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HomeMy WebLinkAboutCity Clerk Destruction Memo - COI, Ethics, Candidates, General  Original: City Clerk’s Office    MEMORANDUM DATE: October 18, 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 listing of those records and relevant sections from the records retention schedule are attached. Various records, listed on the attached, that have expired before June 30, 2023 and exceed the retention requirements and, as such, 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: ____________________________ (destruction date) Kevin Christian, Deputy City Clerk Attachments: 1. List of records to be destroyed. 2. Relevant sections of the records retention schedule. DocuSign Envelope ID: E5C640BD-D645-4B22-B851-AB541754C7AE 10/19/2023 | 9:39 AM PDT RECORDS DESTRUCTION LIST  Original: City Clerk’s Office    Dept/DIV or Category  Current  in YEAR  DESTROY  YEAR  DESCRIPTION & FORMAT (H=hard copy, D=Digital)  Public Information /  Community Relations ‐  709  2009‐ 2018  2010‐ 2020  Consumer Index publication affidavits and communications           H&D  2018  2020  Consumer Index publication affidavits and Notification of Rent Increase  from Laguna Lake Mobile Estates                                                      D  2019  2021  Consumer Index publication affidavits                                                              D     2020  2022  Consumer Index publication affidavits and Notification of Rent Increase  from Laguna Lake Mobile Estates                                                      D  General Administration /  Office General Mgt ‐ 101  1999‐ 2003  2001‐ 2005  General Information ‐ Community Forum Planning Files                   H&D  Legislative and Legal /  Election 702  2016  2021  Unsuccessfull 2016 City Council and Mayoral candidates: Michael Clark,  Donald Hedrick, Christopher Lopez, Brett Strickland, Jan Marx, and Mila  Vujovich‐LaBarre                                                                                                 H&D  Legislative and Legal /  General Legal ‐ 704  2015  2022  Ethics Training Certificates  (certificates valid for two years)          H&D  Legislative and Legal /  Statement of Economic  Interest ‐ 707  2009‐ 2015  2023  87200 filer ‐ elected official John Ashbaugh, term end 2016            H&D  2005‐08  2015  87200 filer ‐ elected official Paul Brown, term end 2008                   H&D  2011‐ 2015  2023  87200 filer ‐ elected official Dan Carpenter, term end 2016            H&D     2007‐ 2012  2020  87200 filer ‐ elected official Andrew Carter, term end 2013            H&D     1998‐ 2005  2013  87200 filer ‐ elected official John Ewan, term end 2006                    H&D     2000‐ 2008  2015  87200 filer ‐ elected official Christine Mulholland, term end 2008 H&D     2002‐ 2010  2017  87200 filer ‐ elected official Dave Romero, term end 2010               H&D     2001‐ 2010  2017  87200 filer ‐ elected official Allen Settle, term end 2010                  H&D     1998‐ 2004  2011  87200 filer ‐ elected official Kenneth Schwartz, term end 2004     H&D     2010‐ 2014  2021  87200 filer ‐ elected official Kathy Smith, term ended 2014            H&D     2014,  2015  2022  87200 filers ‐ Designated filers, non elected (Wayne Padilla and Jason  Stilwell) Terms ended 2015                                                                                 D  DocuSign Envelope ID: E5C640BD-D645-4B22-B851-AB541754C7AE RECORDS DESTRUCTION LIST  Original: City Clerk’s Office    Dept/DIV or Category  Current  in YEAR  DESTROY  YEAR  DESCRIPTION & FORMAT (H=hard copy, D=Digital)   Legislative and Legal /  Statement of Economic  Interest ‐ 707  2011  2019  87200 filers ‐ Designated filer, non elected (Charles Bourbeaux) Term  ended 2012                                                                                                               D     2007,  2008,  2010  2023  87200 filers ‐ Designated filer, Planning Commission (Michael Multari)  Term ended 2016                                                                                                     D     2011‐ 2015  2013‐ 2017  Statement of Economic Interest ‐ General Correspondence                D     2011‐ 2015  2018‐ 2022  Statement of Economic Interest (Form 700), City Code Filers              D  City  Management/Council  Files ‐ 301  1997 ‐  2000  2005 ‐  2008  City Advisory Bodies Council Subcommittee Assignments              H&D     2020  2022  Council Correspondence (shown as "Hot Files" in retention schedule)  this is non Agenda correspondence sent to City Council ‐ consists of  approx. 1500 files including Arata protest and PD funding topics)     D  City Management/City  Advisory Bodies ‐ 304  2017  2022  Quarterly Advisory Body Chair Meetings with Mayor                              D  Legislative & Legal /  Public  Information/Community  Relations ‐ 709  2005‐ 2017  2007‐ 2019   Consumer Price Index (CPI)                                                                                D  City Management /  Commissions,  Committees, Boards ‐  302  2017‐ 2019  2019‐ 2021  Recruitment File ‐ Maddy Act notices and Unscheduled Vacancy notices    D    2016‐ 2017  2021‐ 2022  Membership File ‐ correspondence                                                               D    2015 ‐  2017  2020 ‐  2022  Membership File, Oaths of Office ‐ Investment Oversight Committee,  (Lichtig, Marx, Padilla)                                                                                          D     2020  2022  Applications (not appointed) Diversity Equity & Inclusion Task Force ‐D           07‐14‐2020, Bellisario, DE&I Application           07‐15‐2020 King, DE&I Application          07‐16‐2020, Holland‐DE&I Application           07‐16‐2020, Leal‐DE&I Application           07‐17‐2020 Lee‐DE&I Application           07‐17‐2020 Shah‐DE&I Application           07‐17‐2020 Young, DE&I Application           07‐17‐2020, Brown‐DE&I Application  DocuSign Envelope ID: E5C640BD-D645-4B22-B851-AB541754C7AE RECORDS DESTRUCTION LIST  Original: City Clerk’s Office    Dept/DIV or Category  Current  in YEAR  DESTROY  YEAR  DESCRIPTION & FORMAT (H=hard copy, D=Digital)     2020  2022  07‐17‐2020, Call‐DE&I Application                                                               D   City Management /         07‐17‐2020, Yu‐DE&I Application   Commissions,         07‐18‐2020 Saracco‐DE&I Application   Committees, Boards ‐         07‐18‐2020 Stackhouse‐DE&I Application   302 – (continued –         07‐19‐2020 Sanders‐DE&I Application   Unappointed Diversity,         07‐20‐2020 Albers‐DE&I Application   Equity and Inclusion         07‐20‐2020 Burge‐ DE&I Application   Task Force applications)       07‐20‐2020 Kennard‐DE&I Application           07‐21‐2020 Napoli‐DE&I Application           07‐22‐2020 Echard‐DE &I Application           07‐22‐2020 Hajrasouliha‐ DE &I Application           07‐22‐2020 Howard‐ DE&I Application           07‐22‐2020 Krone‐ DE&I Application           07‐22‐2020 Rivera‐DE &I Application           07‐22‐2020 Somma‐DE &I Application           07‐23‐2020 Klapheck‐DE &I Application           07‐23‐2020 Porter‐DE &I Application           07‐23‐2020 Sesena‐ DE &I Application           07‐24‐2020 Read‐DE &I Application           07‐26‐2020 Allen‐DE&I Application           07‐26‐2020 Lerma‐DE &I Application           07‐26‐2020, Root‐ DE &I Application           07‐27‐2020, Monie‐DE&I Application           07‐28‐2020, Ramos‐DE&I Application           07‐28‐2020, Renehan‐ DE &I Application           07‐29‐2020, Grosz‐DE&I Application           07‐30‐2020, Fowler‐DE &I Application           07‐30‐2020, Gardiner‐DE&I Application           07‐30‐2020, Harris‐DE &I Application           07‐31‐2020, Chand‐DE&I Application           07‐31‐2020, Elliott‐DE &I Application           07‐31‐2020, Horwitz, DE&I Application           07‐31‐2020, Ortiz‐DE&I Application           07‐31‐2020, Reitner, DE&I Application           07‐31‐2020, Salazar‐DE&I Application           08‐01‐2020, Pettit‐DE&I Application           08‐01‐2020, Wedell‐DE&I Application           08‐02‐2020, Borjan‐DE&I Application           08‐02‐2020, Carlotti‐DE&I Application           08‐02‐2020, Cholewa‐Cardona‐DE&I Application           08‐02‐2020, Friedman O'Leary‐DE&I Application           08‐02‐2020, Henry‐DE&I Application  DocuSign Envelope ID: E5C640BD-D645-4B22-B851-AB541754C7AE RECORDS DESTRUCTION LIST  Original: City Clerk’s Office    Dept/DIV or Category  Current  in YEAR  DESTROY  YEAR  DESCRIPTION & FORMAT (H=hard copy, D=Digital)     2020  2022  08‐02‐2020, Heraldo‐DE&I Application                                                     D   City Management /         08‐02‐2020, Kisinger‐DE&I Application   Commissions,         08‐02‐2020, Kothari‐DE&I Application   Committees, Boards ‐         08‐02‐2020, McCann‐DE&I Application   302 – (continued –         08‐02‐2020, Moore‐DE&I Application   Unappointed Diversity,         08‐02‐2020, Rockwell‐Thomas‐DE&I Application   Equity and Inclusion         08‐02‐2020, Steele‐DE&I Application   Task Force applications)       08‐03‐2020, Aguilar‐DE&I Application           08‐03‐2020, Bachmann‐DE&I Application           08‐03‐2020, Bowlay‐DE&I Application           08‐03‐2020, Brown‐DE&I Application           08‐03‐2020, Castañeda‐DE&I Application           08‐03‐2020, Coffey‐DE&I Application           08‐03‐2020, Cradick‐DE&I Application           08‐03‐2020, Cunningham‐DE& I Application           08‐03‐2020, Dowdell‐DE&I Application           08‐03‐2020, Gibbs‐DE&I Application           08‐03‐2020, Guerrero‐DE&I Application           08‐03‐2020, Keller‐DE&I Application           08‐03‐2020, Korsgaard‐DE&I Application           08‐03‐2020, Lopes‐DE&I Application           08‐03‐2020, Lorge‐DE&I Application           08‐03‐2020, Macmillan‐DE&I Application           08‐03‐2020, Martinez‐DE&I Application           08‐03‐2020, McGillis‐DE&I Application           08‐03‐2020, Mitchell‐DE&I Application           08‐03‐2020, Montaño‐DE&I Application           08‐03‐2020, Pallay‐DE&I Application           08‐03‐2020, Senn‐DE&I Application           08‐03‐2020, Smith‐DE&I Application           08‐03‐2020, Stewart‐DE&I Application           08‐03‐2020, Tamoush‐DE&I Application           08‐03‐2020, Verma‐DE&I Application           08‐03‐2020, Yasumoto‐DE&I Application  DocuSign Envelope ID: E5C640BD-D645-4B22-B851-AB541754C7AE CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD 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 ADMINISTRATION101 OFFICE 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 2 Various GC34040AE=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: E5C640BD-D645-4B22-B851-AB541754C7AE CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLETOTAL OFFICE RESPONSIBLE CODE SECTIONRETENTION FOR RETENTION AND REMARKSPERIODDISPOSITION OF RECORD300CITY MANAGEMENT301COUNCIL 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 BrochuresP 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 Files2 Admin GC34090 MinutesP Clerk GC34090(e) Oaths of OfficeP Clerk GC34090 Petitions to Council5 Clerk GC34090 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 GC34090 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 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: E5C640BD-D645-4B22-B851-AB541754C7AE CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLETOTAL OFFICE RESPONSIBLE CODE SECTIONRETENTION FOR RETENTION AND REMARKSPERIODDISPOSITION OF RECORD702ELECTIONAbsentee Voter applications (copies of) E+6 mos. Clerk EC17505(b) ConfidentialApplication to view: voter registration info, AV voter lists 5 Clerk EC2188 Ballots: all, voter ID envelopes and ballot receipts, manual tally sheets, logic/accuracy tests, other ballot-related docsE+6 mos. Clerk EC17302; EC17306 (if no legal action) Confidential Campaign Disclosure Statements: Successful Candidates P Clerk GC81009(b) Unsuccessful Candidates E+5 Clerk GC81009(b) OtherT+7 Clerk GC81009(e) Election correspondence E+2 Clerk GC34090 Election documents: expenses, proofs, night logs E+2 Clerk GC34090 Election historyP Clerk GC34090 Election notices, publications, certificates E+2 Clerk GC34090 Initiative, Referendum, Charter Amendments, Recall Petitions After Certification of results + 8 monthsClerk EC17200/EC17400 Confidential Municipal Election File/Sample Ballots P Clerk GC34090 Nomination Papers: Successful Candidates P Clerk EC17100 Unsuccessful Candidates E+5 Clerk EC17100 Precinct Board Appointments - appointment of precinct oficialsE+6 mos. Clerk EC17503(b) Precinct hand tally, copies of index, challenge list, assisted voter list E+6 mos. Clerk EC17304 Confidential Roster of voters, original indices (precinct board) E+5 Clerk EC17300(a) (if no legal action)703CITY ATTORNEY Administrative Files CU+5 City Attorney GC34090 Civil LitigationCL+10 City Attorney GC34090(b) Civil Litigation regarding Property (including settlement and releases) P City Attorney GC34090(a) Criminal Cases going to court CL+5 City Attorney GC34090(b) Criminal Citations CL+2 City Attorney GC34090 Legislative Files CU+2 City Attorney GC34090704GENERAL LEGALAgreements/Contracts (consultants, purchase agreements, and others not shown elsewhere in the retention schedule)CU+5AE Various CCP337Claims/Subpeona Logs 2 Clerk GC34090Donor and Donation Agreements P Clerk GC34090Ethics Training Certificates CL + 5 Clerk GC34090Housing Agreements (Includes recorded and other related agreements) P Clerk GC34090(a)Joint Powers Authorities CL + 10 Clerk GC34090Lease Agreements of Real Property (long-term; i.e., more than five CL + 5 Clerk GC34090LiensP Clerk GC34090(a)Municipal Advocate's Registration Form P Clerk GC34090Public Art Agreements P Clerk GC34090Recorded Documents (Abandonments, Deeds, Easements, P Clerk GC34090Williamson Act Contracts P Clerk GC34090(a)706CAPITAL IMPROVEMENT BOARD CIB Agreements/Contracts P Clerk CCP337 CIB Establishment/Bylaws P Clerk GC34090(e)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: E5C640BD-D645-4B22-B851-AB541754C7AE CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLETOTAL OFFICE RESPONSIBLE CODE SECTIONRETENTION FOR RETENTION AND REMARKSPERIODDISPOSITION OF RECORD CIB Resolutions/Ordinances P Clerk GC34090(e) General Correspondence 2 Finance GC34090 MinutesP Clerk GC34090(e)707STATEMENTS OF ECONOMIC INTEREST General Correspondence 2 Clerk GC34090 Statements of Economic Interest (87200 Filers) T+7 Clerk GC81009(e) & CCAC Guidelines Statements of Economic Interest (City Code Filers)7 GC81009(e)709PUBLIC INFORMATION/COMMUNITY RELATIONS Consumer Price Index (CPI) CU+2 Various GC34090 General Correspondence 2 Various GC34090 Press Releases CU+2 Various 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: E5C640BD-D645-4B22-B851-AB541754C7AE Certificate Of Completion Envelope Id: E5C640BDD6454B22B851AB541754C7AE Status: Completed Subject: Complete with DocuSign: City Clerk Destruction memo - COI, Ethics, Candidates, General.pdf Department: Supplier: Source Envelope: Document Pages: 9 Signatures: 3 Envelope Originator: Certificate Pages: 5 Initials: 1 City Clerk AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-08:00) Pacific Time (US & Canada) 990 Palm Street San Luis Obispo, CA 93422 cityclerk@slocity.org IP Address: 104.129.202.81 Record Tracking Status: Original 10/18/2023 1:06:22 PM Holder: City Clerk cityclerk@slocity.org Location: DocuSign Signer Events Signature Timestamp Kelly White kwhite@slocity.org Legal Assistant / Paralegal City of San Luis Obispo Security Level: Email, Account Authentication (None) Signature Adoption: Drawn on Device Using IP Address: 104.129.202.98 Sent: 10/18/2023 1:08:33 PM Viewed: 10/18/2023 1:09:55 PM Signed: 10/18/2023 1:37:30 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Greg Hermann ghermann@slocity.org Deputy City Manager Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 174.249.149.129 Signed using mobile Sent: 10/18/2023 1:37:30 PM Viewed: 10/18/2023 9:33:11 PM Signed: 10/18/2023 9:33:30 PM Electronic Record and Signature Disclosure: Accepted: 10/18/2023 9:33:11 PM ID: bdbf07bb-5ba1-4da9-ae20-39b2fbaa38bd Christine Dietrick cdietrick@slocity.org City Attorney City of San Luis Obispo Security Level: Email, Account Authentication (None) Signature Adoption: Drawn on Device Using IP Address: 104.129.202.90 Sent: 10/18/2023 9:33:31 PM Viewed: 10/19/2023 8:48:32 AM Signed: 10/19/2023 8:49:39 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Kevin Christian kchristian@slocity.org Security Level: Email, Account Authentication (None) Signature Adoption: Uploaded Signature Image Using IP Address: 104.129.202.81 Sent: 10/19/2023 8:49:40 AM Resent: 10/19/2023 9:35:45 AM Viewed: 10/19/2023 9:36:29 AM Signed: 10/19/2023 9:39:46 AM Electronic Record and Signature Disclosure: Accepted: 10/19/2023 9:36:29 AM ID: 5ae4d9e7-448f-46ec-92aa-16b0ef758494 In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 10/18/2023 1:08:33 PM Certified Delivered Security Checked 10/19/2023 9:36:29 AM Signing Complete Security Checked 10/19/2023 9:39:46 AM Completed Security Checked 10/19/2023 9:39:46 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, Carahsoft OBO City of San Luis Obispo (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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