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HomeMy WebLinkAboutCity Clerk Destruction various 07-03-2024 Original: City Clerk’s Office MEMORANDUM DATE: July 3, 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 3. FPPC Forms Retention Summary for Filing Officers Docusign Envelope ID: CC099EE5-4C1D-4AAC-8AF7-855FE14563B1 7/23/2024 | 8:36 AM PDT Dept/DIV or Category Current in YEAR DESTRUCTION ALLOWED DESCRIPTION General Administration/ Office General Management - 101 1996, 1997, 2000 1998, 1999, 2002 Correspondence - External (SLO Chamber of Commerce letter to State Coastal Conservancy requesting $350,000 support in funding for City purchase of Bishop Peak parcel; 1996 and 2000 Business Improvement Association which evolved to the Downtown Association, Thursday Night Activities Rules & Regulations); 2000 Letters of Recognition for Art Installations from the Obispo Beautiful Association; 1999 2001 Correspondence - Internal (From Assistant to CAO to Dept. Heads - City Services provided to the Downtown) Office Administration/ Office General - 102 2014 2016 General Information - Roster of Public Agencies filing listing members of the SLO Parking Authority and Public Financing Authority (local copy - Secretary of State is holder of original filing) Records Mgt 104 2005 2007 Related to 2005 referendum Special Election Public Records Request 2008 2010 Related to Committee "Save San Luis Obispo" from the FPPC City Management / 2005-2009 2007-2011 Cablecast Schedule for Government Access Channel 20 Council Files - 301 2021 2023 Listed as "Hot Files" on Retention Schedule - These are incoming correspondence to Council for Items not on the Agenda 1996-1999 1998-2001 Council Notes - All on subject "Trees" City Management / Commissions, Committees, Boards - 302 2014 2020 Applications - LUCE (Land Use and Circulation Element Task Force): Jeri Carroll, Steven Francis, Hugh Hunter Platt Jr., Eric Meyer, Kelli Schonher, Walter Bremer, Paul Brown, Carlyn Christianson, Russell Brown, Charles Crotser, Aaryn Abbott, Hemalata Dandekar, Donna Di Gangi, Niel Disworth, John Doyle, Donna Duerk, Jon Goetz, David Juhnke, Todd Katz, Stephan Lamb, Gordon Mullin, Michael Parolini, Pierre Rademaker, Carla Saunders, Alan Thomas, Mila Vujovick-La Barre, Sharon Whitney, Mary Whittlesey (LUCE formed 2012, disbanded 2014) Oaths - LUCE: Carlyn Christianson, Walter Bremer, Russell Brown, Chuck Crotser, Hemalata Dandekar, Jon Goetz, David Juhnke, Stephan Lamb, Eric Meyer, Dean Miller, Matt Quaglino, Pierre Rademaker, Chris Richardson, Rob Rossi, Sandra Rowley, Carla Saunders, Sharon Whitney (LUCE formed 2012, disbanded 2014) 1995 2001 Oaths - EQTF (Environmental Quality Task Force): Dr. David Chipping, Richard Schmidt, Kurt Kupper, Dr. Richard Krejsa, Phil Ashley, David Morrow, Janice A. Clucas, Carla Sanders, Jim Merkel, Ken Haggard, Eve Vigil, Steve McGrath (disbanded 1995) 2001 2007 Roster - 2001 Election Campaign Regulations Review Committee 1995 2000 Roster - EQTF (Environmental Quality Task Force) 1993, 1994 2000 Membership Correspondence - EQTF (disbanded 1995) 2014 2020 Membership Correspondence - LUCE Task Force Legislative and Legal / Election - Unsuccessful Candidates - 702 2018 2021 (correspondenc e), 2024 (remainder) Keith Gurnee - Mayoral Candidate Campaign Disclosure Donald Hedrick - Mayoral Candidate Statements and Abe Lincoln - Council Candidate Nomination Papers James Lopes - Council Candidate &Jeffery C. Specht - Council Candidate (Election Romano J. Verlengia - Council Candidate Correspondence) for Robert Voglin - Council Candidate each listed candidate Mark Brazil - Council Candidate Docusign Envelope ID: CC099EE5-4C1D-4AAC-8AF7-855FE14563B1 Dept/DIV or Category Current in YEAR DESTRUCTION ALLOWED DESCRIPTION Legislative and Legal / Election - Unsuccessful Candidates - 702 2004 2007 (correspondenc e), 2010 (remainder) Andrew Carter - Council Candidate Campaign Disclosure Paul Bown - Council Candidate Statements and Jan Marx - Mayoral Candidate Nomination Papers & (Election Correspondence) for each listed candidate Legislative & Legal 2000 2003 Election Correspondence (between initiative proponent and City, between City Clerk and City Atty., City Mgt and all Employees, City Clerk and Council Candidates/Treasurers.) Election 702 Election documents: expenses, proofs, logs Election notices, publications, certificates Legislative & Legal 2002 2004 Election Correspondence (including but not limited to - from County Clerk Recorder, between City Clerk and Secretary of State, City Mgt and all Employees, City Clerk and Council Candidates, City Clerk and League of Women Voters.) Election 702 Election documents: expenses, proofs Election notices, publications, certificates Legislative & Legal Election 702 2004 2006 Election Correspondence (including but not limited to - between the City and the County Clerk Recorder, concerning campaign finances, between City Clerk and Secretary of State, City Mgt and all Employees, City Clerk and Council Candidates) Legislative & Legal Election 702 2005 (E+ 6 months) 2006 Referendum Petition (ballot) related documents related to City Council Resolution # 9590 - meaure A-05, Ordinance # 1449 - measure B-05, and Ordinance # 1452 - measure C-05 (E+2) 2007 Election Correspondence (including but not limited to: between the City and various referendum & initiative proponents including an initiative entitled "Tax Sunset Initiative 2005" that failed to turn in petition signatures and therefore was never further processed; correspondence concerning campaign finances, concerning use of the City Seal and/or Logo, between City Mgt and all Employees, between City Staff and Council, concerning mechanics of running an election) Election documents: expenses, logs Election notices, publications, certificates (E+5) 2010 Application to view Voter Registration (T+7) 2012 Campaign Disclosure Statements (Other) for: Committee Names = "Citizens for Affordable Housing" - Terminated August 1, 2005, "San Luis Obispo Residents for the Dalidio Ranch Marketplace, Yes on Measures A-05, B-05 and C-05" - Terminated July 27 2005. Legislative & Legal Election 702 2006 (T+7) 2013 Campaign Disclosure Statements (Other) for, Committee Name = "Save San Luis Obispo" - Terminated February 3, 2006 Legislative & Legal Election 702 2006 (T+7) 2013 Campaign Disclosure Statements (Otherreceived January 2006 for "Major Donor and Independent Expenditure Committees" for Election date 04/26/2005 with Final filing statements through 12/31/2005: Committee Names = "Laguna Ranch/Dalidio Family Trust" and "San Luis Obispo Marketplace Associates, LLC" Docusign Envelope ID: CC099EE5-4C1D-4AAC-8AF7-855FE14563B1 Dept/DIV or Category Current in YEAR DESTRUCTION ALLOWED DESCRIPTION Legislative and Legal / General Legal - 704 2016 - 2018 2023 Ethics Training Certificates: Architectural Review Commission members Suzan Ehdaie, Greg Starzyk and Greg Wynn - Planning Commissioner John Larson - Tourism Business Improvement District Board members Dean Hutton and Kimberly Walker 1988 - 2001 1994-2007 Insurance Certificates and related correspondence related to Agreements/Contracts with the San Luis Obispo Business Improvement Association which later became the San Luis Obispo Downtown Association. Contracts were each for one year terms Legislative and Legal / General Legal - 707 Term End 2016 2023 87200 Filers: Katie Lichtig - City Manager (filings 2012-2015), Planning Commissioners Michael Draze (filings 2011-2015), William Riggs (filings 2013 - 2015) Legislative and Legal / Public Information/Community Relations 709 2005 2007 Press Releases related to 04/26/2005 Special Election Not listed in Retention Schedule - "See FPPC Form Retention Summary for Filing Officers"2016, 2017 2023, 2024 Form 806, "Agency Report of Public Official Appointments" Docusign Envelope ID: CC099EE5-4C1D-4AAC-8AF7-855FE14563B1 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: CC099EE5-4C1D-4AAC-8AF7-855FE14563B1 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: CC099EE5-4C1D-4AAC-8AF7-855FE14563B1 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 Campaign Disclosure Statements: 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: CC099EE5-4C1D-4AAC-8AF7-855FE14563B1 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL OFFICE RESPONSIBLE CODE SECTION RETENTION FOR RETENTION AND REMARKS PERIOD DISPOSITION OF RECORD 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 years) CL + 5 Clerk GC34090 Liens P Clerk GC34090(a) Public Art Agreements P Clerk GC34090 Recorded Documents (Abandonments, Deeds, Easements, Reconveyances) 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 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) 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: CC099EE5-4C1D-4AAC-8AF7-855FE14563B1 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL OFFICE RESPONSIBLE CODE SECTION RETENTION FOR RETENTION AND REMARKS PERIOD DISPOSITION OF RECORD 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 Geologic Hazard Abatement Districts CL+10 Public Works GC34090 Residential Parking Districts CL+10 Public Works GC34090 Underground Utilities CL+10 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: CC099EE5-4C1D-4AAC-8AF7-855FE14563B1 California Fair Political Practices Commission FPPC Forms Retention Summary for Filing Officers Campaign Forms Retention Period Type of Statement Indefinitely Original campaign statements for: »Mayors »City councilmembers »County supervisors »Candidates holding the above offices, their controlled committees, and committees supporting such officeholders and candidates Five Years Original campaign statements of non-incumbent candidates not elected to these offices and committees supporting candidates not elected to above offices Seven Years Original campaign statements of filers not listed above (e.g., ballot measure committees, general purpose (PAC), independent expenditure, and major donor committees, elected sheriffs and school or water board candidates) Ten Years Electronically filed campaign statements Four Years All copies of campaign statements received by filing officers who do not receive the original statements (i.e., Form 410s) Statement of Economic Interests (Form 700) Retention Period Type of Statement Seven Years Original Four Years Copies www.fppc.ca.gov FPPC Advice: advice@fppc.ca.gov (866.275.3772) FPPC TAD • 002-03-2016 (Rev 2) • Page 1 of 1 Agency Forms Form Retention Period Purpose 801 Seven Years Discloses payments, such as travel reimbursements, made to an agency from a third party. (Regulation 18944.) 802 Seven Years Identifies persons that receive tickets and passes to entertainment events. Describes public purpose. (Regulation 18944.1.) 803 Seven years Used by elected officers to dislcose payments ($5,000 or more made at their behest, principally for legislative, governmental, or charitable purposes such as a request to make a contribution to charity. (Government Code Section 82015.) 804 In same manner as conflict of interest code Identifies new positions, not currently included in the agency’s conflict of interest code that must file a Statement of Economic Interests, Form 700. (Regulation 18734.) 805 In same manner as conflict of interest code Identifies consultants the agency has determined must file a Statement of Economic Interests, Form 700 (Regulation 18734). 806 A single Form 806 is maintained on an agency website. Reports additional compensation that an official receives when serving on other governmental agencies. The official participated in a vote. (Regulation 18702.5) Prior Form 806 postings are subject to each agency’s standard retention period for governmental documents. Record Storage: After two years on file, a statement may be put on a space saving device and originals discarded. Authority: Government Code Sections 81009 and 84615, and FPPC Regulations 18944 and 18944.1. Docusign Envelope ID: CC099EE5-4C1D-4AAC-8AF7-855FE14563B1 Certificate Of Completion Envelope Id: CC099EE54C1D4AAC8AF7855FE14563B1 Status: Completed Subject: Complete with Docusign: 07-03-2024 Clerk Destruction Memo.pdf Department: Supplier: Source Envelope: Document Pages: 10 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 7/3/2024 5:35:14 PM Holder: City Clerk cityclerk@slocity.org Location: DocuSign Signer Events Signature Timestamp Kelly Holcomb kholcomb@slocity.org Legal Assistant / Paralegal City of San Luis Obispo Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 104.129.202.98 Sent: 7/3/2024 5:37:52 PM Resent: 7/15/2024 9:45:06 AM Viewed: 7/15/2024 12:55:37 PM Signed: 7/15/2024 1:18:48 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: 7/15/2024 1:18:49 PM Resent: 7/18/2024 8:36:56 AM Resent: 7/22/2024 2:56:37 PM Viewed: 7/22/2024 4:39:01 PM Signed: 7/22/2024 4:40:45 PM Electronic Record and Signature Disclosure: Accepted: 7/22/2024 4:39:01 PM ID: 5458ba40-4d19-41c4-8def-9dd9e14500b2 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: 7/22/2024 4:40:46 PM Viewed: 7/22/2024 4:43:05 PM Signed: 7/22/2024 4:45:31 PM 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: 7/22/2024 4:45:32 PM Viewed: 7/23/2024 8:34:57 AM Signed: 7/23/2024 8:36:02 AM Electronic Record and Signature Disclosure: Accepted: 7/23/2024 8:34:57 AM ID: 2895050c-c5ae-41ee-b251-c949a1a8819d 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 7/3/2024 5:37:52 PM Envelope Updated Security Checked 7/8/2024 12:26:02 PM Envelope Updated Security Checked 7/8/2024 12:26:02 PM Envelope Updated Security Checked 7/8/2024 12:26:02 PM Envelope Updated Security Checked 7/8/2024 12:26:02 PM Envelope Updated Security Checked 7/8/2024 12:26:02 PM Certified Delivered Security Checked 7/23/2024 8:34:57 AM Signing Complete Security Checked 7/23/2024 8:36:02 AM Completed Security Checked 7/23/2024 8:36:02 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.