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Home My WebLink AboutCity Clerk Conversion - Adv Body Handbooks, Agendas and Minutes for Council Compensation, Minutes for Construction Board of Appeals, Planning Commission, Architectural Review Commission, Cultural Heritage CommitteeOriginal: City Clerk’s Office MEMORANDUM DATE: June 20, 2023 TO: Greg Hermann, Deputy City Manager J. Christine Dietrick, City Attorney FROM: Kevin Christian SUBJECT: CONVERSION OF HARD COPY TO ELECTRONIC RECORDS In accordance with the City’s Records Retention Policy, certain records have been identified as being eligible for conversion from hard copy to electronic copy. They will be maintained with a trusted digital system as describe in the Secretary of State Guidelines for Trustworthy Electronic Document or Records Preservation Standards. Record Titles to be eligible for electronic retention: Advisory Body related records as detailed on the attached detailed list. Please sign below indicating that the record titles are appropriate for electronic retention and the retention system meets the requirements of the records retention policy. (Legal Analyst Review _______) Greg Hermann, Deputy City Manager J. Christine Dietrick, City Attorney CERTIFICATE OF CONVERSION I, Teresa Purrington, do hereby certify that the records listed on the attached were properly Converted on _________. Teresa Purrington, City Clerk Attachments: - Detailed listing of records to be converted to Electronic. -Relevant section of the records retention schedule. DocuSign Envelope ID: 4923CA78-1CE6-4989-81CE-6F8FFAE11651 7/5/2023 | 9:47 AM PDT Original: City Clerk’s Office Record Category Record Title Record Origin Year Retention 304 City Advisory Bodies Advisory Body Handbook 1981 P 304 City Advisory Bodies Advisory Body Handbook 1983 P 304 City Advisory Bodies Advisory Body Handbook 1985 P 304 City Advisory Bodies Advisory Body Handbook 1990 P 304 City Advisory Bodies Advisory Body Handbook 1998 P 304 City Advisory Bodies Advisory Body Handbook 2002 P 302 Commissions Committees Boards Human Needs Assessment 1992 P historical value 304 City Advisory Bodies Applications - Appointed member 2016 T+5 304 City Advisory Bodies Applications - Appointed member 2017 T+5 302 Commissions, Committee, Boards Minutes – Council Compensation Committee 2008 P 302 Commissions, Committee, Boards Agendas – Council Compensation Committee 2008 P 302 Commissions, Committee, Boards Minutes – Council Compensation Committee 2006 P 302 Commissions, Committee, Boards Agendas – Council Compensation Committee 2006 P 302 Commissions, Committee, Boards Agendas – Council Compensation Committee 2004 P 302 Commissions, Committee, Boards Minutes – Council Compensation Committee 2000 P 302 Commissions, Committee, Boards Agendas – Council Compensation Committee 2000 P 302 Commissions, Committee, Boards Minutes – Council Compensation Committee 1998 P 302 Commissions, Committee, Boards Agendas – Council Compensation Committee 1998 P 302 Commissions, Committee, Boards Minutes – Council Compensation Committee 1994 P 302 Commissions, Committee, Boards Agendas – Council Compensation Committee 1994 P 302 Commissions, Committee, Boards Minutes – Construction Board of Appeals 2013 P 302 Commissions, Committee, Boards Minutes – Construction Board of Appeals 2014 P 302 Commissions, Committee, Boards Minutes – Planning Commission 2004 - 2018 P 302 Commissions, Committee, Boards Minutes – Architectural Review Commission 2004 - 2018 P 302 Commissions, Committee, Boards Minutes – Cultural Heritage Committee 2004 - 2018 P DocuSign Envelope ID: 4923CA78-1CE6-4989-81CE-6F8FFAE11651 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: 4923CA78-1CE6-4989-81CE-6F8FFAE11651