HomeMy WebLinkAboutPW Destruction - 06.20.25 (1)City of San Luis Obispo, Public Works, 919 Palm Street, San Luis Obispo, CA, 93401-3218, 805.781.7200, slocity.org
DATE 06/20/2025
TO: Aaron Floyd, Interim 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: C375F051-D849-4E3B-95E1-B10A2F2636C4Docusign Envelope ID: 31FAE16D-A4BB-4598-8943-1FC7F45EB572
6/25/2025 | 8:15 AM PDT
Attachment A (Records Destruction List)
Capital Improvement
Plan Project Name and
Spec #
Current
in YEAR
Destroy OK
DATE
Records Eligible for Destruction
Fire Station 2 Painting,
spec. no. 91580
2018 09/07/2020 Pay estimates (not final), quotation evaluation summary, pre-
construction meeting sign-in sheet
Bus Shelter Installation
2018, spec. no. 91649
2017-2018 06/07/2020 Pay estimates (not final), proof of publications, pre-construction
meeting sign-in sheet, non-awarded bids
City Hall Kiosks, spec. no.
90740
2018 10/19/2020 Pay estimates (not final), preliminary notices, pre-construction
meeting sign-in sheet, proof of publications, printing order form,
non-awarded bid
Sign Replacement Project
2018, spec. no. 90943A
2018 08/30/2020 Pay estimates (not final), non-awarded bids, printing order form,
pre-construction meeting sign-in sheet, preliminary notice, proof
of publications, resident engineer’s daily inspection reports,
certified payroll
Monterey and Osos Traffic
Signal Reconstruction,
spec. no. 91377
2017-2018 06/27/2020 Certified payroll, pay estimates (not final), preliminary notices,
printing order form, proof of publication, non-awarded bid
Marsh Street Parking
Garage Circulation
Improvements, spec. no.
91381
2017-2018 2021 (exact
date
unknown;
project was
canceled
after second
bid opening
on 3/22/18)
Proof of publications, printing order forms, non-awarded bid
Laurel Lane Street Light
Repair, spec. no. 91659
2018 09/19/2020 Pay estimates (not final), pre-construction meeting sign-in sheet,
printing order form, proof of publications
Reservoir Canyon
Pedestrian Bridge, spec.
no. 91397A
2017-2018 03/21/2020 Pay estimate (not final), pre-construction meeting sign-in sheet
Butron Adobe Painting,
spec. no. 91571
2018 08/30/2020 Pay estimate (not final), quotation evaluation summary, pre-
construction meeting sign-in sheet
Southwood and Ellen Way
Drainage Improvements,
spec. no. 91623
2018 11/16/2020 Pay estimates (not final), non-awarded bids, preliminary notices,
printing order form, proof of publications, transmittal cover letter
(for claim response letter), certified payroll, resident engineer’s
daily inspection reports, pre-construction meeting sign-in sheet
Human Resources-Finance
Departments Remodel,
spec. no. 91525
2016-2018 04/16/2020 Pay estimates (not final), pre-construction meeting sign-in sheet,
proof of publication, printing order form, non-awarded bid,
general correspondence (emails about CAR and Council agenda),
engineering inspector’s daily reports, certified payroll
Docusign Envelope ID: C375F051-D849-4E3B-95E1-B10A2F2636C4Docusign Envelope ID: 31FAE16D-A4BB-4598-8943-1FC7F45EB572
Rev. 04-14-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 11 of 17
TOTAL OFFICE RESPONSIBLE FOR
RECORD TITLE PERIOD RETENTION AND CODE SECTION REMARKS (and/or notes pertaining to retention time establishment)
DISPOSITION OF RECORD
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
Acauisition Regulation 4. 7031
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 / CCP337
bonds; proposals; spec reports (haz mat, bio, soils), submtls (malls, draw),
warranty, as-built plans, bids/plans/specs
802 STREET ADDRESS FILES File cateaorv eliminated 2025 as all files listed here are cooies.
803 MASS TRANSPORTATION
Local-SLO Municioal Bus Svstem -Studies CY+10 Public Works GC34090
Americans with Disabilities Act (Title 6 policy and ADA complaints and requests CY+4 Public Works GC34090 for accommodations)
Taxicabs, Transoortation Network Comoanies CY+S Public Works GC34090
Unmet Transit Needs (SLOCOG report on future development of FTIP) CY+10 Public Works GC34090
Federal Transit Grants A/E + 3 Public Works CFR 49, After Federal Transit Administration Triennial Review.
State Transit Grants oer contract Public Works GC34090
804 PARKING
Parkina Aooeals CY+S Public Works GC34090
Parking Citations CY+S Public Works GC34090
Parking Policies S+S Public Works GC34090
Parking Structure Video Monitoring CY+1 Public Works GC34090 .6(a)
806 DISTRICTS
I Benefit Districts I CL+1ol Public Works/Clerk I GC34090 Note: original documentation in City Clerk's Office
Underaround Utilities T+10 Public Works GC34090
807 SURVEYING
General Information (survey notes, vertical benchmarks, horizontal datum
calibration , etc., does not include project application materials submitted prior to CY+2 Public Works GC34090
approval ) (County holds permanent record for real property)
808 MAPPING
!
Aerial Photos (pre-1990 physical pictures) (otherwise see 901 Data Backups,
GIS related files) I pl IT I GC34090 (determined to be of historic value)
AE=Afler Expiration AU=Audit CL=Closed/Completed CY=Current Year E=Afler Election P=Permanent S=Superseded T=Termination
Docusign Envelope ID: C375F051-D849-4E3B-95E1-B10A2F2636C4Docusign Envelope ID: 31FAE16D-A4BB-4598-8943-1FC7F45EB572