The URL can be used to link to this page

Home My WebLink AboutCA Destruction Request 08.21.2025City of San Luis Obispo, City Attorney’s Office, 990 Palm Street, San Luis Obispo, CA, 93401-3249, 805.781.7140, slocity.org DATE 08/21/2025 TO: Sadie Symens, Acting City Attorney City Attorney City Clerk FROM: City Attorney’s Office Records Custodian, Kelly Holcomb, Senior Legal Analyst 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 section of the adopted retention schedule and an approved modification request (Attachment C). 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.Details of Administrative Citation Appeals to be destroyed C.Approved retention schedule modification request and relevant sections of the adopted retention schedule Signature of Record Custodian Destruction Date Initials Docusign Envelope ID: 7A04DED8-536C-48EC-B0E4-A68963298322 8/25/2025 | 11:23 AM PDT Attachment A (Records Destruction List) DEPT/DIV and Category ID# Closed in YEAR Destroy OK DATE DESCRIPTION / Notes City Attorney, Administrative Citation Appeal to a Hearing Officer, 703 2016 2018 Excluding log data (which is retained for reference) all appeals, notifications, communications, decisions, and hearing calendars for administrative citation appeals closed in the year indicated. Closure being date of notice of any of: Rejection Withdrawn by appellant Voided by City Otherwise Closed Hearing Officer Decision Details of each appeal included as Attachment B Public Information/ Community Relations, Social Media Records, 709 Current in Year: 2008 - 2022 2010 - 2024 Social media files exported for retention from previous vendor (ArchiveSocial) when contract ended in 2024. The information is not being removed from active social media accounts, just from the back-up copy that was saved to the City Attorney SharePoint during the transition to the new vendor (Social Assurance). Legislative, Subpoenas and documents produced for them, 701 2018 2020 Morrison Subpoena_20180215 Caruso Subpoena_20180216 Anguiano Subpoena_20180301 Green Subpoena_20180430 Condon Subpoena_20180511 Allgaier Subpoena_20150418 2019 2021 Subpoena 2019_SDT_Orndoff Subpoena 2019_SDT_Vega Subpoena 20190807_SDT_Skrzynski Subpoena Voss v. Edwards Subpoena Other - Moss for copy of SDT records 2020 2022 Subpoena - 20191209_Brasuell Subpoena - Sotello - Richie Barrett - Hrg 7-22-2020 Subpoena_Nason-WorkersComp SDT dated 11-24-2020 Subpoena_Sisemore-Perez_Hrg Date 11-20-2020 Subpoenas 20200727 - Sisemore-Xie 2021 2023 Subpoena_(4) Firefighters_Hrg 2-24-2021 Subpoena_Firefighter_Hrg_7-21-21 2022 2024 MOMs and NHC - Tracy PD Request Public Defender Doc Request - S. BINFORD INV Subpoena - Peo. v. Zuniga, Production by 8-11-2022 Subpoena_Curry v. Meyers, et al. (20CV-0262) Subpoena_Fire at 222 Elks Lane Subpoenas_Amerifrieght Inc (Cortez)_12-28-2022 Attachment A to Records Destruction Request Docusign Envelope ID: 7A04DED8-536C-48EC-B0E4-A68963298322 Pitchess Motion Responses Legislative, Subpoenas and documents produced for them, 701 2012 2014 Christina Cusworth Rodney Simms Turrin 2013 2015 Valdezreyes Roth 2014 2016 Steven Brown Karen Velie 2015 2017 2015 08 12 - Anderson, Nicole 2015 08 24 - Galvez, Jennifer 2015 08 28 - Casillas, Melissa 2015 09 09 - Reiss, Troy 2015 09 21 - McMillan, Samuel 2015 Segovia Amanda Harris 2016 2018 2016 02 01 - Sanchez, Jose DelCarmen 2016 02 25 - Morales, Miguel 2016 03 25 - Marquez, Edward 2016 04 04 - Sams, Richard 2016 05 06 - Emmerling v. City of Mnt. View 2016 06 02 - Roden, Derek 2016 06 13 - O'Connor, Patrick 2017 2019 2017 03 07 - CastilloCastillo, Francisco 2020 2022 Pitchess - Banks Pitchess - Hermier - Hrg on 8-18-2020 Pitchess - Hernandez - 18M-11373 Pitchess - Pate - Hrg on 8-28-2020 Pitchess - Pate - Hrg on 9-14-2020 Pitchess - People v. Hermier, 20 MP-00151 Pitchess - Skrzynski 2021 2023 Pitchess - Parigi 21F-00172 2022 2024 Pitchess_Noe Hrg 4-25-2022 General Administration – Citywide, Public Records Requests and Records Produced, 104 2018 2020 PRR18088_5-Bars Records to Review 2019 2021 PRR - PetSmart Fire PRR - Police Personnel Records PRR19355 Strobridge - Zocher records PRR19365 Fountain - Dog Shooting PRR19379 McKiernan - dog shooting PRR19397 Corral - Settlements since 2016 Multiple PRRs for Cannabis Permit Applications Attachment A to Records Destruction Request Docusign Envelope ID: 7A04DED8-536C-48EC-B0E4-A68963298322 2020 2022 PRR20021 Khalatian - San Luis Ranch PRR20109 - Walter - Encroachment Request PRR20197 Schaerer - Vazquez PRR20226 Fountain - Orndoff Bedroni Clip 2021 2023 Driscoll PRR - rcvd 11-18-2020 PRR - Gharabiklou - Conlan - Coastal Retail Request for Rate Study RFP docs 2022 2024 PRR - Wilson for Cannabis, 460 docs and comms PRR20137 CRLA - Bob Jones Trail Encampment PRR21250 NHC PRR22126 Mobley - Council IG PRR22164 Pemberton - Housekeys PRR22264 Fountain - POD Cams PRR22295 Lavine FD & PD Documents produced in response to Grand Jury requests: Legislative, Grand Jury, 701 2020 2022 Grand Jury - Cantrell, Walsh - Deadline 9-8-2020 2021 2023 Federal Grand Jury - March 2020 2022 2024 DOJ MOMs follow-up Attachment A to Records Destruction Request Docusign Envelope ID: 7A04DED8-536C-48EC-B0E4-A68963298322 Appeal Status Admin Citation No. Date of Citation Last Name First Name Date Appeal Received Litigated? Year Closed Appeal Rejected - Final 5975 6/7/2016 Lamond Ian 6/20/2016 No 2016 Appeal Rejected - Final 5993 6/10/2016 Potts Ray 6/30/2016 No 2016 Appeal Rejected - Final 6866 9/1/2016 O'Driscoll Aidan 9/13/2016 No 2016 Appeal Rejected - Final 6881 9/2/2016 Potts Ray 9/22/2016 No 2016 Appeal Rejected - Final 052-122-010 9/20/2016 Medzyk Christine 9/29/2016 No 2016 Appeal Rejected - Final 7198 9/28/2016 Seim Ed 10/11/2016 No 2016 Appeal Rejected - Final 7324 10/11/2016 Brazil Lee 11/4/2016 No 2016 Appeal Rejected - Final 7375 10/14/2016 Schlein Michael 10/31/2016 No 2016 Appeal Rejected - Final 20161108 Collins Debbie 11/8/2016 No 2016 Appeal Withdrawn by Appellant 6687 8/17/2016 Latson Ruth 8/23/2016 No 2016 Appeal Withdrawn by Appellant 112581 10/13/2016 Roem Builders Inc Roem Builders Inc 10/24/2016 No 2016 Appeal Withdrawn by Appellant Oestreich Oestreich Candace 10/21/2016 No 2016 Citation Voided by City 5606 5/2/2016 Rogers Living Trust 5/19/2016 No 2016 Citation Voided by City 6190 7/1/2016 King John 7/11/2016 No 2016 Citation Voided by City 6489 8/1/2016 Murdin Jennifer 8/8/2016 No 2016 Citation Voided by City 7204 9/29/2016 Rengel Richard 10/11/2016 No 2016 Citation Voided by City 161111104 11/11/2016 Santos Kendra 12/29/2016 No 2016 Closed - see Notes 112048 12/3/2015 Cortese Christine 1/12/2016 No 2016 Closed - see Notes 011393 12/3/2015 Morales Paz 12/21/2015 No 2016 Closed - see Notes 105955 12/3/2015 Bukowski Lisa 12/18/2015 No 2016 Closed - see Notes 107374 12/3/2015 Dietrich Tiffany 12/18/2015 No 2016 Closed - see Notes 109434 12/3/2015 Peck Craig 12/18/2015 No 2016 Closed - see Notes 109094 12/3/2015 Duni Ian 12/16/2015 No 2016 Closed - see Notes 109324 12/3/2015 Fosmark Kathleen 12/15/2015 No 2016 Closed - see Notes 001165 12/3/2015 Singh Satwinder 12/15/2015 No 2016 Closed - see Notes 110241 12/3/2015 Anthony Dee 12/14/2015 No 2016 Closed - see Notes 011791 12/3/2015 Kadin Steve 12/14/2015 No 2016 Closed - see Notes 106409 12/3/2015 White Tami 12/14/2015 No 2016 Closed - see Notes 108786 12/3/2015 Vanherweg William and Gabrielle 12/11/2015 No 2016 Closed - see Notes 243554 5/22/2016 Walsh Zoe 6/8/2016 No 2016 Closed - see Notes 161030012 10/30/2016 Fajardo Carlos 11/8/2016 No 2016 Closed - see Notes 18435 12/1/2016 Lussi Miles 12/9/2016 No 2016 Closed - see Notes 7890 12/8/2016 Snyder Joel 12/14/2016 No 2016 Closed - see Notes 161203001 12/14/2016 Scarry David 12/29/2016 No 2016 Decision Issued - Completed 5486 4/19/2016 Deschamps Nathalie 4/27/2016 No 2016 Decision Issued - Completed 5741 5/13/2016 Davidson Christopher 5/23/2016 No 2016 Decision Issued - Completed 5953 6/6/2016 Wu Tajen 6/15/2016 No 2016 Decision Issued - Completed 5957 6/6/2016 Llamas Alonzo 6/14/2016 No 2016 Decision Issued - Completed 6041 6/15/2016 Lusich Chris 6/21/2016 No 2016 Decision Issued - Completed 6183 6/30/2016 Conn Danielle 7/5/2016 No 2016 Decision Issued - Completed 6284 7/12/2016 Boland Kyle 7/22/2016 No 2016 Decision Issued - Completed 6322 7/18/2016 Sadler Noah 7/27/2016 No 2016 Decision Issued - Completed 6323 7/18/2016 McNamara Realty 7/26/2016 No 2016 Decision Issued - Completed 6460 7/28/2016 Obata Eileen 8/8/2016 No 2016 Decision Issued - Completed 6675 8/16/2016 Taylor Dean 8/24/2016 No 2016 Decision Issued - Completed 6763 8/24/2016 Foster Gary 9/1/2016 No 2016 Decision Issued - Completed 6826 8/29/2016 LaFreniere Teresa 9/6/2016 No 2016 Decision Issued - Completed 6884 9/2/2016 Grout Jackson 9/12/2016 No 2016 Decision Issued - Completed 6970 9/13/2016 Toppenberg Kelly 9/23/2016 No 2016 Decision Issued - Completed 0006995 9/14/2016 Watson Samuel 9/23/2016 No 2016 Decision Issued - Completed 7047 9/19/2016 Pirio Claire 9/22/2016 No 2016 Decision Issued - Completed 7067 9/20/2016 Tal Idan 9/26/2016 No 2016 Decision Issued - Completed 7236 10/3/2016 Kirk Robert 10/10/2016 No 2016 Decision Issued - Completed 7310 10/10/2016 Williams Chris 10/17/2016 No 2016 Decision Issued - Completed 016278 10/13/2016 Stanier Kimberly 10/28/2016 No 2016 Decision Issued - Completed 106632 10/13/2016 Dalton Pat 10/24/2016 No 2016 Decision Issued - Completed 070393 10/13/2016 Jacobson Ralph 10/24/2016 No 2016 Decision Issued - Completed 113449 10/13/2016 Tomlinson Susan 10/24/2016 No 2016 Decision Issued - Completed 111368 10/13/2016 Banta Roxanne 10/21/2016 No 2016 Decision Issued - Completed 111690 10/13/2016 Seeds 10/17/2016 No 2016 Decision Issued - Completed 7375 10/14/2016 Fields Seralyn 10/21/2016 No 2016 Decision Issued - Completed 7400 10/18/2016 Erenberg Elena 10/24/2016 No 2016 Attachment B to Records Destruction Request Docusign Envelope ID: 7A04DED8-536C-48EC-B0E4-A68963298322 City of San Luis Obispo, City Attorney’s Office, 990 Palm Street, San Luis Obispo, CA, 93401-3249, 805.781.7140, slocity.org DATE: 08/06/2025 TO: City Clerk City Attorney FROM: City Attorney’s Office Records Custodian, Kelly Holcomb SUBJECT: REQUEST TO MODIFY RECORDS RETENTION SCHEDULE In accordance with federal, state, and local regulations the following records titles should be added to the City’s Records Retention Schedule. Record Series Record Title Retention Period Dept. Responsible Code Section/ Remarks 703 Administrative Citation Appeal to a Hearing Officer CL+2 City Attorney GC34090 Justification for Modification: Prior to the 2025 City Retention Schedule update, records related to administrative citation appeals that were reviewed and decided by a hearing officer were retained for two years after the decision was issued (closure plus two years). The previous “Appeals not heard by City Council” record title being interpreted as applicable. That record title no longer exists, but the retention period is still appropriate. Any hearing officer decision that is further appealed to the Superior Court begins to fall under the litigation retention period (series 703); any administrative citation appealed to an advisory body falls under series 302; and the act of filing the administrative citation appeal is recorded and retained by the City Clerk’s Office for two years (series 710). Without the addition of this record title there is no applicable retention period for the noticing, communications, and decision that are connected to every administrative citation appeal heard by a Hearing Officer. APPROVAL Please sign below indicating your approval for the addition of the above listed records titles. (Legal Analyst Review _______) ______________________ ______________________ ______________________ Department Head City Attorney City Clerk Docusign Envelope ID: F9B75AE3-1343-42EF-A989-893C52987FAD Attachment C to Records Destruction Request Docusign Envelope ID: 7A04DED8-536C-48EC-B0E4-A68963298322 Rev. 04-14-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 1 of 17 RECORD TITLE TOTAL PERIOD OFFICE RESPONSIBLE FOR RETENTION AND DISPOSITION OF RECORD CODE SECTION REMARKS (and/or notes pertaining to retention time establishment) COPIES or DUPLICATES of documents for which a department is not the office of record 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 records are also in a paper format, both must be destroyed at the same time. Agenda Report working files Files created specifically as working or draft copies of eventual Council Agenda Reports should be considered as draft or copies with the CAR document the final original. Council Agenda Packets have a Permanent retention period. Therefore the draft and copy documents do not need to be retained. 100 GENERAL ADMINISTRATION - CITYWIDE 101 GENERAL City Manager (CM) Reports CY+5 Various GC34090 City-Generated Informational Brochures, Publications, Newsletters CY+2 Various GC34090 Policies and Procedures S+4 Various GC34090 = 2, CCP§343 = 4 Correspondence - Internal & External CY+2 Various GC34090 General Information (City Records not otherwise listed: Includes general subject information, reports and reference documents relating to the record group, but not associated with a specific record series already in the group.) CY+2 Various GC34090 In-House Employee Committees CY+2 Various GC34090 Safety Data Sheets (SDS) / Material Safety Data Sheets (MSDS)CY+30 Various GC34040 / 8CCR3204(d)(1)(B)(2 and 3) / 29CFR1910.1020(d)(1)(ii)(B) Training / Safety Training Materials CL+4 Various CCP 343 Professional Associations (City Records)CY+2 Various GC34090 102 OFFICE REFERENCE Category eliminated 2025 update 103 FORMS MANAGEMENT Category eliminated 2025 update 104 RECORDS MANAGEMENT Certificates of Destruction P Clerk GC34090 Public Records Requests and Records Produced CL+2 Clerk, PD GC34090 Records Retention Schedule P Clerk GC34090 AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination Attachment C to Records Destruction Request Docusign Envelope ID: 7A04DED8-536C-48EC-B0E4-A68963298322 Rev. 04-14-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 8 of 17 RECORD TITLE TOTAL PERIOD OFFICE RESPONSIBLE FOR RETENTION AND DISPOSITION OF RECORD CODE SECTION REMARKS (and/or notes pertaining to retention time establishment) 700 LEGISLATIVE AND LEGAL 701 LEGISLATIVE Affidavits of Publication CY+2 Various GC34090 Closed Session Memorandums P City Attorney's Office Affidavits of Posting CY+2 Various GC34090 Charters-Listed Numerically with Amendments P Clerk GC34090(e) Grand Jury CY+2 Various GC34090 Legal Notices, Legal ads, and Display Ads CY+2 Various GC34090 Municipal Code P Clerk GC34090(e) Notices of Adjournment CY+2 Various GC34090 Subpoenas and documents produced for them CL+2 City Attorney's Office GC34090 702 ELECTION Vote-by-Mail Voter applications (copies of)E+6 mos.Clerk EC17505(b) Confidential (only kept by City if we run our own election) Application to view: voter registration info, VBM voter lists E+5 Clerk EC2188 (only kept by City if we run our own election) 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 (only kept by City if we run our own election) Campaign Disclosure Statements Successful Candidates P Clerk GC81009(b) Unsuccessful Candidates E+5 (physical filing) or E+10 (digital filing) Clerk GC81009(b) - physical filing, GC 84615 - digital filing Other Committees T+7 (physical filing) or E+10 (digital filing) Clerk GC81009(c) - physical filing, GC 84615 - digital filing Those required to file copies (not originals) with the City Clerk T+4 Clerk GC81009(f) 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 T+4 Clerk EC17100 Unsuccessful Candidates E+4 Clerk EC17100 Precinct Board Appointments - appointment of precinct officials 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) (only kept by City if we run our own election) AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination Attachment C to Records Destruction Request Docusign Envelope ID: 7A04DED8-536C-48EC-B0E4-A68963298322 Rev. 04-14-2025 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE page 10 of 17 RECORD TITLE TOTAL PERIOD OFFICE RESPONSIBLE FOR RETENTION AND DISPOSITION OF RECORD CODE SECTION REMARKS (and/or notes pertaining to retention time establishment) 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 statements, see section 702)CY+7 Clerk GC 81009, 84615, 18944, 18944.1 709 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 710 General Appeals Administrative Citation Appeals - filing only CY+2 Clerk GC34090 AE=After Expiration AU=Audit CL=Closed/Completed CY=Current Year E=After Election P=Permanent S=Superseded T=Termination Attachment C to Records Destruction Request Docusign Envelope ID: 7A04DED8-536C-48EC-B0E4-A68963298322