HomeMy WebLinkAboutPW Destruction - 03.05.25City 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 Closing Dates
DATE: March 5, 2025
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). 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.
The Capital Improvement Plan project files listed below, CLOSED between 06/16/2021 and
12/23/2022.
Spec #1000111 Spec #1000163A Spec #1000190 Spec #90840
Spec #1000034 Spec #1000103 Spec # FS #2 Bathroom Remodel
Spec #1000060D Spec #1000183 Spec #1000180 Spec #90742-03
Spec #1000184 Spec #1000566 Spec #1000198-01 Spec #1000558
Spec #1000167 Spec #91156 Spec #91385-16 Spec #1000090
The following records are eligible for destruction:
►certified payroll ►pay estimates
►engineers' daily logs/inspectors' diaries ►legal ads
►preliminary notices/liens ►general correspondence
►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 properly disposed of on __________.
___________________________________
Brian Nelson
Deputy Director/City Engineer
Docusign Envelope ID: 7724E911-6EC9-49F0-9B9A-70872688D372Docusign Envelope ID: 458E7D2B-AA2F-44E3-BADD-70AC1542B020
3/19/2025 | 12:24 PM PDT
Purge Year Spec. Number and Project Name NOC Date
2024 SPEC #1000167 2021 Downtown Pavement Improvement - R. Burke Corporation 3/7/2022
2024 SPEC #90742-03 2583 Greta Storm Drain Repair - Souza Construction 7/25/2022
2024 SPEC #1000090 Jeffrey Sewer and Water Replacement - Souza Construction 12/30/2021
2024 SPEC #1000180 2021 Downtown Crack Sealing Project - Toste Construction, Inc. 2/10/2022
2024 SPEC #1000184 Monterey and Broad Improvements - R. Burke Corporation 4/28/2022
2024 SPEC #1000558 Area 6 & 7 Curb Ramps - RDZ Contractors, Inc. 9/8/2022
2024
SPEC #91156 Storm Drain Culvert Repairs Broad Street at Leff Street - Souza
Engineering 7/8/2022
2024
SPEC #91385-16 Sinsheimer Court Entrance Hardscape Replacement - R. Burke
Corp. 5/18/2022
2024 SPEC #1000198-01 Silt Removal 2022 - Souza Construction 10/17/2022
2024 SPEC #1000566 40 Prado Road Bus Shelter Relocation - Brough Construction, Inc. 11/10/2022
2024 SPEC #1000034 Reservoir 1 Cover Replacement - Layfield USA Corporation 5/10/2022
2024 SPEC #10000060D Energy Effficient Lighting Retrofits - Electricraft, Inc. 4/29/2022
2024 SPEC #1000103 E.A. French Park Parking Lot Maintenance - Souza Engineering 5/26/2022
2024 SLO Fire Station #2 Bathroom Remodel - BC Construction and Electric 11/22/2022
2024
SPEC #90480 Marsh Street Bridge Replacement - Souza Engineering Contracting
FEDERAL 6/16/2021
2024 SPEC #1000111 Swim Center Therapy Pool Boiler Replacement - Knecht's Plumbing 1/20/2022
2024 SPEC #1000163A Downtown Meter Pole Removal - Taylor Jane Construction LP 1/10/2022
2024
SPEC #1000183 SLO Creek Emergency Bank Stabilization near Johnson - Souza
Engineering 12/23/2022
2024
SPEC #1000190 Emerson Fitness Park Equipment Replacement - R. Burke
Corporation 3/7/2022
Docusign Envelope ID: 7724E911-6EC9-49F0-9B9A-70872688D372Docusign Envelope ID: 458E7D2B-AA2F-44E3-BADD-70AC1542B020
Rev . 02-24-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 8 of 14
TOTAL OFFICE RESPONSIBLE FOR CODE SECTION REMARKS (and/or notes pertaining to retention time RECORD TITLE RETENTION AND PERIOD DISPOSITION OF RECORD establishment)
Housing Agreements (Includes recorded and other related agreements) p Clerk, COD 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 I CCP337
Liens p Clerk GC34090(a)
Public Art Agreements p Clerk, Finance GC34090
Recorded Documents (Abandonments , Deeds, Easements, Reconveyances) p Clerk, COD GC34090
Williamson Act Contracts p Clerk, COD GC34090(a)
706 CAPITAL IMPROVEMENT BOARD
CIB Agreements/Contracts p Clerk CCP337 / GC 34090
CIB Establishment/Bylaws p Clerk GC34090
CIB Resolutions/Ordinances p Clerk GC34090(e)
Minutes p Clerk GC34090(e)
707 STATEMENTS OF ECONOMIC INTEREST & AGENCY PAYMENT REPORTS
Designated Filers -Statements of Economic Interest (87200 Filers) CY+7 Clerk GC81009(e)
City Code Filers -Statements of Economic Interest (Form 700) CY+7 Clerk GC81009(e)
FPPC Payment (Forms 801 & 802) & Compensation (Form 806) reports CY+7 Clerk GC 81009
FPPC Reports, Form 801, 802, 803, 804, 806 (For Campaign disclosure CY+7 Clerk GC 81009, 84615, 18944, 18944.1 statements, see section 702)
709 PUBLIC INFORMATION/COMMUNITY RELATIONS
Consumer Price Index (CPI) affidavits CY+2 City Clerk GC34090
Press Releases / Media Events CY+2 Various GC34090
Social Media Records CY+2 Atty GC34090
71 O General Appeals
!Administrative Citation Appeals -filing only I CY+2 I Clerk IGC34090
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 (see Federal Acquisition Regulation 4.703)
Engineering Standards p Public Works GC34090
Job Files : Certified payroll; pay estimates; original bid documents; legal ads; CL+2 Public Works GC34090 Federally funded or as req'd by the federal authority preliminary notices/liens; engineer's daily logs or inspector's diaries; DAS13
Project Files : Original specials w/autocad drawings, photos/video tapes for
historic value; agreements; CMR/CAR; change orders; env docs; final pay est.
w/attach ; notice completion; haz waste manifests/transp docs; ins certs; perform p Public Works GC34090 I CCP337
bonds; proposals ; spec reports (haz mat, bio, soils), submtls (matls, draw),
warranty, as-built plans, bids/plans/specs
802 STREET ADDRESS FILES File category eliminated 2025 as all files listed here are copies .
803 MASS TRANSPORTATION
I Local-SLO Municipal Bus System -Studies I CY+10 I Public Works IGC34090
AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination
Docusign Envelope ID: 7724E911-6EC9-49F0-9B9A-70872688D372Docusign Envelope ID: 458E7D2B-AA2F-44E3-BADD-70AC1542B020