HomeMy WebLinkAboutPW Various CIPs 2007 - 2019 - Destruction 09.04.2024City of San Luis Obispo, Public Works, 919 Palm Street, San Luis Obispo, CA, 93401-3218, 805.781.7200, slocity.org
DATE: September 4, 2024
TO: Matt Horn, Public Works Director
J. Christine Dietrick, City Attorney
FROM: Brian Nelson, Deputy Director/City Engineer
SUBJECT: REQUEST FOR RECORDS DESTRUCTION
On April 24, 2001, the City Council adopted a Records Retention Schedule (Resolution No. 9174,
2001 Series). During a records audit, it was discovered and verified that, certain records identified as
eligible for destruction had been destroyed without record of destruction. This memo serves as
record of that destruction. A listing of those records and relevant sections from the records retention
schedule are attached.
The Capital Improvement Plan project files listed below, CLOSED between 2007 and 07/23/2019.
Spec #90638 Spec #90756 Spec #90763 Spec #90806
Spec #90865 Spec #90950 Spec #91151 Spec #91199
Spec #90658B Spec #91290 Spec #91099 Spec #91251
Spec #90845 Spec #90670 Spec #90353 Spec #91255
Spec #90916
The following records are eligible for destruction:
►certified payroll ►pay estimates
►engineers' daily logs/inspectors' diaries ►legal ads
►preliminary notices/liens ►general correspondence
►encroachment permits
►original bid documents, including contractor bids not awarded
Please sign below indicating that the record titles are appropriate for destruction and meet the
requirements of the records retention policy.
(Legal Analyst Review _________)
_________________________ __________________________
Matt Horn J. Christine Dietrick
Public Works Director City Attorney
CERTIFICATE OF DESTRUCTION
I certify that the records listed above were disposed of between 10/30/2019 and 04/07/2023.
___________________________________
Brian Nelson
Deputy Director/City Engineer
Docusign Envelope ID: 7C5EF002-3F72-4E70-908E-0840D6A4D16E
City of San Luis Obispo, Public Works, 919 Palm Street, San Luis Obispo, CA, 93401-3218, 805.781.7200, slocity.org Attachments: Records Retention Schedule and List of Projects with Records Destruction Dates
Spec. No. Project Name
Project
Closed
Retain
Until*
Records
Destruction
Date
90638 WRF Facility Belt 10/09/2007 10/09/2009 11/29/2021
90756 Damon Garcia Fields Maintenance Building 2007 2009 11/29/2021
90763 Laguna Lake Golf Shop Roof Replacement – KGM Construction 07/23/2019 07/23/2021 04/06/2022
90806 LOVR Multi-Use Pathway - R. Burke Corporation
11/08/2012 11/08/2015
(Federal)
04/18/2022
90865 Laguna Lake Golf Course Netting 10/29/2008 10/29/2010 04/06/2022
90950 Railroad Trail Lighting - Electricraft, Inc. 05/15/2015 5/15/2017 04/06/2022
91151 Sinsheimer Pool Heater Replacement – Evenson Plumbing, Inc. 11/14/2013 11/14/2015 04/06/2022
91199 WRF Digester #2 Cleaning – JND Thomas Company, Inc. 11/19/2013 11/19/2015 04/06/2022
90658B La Loma Adobe Stabilization – Noble Building Company
12/01/2011 12/01/2014
(Federal)
10/30/2019
91290 City Hall Administration Remodel - Quincon, Inc. 12/23/2015 12/23/2017 04/20/2022
91099 Warden Bridge Deck Repair – R. Burke Corporation 4/17/2013 4/17/2015 04/06/2022
91251 Police Department HVAC Replacement - Brannon Inc. 12/18/2014 12/18/2016 04/20/2022
90845 Fire Station 3 Shower Remodel - A Touch of England 12/23/2009 12/23/2011 4/20/2022
90670 Bob Jones City-to-Sea Trail – Souza Construction, Inc.
12/23/2011 12/23/2014
(Federal)
04/19/2022
90353 Jack House Foundation Repairs - Carroll Building 01/06/2009 01/06/2011 04/20/2022
91255 Sinsheimer Stadium Stairs Replacement - Newton Construction, Inc. 08/01/2012 08/01/2014 04/20/2022
90916 2009-10 Sewerline Replacement – Filippin Engineering 08/01/2012 08/01/2014 04/07/2023
*Encroachment permits were retained for 4 years after the project close date.
Docusign Envelope ID: 7C5EF002-3F72-4E70-908E-0840D6A4D16E
Docusign Envelope ID: 7C5EF002-3F72-4E70-908E-0840D6A4D16E
Certificate Of Completion
Envelope Id: 7C5EF0023F724E70908E0840D6A4D16E Status: Completed
Subject: Complete with Docusign: Request for Records Destruction - 09.04.2024.pdf
Department:
Supplier:
Source Envelope:
Document Pages: 3 Signatures: 3 Envelope Originator:
Certificate Pages: 5 Initials: 1 Allie Genard
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
990 Palm Street
San Luis Obispo, CA 93422
agenard@slocity.org
IP Address: 104.129.202.97
Record Tracking
Status: Original
9/4/2024 2:26:31 PM
Holder: Allie Genard
agenard@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: 104.129.202.97
Sent: 9/4/2024 2:28:29 PM
Viewed: 9/4/2024 2:44:10 PM
Signed: 9/4/2024 2:59:12 PM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Matt Horn
mhorn@slocity.org
Director of Public Works
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 165.225.243.96
Sent: 9/4/2024 2:59:14 PM
Viewed: 9/4/2024 3:31:45 PM
Signed: 9/4/2024 3:32:21 PM
Electronic Record and Signature Disclosure:
Accepted: 11/7/2018 6:54:10 PM
ID: abbb6413-5f03-483d-8739-5befeff5edf7
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: 104.129.202.98
Sent: 9/4/2024 3:32:23 PM
Viewed: 9/5/2024 9:30:27 AM
Signed: 9/5/2024 9:32:08 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Brian Nelson
bnelson@slocity.org
City Engineer
Security Level: Email, Account Authentication
(None)Signature Adoption: Pre-selected Style
Using IP Address: 104.129.202.86
Sent: 9/5/2024 9:32:10 AM
Viewed: 9/5/2024 12:48:10 PM
Signed: 9/5/2024 12:48:26 PM
Electronic Record and Signature Disclosure:
Accepted: 10/13/2020 10:51:33 AM
ID: f2b85b2e-eda5-43ff-b62f-4886ec5c4b2b
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
City Clerk
cityclerk@slocity.org
City Clerk
City of San Luis Obispo
Security Level: Email, Account Authentication
(None)
Sent: 9/5/2024 12:48:28 PM
Electronic Record and Signature Disclosure:
Accepted: 10/19/2023 9:36:29 AM
ID: 5ae4d9e7-448f-46ec-92aa-16b0ef758494
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 9/4/2024 2:28:29 PM
Envelope Updated Security Checked 9/4/2024 2:53:44 PM
Envelope Updated Security Checked 9/4/2024 2:53:44 PM
Envelope Updated Security Checked 9/4/2024 2:53:44 PM
Envelope Updated Security Checked 9/4/2024 2:53:44 PM
Envelope Updated Security Checked 9/4/2024 2:53:44 PM
Certified Delivered Security Checked 9/5/2024 12:48:10 PM
Signing Complete Security Checked 9/5/2024 12:48:26 PM
Completed Security Checked 9/5/2024 12:48:28 PM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
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Electronic Record and Signature Disclosure created on: 5/10/2017 10:25:58 AM
Parties agreed to: Matt Horn, Brian Nelson, City Clerk
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