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HomeMy WebLinkAboutCity Clerk Destruction various 03-14-2024  Original: City Clerk’s Office   MEMORANDUM DATE: March 6, 2024 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. 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: 945C8B75-5A81-4A8D-9CCE-C1B26EB99529 3/14/2024 | 8:16 AM PDT Dept/DIV or Category Current in  YEAR DESTROY  YEAR DESCRIPTION 1997, 1999‐ 2001 1999, 2001‐ 2003 External Correspondence: Laguna Linda Home Owners Association Officers  listing/updates 1998‐1999 2000‐2001 External Correspondence: Chumash Village Home Owners Association Officers  listing/updates 2004 2006 General Information and Staff Meeting Notes: Housing Mandates Workshop ‐  League of CA Cities and SLOCOG 2006 2008 External Correspondence: Redevelopment Agency Formation Status update  per Health and Safety Code section 33100 ‐ 2006 Legislative and Legal /  Legislation ‐ 701 1999 2001 Legislation related Internal communication concerning possible formation of  a LAFCO to review development proposals inside city urban reserve boundary Legislative and Legal /  Statements of Economic  Interest ‐ 707 1993‐1994 2001 Bert E. Forbes ‐ SLO Economic Stabilization Task Force ‐ disbanded November  '93 1993‐1994 2001 Michael Multari ‐ SLO Economic Stabilization Task Force ‐ disbanded  November '93 1993‐1994 2001 Raymond E. Nordquist ‐ SLO Economic Stabilization Task Force ‐ disbanded  November '93 Legislative and Legal /  Public Information /  Community Relations - 709 2014, 2015,  2016, 2020 2017, 2018,  2019, 2023 Consumer Price Index (CPI) City Management / Council  Files ‐ 301 1993 1998 Petition to Council (not agendized) to reconsider removal of street parking ‐  1408, 1412, 1418 and 1420 Johnson Ave. to install bike lanes. 1999 2001 Public Comment ‐ items not on the agenda City Management / 3/2022 2024 Recruitment Files, Correspondence, Maddy Act Notices, Notices Commissions,of unscheduled vacancies Committees, Boards ‐ 302 Office Term  Complete  3/2019 2024 Membership File ‐ Oaths of Office: Administrative Review Board (ARB) ‐ Sarah  Pazdan: Architectural Review Commission (ARC) ‐ Angela Sol, Brian Rolph:  Active Transportation Committee and Bicycle Advisory Committee  (ATC &  BAC)‐ Ken Kienow, Paul Orton: Cultural Heritage Commission (CHC) ‐ Craig  Kincaid, Sandy Baer: Housing Authority Board  (HAB) ‐ Aimee LaRue, David  Booker, Marti Reed: Human Relations Commission (HRC) ‐ Barrie DuBois,  Carol Sexton: Mass Transportation Committee (MTC)‐ Ryan Hund, Louise  Justice, Cheryl Andrus: Investment Oversight Committee (IOC)‐ Alex Ferreira,  Xenia Bradford: Personnel Board (PB) ‐ Barrie DuBois: Planning Commission  (PC)‐ John Fowler: Promotional Coordinating Committee (PCC)‐ Diana Cozzi,  Stephanie Roberson, Zoya Dixon: Parks & Recreation Commission (PRC)‐ Kari  Applegate, Greg Avakian, Susan Olson: Tourism Business Improvement  District Board (TBID) ‐ Michael Adams: Citizens' Revenue Enhancement  Oversight Committee (REOC) ‐ Winston Newland Office Term  Complete  3/2019 2024 Membership File ‐ Applications (appointed): ARC  ‐ Angela Sol, Brian Rolph:  ATC & BAC  ‐ Ken Kienow, Paul Orton, Garrett Otto: CHC  ‐ Sandy Baer: HAB  ‐  Anthony Chubon, Aimee LaRue, David Booker, Marti Reed: HRC ‐ Barrie  DuBois: MTC ‐ Ryan Hund, Louise Justice, Cheryl Andrus: PB ‐ Barrie DuBois,  Sharon Whitney: PC ‐ John Fowler: PCC ‐ Diana Cozzi, Zoya Dixon: PRC ‐ Greg  Avakian, Susan Olson: REOC ‐ Winston Newland 3/2022 2024 Applications (not appointed): ARC ‐ William Tarasevic, Christie Withers: ATC  Dan Biggs, Anders Bjork, Keith Dunlop, Kelly Grady, Wolfgang Kaml, Shannon  Klisch, Garrett Otto, Rebecca Whiteside: CHC ‐ Kelly Abbas, Alyson Caine,  Janet Jacquier: HRC ‐ Vincent DeTurris: Jack House Committee (JHC) ‐ Katchy  Andrews, Gray Gautereaux, David Watts: MTC Jaxson Davis: PC ‐ Jeremy  Cook, Aina Gundersen, Amir Hajrasouliha, Genie Kim, Traven Marks, Eric  Tolle, Christie Withers: PCC ‐ Lauren Bandari, Jill Caggiano: PRC ‐ JR Isbell,  Rachel Lippa: REOC Renne Gardner, Kenneth McCarthy: Zone 9 ‐ Dave Flynn City Management / City Advisory Bodies ‐ 304 2018 2023 Quarterly Advisory Body Chair Meetings with Mayor General Administration /  Office General  Management ‐ 101 DocuSign Envelope ID: 945C8B75-5A81-4A8D-9CCE-C1B26EB99529 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL OFFICE RESPONSIBLE CODE SECTION RETENTION FOR RETENTION AND REMARKS PERIOD DISPOSITION OF RECORD COPIES 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 DOCUMENTS Electronic 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. 100 GENERAL ADMINISTRATION 101 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 GC34040 102 OFFICE REFERENCE Annual Departmental Reports 5 Various GC34090 Certificates of Life 5 Clerk GC34090 Chronological Files 2 Various GC34090 Community Organizations 5 Various GC34090 Complaints 2 Various GC34090 General Information 2 Various GC34090 Positive Feedback (How are we doing? forms)2 Various GC34090 Professional Associations 2 Various GC34090 Publications (journals, periodicals)D/R Various Not a public record. No "Request for Records Destruction" form is required. 103 FORMS MANAGEMENT Blank Forms S Various No "Request for Records Destruction" form is required. 104 RECORDS MANAGEMENT Certificates of Destruction P Clerk GC34090 Legal record of final disposition of document. Public Records Requests 2 Various GC34090 Records Retention Schedule S+5 Clerk CCP 343 200 COMMUNITY DEVELOPMENT 201 CITY PLANNING Address Files P Planning GC34090(a) Business Tax Certificates P Planning GC34090(a) Code Enforcement Files P Building GC34090(a) Microfilm after 5 years Construction Files P Building GC34090(a) Microfilm immediately after final inspection Construction Permits (numeric)P Building GC34090(a) Microfilm one year after final inspection Home Occupation Permits P Planning GC34090(a) Inspection Cards P Building GC34090(a) Microfilm and retain original cards Notices of Address Change P Planning GC34090(a) Notices of Determination P Planning GC34090(a) Notices of Exemption P Planning GC34090(a) Microfilm 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: 945C8B75-5A81-4A8D-9CCE-C1B26EB99529 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: 945C8B75-5A81-4A8D-9CCE-C1B26EB99529 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: 945C8B75-5A81-4A8D-9CCE-C1B26EB99529 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL OFFICE RESPONSIBLE CODE SECTION RETENTION FOR RETENTION AND REMARKS PERIOD DISPOSITION OF RECORD Fixed Asset Subsidiary Ledger (includes inventory) AU+5 Finance & IT GC34090(c) / 26CFR301-65-1(f) Monthly Financial Statements AU+5 Finance & IT GC34090(c) Other Financial Reports AU+4 Finance & IT GC34090(c) State Controller Reports AU+10 Finance & IT GC34090(c) Surplus Property List AU+4 Finance & IT GC34090(c) 500 HUMAN RESOURCES Applications (unsuccessful applicants) CL+5 HR 29 CFR 30.8 / GC12946 Department of Motor Vehicles Records T+1 HR GC12946 Discrimination Complaint T+5 HR 29 USC 255 (a) Employee Discipline T+3 HR GC34090(c) Employee Files T+5 HR 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) Employment Eligibility Verification - Immigration/Naturalization Service (I9 Form) T+3 HR GC34090(c) Equal Employment Opportunity Reports 3 HR GC34090(c) General Correspondence 2 HR GC34090 Insurance/Benefits AU+4 HR 29CFR1627.3(b)(2) Labor Negotiations T+3 HR GC34090(c) Risk Management Claims Against The City CL+5 HR GC34090 Risk Management Reports CL+5 HR GC34090 Safety T+3 HR GC34090(c) Temporary Employees T+5 HR 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) Tuition Reimbursement AU+3 HR GC34090(c) Workers Compensation T+30 HR 29CFR1910.20 600 PURCHASING & CONTRACTING 601 PURCHASING Bids, RFPs (unsuccessful) CU+2 Various GC34090 / CCP337 / SLOMC3.24.170 Bids, RFPs, RFQs (successful) AU+5 Various GC34090 / CCP337 / SLOMC3.24.170 City-Owned Property/Property Management P Clerk GC34090(a) General Information 2 Various GC34090 Surplus Property Auction/Disposal AU+4 Finance CCP337 Surplus Property Listing AU+2 Finance GC34090 700 LEGISLATIVE AND LEGAL 701 LEGISLATIVE Affidavits of Publication CU+4 Various GC34090 Certificates of Posting CU+4 Various GC34090 Charters-Listed Numerically with Amendments P Clerk GC34090(e)/GC40806 Citizens’ Charter Committee P Clerk GC34090 Council Ordinances P Clerk GC34090(e) Council Resolutions P Clerk GC34090(e) / GC40806 Grand Jury 2 Clerk GC34090 League of CA Cities 2 Clerk GC34090 Legal Notices, Legal ads, and Display Ads CU+4 Various GC911.2; GC34090 Legislation: County, Federal, State 2 Clerk GC34090 Municipal Code P Clerk GC34090(e) Database on City network/Keep one for historic value Notices of Adjournment 2 Various GC34090 702 ELECTION Absentee Voter applications (copies of) E+6 mos. Clerk EC17505(b) Confidential Application 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 docs E+6 mos. Clerk EC17302; EC17306 (if no legal action) Confidential 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: 945C8B75-5A81-4A8D-9CCE-C1B26EB99529 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL OFFICE RESPONSIBLE CODE SECTION RETENTION FOR RETENTION AND REMARKS PERIOD DISPOSITION OF RECORD Campaign Disclosure Statements: Successful Candidates P Clerk GC81009(b) Unsuccessful Candidates E+5 Clerk GC81009(b) Other T+7 Clerk GC81009(e) Election correspondence E+2 Clerk GC34090 Election documents: expenses, proofs, night logs E+2 Clerk GC34090 Election history P Clerk GC34090 Election notices, publications, certificates E+2 Clerk GC34090 Initiative, Referendum, Charter Amendments, Recall Petitions After Certification of results + 8 months Clerk 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 oficials E+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) 703 CITY ATTORNEY Administrative Files CU+5 City Attorney GC34090 Civil Litigation CL+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 GC34090 704 GENERAL LEGAL Agreements/Contracts (consultants, purchase agreements, and others not shown elsewhere in the retention schedule) CU+5AE Various CCP337 Claims/Subpeona Logs 2 Clerk GC34090 Donor and Donation Agreements P Clerk GC34090 Ethics Training Certificates CL + 5 Clerk GC34090 Housing Agreements (Includes recorded and other related agreements) P Clerk GC34090(a) Joint Powers Authorities CL + 10 Clerk GC34090 Lease Agreements of Real Property (long-term; i.e., more than five CL + 5 Clerk GC34090 Liens P Clerk GC34090(a) Municipal Advocate's Registration Form P Clerk GC34090 Public Art Agreements P Clerk GC34090 Recorded Documents (Abandonments, Deeds, Easements, P Clerk GC34090 Williamson Act Contracts P Clerk GC34090(a) 706 CAPITAL IMPROVEMENT BOARD CIB Agreements/Contracts P Clerk CCP337 CIB Establishment/Bylaws P Clerk GC34090(e) CIB Resolutions/Ordinances P Clerk GC34090(e) General Correspondence 2 Finance GC34090 Minutes P Clerk GC34090(e) 707 STATEMENTS OF ECONOMIC INTEREST 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: 945C8B75-5A81-4A8D-9CCE-C1B26EB99529 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL OFFICE RESPONSIBLE CODE SECTION RETENTION FOR RETENTION AND REMARKS PERIOD DISPOSITION OF RECORD 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) 709 PUBLIC INFORMATION/COMMUNITY RELATIONS Consumer Price Index (CPI) CU+2 Various GC34090 General Correspondence 2 Various GC34090 Press Releases CU+2 Various GC34090 800 PUBLIC WORKS 801 ENGINEERING Contractor Bids (not awarded) CL+2 Public Works GC34090 Exception: Federally funded: 3 year retention period or as required by the funding authority. Encroachment Permits CL+4 Public Works GC34090 Engineering Standards P Public Works GC34090(a) General Correspondence 2 Public Works GC34090 Job Files: Certified payroll; pay estimates; original bid documents; legal ads; preliminary notices/liens; engineer's daily logs or inspector's diaries; DAS13 CL+2 Public Works GC34090 Federally funded or as req'd by the federal authority Job Files:Org. specials w/autocad drawings, photos/video tapes for historic value; agrmnts; CMR/CAR; change orders; env docs; final pay est. w/attach; notice completion; haz waste manifests/transp docs; ins certs; perform bonds; proposals; spec reports (haz mat, bio, soils), submtls (matls, draw), warranty, as-built daily logs or inspectors' diaries; bids/plans/specs P Public Works GC34090 Final Tracts and Minor Subdivisions (includes subdivision improvement agrees; development agrees; in-lieu agrees) P Public Works GC34090(a) Film after minimum of 10 years*. See Community Development for Final maps 802 STREET ADDRESS FILES General Information 2 Public Works GC34090 Street Files 10 Public Works GC34090 803 MASS TRANSPORTATION General Information 5 Public Works GC34090 Local-SLO Municipal Bus System CU+10 Public Works GC34090 Regional Elderly/Handicapped Transit CU+2 Public Works GC34090 Taxicabs CU+5 Public Works GC34090 Transportation Permits CU+2 Public Works GC34090 Unmet Transit Needs CU+10 Public Works GC34090 804 PARKING Downtown Parking Study P Public Works GC34090 General Information 2 Public Works GC34090 Parking Appeals CU+2 Public Works GC34090 Parking Citations CU+2 Public Works GC34090 Parking Meters CU+5 Public Works GC34090 Parking Policies CU+5 Public Works GC34090 Ridesharing/Car Pool Program CU+5 Public Works GC34090 806 DISTRICTS Assessment Districts CL+10 Public Works/Clerk GC34090 Note: original documentation in City Clerk's Office Benefit Districts CL+10 Public Works/Clerk GC34090 Note: original documentation in City Clerk's Office General Information 2 Public Works 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: 945C8B75-5A81-4A8D-9CCE-C1B26EB99529 Certificate Of Completion Envelope Id: 945C8B755A814A8D9CCEC1B26EB99529 Status: Completed Subject: Complete with DocuSign: Clerk Destruction memo - 03-06-2024.pdf Department: Supplier: Source Envelope: Document Pages: 8 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 3/6/2024 3:33:39 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: 3/6/2024 3:38:20 PM Viewed: 3/7/2024 11:17:21 AM Signed: 3/13/2024 12:05:57 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: 104.129.202.83 Sent: 3/13/2024 12:05:58 PM Viewed: 3/13/2024 3:59:20 PM Signed: 3/13/2024 3:59:40 PM Electronic Record and Signature Disclosure: Accepted: 3/13/2024 3:59:20 PM ID: ba38fe08-3e02-4122-926d-46f1012b1a52 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: 71.94.51.103 Signed using mobile Sent: 3/13/2024 3:59:42 PM Viewed: 3/14/2024 3:31:05 AM Signed: 3/14/2024 3:35:14 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: 3/14/2024 3:35:15 AM Viewed: 3/14/2024 8:15:31 AM Signed: 3/14/2024 8:16:41 AM Electronic Record and Signature Disclosure: Accepted: 3/14/2024 8:15:31 AM ID: 2c2df155-fdc9-4342-a55e-aac71e3771bb 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 3/6/2024 3:38:20 PM Envelope Updated Security Checked 3/7/2024 12:47:39 PM Envelope Updated Security Checked 3/7/2024 12:47:39 PM Envelope Updated Security Checked 3/7/2024 12:47:39 PM Envelope Updated Security Checked 3/7/2024 12:47:39 PM Envelope Updated Security Checked 3/7/2024 12:47:39 PM Certified Delivered Security Checked 3/14/2024 8:15:31 AM Signing Complete Security Checked 3/14/2024 8:16:41 AM Completed Security Checked 3/14/2024 8:16:41 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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All notices and disclosures will be sent to you electronically Unless you tell us otherwise in accordance with the procedures described herein, we will provide electronically to you through your DocuSign user account all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the course of our relationship with you. To reduce the chance of you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosures to you by the same method and to the same address that you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the paper mail delivery system. If you do not agree with this process, please let us know as described below. Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us. Electronic Record and Signature Disclosure created on: 5/10/2017 10:25:58 AM Parties agreed to: Greg Hermann, Kevin Christian How to contact Carahsoft OBO City of San Luis Obispo: You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows: To contact us by email send messages to: keriksso@slocity.org To advise Carahsoft OBO City of San Luis Obispo of your new e-mail address To let us know of a change in your e-mail address where we should send notices and disclosures electronically to you, you must send an email message to us at keriksso@slocity.org and in the body of such request you must state: your previous e-mail address, your new e-mail address. We do not require any other information from you to change your email address.. In addition, you must notify DocuSign, Inc to arrange for your new email address to be reflected in your DocuSign account by following the process for changing e-mail in DocuSign. To request paper copies from Carahsoft OBO City of San Luis Obispo To request delivery from us of paper copies of the notices and disclosures previously provided by us to you electronically, you must send us an e-mail to keriksso@slocity.org and in the body of such request you must state your e-mail address, full name, US Postal address, and telephone number. We will bill you for any fees at that time, if any. To withdraw your consent with Carahsoft OBO City of San Luis Obispo To inform us that you no longer want to receive future notices and disclosures in electronic format you may: i. decline to sign a document from within your DocuSign account, and on the subsequent page, select the check-box indicating you wish to withdraw your consent, or you may; ii. send us an e-mail to keriksso@slocity.org and in the body of such request you must state your e-mail, full name, IS Postal Address, telephone number, and account number. We do not need any other information from you to withdraw consent.. The consequences of your withdrawing consent for online documents will be that transactions may take a longer time to process.. Required hardware and software Operating Systems: Windows2000? or WindowsXP? Browsers (for SENDERS): Internet Explorer 6.0? or above Browsers (for SIGNERS): Internet Explorer 6.0?, Mozilla FireFox 1.0, NetScape 7.2 (or above) Email: Access to a valid email account Screen Resolution: 800 x 600 minimum Enabled Security Settings: •Allow per session cookies •Users accessing the internet behind a Proxy Server must enable HTTP 1.1 settings via proxy connection ** These minimum requirements are subject to change. If these requirements change, we will provide you with an email message at the email address we have on file for you at that time providing you with the revised hardware and software requirements, at which time you will have the right to withdraw your consent. Acknowledging your access and consent to receive materials electronically To confirm to us that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please verify that you were able to read this electronic disclosure and that you also were able to print on paper or electronically save this page for your future reference and access or that you were able to e-mail this disclosure and consent to an address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receiving notices and disclosures exclusively in electronic format on the terms and conditions described above, please let us know by clicking the 'I agree' button below. By checking the 'I Agree' box, I confirm that: • I can access and read this Electronic CONSENT TO ELECTRONIC RECEIPT OF ELECTRONIC RECORD AND SIGNATURE DISCLOSURES document; and • I can print on paper the disclosure or save or send the disclosure to a place where I can print it, for future reference and access; and • Until or unless I notify Carahsoft OBO City of San Luis Obispo as described above, I consent to receive from exclusively through electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to me by Carahsoft OBO City of San Luis Obispo during the course of my relationship with you.