HomeMy WebLinkAboutCity Clerk Destruction - Elections plus misc 07-31-2024
Original: City Clerk’s Office
MEMORANDUM
DATE: July 31, 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: 21E23AC6-BFD2-488E-9C23-978293C116F2
8/12/2024 | 12:27 PM PDT
Dept/DIV or Category
Current in
YEAR
DESTRUCTION
ALLOWED DESCRIPTION
Records Mgt 104 Public
Records Request 2010 2012
Sullivan PRA Request ‐ Topic = copies of City Council and Planning Commission
records related to the Damon‐Garcia Sports Field and Prado Road alignment
City Management / Council
Files ‐ 301 2010 2012
"Hot Files" = Council Correspondence (related to City Council appointment for
vacant seat on Council ‐ records not submitted for Council Agenda Item
consideration.)
City Management / Council
Files ‐ 302 2005
(T + 5)
2010
Commissions/Committees/Boards Membership file ‐ Oaths of office for the
Election Campaign Review Committee (ECRC): GlennaDeane Dovey, Matt
Mackey, Pierre Rademaker, Ken Schwartz, Dodie Williams: Misc. membership
correspondence. Committee Business was completed 9/8/2005.
2009
(T + 5)
2014
ECRC Oaths and Roster: John Ewan, Ty Griffin, Mike Latner, Christine
Mulholland, Pam Voges Ruggles, Dodie Williams: Misc. membership
correspondence. Committee Business was completed 11/5/2009.
Legislative & Legal
Election 702 2000‐2001
(T+7)
2008
Campaign Disclosure Statements for: Recipient Committee, "San Luis Obispo
City Save Open Space & Agricultural Resources Committee (SLO CITY SOAR) ‐
Terminated 2/1/2001
2003
(E+2)
2005 Election publications (Statewide voter inf. guide)
2004
(E+2)
2006 Election publications (Statewide voter inf. guide)
2005
(E+2)
2007 Election publications (Statewide voter inf. guide)
2006
(E+2)
2008
Election Correspondence (including but not limited to: between the City and
authors of the Argument Against Measure Y‐06; between City Staff and
Council, between the City Clerk and County Clerk Recorder, between the City
Clerk and multiple citizens inquiring about the process to place an initiative on
the ballot, memos concerning bilingual translation services, and between the
City Clerk and Candidates.)
Election documents, notices, publications (expenses, notices, argument
documents, candidate guide, Statewide voter inf. guide)
2007
(T+7)
2014
Campaign Disclosure Statements for: Recipient Committee Name =
"Committee for Yes on Measure Y" (1288898) ‐ Terminated 2/14/2007
2008
(E+2)
2010
Election Correspondence (including but not limited to: from the Secretary of
State, between the City and authors of the Argument For & Against Measure E‐
08; between City Staff and Council, between the City Clerk and County Clerk
Recorder, and between the City Clerk and Candidates.)
Election documents, notices, publications (expenses, notices, argument
documents, candidate guide, Statewide voter inf. guide)
(E + 5)
2013
Campaign Disclosure Statements ‐ Unsuccessful Candidates: Paul Brown, Dan
Carpenter, Matthew Frakes, Donald Hedrick, Stephen Lamb, Terry Mohan,
Marcia Nelson, Arnold Ruiz
Nomination Papers ‐ Unsuccessful Candidates: Paul Brown, Dan Carpenter,
Matthew Frakes, Donald Hedrick, Stephen Lamb, Terry Mohan, Marcia Nelson,
Arnold Ruiz
Docusign Envelope ID: 21E23AC6-BFD2-488E-9C23-978293C116F2
Dept/DIV or Category
Current in
YEAR
DESTRUCTION
ALLOWED DESCRIPTION
Legislative & Legal
Election 702 2009
(E+2)
2011 Election publications (Statewide voter inf. guide)
2010
(E+2)
2012
Election Correspondence (including but not limited to: related to petition
signatures, from the Secretary of State, between the City and Initiative
Proponents, between the City and authors of the Argument For & Against
Measure H‐10; between City Staff and Council, between the City Clerk and
County Clerk Recorder, and between the City Clerk and Candidates.)
Election documents (expenses and notices)
(T+7)
2017
Campaign Disclosure Statements for: Primarily Formed Ballot Measure
Committee Names = "Support Our Sports Fields (S.O.S.)" ‐ Terminated
12/31/2010, "No on Measure H" ‐ Terminated 12/31/2010, "Committee to
Support a San Luis Obispo City Charter Amendment to Require Voter Approval
of User and Regulatory Fees, Sponsored by the San Luis Obispo Property
Owners Associtaion" ‐ Terminated 12/31/2010
(T+7)
2017
Campaign Disclosure Statements for: Independent Expenditure Committee:
Kristie Molina in support of Candidate Paul Brown ‐ Final Report received
10/26/2010 for election on 11/2/2010
(T+7)
2018
Campaign Disclosure Statements for: General Purpose Committee Name =
"San Luis Obispo City Police & Fire Assoc. P.A.C." ‐ Opened 2010, Terminated
12/31/2011.
(T+7)
2019
Campaign Disclosure Statements for: General Purpose Committee Name =
"SLO Voice of Democracy" ‐ Opened 2010, Terminated 11/15/2012.
(E + 5)
2015
Campaign Disclosure Statements ‐ Unsuccessful Candidates: Marc Brazil, Paul
Brown, Dan Carpenter, Andrew Farrell, Donald Hedrick, Erik Long, Andrea
Miller, Terry Mohan, Arnold Ruiz
Nomination Paper ‐ Unsuccessful Candidates: Marc Brazil, Paul Brown, Dan
Carpenter, Andrew Farrell, Donald Hedrick, Erik Long, Andrea Miller, Terry
Mohan, Arnold Ruiz
2011
(E+2)
2013
Election Correspondence (including but not limited to: between the City and
authors of the Argument Against Measure A‐11; between the City Clerk and
County Clerk Recorder, between the City Clerk and LAFCO representatives
related to Measure C11, and between the City Clerk and the Secretary of
State.)
Election documents and notices (expenses, notices, argument documents,
candidate guide)
(T+7)
2018
Campaign Disclosure Statements for: General Purpose Committee Name =
"San Luis Obispo City Police and Fire Association P.A.C." ‐ Terminated
12/31/2011.
(T+7)
2018
Campaign Disclosure Statements for: Primarily Formed Ballot Measure
Committee Name = "San Luis Obispo Citizens for Fiscal Responsiblilty, a
Committee Supporting Measures A and B" ‐ Terminated 11/14/2011.
2012
(T+7)
2019
Campaign Disclosure Statements for: Primarily Formed Ballot Measure
Committee Name = "Orcutt Area Property Owners for Measure C" ‐
Terminated 1/1/2012.
(E + 5)
2017
Campaign Disclosure Statements ‐ Unsuccessful Candidates: Jeff Aranguena,
Stephen Barasch, Donald Hedrick, Oren Levy, Kevin Rice, Matthey Strzepek
Nomination Paper ‐ Unsuccessful Candidates: Jeff Aranguena, Stephen
Barasch, Donald Hedrick, Oren Levy, Kevin Rice, Matthey Strzepek
Docusign Envelope ID: 21E23AC6-BFD2-488E-9C23-978293C116F2
Dept/DIV or Category
Current in
YEAR
DESTRUCTION
ALLOWED DESCRIPTION
Legislative & Legal
Election 702 2013
(E + 5)
2018
Campaign Disclosure Statements ‐ Unsuccessful Candidates: Paul Brown,
Donald Hedrick, Kevin Rice, John Spatafore
Nomination Paper ‐ Unsuccessful Candidates: Paul Brown, Donald Hedrick,
Kevin Rice, John Spatafore
(E+2)
2015
Election Correspondence (including but not limited to: between City Staff and
Council, between the City Clerk and County Clerk Recorder, between the City
Clerk and multiple citizens inquiring about the process to place an initiative on
the ballot, between the City Clerk and the Election Service Provider ‐ Martin &
Chapman.)
Election documents (expenses and notices)
2014
(T+7)
2021
Campaign Disclosure Statements for: Recipient Committee Names = "Tommy
Gong for SLO County Clerk‐Recorder 2014" ‐ Terminated 12/29/2014; "Tim
Covello for District Attorney 2014" ‐ Terminated 7/31/2014; No on G San Luis
Obispo 2014 ‐ Terminated 11/12/2014.
(E+2)
2016
Election Correspondence (including but not limited to: between City Staff and
Council, between the City Clerk and County Clerk Recorder, between the City
Clerk and City Council Candidates.)
Election documents (expenses and notices)
2015
(T+7)
2022
Campaign Disclosure Statements for: Recipient Committee Names = "FIRES
PAC" ‐ terminated 2/10/2015, SLO Citizens for Measure G ‐ terminated
1/30/2015.
2016
(E + 5)
2021
Campaign Disclosure Statements ‐ Unsuccessful Candidates: Michael Clark,
Christopher Lopez, Brett Strickland, Mila Vujovich‐La Barre
Nomination Paper ‐ Unsuccessful Candidates: Michael Clark, Christopher
Lopez, Brett Strickland, Mila Vujovich‐La Barre
(E+2)
2018 Election documents ‐ notices
(T+7)
2023
Campaign Disclosure Statements for: Recipient Committee Name = "Paso
Robles Agricultural Alliance for Groundwater Solutions, Supporting Measure
___ for the Paso Robles Basin Water District" ‐ terminated 11/21/2016
2017
(E+2)
2019
Election Correspondence (including but not limited to: between City Staff and
Council, between the City Clerk and County Clerk Recorder, between City
Attorney and the Secretary of State, between City Attorney and the District
Attorney)
Election documents (expenses and notices)
2018
(E+2)
2020
Election Correspondence (including but not limited to: between City Staff and
Council Candidates, between the City Clerk and County Clerk Recorder)
Election documents (expenses, notices, logs, certificates)
2020
(E+2)
2022
Election Correspondence (including but not limited to: between City Staff and
Council Candidates, between the City Clerk and County Clerk Recorder)
Election documents (notices, certificates)
Legislative and Legal /
General Legal ‐ 704 2006, 2008 20011, 2013
Insurance Certificates related to use of City Property for Election Polling and
Precinct worker training ‐ Not listed in retention schedule: Okay to destroy per
Agreements/Contracts retention per City Atty.
See FPPC Guidance 2013 (7) 2020 Form 806 ‐ Council Members Marx and Ashbaugh
Docusign Envelope ID: 21E23AC6-BFD2-488E-9C23-978293C116F2
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: 21E23AC6-BFD2-488E-9C23-978293C116F2
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: 21E23AC6-BFD2-488E-9C23-978293C116F2
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: 21E23AC6-BFD2-488E-9C23-978293C116F2
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: 21E23AC6-BFD2-488E-9C23-978293C116F2
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: 21E23AC6-BFD2-488E-9C23-978293C116F2
Certificate Of Completion
Envelope Id: 21E23AC6BFD2488E9C23978293C116F2 Status: Completed
Subject: Complete with Docusign: 7-31-2024 Clerk Destruction package v2.pdf
Department:
Supplier:
Source Envelope:
Document Pages: 9 Signatures: 3 Envelope Originator:
Certificate Pages: 5 Initials: 1 City Clerk
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
990 Palm Street
San Luis Obispo, CA 93422
cityclerk@slocity.org
IP Address: 104.129.202.81
Record Tracking
Status: Original
7/31/2024 2:37:08 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: 7/31/2024 2:44:30 PM
Viewed: 8/1/2024 1:48:38 PM
Signed: 8/8/2024 9:20:25 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: 170.85.55.115
Sent: 8/8/2024 9:20:26 AM
Viewed: 8/9/2024 9:30:31 AM
Signed: 8/9/2024 9:30:45 AM
Electronic Record and Signature Disclosure:
Accepted: 8/9/2024 9:30:31 AM
ID: 2646de64-87d0-4165-a295-e29b76b0655b
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: 104.129.202.84
Sent: 8/9/2024 9:30:46 AM
Viewed: 8/12/2024 11:58:15 AM
Signed: 8/12/2024 12:12:57 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: 8/12/2024 12:12:59 PM
Viewed: 8/12/2024 12:17:40 PM
Signed: 8/12/2024 12:27:19 PM
Electronic Record and Signature Disclosure:
Accepted: 8/12/2024 12:17:39 PM
ID: d2dc7c0c-12dc-441d-8c48-d1a7ebb75f27
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 7/31/2024 2:44:30 PM
Envelope Updated Security Checked 8/7/2024 5:28:19 PM
Envelope Updated Security Checked 8/7/2024 5:28:19 PM
Envelope Updated Security Checked 8/7/2024 5:28:19 PM
Envelope Updated Security Checked 8/7/2024 5:28:19 PM
Envelope Updated Security Checked 8/7/2024 5:28:20 PM
Certified Delivered Security Checked 8/12/2024 12:17:40 PM
Signing Complete Security Checked 8/12/2024 12:27:19 PM
Completed Security Checked 8/12/2024 12:27:19 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. Described below are the
terms and conditions for providing to you such notices and disclosures electronically through
your DocuSign, Inc. (DocuSign) Express user account. Please read the information below
carefully and thoroughly, and if you can access this information electronically to your
satisfaction and agree to these terms and conditions, please confirm your agreement by clicking
the 'I agree' button at the bottom of this document.
Getting paper copies
At any time, you may request from us a paper copy of any record provided or made available
electronically to you by us. For such copies, as long as you are an authorized user of the
DocuSign system you will have the ability to download and print any documents we send to you
through your DocuSign user account for a limited period of time (usually 30 days) after such
documents are first sent to you. After such time, if you wish for us to send you paper copies of
any such documents from our office to you, you will be charged a $0.00 per-page fee. You may
request delivery of such paper copies from us by following the procedure described below.
Withdrawing your consent
If you decide to receive notices and disclosures from us electronically, you may at any time
change your mind and tell us that thereafter you want to receive required notices and disclosures
only in paper format. How you must inform us of your decision to receive future notices and
disclosure in paper format and withdraw your consent to receive notices and disclosures
electronically is described below.
Consequences of changing your mind
If you elect to receive required notices and disclosures only in paper format, it will slow the
speed at which we can complete certain steps in transactions with you and delivering services to
you because we will need first to send the required notices or disclosures to you in paper format,
and then wait until we receive back from you your acknowledgment of your receipt of such
paper notices or disclosures. To indicate to us that you are changing your mind, you must
withdraw your consent using the DocuSign 'Withdraw Consent' form on the signing page of your
DocuSign account. This will indicate to us that you have withdrawn your consent to receive
required notices and disclosures electronically from us and you will no longer be able to use your
DocuSign Express user account to receive required notices and consents electronically from us
or to sign electronically documents from us.
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.