda/Agenda Packets P Various GC34090 Audio Tapes2 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 MinutesP Various GC34090(e) Recruitment File: Includes correspondence, Maddy Act notices, misc. ads, and information2 Clerk GC34090 ResolutionsP Various GC34090(e) RostersS+5 Clerk GC34090304CITY ADVISORY BODIES Advisory Body Handbook P Clerk GC34090 Keep one for historic reasons Advisory Body Training 5 Clerk GC34090AE=After Expiration AU=Audit CL=Closed/Completed CU=Current D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=TerminatedDocuSign Envelope ID: 318F7BFF-EE99-40A2-8EE2-2B4CCDD571EA CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLETOTAL OFFICE RESPONSIBLE CODE SECTIONRETENTION FOR RETENTION AND REMARKSPERIODDISPOSITION 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 GC34090400FINANCIAL AND FISCAL401ACCOUNTS 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 41CFR50-201.501402ACCOUNTS 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 ReceiptsAU+4 Finance & IT GC34090(c) Credit Bureau Adjustments AU+4 Finance & IT GC34090(c) InvoicesAU+4 Finance & IT GC34090(c) Journal Entries AU+4 Finance & IT GC34090(c) RefundsAU+4 Finance & IT GC34090(c) Revenue Backup AU+4 Finance & ITGC34090(c) / SLOMC3.16.190 / SLOMC3.04.110 Transient Occupancy Tax AU+4 Finance & IT GC34090(c)403MISCELLANEOUSBudget Amendment Request (BAR) AU+4 Finance & IT GC34090 Checks, Canceled AU+6 Finance & IT GC34090(c) / CCP337 General Correspondence AU+4 Finance & IT GC34090406PAYROLL Payroll Charges AU+4 Finance & IT GC34090(c) / CFR516.2 Payroll Reports AU+10 Finance & IT GC34090(c) Tax ReportsAU+11 Finance & IT GC34090(c) / CFR516.2 Time SheetsAU+4 Finance & IT GC34090(c) / CFR516.2408GRANTS 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 411UTILITY BILLING Credit Bureau Assignments AU+4 Finance & IT GC34090(c) Meter ReadsAU+4 Finance & IT GC34090(c) Payment Stubs & Tapes AU+2 Finance & IT GC34090(d) Purge TapesAU+4 Finance & IT GC34090(c) RefundsAU+4 Finance & IT GC34090(c) Service Requests AU+4 Finance & IT GC34090(c) Utility Billing Register AU+4 Finance & IT GC34090(c)412FINANCIAL 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=TerminatedDocuSign Envelope ID: 318F7BFF-EE99-40A2-8EE2-2B4CCDD571EA