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HomeMy WebLinkAboutAdministration 2008-2019 Grants-in-Aid filesPg.1 MEMORANDUM DATE 5/30/2024 TO: Greg Hermann City Attorney FROM: Dept. of Economic Tourism and Development SUBJECT: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted Resolution No. 9174 establishing a Records Retention Policy and Schedule. In accordance with that policy and 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. Listed on the following pages are records exceeding the retention requirements (CL+5) and are being prepared for destruction. The method of destruction will be via recycling and shredding. Please sign below indicating your approval for the destruction of the attached listing of records. Department Head City Attorney _____________________ Legal Analyst Verification CERTIFICATE OF DESTRUCTION I, Anna Sargent, do hereby certify that the records listed on the attached were properly disposed of on July 1, 2024. Original: City Clerk’s Office Copy: Department Attachments: 1.List of records to be destroyed 2.Relevant sections of the records retention schedule DocuSign Envelope ID: B420E470-8BAF-4259-B583-BBC0F03F8B49 Pg.2 RECORD FOR DESTRUCTION OFF SITE STORAGE UNIT TO BE DESTROYED JULY 2024 DEPT/DIV CLOSED IN FISCAL YEAR DESTROY YEAR DESCRIPTION Financial & Fiscal/ Grants 408 2008-09 2014 Grants-in-aid (Applicants, reports, contracts, supporting documents): Cal Poly Open House Grants-in-aid (Applicants, reports, contracts, supporting documents): Central Coast Writers Grants-in-aid (Applicants, reports, contracts, supporting documents): Friends of Prado Day Ctr. Grants-in-aid (Applicants, reports, contracts, supporting documents): GALA Grants-in-aid (Applicants, and Agreement): Gold Coast Barbershop Chorus Grants-in-aid (Applicants, reports, contracts, supporting documents): Children’s Creative Project (I madonnari) Grants-in-aid (Applicants, reports, contracts, supporting documents): City to Sea Marathon Grants-in-aid (Applicants, and agreement): Mission Prep Christmas Classic Grants-in-aid (Applicants, reports, contracts, supporting documents): The Monday Club Grants-in-aid (Applicants, agreement): The One Dream Foundation Grants-in-aid (Applicants, refund): Pacific Light Opera Theatre Grants-in-aid (agreement): Pacific Reporting Opera Grants-in-aid (Application): SLO Orchestra Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Art Center Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Blues Society Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO County Arts Council Arts Obispo Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO County Band Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO County Child Abuse Prevention Council Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO International Film Festival Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Downtown Association Grants-in-aid (Applicants, and Agreement): SLO International Film Festival Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Little Theatre Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Mozart Festival Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Poetry Festival Grants-in-aid (Applicants, reports, contracts, supporting documents): Sharing the Dream Concert and Promotion DocuSign Envelope ID: B420E470-8BAF-4259-B583-BBC0F03F8B49 Pg.3 DEPT/DIV DESTROY YEAR DESCRIPTION Financial & Fiscal/ Grants 408 2009-10 2015 Grants-in-aid (Applicants, reports, contracts, supporting documents): Central Coast Children’s Choir Grants-in-aid (Applicants, reports, contracts, supporting documents): Central Coast Writers Conference Grants-in-aid (Applicants, agreement): City to the Sea Half Marathon and 5K run Grants-in-aid (Agreement and returned funds): Cuesta of College Art Gallery Grants-in-aid (Applicants, reports, contracts, supporting documents): Festival Mozaic Grants-in-aid (application): Foundation for the Performing Arts Center Grants-in-aid (Applicants, reports, contracts, supporting documents): Foundation for SLO County Public Libraries Grants-in-aid (Applicants, agreement, refund): Friends of Prado Grants-in-aid (Applicants, reports, contracts, supporting documents): GALA Grants-in-aid (Applicants): I Madonnari Childrens Creative Project Grants-in-aid (Applicants): Jewish Community Center of SLO Grants-in-aid (Applicants, reports, contracts, supporting documents, refund): The Monday Club Grants-in-aid (Applicants, reports, contracts, supporting documents,refund):Pacific Horizon Chorus Grants-in-aid (Applicants, agreement): SLO ALPHA Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO County Band Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Downtown Association Grants-in-aid (Applicants, and agreement): SLO International Film festival Grants-in-aid (Applicants, reports, contracts, supporting documents):SLO Museum of Art Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Blues Society Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO County Child Abuse Prevention Council Grants-in-aid (Applicants, reports, contracts, supporting documents, refund):SLO Little Theatre Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Poetry Festival Grants-in-aid (Applicants, reports, contracts, supporting documents, no final report): SLO railroad museum Grants-in-aid (Applicants, reports, contracts, supporting documents, refund): SLO Rugby Club Grants-in-aid (Applicants, reports, contracts, supporting documents, refund): SLO Symphony Grants-in-aid (Applicants, reports, contracts, supporting documents): Vocal Arts Ensemble CLOSED IN FISCAL YEAR DocuSign Envelope ID: B420E470-8BAF-4259-B583-BBC0F03F8B49 Pg.4 Financial & Fiscal/ Grants 2009-10 2015 Grants-in-aid (Applicants, reports, contracts, supporting documents refund):Transitions Mental Health Association 408 Grants-in-aid (Applicants, reports, contracts, supporting documents): Arts Obispo SLO County Arts Council Grants-in-aid (Applicants): Cal Poly Alumni Association Grants-in-aid (Applicants, reports, contracts, supporting documents):Cal Poly Multicultural Programs Grants-in-aid (Applicants, reports, contracts, supporting documents and refund): Cal Poly Corp: Cal Poly Arts Grants-in-aid (Applicants, reports, contracts, supporting documents): Construction of Culture (Binder) Grants-in-aid (Applicants, reports, contracts, supporting documents): Cal Poly Open House Grants-in-aid (Applicants): Cal Poly Student Life and Leadership Pride Center Grants-in-aid (Applicants): Central Coast Autsim Spectrum Center Grants-in-aid (Applicants, reports, contracts, supporting documents): C5 Central Coast Clean Cities Coalition DocuSign Envelope ID: B420E470-8BAF-4259-B583-BBC0F03F8B49 Pg.5 DEPT/DIV DESTROY YEAR DESCRIPTION Financial & Fiscal/ Grants 408 2010-11 2016 Grants-in-aid (Applicants, reports, contracts, supporting documents): Arts Obispo County Arts Council Grants-in-aid (Applicants, reports, contracts, supporting documents): Ballet Theatre Grants-in-aid (Application): Cal Poly Corporation: Cal Poly Arts Grants-in-aid (Applicants): Cal Poly Corporation: Multicultural Center Grants-in-aid (Applicants): Cal Poly Corporation: Open House Grants-in-aid (Applicants, reports, contracts, supporting documents):Cal Poly Corporation Performing Arts Center Grants-in-aid (Applicants, reports, contracts, supporting documents): Cal Poly Corporation- University Art Gallery Grants-in-aid (Applicants, and agreement): Central Coast Autism Spectrum Center Grants-in-aid (Applicants, reports, contracts, supporting documents): Central Coast Bioneers Grants-in-aid (Applicants and agreement): Central Coast Childrens Choir Grants-in-aid (Applicants): C5: Central Coast Clean Cities Coalition Grants-in-aid (Applicants, reports, contracts, supporting documents): Central Coast Writers Conference Grants-in-aid (Applicants, reports, contracts, supporting documents): Childrens Creative Project Grants-in-aid (Applicants): City to the Sea Half Marathon and 5K Run Grants-in-aid (Applicants):Discovery Institute for the Advancement of Science Technology Institute Grants-in-aid (Applicants, reports, contracts, supporting documents):Festival Mozaic Grants-in-aid (Applicants, reports, contracts, supporting documents): Foundation for the Preforming Arts Center Grants-in-aid (Applicants, reports, contracts, supporting documents): Foundation for SLO County Public Libraries Grants-in-aid (Applicants): GALA Grants-in-aid (Applicants, reports, contracts, supporting documents): Jewish Community Center Grants-in-aid (Applicants, reports, contracts, supporting documents): Mission College Prep Christmas Classic Grants-in-aid (Applicants, reports, contracts, supporting documents): The Monday Club Grants-in-aid (Applicants, agreement): Opera SLO Grants-in-aid (Applicants): SLO Alpha Grants-in-aid (Applicants, reports, contracts, supporting documents, no city recognition): SLO Blues Society Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Country Band CLOSED IN FISCAL YEAR DocuSign Envelope ID: B420E470-8BAF-4259-B583-BBC0F03F8B49 Pg.6 Financial & Fiscal/ Grants 408 Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO County Child Abuse Prevention Council Grants-in-aid (Applicants, and agreements): SLO Downtown Association Grants-in-aid (Applicants): SLO International Film Festival Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Museum of Art Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Poetry Festival Grants-in-aid (Applicants, reports, contracts, supporting documents): Central Coast Railroad Festival/ SLO Railroad Museum Grants-in-aid (Applicants, reports, contracts, supporting documents):SLO Symphony Grants-in-aid (Applicants, and agreement): SLO Vocal Arts Ensemble Grants-in-aid (Applicants, and agreement):Sharing the Dream Concert and Cultural Arts Festival Grants-in-aid (Applicants, and agreement): Transitions Mental Health Association Grants-in-aid (Applicants, reports, contracts, supporting documents): Women’s Community Center of SLO 2010-11 2016 DocuSign Envelope ID: B420E470-8BAF-4259-B583-BBC0F03F8B49 Pg.7 DEPT/DIV DESTROY YEAR DESCRIPTION Financial & Fiscal/ Grants 2011-12 2017 Grants-in-aid(Agreement):Ampsurf 408 Grants-in-aid (Applicants, reports, contracts, supporting documents): ARTS Obispo SLO County Arts Council Grants-in-aid (Applicants, agreement): Ballet Theatre Grants-in-aid (Applicants, reports, contracts, supporting documents):Cal Poly Corporation Cal Poly Arts Grants-in-aid (Applicants): Cal Poly Corporation Gender Equity Center Grants-in-aid (Applicants, agreement): Cal Poly Corporation Multicultural Center Grants-in-aid (Applicants): Cal Poly Preforming Arts Center Grants-in-aid (Applicants, reports, contracts, supporting documents): Cal Poly Corporation University Art Gallery Grants-in-aid (Applicants, agreement): Central Coast Clean Cities Coalition Grants-in-aid (Applicants, reports, contracts, supporting documents): Childrens Creative Project Grants-in-aid (Applicants, reports, contracts, supporting documents): Ecologistics/ Central Coast Bioneers Grants-in-aid (Applicants): City to the Sea Half Marathon 5K Run and Walk Grants-in-aid (Applicants, reports, contracts, supporting documents): Festival Mozaic Grants-in-aid (Applicants, agreement): Friends of Prado Day Center Grants-in-aid (Applicants, reports, contracts, supporting documents): Foundation for the Preforming Arts Center Grants-in-aid (Applicants, reports, contracts, supporting documents): Foundation for SLO County Public Libraries Grants-in-aid (Applicants, reports, contracts, supporting documents):GALA Grants-in-aid (Applicants, reports, contracts, supporting documents): Jewish Community Center of SLO Grants-in-aid (Applicants, agreement): Mission College Prep Christmas Classic Grants-in-aid (Applicants, reports, contracts, supporting documents): The Monday Club Grants-in-aid (Applicants): SLO Blues Society Grants-in-aid (Applicants, reports, contracts, supporting documents, letter of completion): SLO County Band Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO County Child Abuse Prevention Council Grants-in-aid (Applicants): SLO International Film Festival Grants-in-aid (Applicants): SLO Downtown Accociation Grants-in-aid (Applicants,): SLO Little Theatre Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Museum of ART Grants-in-aid (Applicants, agreement): SLO Poetry Festival Grants-in-aid (Applicants, agreement):SLO Railroad Museum Grants-in-aid (Applicants, agreement): SLO Rugby Football Club Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Symphony CLOSED IN FISCAL YEAR DocuSign Envelope ID: B420E470-8BAF-4259-B583-BBC0F03F8B49 Pg.8 Financial & Fiscal/ Grants 408 Grants-in-aid (Applicants): Sharing the Dream Concert and Cultural Art Festival Grants-in-aid (Applicants, and agreement): United Way of SLO County Grants-in-aid (Applicants, just financial report, contracts, supporting documents, city recognition): Womens Community Center 2011-12 2017 DocuSign Envelope ID: B420E470-8BAF-4259-B583-BBC0F03F8B49 Pg.9 DEPT/DIV DESTROY YEAR DESCRIPTION Financial & Fiscal/ Grants 2012-13 2018 Grants-in-aid (Applicants, reports, contracts, supporting documents) 408 Grants-in-aid (Applicants, reports, contracts, supporting documents): Ballet Theater SLO Grants-in-aid (reports)Broadway Series Cal Poly Arts Grants-in-aid (Applicants, reports, contracts, supporting documents):Canzona Women’s Ensemle Grants-in-aid (Applicants, reports, contracts, supporting documents): Central Coast Childrens Chior Grants-in-aid (Applicants, reports, contracts, supporting documents): Cuesta College Community Programs Grants-in-aid (Applicants, reports, contracts, supporting documents): Childrens Creative Project: I Madonnari Grants-in-aid (Applicants, reports, contracts, supporting documents): Civic Ballet Grants-in-aid (Applicants, reports, contracts, supporting documents): Cuesta College (City to Sea Marathon) Grants-in-aid (Applicants, reports, contracts, supporting documents): Ecologistics- Bioneers Conference Grants-in-aid (Applicants, reports, contracts, supporting documents): Festival Mozaic Grants-in-aid (Applicants, reports, contracts, supporting documents): Foundation for the Preforming Arts Grants-in-aid (Applicants, reports, contracts, supporting documents): Botanical Garden Grants-in-aid (Applicants, reports, contracts, supporting documents): GALA Grants-in-aid (Applicants, reports, contracts, supporting documents): History Center Grants-in-aid (Applicants, reports, contracts, supporting documents): Jewish Community Center Grants-in-aid (Applicants, reports, contracts, supporting documents): Monday Club Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Blues Society Grants-in-aid (Applicants): SLO County Band Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Downtown Association Grants-in-aid (Applicants): SLO International Film Festival Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Museum of Art Grants-in-aid (Applicants): SLO Poetry Festival Grants-in-aid (Applicants): SLO Little Theater Grants-in-aid (Applicants): SLO Soccer Club Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Symphony Grants-in-aid (Applicants, reports, contracts, supporting documents): Vocal Arts Ensemble CLOSED IN FISCAL YEAR DocuSign Envelope ID: B420E470-8BAF-4259-B583-BBC0F03F8B49 Pg.10 DEPT/DIV DESTROY YEAR DESCRIPTION Financial & Fiscal/ Grants 2013-14 2019 Grants-in-aid (Applicants, reports, contracts, supporting documents): Almond County Quilt Guild 408 Grants-in-aid (Agreement): Ballet Theatre San Luis Obispo Grants-in-aid (Agreement): Cal Poly Corporation: Cal Poly Arts Grants-in-aid (Applicants, reports, contracts, supporting documents): Cal Poly Corporation: Central Coast for Arts Education Grants-in-aid (Applicants, reports, contracts, supporting documents):Cal Poly University Art Gallery Grants-in-aid (Applicant): Central Coast Arts International (African Music) Grants-in-aid (Applicants): Central Coast Arts International (Cultural Exchange) Grants-in-aid (Applicants, reports, contracts, supporting documents): Central Coast Childrens Choir Grants-in-aid (Agreement): Civic Ballet Grants-in-aid (Applicants, reports, contracts, supporting documents): Cuesta College – City to Sea 5K and Kids Fun Run Grants-in-aid (Applicants, reports, contracts, supporting documents): Cuesta College Community Programs: Central Coast Writers Conference Grants-in-aid (Applicants, reports, contracts, supporting documents): Cuesta College Fine Arts Division Grants-in-aid (Applicants, reports, contracts, supporting documents): Ecologistics Inc. Grants-in-aid (Applicant): Festival Mozaic Grants-in-aid (Applicants, reports, contracts, supporting documents): Foundation for the Preforming Arts Center Grants-in-aid (Applicants, Agreement): History Center of SLO Grants-in-aid (Applicants, reports, contracts, supporting documents): Jewish Community Center SLO Grants-in-aid (Applicant): Land Conservatory Grants-in-aid (Applicants, reports, contracts, supporting documents):Opera San Luis Obispo Grants-in-aid (Applicants, Agreement): SLO Childrens Museum Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO International Film Festival Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Downtown Association Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Little Theatre Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Museum of Art Grants-in-aid (Applicants): SLO Poetry Festival Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Soccer Club Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Symphony Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Vocal Arts Ensemble Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Wind Orchestra Grants-in-aid (Applicants, reports, contracts, supporting documents): RSVP Senior Volunteer Services CLOSED IN FISCAL YEAR DocuSign Envelope ID: B420E470-8BAF-4259-B583-BBC0F03F8B49 Pg.11 DEPT/DIV DESTROY YEAR DESCRIPTION Financial & Fiscal/ Grants 2014-2015 2020 Grants-in-aid (Agreement): Almond Country Quilt Guild 408 Grants-in-aid (Agreement): Cal Poly Corporation for Cal Poly Arts Grants-in-aid (Applicants, reports, contracts, supporting documents): Canzona Women’s Ensemble Grants-in-aid (Applicants, reports, contracts, supporting documents): Central Coast Arts International Grants-in-aid (Agreement): Central Coast Children’s Choir Grants-in-aid (Applicants, reports, contracts, supporting documents): Cuesta College Central Coast Writer’s Conference Grants-in-aid (Applicants, reports, contracts, supporting documents): Civic Ballet Grants-in-aid (Applicants, reports, contracts, supporting documents): Cuesta College Fine Arts Division Grants-in-aid (Applicants, reports, contracts, supporting documents): Ecologistics Inc. Grants-in-aid (Applicants, reports, contracts, supporting documents): Festival Mozaic Grants-in-aid (Applicants, reports, contracts, supporting documents): Foundation for the Preforming Arts Center Grants-in-aid (Applicants, reports, contracts, supporting documents): Foundation for SLO Country Public Libraries Grants-in-aid (Applicants, reports, contracts, supporting documents):Gay and Lesbian Alliance of the Central Coast (GALA) Grants-in-aid (Applicants, reports, contracts, supporting documents): Jewish Community Center of San Luis Obsipo Grants-in-aid (Agreement): Opera SLO Grants-in-aid (Applicants, reports, contracts, supporting documents): Saint Andrew Greek Orthodox Church Grants-in-aid (Agreement): San Luis Obispo County Arts Council Grants-in-aid (Applicants): SLO Early Music Consortium’s New World Baroque Orchestra Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Downtown Association Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO International Film Festival Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Little Theatre Grants-in-aid (Application, and Agreement): SLO Museum of Art Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Soccer Club Grants-in-aid (Applicants, reports, contracts, supporting documents):SLO Symphony Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Vocal Arts Ensemble Grants-in-aid (Applicants): Senior Volunteer Services Grants-in-aid (Applicants): TOR Productions Grants-in-aid (Applicants, reports, contracts, supporting documents): United Way of SLO County CLOSED IN FISCAL YEAR DocuSign Envelope ID: B420E470-8BAF-4259-B583-BBC0F03F8B49 Pg.12 DEPT/DIV DESTROY YEAR DESCRIPTION Financial & Fiscal/ Grants 2015-16 2021 Grants-in-aid (Applicants, reports, contracts, supporting documents): Almond Country Quilt Guild 408 Grants-in-aid (Applicants, reports, contracts, supporting documents): Cal Poly Corporation for Cal Poly Arts Grants-in-aid (Applicants): Canzona’s Women’s Ensemble Grants-in-aid (Applicants): Ecologistics Grants-in-aid (Applicants, reports, contracts, supporting documents): Foundation for SLO Libraries Grants-in-aid (Applicants, reports, contracts, supporting documents): History Center of SLO County Grants-in-aid (Applicants, reports, contracts, supporting documents): Institute for Sustainable Living Grants-in-aid (Applicants, Agreement): JCC Federation of San Luis Obispo Grants-in-aid (Applicants, reports, contracts, supporting documents): Saint Andrew Greek Orthodox Church Grants-in-aid (Applicants, reports, contracts, supporting documents): San Luis Obispo Little Theater Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Railroad Museum Grants-in-aid (Applicants, reports, contracts, supporting documents):SLO Soccer Club Grants-in-aid (Agreement): SLO Symphony Grants-in-aid (Agreement): SLO Childrens Museum Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Downtown Association, Concerts Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Downtown Association Parade Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Noor Foundation Grants-in-aid (Applicants, reports, contracts, supporting documents):SLO Vocal Arts Emsemble Grants-in-aid (Applicants, reports, contracts, supporting documents): Opera San Luis Obispo Grants-in-aid (Agreements): Senior Volunteer Services Grants-in- aid (Applicants, reports, contracts, supporting documents):United Way of San Luis Obispo County and Rotaract SLO Grants-in-aid (Applicants, reports, contracts, supporting documents):Wilshire Hospice Grants-in-aid (Applicants, reports, contracts, supporting documents): Civic Ballet of SLO Inc Grants-in-aid (Agreement): SLO County Arts Council Grants-in-aid (Agreement):Central Coast Arts International CLOSED IN FISCAL YEAR DocuSign Envelope ID: B420E470-8BAF-4259-B583-BBC0F03F8B49 Pg.13 DEPT/DIV DESTROY YEAR DESCRIPTION Financial & Fiscal/ Grants 2016-2017 2022 Grants-in-aid (Applicants, reports, contracts, supporting documents): Cuesta College Foundation 408 Grants-in-aid (Applicants, reports, contracts, supporting documents): Associated Quilt Guilds of the Central Coast Grants-in-aid (Applicants, reports, contracts, supporting documents): California Poppy Foundation Grants-in-aid (Applicants, reports, contracts, supporting documents): Cal Poly Corporation for Cal Poly Arts Grants-in-aid (Applicants, reports, contracts, supporting documents): Centra Coast Shakespeare Festival Grants-in-aid (Agreement): History Center of SLO Grants-in-aid (Applicants, reports, contracts, supporting documents):Ecologistics Inc. Grants-in-aid (Applicants, reports, contracts, supporting documents): Saint Andrew Greek Orthodox Church Grants-in-aid (Applicants, reports, contracts, supporting documents): Opera San Luis Obispo Grants-in-aid (Applicants, reports, contracts, supporting documents): Foundation for SLO County Public Libraries Grants-in-aid (Applicants, reports, contracts, supporting documents):Orchestra Novo Grants-in-aid (Applicants, reports, contracts, supporting documents): Preforming Arts Center SLO Grants-in-aid (Applicants, reports, contracts, supporting documents): Canzona Women’s Ensemble (Choral Musical) Grants-in-aid (Applicants, reports, contracts, supporting documents): Festival Mozaic Grants-in-aid (Applicants, reports, contracts, supporting documents): San Luis Obispo Classical Academy Grants-in-aid (Agreement): SLO County Arts Council Childrens Day in the Plaza Grants-in-aid (Applicants): SLO County Arts Council Marketing Campaign ARTS Obispo Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Little Theatre Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Soccer Club Summer Classic Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Vocal Arts Ensemble Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Noor Foundation Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Downtown Association, Concerts in the Plaza Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Downtown Association 41st Annual Holiday Parade Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Downtown Association Santa’s House Grants-in-aid (Applicants): United Way of San Luis Obispo County Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Railroad Museum CLOSED IN FISCAL YEAR DocuSign Envelope ID: B420E470-8BAF-4259-B583-BBC0F03F8B49 Pg.14 DEPT/DIV DESTROY YEAR DESCRIPTION Financial & Fiscal/ Grants 408 2017-18 2023 Grants-in-aid (Applicants, reports, contracts, supporting documents): Associated Quilt Guilds of the CC Grants-in-aid (Applicants, reports, contracts, supporting documents): Canzona Women’s Ensemble Grants-in-aid (Applicants, reports, contracts, supporting documents): Cal Poly Corporation for Cal Poly Arts Grants-in-aid (Applicants, reports, contracts, supporting documents): Central Coast Shakespeare Festival Grants-in-aid (Applicants, reports, contracts, supporting documents): Cuesta College Foundation Grants-in-aid (Applicants, reports, contracts, supporting documents): Foundation For SLO County Public Libraries Grants-in-aid (Applicants, reports, contracts, supporting documents): History Revisited Grants-in-aid (Applicants, reports, contracts, supporting documents): The Monday Clubhouse Conservancy Grants-in-aid (Applicants, reports, contracts, supporting documents): Opera SLO Grants-in-aid (Applicants, reports, contracts, supporting documents): Orchestra Novo Grants-in-aid (Applicants, reports, contracts, supporting documents): Performing Arts Center SLO Grants-in-aid (Applicants, reports, contracts, supporting documents): Saint Andrew Greek Orthodox Church Grants-in-aid (Applicants, reports, contracts, supporting documents): Saint Andrew Greek Orthodox Church Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Downtown Association Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Downtown Association Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Downtown Association Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Classical Academy Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Little Theatre Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Railroad Museum Grants-in-aid (Application and Agreement): SLO Soccer Club Grants-in-aid (Applicants): SLO Soccer Club Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Soccer Club Grants-in-aid (Applicants, reports, contracts, supporting documents):SLO Symphony Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Vocal Arts Ensemble Grants-in-aid (Applicants, reports, contracts, supporting documents): United Way and Rotaract CLOSED IN FISCAL YEAR DocuSign Envelope ID: B420E470-8BAF-4259-B583-BBC0F03F8B49 Pg.15 DEPT/DIV DESTROY YEAR DESCRIPTION Financial & Fiscal/ Grants 408 2018-19 2024 Grants-in-aid (Applicants, reports, contracts, supporting documents): Foundation for the Preforming Arts Grants-in-aid (Applicants, reports, contracts, supporting documents): History revisited Grants-in-aid (Applicants): JCC Federation of San Luis Obispo Grants-in-aid (Applicants): Opera SLO Grants-in-aid (Applicants, reports, contracts, supporting documents): Orchestra Novo Grants-in-aid (Applicants, reports, contracts, supporting documents):SLO Master Chorale Grants-in-aid (Applicants): SLO Museum of Art Grants-in-aid (Applicants, reports, contracts, supporting documents):Central Coast Railroad Museum Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Repertory Theatre Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Central Coast United Soccer Club Grants-in-aid (Applicants): SLO Symphony Grants-in-aid (Applicants, reports, contracts, supporting documents):SLO Arts Grants-in-aid (Applicants, reports, contracts, supporting documents): Cal Poly Corporation for Cal Poly Arts Grants-in-aid (Applicants, reports, contracts, supporting documents):Central Coast Ag Network/Central Coast Grown Grants-in-aid (Applicants, reports, contracts, supporting documents): The Central Coast Autism Spectrum Grants-in-aid (Applicants, reports, contracts, supporting documents): Central Coast Youth Chorus Grants-in-aid (Applicants, reports, contracts, supporting documents): Custa College Foundation Grants-in-aid (Applicants, reports, contracts, supporting documents):Downtown SLO Grants-in-aid (Applicants, reports, contracts, supporting documents): The Foundation for SLO County Public Libraries Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO vocal Arts Ensemble Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO Blues Society Grants-in-aid (Applicants, reports, contracts, supporting documents): Classical Academy Grants-in-aid (Applicants, reports, contracts, supporting documents): SLO County Farmers Market Association Grants-in-aid (Applicants and agreement):SLO Jazz Festival Inc. Grants-in-aid (Applicants, reports, contracts, supporting documents): St. Andrews Greek Orthodox Church Grants-in-aid (Applicants, reports, contracts, supporting documents): The Central Coast Shakespeare Festival Grants-in-aid (Applicants, reports, contracts, supporting documents): United Way- Flavors of SLO Grants-in-aid (Applicants, reports, contracts, supporting documents): Wilshire Hospice CLOSED IN FISCAL YEAR DocuSign Envelope ID: B420E470-8BAF-4259-B583-BBC0F03F8B49 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: B420E470-8BAF-4259-B583-BBC0F03F8B49 Certificate Of Completion Envelope Id: B420E4708BAF4259B583BBC0F03F8B49 Status: Completed Subject: Complete with Docusign: Admin - GIA Destruction memo.pdf Department: Supplier: Source Envelope: Document Pages: 16 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 5/30/2024 3:01:10 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: 5/30/2024 3:05:16 PM Viewed: 5/30/2024 3:59:04 PM Signed: 5/31/2024 10:41:31 AM 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: 104.129.202.88 Sent: 5/31/2024 10:41:32 AM Resent: 6/11/2024 4:13:37 PM Resent: 6/11/2024 4:14:21 PM Viewed: 6/11/2024 4:35:14 PM Signed: 6/11/2024 4:42:08 PM Electronic Record and Signature Disclosure: Accepted: 6/11/2024 4:35:14 PM ID: 51ca33a4-e1c5-4879-8f28-c67ab5890d22 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: 6/11/2024 4:42:09 PM Viewed: 6/11/2024 4:51:05 PM Signed: 6/11/2024 4:51:54 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Anna Sargent asargent@slocity.org Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 104.129.202.98 Sent: 6/11/2024 4:51:57 PM Viewed: 6/12/2024 9:07:10 AM Signed: 6/12/2024 9:07:20 AM Electronic Record and Signature Disclosure: Accepted: 6/12/2024 9:07:10 AM ID: 304f4a54-48db-4a22-ad9e-dd5b494de52d 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 Kevin Christian kchristian@slocity.org Security Level: Email, Account Authentication (None) Sent: 6/11/2024 4:51:55 PM Viewed: 6/11/2024 5:20:53 PM Electronic Record and Signature Disclosure: Accepted: 4/2/2024 10:41:06 AM ID: 660b356b-928a-4b5f-a5eb-bcf3c2dd7127 Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 5/30/2024 3:05:16 PM Envelope Updated Security Checked 5/30/2024 5:31:52 PM Envelope Updated Security Checked 5/30/2024 5:31:52 PM Envelope Updated Security Checked 5/30/2024 5:31:52 PM Envelope Updated Security Checked 5/30/2024 5:31:52 PM Envelope Updated Security Checked 5/30/2024 5:31:52 PM Certified Delivered Security Checked 6/12/2024 9:07:10 AM Signing Complete Security Checked 6/12/2024 9:07:20 AM Completed Security Checked 6/12/2024 9:07:20 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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Electronic Record and Signature Disclosure created on: 5/10/2017 10:25:58 AM Parties agreed to: Greg Hermann, Anna Sargent, 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.. 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