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Home My WebLink AboutPW Destruction - 08.29.25-2City of San Luis Obispo, Public Works, 919 Palm Street, San Luis Obispo, CA, 93401-3218, 805.781.7200, slocity.org DATE August 29, 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: 1D78F25A-FA56-413F-BD86-62CFB2BA9B91Docusign Envelope ID: 03873EBC-8F58-47CB-8E7D-B4AC20AB122C 9/17/2025 | 1:56 PM PDT Attachment A (Records Destruction List) Capital Improvement Plan Project Name and Spec # Current in YEAR Destroy OK DATE Records Eligible for Destruction 2022 Pedestrian Crossing Improvements, Spec. No. 1000069 2022-2023 08/25/2025 Non-awarded bid, preliminary notices, proof of publication, pre- construction meeting sign-in sheet Fire Station 1 Exterior Masonry Cleaning & Sealing, Spec. No. 91579 2018 11/28/2020 Pay estimate (not final), quotation evaluation summary, non- awarded bid, pre-construction meeting sign-in sheet, certified payroll Sinsheimer Stadium Backstop, Spec. No. 91543 2017-2019 01/10/2021 Pay estimates (not final), non-awarded bid, preliminary notices, pre-construction meeting sign-in sheet, mandatory planholder information form, proof of publications, printing order form, pre- bid walk-through sign-in sheet, plan check routing sheet, draft special provisions, resident engineer’s daily inspection reports, non-hazardous waste hauling ticket Madonna – LOVR Rehabilitation, Spec. No. 91511 2017-2018 04/05/2020 Pay estimates (not final), transmittal cover sheet (for bonds & insurance), preliminary notices, printing order form, proof of publications, certified payroll, draft plans, weekly progress meeting agendas, resident engineer’s daily inspection report, non-awarded bids, plan check routing sheet, draft special provisions Fredericks Street Pavement Repair, Spec. No. 91544 2017 07/06/2019 Check pick-up confirmation, pay estimate (not final), preliminary notice Concrete Streets and Accessibility Improvements Project, Spec. No. 91455 2018 9/17/2020 Pay estimates (not final), preliminary notices, non-awarded bid, proof of publication Highland Gateway Monument, Spec. No. 90766 2010-2017 11/13/2020 Close-out memorandum, budget amendment requests, project closeout summary, public records request, tree committee meeting agenda, plan check reviews, tree removal application, transmittal cover sheet (for plans), plan check routing sheet, construction permit application, fire plan application, general correspondence, PG&E application for service, proposal evaluation sheets, draft maintenance agreement, council memorandum, fee waiver request, construction permit application, draft plans, LAFCO application packet, planning commission agenda Jennifer Street Sewer Line Replacement, Spec. No. 91185 2016-2017 10/03/2019 Pay estimates (not final), certified payroll, preliminary notices, pre-construction meeting sign-in sheet, transmittal cover sheet (for insurance, bonds, and agreement), mandatory planholder information forms, proof of publications, printing order form Los Osos Valley Road Crack Sealing, Spec. No. 91530 2016-2017 5/11/2019 Proof of publications, non-awarded bids Santa Rosa Park Hockey Rink/French & Islay Parks Basketball Courts Resurfacing, Spec. No. 91440 2016 8/5/2018 Cover sheet (for notice to proceed paperwork), Docusign Envelope ID: 1D78F25A-FA56-413F-BD86-62CFB2BA9B91Docusign Envelope ID: 03873EBC-8F58-47CB-8E7D-B4AC20AB122C 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: 1D78F25A-FA56-413F-BD86-62CFB2BA9B91Docusign Envelope ID: 03873EBC-8F58-47CB-8E7D-B4AC20AB122C