HomeMy WebLinkAboutPW Destruction - 03.25.25City of San Luis Obispo, Public Works, 919 Palm Street, San Luis Obispo, CA, 93401-3218, 805.781.7200, slocity.org
DATE 03/25/2025
TO: Matt Horn, Public Works Director
City Attorney
City Clerk
FROM: CIP Engineering Records Custodian, Brian Nelson, Deputy Director/City Engineer
SUBJECT: REQUEST FOR RECORDS DESTRUCTION
On April 24, 2001, the City Council adopted a Records Retention Policy for preservation,
protection, and legal disposition of the City’s Records (Resolution No. 9174, 2001 Series), along
with a Records Retention policy and schedule update process. In accordance with the currently
published policy and schedule, certain records have been identified as eligible for destruction
(Attachment A). Also attached are the relevant sections from the currently published records
retention schedule (Attachment B). The method of destruction disposal will be via recycling or
secure destruction.
Please sign below indicating your approval for the destruction of the attached listing of records.
(Legal Analyst Review _________)
Department Head City Attorney City Clerk
CERTIFICATE OF DESTRUCTION
I, _____________________do hereby certify that the records listed on the attached were properly
disposed of on ____________.
Attachments:
A. List of records to be destroyed
B. Relevant sections of the records retention schedule
Signature of Record Custodian
Destruction Date
Initials
Docusign Envelope ID: 47A19617-ED23-4DA6-99B8-24C94ADD5473Docusign Envelope ID: A3CFDF66-9930-4746-B38A-AF90DE4D5000
4/15/2025 | 6:33 PM PDT
Attachment A (Records Destruction List)
Capital Improvement
Plan Project Name and
Spec #
Current
in YEAR
Destroy OK
DATE Records Eligible for Destruction
Broad Street/Woodbridge
Pedestrian Hybrid Beacon,
Spec. No. 91609
2020-
2021
12/15/2023 Proof of Publication, Preliminary Notices, Certified
Payroll, Pay Estimates (not final)
Fire Station 1 HVAC
Replacement, Spec. No.
91647
2020-
2021
08/31/2023 Proof of Publication, Preliminary Notices, Pre-
Construction Meeting Sign-In Sheet, Non-Awarded Bids,
Certified Payroll
Sinsheimer Irrigation &
Stadium Drainage, Spec.
No. 91658
2021 11/01/2023 Certified Payroll, Proof of Publication, Non-Awarded
Bids, Preliminary Notices
Job Order Contract 2019
– Striping, Curb
Painting, and Signage
Maintenance, Spec. No.
1000019
2019-
2020
2023
(project
cancelled;
no NOC
filed)
Check Collected Memo, Pre-Construction Meeting Sign-
In Sheet, Proof of Publication, Certified Payroll,
Preliminary Notices
Meadow Park Pathways
Maintenance, Spec. No.
1000021
2021 12/17/2023 Pre-Construction Meeting Sign-In Sheet, Proof of
Publication, Preliminary Notices, Worksheet for Bid
Opening, Non-Awarded Bids, Certified Payroll
Fire Station #1 Air
Compressor
Replacement, Spec. No.
1000045
2021 06/23/2023 Pre-Construction Meeting Sign-In Sheet, Proof of
Publication, Certified Payroll
Docusign Envelope ID: 47A19617-ED23-4DA6-99B8-24C94ADD5473Docusign Envelope ID: A3CFDF66-9930-4746-B38A-AF90DE4D5000
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: 47A19617-ED23-4DA6-99B8-24C94ADD5473Docusign Envelope ID: A3CFDF66-9930-4746-B38A-AF90DE4D5000