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HomeMy WebLinkAboutClerk File Conversion Certificate 07-03-2024Original: City Clerk’s Office MEMORANDUM DATE: July 03, 2024 TO: Greg Hermann, Deputy City Manager J. Christine Dietrick, City Attorney FROM: Kevin Christian SUBJECT: CONVERSION OF HARD COPY TO ELECTRONIC RECORDS In accordance with the City’s Records Retention Policy, certain records have been identified as being eligible for conversion from hard copy to electronic copy. They will be maintained with a trusted digital system as describe in the Secretary of State Guidelines for Trustworthy Electronic Document or Records Preservation Standards. Record Titles to be eligible for electronic retention – General categories listed below, see attached for details: -City Management/City Council Files – Mayor and Council Oaths of Office -City Management/Commissions, Committees, Boards – Minutes & Bylaws for defunct bodies -Legislative & Legal/Election Files – Election History and Sample Ballots -FPPC Form 806 – Reports additional compensation that an official receives when serving on other governmental agencies. Please sign below indicating that the record titles are appropriate for electronic retention and the retention system meets the requirements of the records retention policy. (Legal Analyst Review _______) Greg Hermann, Deputy City Manager J. Christine Dietrick, City Attorney CERTIFICATE OF CONVERSION I, Teresa Purrington, do hereby certify that the records listed on the attached were properly Converted on _________. Teresa Purrington, City Clerk Attachments: - Relevant section of the records retention schedule, FPPC Form Retention Guidance document Docusign Envelope ID: FA2E9DF6-1373-4D03-83F5-5414F248F02A 7/30/2024 | 2:29 PM PDT Original: City Clerk’s Office Record Category Record Title Record Origin Year Retention City Management / City Council Files - 301 Oaths of Office (Mayor and Council) 2004 P City Management / Commissions, Committees, Boards - 302 Minutes for LUCE (Land Use and Circulation Element Update) 2012-2014 P San Luis Downtown Association Bylaws - Thursday Night Promotions Rules & Regulations 2003 P Not listed in Retention Schedule - See FPPC Form Retention guidance Form 806's, "Agency Report of Public Official Appointments. (7-year retention, okay to convert - 2 years) 2018 7 Legislative & Legal/Election - 702 Election History: Petition to Place Initiative on Ballot, Measures S & T Analysis and Arguments for/against, News Related to the Initiative, Ballot, List of Measures. 2000 P Election History: Measure L02 Impartial Analysis, Argument in Favor, Argument Notice, Public Notices of Election, Candidates, and Candidate Campaign Statements. 2002 P Election History: Public Notices of Election, Candidates, and Candidate Campaign Statements. 2004 P Election History: Public Notices of Election, Voter Registration Deadlines, Election Officers and Polling Place locations, and Campaign Statements 2005 P Election History: Public Legal Notice of petition circulation for "Tax Sunset Initiative of 2005" - failed to turn in signatures so it was not placed on the ballot. 2005 P Municipal Election File / Sample Ballots - City Elections 1979, 1981, 2004, 2005 P Docusign Envelope ID: FA2E9DF6-1373-4D03-83F5-5414F248F02A 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: FA2E9DF6-1373-4D03-83F5-5414F248F02A 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: FA2E9DF6-1373-4D03-83F5-5414F248F02A 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: FA2E9DF6-1373-4D03-83F5-5414F248F02A 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: FA2E9DF6-1373-4D03-83F5-5414F248F02A Certificate Of Completion Envelope Id: FA2E9DF613734D0383F55414F248F02A Status: Completed Subject: Complete with Docusign: 07-03-2024 Clerk Conversion Memo.pdf Department: Supplier: Source Envelope: Document Pages: 6 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 5:38:19 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 5:40:25 PM Viewed: 7/5/2024 11:30:52 AM Signed: 7/5/2024 11:32:23 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: 104.129.202.83 Sent: 7/5/2024 11:32:24 AM Resent: 7/18/2024 8:36:48 AM Resent: 7/22/2024 2:56:39 PM Viewed: 7/22/2024 4:36:23 PM Signed: 7/22/2024 4:38:35 PM Electronic Record and Signature Disclosure: Accepted: 7/22/2024 4:36:23 PM ID: 77d42562-a69c-4840-bf39-257b08723dfc 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 4:38:36 PM Viewed: 7/22/2024 4:49:31 PM Signed: 7/22/2024 4:50:56 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Teresa Purrington tpurrington@slocity.org City Clerk City of San Luis Obispo Security Level: Email, Account Authentication (None) Signature Adoption: Uploaded Signature Image Using IP Address: 104.129.202.173 Sent: 7/22/2024 4:50:57 PM Resent: 7/30/2024 2:15:17 PM Viewed: 7/30/2024 2:29:07 PM Signed: 7/30/2024 2:29:16 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign 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: 7/30/2024 2:29:17 PM Electronic Record and Signature Disclosure: Accepted: 7/23/2024 8:34:57 AM ID: 2895050c-c5ae-41ee-b251-c949a1a8819d Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 7/3/2024 5:40:25 PM Certified Delivered Security Checked 7/30/2024 2:29:07 PM Signing Complete Security Checked 7/30/2024 2:29:16 PM Completed Security Checked 7/30/2024 2:29:17 PM 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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