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Home My WebLink AboutCertificates of Destruction 2012Deparbnent of Hanan Resources Memorandum DATE: TO: FROM: SUBJECT March 21, 2012 Christine Dietrick, City Attorney Monica Irons, Director of Human Resources Kate Crosswhite, Human Resources Administrative Assistant Destruction of Records for the Human Resources Department Nineteen stored Human Resources records boxes have exceeded the retention requirements as stated in the City of San Luis Obispo's Records Retention Schedule and Policy and are being prepared for destruction (see attached list). The destruction method will be via a recycling service. The Human Resources department plans to schedule the recycler during the first week of April 2012. Please sign below indicating your approval for the destruction of the attached listing of records. � � 4 Te ON 8111 1,8972 Document Management, Storage and Shredding CERTIFICATE OF DESTRUCTION - ACCT #: (� COMPANY NAME: L_ _-'% ADDRESS: DATE. t y" J TIME: The DocuTeam is a member of the National Association For Information Destruction (NAID), and follows the guidelines and policies established by NAID. This Certificate of Destruction certifies the complete destruction and recycle of all materials. NOTES: Received Dept of Human Resources CONTAINER FILE BOX LARGE FILE 32 64 LARGE MED. CAB MA E OTHER TYPE BOX GAL. GAL. CAB _r QUANTITYAPR 1 9 2312 I DESTROYED _ THE DocuTEAM AUTHORIZED EMPLOYEE SIGNATURE I yCh e--,, f j n a elf PRINTED NAME: 140 Hind Lane I San Luis Obispo I California 93401 1 Phone 805.544.0440 1 Fax 805.544.0858 1 www.thedocuteam.com March 21, 2012 Nineteen boxes prepared and ready for destruction: FROM DESTROY BARCODE; DATE TO DATE DATE Records Retention Policy Title 100846 f 1/1/1977--[12/31/2000, 1/1/2005 Insurance/Benefits 100892 1/1/1977 12/31 /1981 12/31/2011 Workers Compensation 100893 re -2005 re -2005 1/1/2012 Safet 100903 1/1/2005 12/31 /2005 1/1/2012 Employee Files 103001 1/1/2005 12/31 /2005 1/1/2012 Emplo ee Files 103007 1/1/2005 12/31 /2005 1/20/2012 Employee Files 103009 1/1/2005 12/31 /2005 1/1/2012 Emplo ee Files 110284 1/1/2005 12/31 /2006 1/1/2012 Recruitment Files 139158 1/1/2006 12/31 /2006 1/1/2012 RECRUITMENTS 139163 1/1/2000 12/31 /2005 12/31/2011 GRANTS IN AID 139164 1/1/1998 12/31 /2006 1/1/2006 GRANTS IN AID 139165 1/1/2002 12/31 /2006 12/31/2006 1/1/2011 1/1/2012 INSURANCE/BENEFITS Em to ee Files 139166 1/1/2006 139172 01/01/05 12/31/2005 12/31/11 Claims against the Cit 139179 01/01/05 12/31/2005 12/31/11 Claims against the Cit Insurance/Benefits 139173 1/1/1992 12/31 /2006 1/1/2011 139176 1/1/1950 12/31 /2006 1/1/2011 Insurance/Benefits 151308 1980 1986 1/1/1992 Emplo ee Files 151316 2000 2004 1/1/2009 Insurance/Benefits G:\HR Operations\Stored Files\2012 Destruction of Records.doc Insurance/Benefits Barcode 100846 Destroy 111/2005 BOX 103 187 - Risk Management Employee Blanket Bonds - 1977-78 to 1987-88 INSURANCE: Mary Gail Black Property 1989-90 INSURANCE: Property/Boiler & Machinery 1990-94 INSURANCE: Property/Boiler & Machinery 1984-85 to 1989-90 INSURANCE: Excess Liability 1989-90 thru 1994-95 FUND SELECT (PST -720) Quarterly Statements 1993-97 Workers Compensation arcode 100892 v,estroy Date 12/31/11 BOX 62 WORKER'S COMP. L. Kautz & Company 1977, 1978, 1979, 1980 & 1981 Safet 1 . @-Mill: 'lc3 Destroy Date 1/1/2012 BOX 29 SAFETY INSPECTIONS, TAILGATE MEETINGS AND SAFETY COMMITTEE MINUTES SAVE EACH YEAR FOR SEVEN YEARS Employee Files 2005 TERMINATED EMPLOYEE FILES N -Z Destroy 1-1-10 Barcode: 100903 Nemeth, Gary O'Brien, Maryann Osborne, Duncan Owen, Thomas Parsons, Leslie Paulding, John Price, Lee Racho, Richard Roberts, Robert Salazar, Gina Sindorlf, Michelle Sylvain, Jill Sylvia, John Taylor, Charmaine Trujillo, Gilbert Wassenberg, Christopher Zastoupil, Lester Employee Fres 2005 TERMINATED EMPLOYEE FILES A - H Destroy 1-1-12 Barcode 103001 Adler, Nichole Arndt, Christopher Baasch, Carolyn (Sue) Bazzell, Eloise (Sherry) Bryn, Robert Brown, Richard Butler, Diana Clarke, Michael Damas, Roy Downs, Gary Draze, Michael George, Wendy Goodwin, Lana Harmon, David Hazouri, Josef Employee Files 2005 TERMINATED TEMPORARY EMPLOYEES A --Z DESTROY 1-1-12 Barcode 103007 Adler, Nicole Esola, Christina Alvarez, Brooke Farmer, Rachele Arnett, Shannon Felix, Karlo Avery, Sarah Fitzgerald, Katherine Baker, Alycia Flanagan, Katherine Barthel, Burkley Frederick, Brianne Berry, David Freebairn, Heather Beshoar, Roxanne Fried, Desiree Black, Aaron Fulfer, Amanda Blazey, Laura Gallagher, Milton Bohall, Karen Garcia, Jaime Butler, Jessica Garcia, Mark Calderon, Nicholas Gaudioso, Morgan Calise, Gregory Ghidelli, Suzanne Campsey, Katharine Giles, Amy Carpenter, Sierra Lynn Gillaspie, Barbara Carr, Niel Green, David Carraway, Durinda Greene, Leilani Caruso, James Gundert, Joellen Castillo, Monica Hampian, David Castro, Lindsey Hannula, Brian Catalano, Jade Haynes, Cara Caughey, Trevor Impink, Tracy Chafin, Shannon Jabuka, Lisa Changus, Jonathon Johnson, Elaine Cooper, Devra Johnson, luke Cooper, Katie Kartsioukas, Nicholas Cooper, Kelsy Katen, Erma Dearborn, Danny Keenan, Megan Dishen, Melissa Kelsey, Margaret Ditommaso, Tia Kenny, Gerald Dobbie, Jill Laffitte, Ligia Dore, Katharine Lahive, Logan Dunan, Peter LaRoche, Kristina Durell, Matthew Lastoskie, Kristine Erickson, James Lee, Aaron Logan, Becky Macdonald, Joshua Machado, Hayley Main, Kimberly Manganello, Chris Moris, Lindsey Nadolski, Stephen Norvell, Jason O'donnell, Tara Olsen, Kathleen Park, Amanda, Parks, Ashley Patrerson, Bill Pedigo, Brian Perry, Nate Pierce, Irene Pittman, Jon Potter, Ryan Pycior, Donald Ramirez, Christine Reynolds, Taylor Riordan, Elizabeth Robertson, Kayla Rodriguez, Raquel Ruppel, Erin Saephan, Nai Vang Schnieder, June Selko, Anthony Shea, Daniel Shields, Kevin Susman, Andrea Swanson,Kelly Thomas, Joseph Trimeloni, Christina Valdez, Sharon Vance, Barbara Vaughn, Darcy Villafana, Steven Waa, Naomi Walker, Danielle Walters, Lisa Warner, Mary Weaver, Lauren Welsh, Sheena Wilkinson, Andrew Wilson, Brittany Wilson, Nickolas Young, Joan Zeid, Ryan Zingg, Rosa Zweemer, John Employee Files 2,005 TERMINATED EMPLOYEE FILES H- Z Destroy 1-1-12 Barcode 103009 Hetland, Wayne Hixenbaugh, Shanna Holton, Dion Kalkowski, Kenneth Knabe, Wolfgang LeSage, Paul Mc Mahan, Sharon Miller, Steven (Rocky) Otto, Gregory Parent, Joseph Polk, Jodi Pulson, Robyn Pierce, Matthew Reid, Steven Rendon, Gilbert Reynolds, Diane Ridley, John Searcy, Richard Smith, Stuart Stephen, Beverly Stevens, Justin Walker, Greg Recruitment Files TEMPORARY RECRUITMENTS 2005 AND 2006 Destroy 1-1-12 Barcode 110284 City Worker Community Development 05/05 City Worker IV/V — City Clerk 09/05 City Worker VII — Police 09/05 City Worker VII — Street Maint 12/05 City Worker VII — Street Maint 04/05 City Worker VI — Swim Center 10/05 Construction Management Intern 04/05 Parking Attendant Recruitment 04/05 Parking Attendant Recruitment 07/05 Planning Intern — Work Study 09/05 Principal Civil Engineer 09/05 Public Works Inspector 04/05 SNAP 1 11/05 SNAP 02/05 Student Intern Community Development 04/05 City Worker III Ballfied Maint. 03/06 City Worker VII — Parks 05/06 City Worker VII —Streets 04/06 Parking Enforcement Officer 11/06 SNAP 10/06 SNAP 03/06 Student Intern Planning 04/06 City Worker — Utilities Cons. Asst. 09/06 Employee Requisitions — No Recruitment Needed2003-12/06 2006 Recruitments Rev — W arcode 139158 `estroy Date 12/31/12 Revenue Supervisor 6/06 Supervising Administrative Assistant 5/06 Transit Manager 11/06 Wastewater Collection System Operator 8/06 Water Customer Service Personnel 6/06 Water Distribution Operator 8/06 Water Distribution System Operator 2/06 Water Reclamation Facility Operator 11/06 Water Reclamation Facility Operator 5/06 Water Treatment Plant Operator SBP 7/06 Grants in Aid r : arcode: 139153 Destroy Date: 01/01/12 2005 2006 2000/2001 Grants in Aid Barcode 139164 Destroy Gate 1/1/2006 Zero Funding 2 Files Health & Human Serv. Needs Wkshop/HRC-CDBG 10/03/01 CDBG / HRC HRC General Correspondence Sue's HRC Disabled Parking Enforcement HRC Council Agenda 6/7/06 ADA Corrections City of SLO Big Brothers/Big Sisters Cuesta College SBDC Harvest Bag Housing Programs Administration Hotline Maxine Lewis Memorial Shelter Prado Day Center Repairs to Day Center Sidewalk Improvements — City of SLO Burton de Canet Adobe HRC Relation Commission Meetings 2004-2005 HRC Relation Commission Meetings 2003-2004 HRC Relation Commission Meetings 2002-2003 HRC Relation Commission Meetings 2001-2002 HRC Relation Commission Meetings 2000-2001 HRC Relation Commission Meetings 1999-2000 HRC Relation Commission Meetings 1998-1999 Originals for Commissioner Notebooks HRC Boy Scout Lease HRC Domestic Partners CDBG (Empty) Hate Crimes HRC 1999-2000 Grants -In Aid Recommendations Insurance/Benefits COBRA Notice Files Barcode 139165 Destroy 01 /01 /2011 COBRA Notices 2002 COBRA Notices 2003 COBRA Notices 2004 COBRA Notices 2005 COBRA Notices 2006 Employee Files 2006 Terminated Employees A -W Barcode 139166 Destroy 1/1/12 Blake, Ashley Bulard, Erika Dold, Jeremy Ewan, John Goetz, Kevin Goossens, Carolyn Graul, Sean Haslem, Andrea Hays, James Hubbard, Peter Johansen, Jane Lanham, Howard Leong, James Mills, Kathy O'Dell, Austin O'Rourke, Jedediah Redel, David Roske, Lillian Ryczek, Scott Schroeder, Mary Ellen Tolson, Larry Whisenand, Ron Woodall, Nathaniel Wunsch, Dan Claims Against City 2005 A- roe 139172 �'estroy ate 12/31111 1 Alta Vista Park Owners 05-63 Apple Farm 05-01 Aquiles, Rubio 05-74 Astar, Mazyar 05-03 Azar, George 05-70 Bates, Kevin 05-49 Bates, Kristopher 05-62 Baundendistel, Barbara 05-73 Bomicino, Nicole 05-77 Brooks, Chad 05-25 Cal Poly Downtown 05-66 California Automobile Ins. Co. 05-37 California State Automobile Association — Eric Nakai 05-23 Caroll, Howard 05-46 Central Coast Properties 05-32 Cheda Family Trust 05-11 (Alcala, Margarita) 05-11 A Chestnut, Sheryl 05-15 Coldwell Banker Vista Assoc. 05-48 Duffy, Kevin 05-43 Edberg, Gerion 05-47 Enterprise Rent-A-Car 05-09 Flaherty, Michael 05-10 Grant, Robert H. 05-45 Hamlin, Rick 05-69 Hazard, Sarah 05-27 Heredia, Cristina 05-40 Hill, Michael C. 05-13 Howell, Martin 05-68 Hubbard, Pete 05-51 Hurd, Barbara 05-60 Idler, Rodney 05-17 Interns. Exchange of the Auto Club & Elaine Lawson 05-67 A&B Jones, Dale 05-36 Jones, Glenn T. 05-58 Kaspar, Michael 05-24 Lenhardt, Cheryl 05-80 Levy, Andrew 05-04 Longo, James 05-79 Claims Against City 2005 M -Z Barcode 139179 Destroy Data 12/31111 Martyr, Robert / Progressive Ins. 05-26 Mattocks, Wesley 05-64 McGrath Cypress Plaza, LLC 05-65 Meza, Janet 05-14 Monterey Transfer & Storage 05-34 Moran, Saul 05-52 Murguia, Herlinda 05-72 Myers, Daphne 05-54 Negranti, Wade 05-19 Newberger, Darren 05-18 Pitts, Ben 05-06 Richmond, Betty J. 05-61A Healthcare Recoveries 05-61 B Roberts, Stephen 05-22 Romero, Robert 05-16 Ryczek, Scott 05-31 Sanders, Billie 05-08 Sciacca, Concetto 05-71 Sharp, Cameron 05-35 Shim, Kelly Ann 05-55 Singewald, Arlin 05-56 Sistek, Neal & Lyle 05-78 Smith, Carolyn J. 05-76 Smith,Troy 05-07 Smith, Tyler 05-41 Tackitt, Marilyn 05-28 Taylor, Patricia 05-20 Townsend, Burton 05-57 Traveltime 05-42 Van Tuyle, Marjorie 05-39 Whitlow, Thomas 05-29 Woolum, Christopher 05-02 Zenith Insurance Co. 05-50 Insurance/Benefits Barcode 139173 Destroy Date: 111111 Insurance — Excess Liability 2000-01 Insurance — Excess Liability 2001-02 Insurance — Excess Liability 2002-03 Insurance — Excess Liability 2003-04 Insurance — General Liability CJPIA 2004-05 Insurance — General Liability CJPIA 2005-06 Insurance — Vendors/Contractors 2002-03 2005-06 Insurance — Excess Worker's Compensation 1992-2004 Insurance/Benefits Barcode 139176 Permanent Records - Do Not Destroy Insurance — Property 1950's to 1960's Insurance — Property/Boiler & Machinery 2000-01 to 2001-02 Insurance — Property/Boiler & Machinery 2002-03 Insurance — Property/Boiler & Machinery 2003-04 Insurance — Property/Boiler & Machinery CY 2004 Insurance — Property/Boiler & Machinery/Mobile Equipment CY 2005 Insurance — Property/Boiler & Machinery/Mobile Equipment CY 2006 Insurance — Mobile Equipment 1989 -2004 Employee Files Terminated Employee Files Fire 1980-1986 Barcode 15130 Destroy Date 1/1/92 Stephen Overbey Michael Povero Annette Puskarich James Rankin Richard Reppert Ernie Gaffney Elton Hall Insurance/Benefits Barcode: 151316 DIFSTROY 111/09 Nationwide Deferred Comp Statements & Rollover Forms 2000-2004 PARS Requests for Distribution 2001-2004 ICMA Term Employees 2001-2004 Safety Inspections and safety tailgates 2003 Hartford Quarterly Statements 2001-2004 Nationwide Quarterly Statements 2001-2003 PARS Statements 2002-2005 CalPers Memos 2002-2003 Hartford Disbursements 2004-2005 i iiamem "nAnOum DATE: August 23, 2012 TO: Michael Codron, Assistant City Manager Christine Dietrick, City Attorney FROM: Sheryll Schroeder, Interim City Clerk 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 is attached. Please sign below indicating your approval for the destruction of the attached listing of records. c odron, Assistant City Manager istine Dietrick, City Attorney CERTIFICATE OF DESTRUCTION I, Sheryll Schroeder, Interim City Clerk, do hereby certify that the records listed were properly disposed of on ' G/ Original: City Cleric Copy: City Attorney's Office Request for Records of Destruction July 20 2012 es RECORD STORAGE CITY CLERK'S VAULT CITY HALL TO BE DESTROYED August 2012 Origiiiation Description Year(s) Adviso Body Recruitment &B Training 2007-2009 Council Subcommittee Assignments Advisory Body Correspondence 2000-2009 2007-2008 Advisory Body Appreciation Program 2008 CityClerk staff meetings 2009 Election official orientation materials 2000-2007 City Manager Correspondence 2008 Misc. City Clerk correspondence 2005-2009 City Council conference correspondence 2005-2010 City Clerk misc. training/trainer 2009 Elections, 2008 candidate orientation 2008 Misc. notes — measures 2008-2009 Campaign sin protocol 2008 Candidate orientation 2006 Cam ai n general info. 2008 Cam aign sign complaints 2008 Cam aign sign info 2006 Referendum info from state 2000-2004 Election demographic info 2000-2004 Initiative & referendum general info from state 2000-2004 Election general info 2002-2006 ADA info and correspondence 2004-2008 Records Mgt misc. brochures 2005-2006 Old notes on records mgt. 2004-2005 Misc. FPPC reprinted docs from web. 2008-2012 Correspondence reg. powerpoint for Channel 20 2007 Clerk email correspondence letter credit, First Transit 2009 RSVP Volunteer apps & correspondence 1996 Mitchell Park parking area & senior parking 2008 RECORD STORAGE CITY CLERK'S VAULT CITY HALL TO BE DESTROYED August 2012 Oriainatio11 Description Year(s) Y Advisor Body Recruitment &B Training 2007-2009 Council Subcommittee Assignments 2000-2009 Advisory Body Correspondence 2007-2008 Advisory Body Appreciation Program 2008 City Attorney Correspondence City Clerk staff meetings Election official orientation materials 2009 2009 2000-2007 City Manager Correspondence_ 2008 Misc. City Clerk correspondence 2005-2009 City Council conference correspondence 2005-2010 City Clerk misc. trainin /trainer 2009 Elections, 2008 candidate orientation 2008 Misc. notes — measures 2008-2009 Campaign sin protocol -2008 Candidate orientation 2006 Campaign general info. 2008 Campaign si n complaints 2008 Campaign sign info 2006 Referendum info from state 2000-2004 Election demographic info 2000-2004 Initiative & referendum general info from state 2000-2004 Election general info 2002-2006 City Attorne advise 1999-2008 ADA info and correspondence 2004-2008 Records Mgt misc. brochures 2005-2006 Old notes on records mgt. 2004-2005 Misc. FPPC reprinted docs from web. 2008-2012 Correspondence reg. powerpoint for Channel 20 2007 Clerk email correspondence letter credit, First Transit 2009 RSVP Volunteer a s & correspondence 1996 Mitchell Park parking area & senior parking 2008 Y City of San Luis Obispo Police Department July 24, 2012 To: Stephen Gesell, Chief of Police Christine Dietrick, City Attorney From: Kerri Rosenblum, Communications & Records Manager Subject: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and 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 method of destruction will be by shredding and recycling. Indices of this information are retained electronically in our Records Management Computer. No records will be destroyed prior to the approved retention period. We will begin destroying the records upon receiving your written authorization below. Requesting approval to destroy 11,493 citations. The bp.Winning date of 1/1/2009, citation number M157898 through ending date of 7/15(20114?, citation ADM03368. A list of citations including date, citation number, and offens c es are attached. Attachments: �� G ( v —7 'Y U List of citations being destroyed Copy of Retention/Disposition Schedule Plff_ls,ig elow indicating your approval for the destruction of the above listed re Stephen esell Christine Dietrick Chief of Police City Attorney CERTIFICATION OF DESTRUCTION I certify that the recor s listed above were properly disposed of on M Kerp(Rdsefiblum Communications & Records Manager City of San Luis Obispo Police Department June 22, 2012 To: Stephen Gesell, Chief of Police Christine Dietrick, City Attorney From: Kerri Rosenblum, Communications & Records Manager Subject: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and 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 method of destruction will be by shredding and recycling. Indices of this information are retained electronically in our Records Management Computer. No records will be destroyed prior to the approved retention period. We will begin destroying the records upon receiving your written authorization below. Requesting approval to destroy expired taxi permit files that have been deemed closed (expired) plus two years. Attachment: Copy of Retention/Disposition Schedule List of expired permits by taxi driver name Please sign below indicating your approval for the destruction of the above listed rec Chief tle : hen Gesell [Vhris�fine Dietrick Chief of PGlice City Attorney CERTIFICATION OF DESTRUCTION I certify that the records listed above were properly disposed of on K ri Ro enblum Communications & Records Manager 0 Memorandum "Service, Pride, Integrity" July 5, 2012 To: Stephen Gesell, Chief of Police Christine Dietrick, City Attorney 7 Police Department 1042 Walnut SLO, CA 93401 (805) 781-7317 From: Kerri Rosenblum, Communications & Records Manager Subject: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and 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 method of destruction will be to run the DVD through our magnetic machine and then break the DVD as a means of destroying the information. No records will be destroyed prior to the approved retention period. We will begin destroying the records upon receiving your written authorization below. The records to be destroyed include: Server #2 DVD, labeled Side A 2008, Side B 2010 covering audio recordings between the dates of 01/07/2010 and 12/31/2010. Server #2 DVD, labeled Side A 2002, Side B 2006 covering audio recordings between the date of 09/26/08 and 01/07/2010. Ste n Gesell - ristine Dietrick Chief of Police City'Attorney CERTIFICATION OF DESTRUCTION I certify that the records listed above were properly disposed of on KercA:696nblum Communications & Records Manager Attachments: 1. List of records to be destroyed 2. Relevant section of the records retention schedule CITY' OF SAN LUIS OBISPO RECORDS RETENTPON SCHEDULE RECORO TITLE —TOTAL OFFKA RESPOWjAOLE ,Adr,rr tEal�wwlft" Inyesl,rwbrrs RE-FiNTION FOR 1AETEWT-100616ND P PO4cm PER" 6gaj�-o78it6w & Vg&j6ffD UtmMs Rebeft BQYCMK)ns 3 pqdm Arson - AdiJ] WaW VWVOSINML4r rYian T" FVn-s 3+1 t11Mtl CFR wpw a Y"SO&Wsw SbAimt _ CL*10 Uffibes GC34G90 Do* Lo �Invft�do"s - T-,5 11)IJ vd, e s GC34090 WOW Rau= - SWRCS f&Fq,repo*ng_ %treaweril Allhc. R 4. NuAmv* wah, Pird -C, �011 p W - FR ptam - FpA LqLm ,- - 1 IN Fbke - + HI V�Q�ftk� Lfoup&Slef Iflitt"harl p Gui� "A%opcon Permll Reowft :GC*G6- ,v4hft Roa - 'J 0l 'GC34M Whqla PxckMrtuh-!!& p GC34090 WRF Adiftwo glouggs, monft-rWop-oft p Ul"ft 40rFR -t HisWeal tv DmRtorW Monwrit 2 Willies :40E -R 1306 POUM !AdmWiMove ,Adr,rr tEal�wwlft" Inyesl,rwbrrs P PO4cm AN Affvtt R&Poft Ar&, and C4MwRegmtet pqdm Arson - AdiJ] p PD& Arwn PAOW&M - .1joen1le p FN" Tei!q*�Wbiaadio 21 soh Do* Lo �Invft�do"s - T-,5 Polk* 8&dV%r4 IfTvMj!!�n - W Hired &*2 -p Allhc. Fri -6pilow GL*5 Fbke Rep.-. po" Gui� "A%opcon Permll Reowft VE 4 po" - 2 polee ((` m Lao" Deny is err $Vrim too 2 Pokg P, poke EffOOM Lr��Re="b T*5 Poke p police OMW5 punishtible by dwflWife ire priwarr*m Felony Girds r 0mre or p police 5 poku! WKx%W and N13n4simirml Ftnoj* Afganie0alw4m LogsMurx-0,Wfi* repDft C4-2 q& Tad, Pefols CL+2 Polk* police 5. Pdiae Misderlearm.4 and lokwhort vkdaka cases P F' pGrfCri pk,pm iisi isW REMARKS =34%0 �W-34M ,�:jibw Eletrwfie retadS -6r4y wilin thee., 78Nj, FSj 457.1,( J? AV 7211 6C341090-1 - 4c;�� GC34094 • Ek,.b-,x=m '4d 4Z% Wj-G—CZ4biii-7 • N ere eoo�tkft C4 iiil-Wy mpDrj 6034490 .. GC34090 IGC340W - K-bX—rarorcbaptly 803 GCXW(c) PC 7" - Case by case ammWOW as to wk4het sbyea aftewwwatV or page n1 WwW PC j4g E"Onic rer .-riiwilh M' exee- 0-io-n-ofd--mth &md rrtis§fV prwm ca�dw Ath h9ve rict be- P9=06r9d, VO*Aic3 ar-SM (B—Dt H&S 11157111 1. prvmtty Wrmoh*d in cW or criminal 16ga6m O,E-Altef E*imkm M.),;AUdl OL-0efflptldid Cl,-Currtra rR-.DviI,tr,-wnen rra !'&A% u E=AFW =6tb*h P-D*,mw&n1 -a=SO.Psmeled TxTewtioaaOZ 26 Voice Print, Digital Voice Logg,.. Logger ID: 2, (Generated by Client) Archive E Location 2002 2006 TOTALS* 2 AVERAGE 77372 634.05 09/26/08 76980 634.90 08/03/09 154352 1268.95 77176 634.48 * Only Archive Media Containing Call Records are Included by this Report. Archive Media Summary 7/5/2012 9:25:59 AM 12/03/08 14:41 08/01/09 10:05 10/16/0919:39 01/07/1012:26 Coyright ( 1999 - 2003, Voice Print International, Inc. 1 All ghIs Reserved. Voice Print, Digital Voice Loggc. Logger ID: 2, (Generated by Client) Archive ID Location 2008 2010 TOTALS* 2 AVERAGE 76163 636.35 01/07/10 41455 706.44 06/22/10 1342.79 117618 58809 * Only Archive Media Containing Call Records are Included by this Report. 671.39 Archive Media Summary 7/5/2012 9:25:07 AM 03/28/10 02:13 06/17/10 22:07 08/18/10 23:16 12/31/10 09:58 Co yarigght ( 1999 - 2003, Voice Print International, Inc. 1 All PRigf�ts Reserved. MEMORANDUM DATE: May 15, 2012 TO: Carrie Mattingly Christine Dietrick FROM: Cheryl Blair SUBJECT: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records is attached. The records listed exceed the retention requirements and, as such, are being prepared for destruction. The method of destruction will be placement in the recycling bin at the Utilities Administration Office. Please sign below indicating your approval for the destruction of the attached listing of records and return this form. Vhristine Dietrick, City Attorney CERTIFICATE OF DESTRUCTION I, Cheryl Blai do hereby certify that the records listed on the attached were properly disposed of on Records to be Destroyed May 15, 2012 Description Date Industrial Waste Closed Permit Files 2007-2008 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE 1000 REAL ESTATE 1001 CITY OWNED PROPERTY - ]Appraisals ;Recorded Documents pertaining to: Buildings, excess right of way, land, parks (Deeds/Easements are filed under 7041 1100 PARKS & RECREATION & CULTURE 1101 PARKS AND RECREATION L --, OFFICE RESPONSIBLE CODE SECTION 'ION _ FOR RETENTION AMD � REMARKS ID DISPOSITION OF RECORD - - - - - CL+21 Various IGC34090 P Clerk GC34090(a) Recorded documents are filed 704 and are kept by the City Clerk Accidents in;,ury Reports - Event Participants CU+7 T _- P&R IGC34090 Construction Banner A-pplicattons and Permits _ CU+5 P&R Public Facilities (Including pools and parks): Maintenance and �SC34096 CAL -OSHA Departr nt TailZates CU+7 P4 -_ - -- l tQgp - Contracrt-Instructors Contracts CU+5 '- PWR GC34090 Contract Classes Waivers. Rostem CU+51 P&R iGC34090 Children Servfoes�tulllnIFaciditieslP] ` _� _� - Franchiseacific Ga - Ps & Electric GC3449Q - FacileRenla3 Information- - _ -21-P&R -� CU+2 -- i P&R GC34094 Facil!!y�Use Permits _ - - -- CU+5 P&Ft_� GC34o90 - - _ _General Information original oixrespondence) 2� P$F� 'GC340 - Calf can liability release forms _ c I - CU+bi P&R _--_ GC34090 Homeless Via_ mD i7ostirttos - - __ S t P&R _ Penal Cade 602 etaL - - How Are We Dot Farms _ CU+2 _ P&A 1_GC34M Pestkide Cert cation records (use, purchase, !raining. MSDS) CLI+4 - P&R GC34090 - Playground Audits P _ _ P&R - GC34090-- L Press Release----- CU+31 P&R GC34090 Public Facif ties (Including pools and parks): Capital Improvements and 401 Public Works 'GC340901a) Construction GC34090 Public Facilities (Including pools and parks): Maintenance and f0i Public Works rGC34090fe) _ dsera6ons - 9 utilities GC34090 Francrrlse - San Luis Garbaap _ - CU+2 P&R- _ GC34090 - Special Event Permits _ - CU+5 i _ P&f2 GC3403t1 - - Sports Waivers - -. 7- Triathlon Warwers-P&R CU+31 P&R GC34090 - - - GC34090 1200 UTILITIESIPUBLIC SERVICES 'Conservation - Administrative Citations - - 9 utilities GC34090 Francrrlse - San Luis Garbaap _ - - - P' Cleric _ GC34090 - Franchise - Cattle TV leets - - .._._ -- - -- -- P - Clerk - - GC - Franchiseacific Ga - Ps & Electric _ P _ _ Admin _ _34090 _ GC34090 Franchise - The Gas Co. aka Southern CaJiiliarma Gas Co} P _ _ Admin - GC34090 Franchise -Tosco and Union tail Co. -_ _ _ P _ Attorney _ GC34090 -_ _ General Corns npa dance -- 2 Utilities _ GC34090 _ - nidus -trial Waste Closed Permit files__ _ 3_ _ l�tilities - ;40CFR - - - - _- Laborato documentation and reports _ - a _ P _- Ut itles 40CFR + Historical - ilaboratto documentation and reports- - - - - i - _ _ P Utiles -- 40CFRHistorical -- Mamer Plans S+10 Utilities .+ !GC34090 - _ Nacimiento Water Supply p. Utl0ltes rOn�g ICA N_PDES Permit - _ -- - - p - y UtiliAes 40CFR Pretreatment Annual Rejrorts 3- - Witities r40CFR R� lei and Demolition Plans -- - 3. - - Utilities_ GC34090 Salinas Dam & Reservoir�Original Aggre tis -- P C�iy Clerk - G_C_34090 - Salinas Dam & Reservoir - Dowments other than Original Agreements - P - Utilities lGC34090 SiWRC6 Grant & Loan documentation _ CL+30 Utilities GC34090 S_WRCB Ri{thts &Permits P ' - _ _ Utilities 40CFR SWRCB--Water Rights/Permi_ls= _- _ i P _ u t,�i iTes 40CFR Utilities brochures. oam heir Dlic information - - _ P: Uftlttes - - GC34090 +Historical run AE=After Expiration AU=Audit CL=ClosedlCompleted CU=Current D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=Terminated ase 25 CIty CICRk MCMOIZAnOum City Of San lues OBISpo, aaministRAtion aepaRtment March 23, 2012 TO: Michael Codron, Assistant City Manager Christine Dietrick, City Attorney FROM: Elaina Cano, City Clerk 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 is attached. Please sign below indicating your approval for the destruction of the attached listing of records. ich on, Assistant City Manager ti Christine Dietrick, City Attorney CERTIFICATE OF DESTRUCTION I, Elaina Cano, City Clerk, do hereby certify that the records listed on the attached were properly disposed of on Original: City Clerk Copy: Department Records to be Destroyed — March 23, 201'.2 302 — COMMISSIONS, COMMITTEES BOARDS Recruitment Files (Includes correspondences, Maddy Act notices, misc. ads and information) 304 — CITY ADVISORY BODIES Advisory Body Training Name Destruction Year Advisory Body Recruitment Folder 2007 03/2012 Advisory Body Recruitment Folder 2009 03/2012 Advisory Body Training Folder 2005 03/2012 Advisory Body Training Folder 2006 03/2012 C;:t104 ltcenrds Mann emenA104-02 RF',CORDS REUN'i ION Stwl- EDULMDestnsction 2012 CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TI Project Files: Administrative Use Permit; Planning Commission Use Permit; Planned Development; Certificate of Compliance; Architectural Review; Architectural Review Minor and Incidental; Environmental Review; General Plan; Specific Plan; Text Amendment; Rezone; City Initiated Rezone; Annexation; Variance; Lot Line Adjustment; Street Name Change; Other Recorded Agreements: i ee— dentsJCovenanis, Affordability, First -Time Home -Buyer, etc, j n Inventory Files Sign Permits Tentative Tracts and Minor Subdivisions Unreinforced Masonry Files (structural analysis 300 CITY MANAGEMENT 301 COUNCIL FILES Appeals Heard by Council Appeals not H_ eard by Council _ Audio Tapes or Liberty System _ _ Cablecast Schedule for Gov. Access Channel 20 Council Agenda Packets Council Brochures _ Council "Notes" _ Council Policies & Procdu _ ere_ s Council Resumes — Council Subcommittee Assignments DVDs of Council and Planning Cflmmmission Meetkvs Flat Flles - �iinuter35 Claths of Office Petitions to Council = Proclamations _ PErerpoMtion 218 Protest letters Public Comment and.�Peake Red File Items 0.e; correspondence) 'Resolutions and Ordinances 302 COMMISSIONS, COMMITTEES, BOARDS Agenda/Agenda Packets Audio Tapes B I�ws Membership File: (Appointed AB members applications, oaths, correspondence, etc.) Applications (not appointed) Minutes Recruitment File: Includes correspondence, Maddy Act notices, misc, ads, and information Resolutions Rosters 304 CITY ADVISORY BODIES Advisory Body Handbook TOTAL OFFH RETENTION _FOR PERIOD DISpo. P P Clerk Planning_ 2 _ Building P Planning _ P _ Building P _ CL+2 S mos 2 — P P 2' - _ P- _ ^CU+2. gl 2 P pl 5, 2 P 2� P P P 2 P T+5 2 P 2 _Clerk Various _ Clerk Clerk Clerk Clerk Admin Clerk Admin Clerk Clerk Admin Clerk Clerk Clerk Clerk Clerk Clerk Clerk Clerk Various Various Various Clerk Clerk Various Cleric Various Clerk CODE .`SECTION REMARKS GC34090(a) Microfilm after 2 years GC34090(a) (Filed under 704-06 in City Clerk's office in Hou ,mg Agreement section by property address.) _ GC34090 GC34090 GC34090(a) Film after minimum of 10 years.* See Public Works for final maps GC34090(a) GC3409p GC34090 _ GC34090.7 Ifst;,34090 _ _ GC34090 _ GC34090 Keep ane toC historicak purposes — -- — IGC34090 - — GC34090 Keep one for historical purposes _ GC34090 GC34090 GC34090.7 GC34090 GC34090{e) GC34090 GC34090 Advisory, non -election related. (If submitted to Council, retain permanerly _withagengacket.) _ GC34090 _ State_ Constitution_ _ _ GC34090 _ GC34090 Original red file is part of the agenda packet GC34090(e) GC34090 GC34090.7 GC34090(e) !IGC34090 .GC34090 (1C34090Oe) GC34090 !GC34090 e) I GC34090 GC34090 Keep one for historic reasons trzenart AE=After Expiration AU=Audit CL=ClosedlCompleted CU=Current DJR=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=Terminated 19 MEMORANDUM DATE: February 24, 2012 RECEIVED TO: Carrie Mattingly MAR 0 6 201) , Christine Diet�rickk SLO CITY CLERK FROM: Cheryl Blair u' SUBJECT: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as eligible for destruction. A listing of those records is attached. The records listed exceed the retention requirements and, as such, are being prepared for destruction. The method of destruction will be placement in the recycling bin at the Water Reclamation Office. Please sign below indicating your approval for the destruction of the attached listing of records and return this form. Carrie Mattin 1 , U61 t sD -ector 01hiris6tine Dietrick, City Attorney CERTIFICATE OF DESTRUCTION I, Cheryl Blair, do hereby certify that the records listed on the attached were properly disposed of on Records to be Destroyed February 24, 2012 Description Date Water Reclamation Facility Daily Rounds Sheets 1992-2006 MCMORAnbum city of San Luis oBispo, packs aria aEcizeation 6epaatmen February 6, 2012 TO: Shelly Stanwyck, Director of Parks and Recreat'l Christine Dietrick, City Attorney FROM: Marti Reynolds, Supervising Administrative Assistant SUBJECT: Request for Records Destruction On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and schedule, certain records have been identified as now being eligible for destruction. We currently have the equivalent of 20 boxes of records that exceed these retention requirements. All boxes are in storage at the Ludwick Community Center where they are marked and arranged by a number and letter system then tracked, both as they are brought to storage and before making this annual request, by using a spreadsheet and visual inventory method. The method of destruction will be by shredding the contents of these eligible boxed files for recycling by Iron Mountain. Iron Mountain will be scheduled to come to the Ludwick Community Center to shred the approved documents as soon as permission is received. Please sign below indicating you approval for the destruction of the records listed on page two of this document. Also attached is the disposition schedule from the Records Retention Policy outlining Parks and Recreation documents. Shelly Stanwyck, Parks and Recreation .hi•istine Dietrick, City Attorney CERTIFICATION OF DESTRUCTION I, Marti Reynolds, do hereby certify that the records listed on the attached were properly disposed of. upervising Adminis raEive Assistant Date Original: City Clerk Copy: Parks and Recreation Department 11- 2011 Records Destruction Listing — In Storage at Ludwick Community Center 11ox # File Name 1intp.d Rnlen4inn iivar Room 1: 1-A Triathlon Waivers 2007 2012 1-B Softball Registration 2008 2012 1-C Swim Center Waivers 2007-09 2011-12 3-A Facilities Rental Permits 2005-06 2011 3-B Facilities Rental Permits 2005-06 2011 9 -TOP Triathlon Waivers 2003 Past Due 10- FLOOR Special Event Permits 2007, Art in the Garden Permits 2007, Banners 2008 2007-08 2010-2012 " " Triathlon Waivers 2005-07 2012 Room 2: CS 8-B Teacher Workday/ Min Days Registration 2008-09 2012 CS Kids Night Out/Summer Camp Reg 2007-08 2012 CS 10-B Youth Svcs. Scholarships 2007-08 2012 CS 7 -AB Sinsheimer STAR billing 2009 2011 Room 3: IAB CLSmith SNF & STAR billing 2009 Past Due 2011 2AB Bishop Peak SNF & STAR billing 2009 Past Due 2011 3AB Hawthorne SNF &STAR billing 2009 Past Due 2011 4AB Pacheco SNF billing 2009 Past Due 2011 5AB Pacheco STAR billing 2009 Past Due 2011 6AB Sinsheimer STAR billing 2009 Past Due 2011 11AB Scholarships incl. Summer 2009 2008-09 Past Due 2011 12AB EOC Files 2004-07 Past Due 2011 -2- CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE RETENTION PERIODS JIM (in years unless otherwise noted) ACTIVE INACTIVE TOTAL Abandonments CL P P, Bicycle Lanes/Paths CL 5 CL+5 yes Brid es and Creeks CL 3 CL+3 General Information Page 10 OFFICE OF CODE RECORD RE Public Works 1GC34490la] GC34090(d) Microfilm for research/historic value GC34090(d) Pavement Management Plan 2 CLI 1 51 2 1 CL+5 Public Works GC34090(d) School Related 2.:. Finance & IT GC34090(d) Public Works GC34090(d) Street Signs & Pavement Markings CLI 51 CL+5 Public Works GC34090(d) Street WideningCL CL 5 CL+5 Public Works GC34090(d) Traffic Patterns 1 P P yes Public Works GC34090(a) Traffic Regulations CL 5 CL+5 Public Works GC34090(d) Traffic Safe CL 3 CL+31 Public Works GC34090(d) Traffic Signals & Street Lights CL 5 CL+5 ves Public Works GC34090(d) Traffic Studies CL 5 CL+5 ves Public Works GC34090(d CU+1 CL 101 CL+10 ves ' Public Works GC34090 d General Information lAppraisals Recorded f land. narks (Accident 1 li Banner A CAL -OSHA ms nts pertaining to: Buildings, emess right of way Contract Instructors Contracts Contract Classes Waivers, Rc Children Services billin !Facili Facility Rental Information Facili Use Permits General Information (original t Golf cart liability release forms Homeless Camp postings How Are We Doing Forms Pesticide Certification records training, MS CU=Current CL=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/Fiche :-:•:•2•:........... 2.:. Finance & IT GC34090(d) S 2 S+2 Finance & IT IGC34090(d S 2 S+2 Finance & IT IGC34p90 d CL 2 CL+2 Finance & IT GC34090(d) 1 1 Finance & IT IGC340-90.6A CL +21 2' [ Vaa rious GC34090 P Pyes yes _ Clerk GC34090(a) CU+i•:.:.:....::::...6.:::::::.....:...:. P&R (GC34090 d .: 2 3 5 P&R GC34090(d) CU+1 6 7 P&R GC34090(d) CU+1 4 5 j P&R GC34090(d) CU+1 4 5 P&R GC34090(d) 2 2 P&R IGC34090 CU 2 CU+2 P&R GC34090(d) 2 3 51 P&R 2 2P&R JGC34090 C340 0 d) 231 5 P&RC34090(d) 2 37 5 P&R Penal Code 602 et aI. CU+1 1 _2___ P&R C,C34p90 d CU 4 CU+4P&R GC34090 P P1 yes P&R JGC34090 a CU+1 2 3 P&R lGC34nanrrl� CU=Current CL=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/Fiche CITY OF SAN LUIS OBISPO RETENTIONIDISPOSITION SCHEDULE Page 11 RECORD TITLE - — — Public Facilities (including pools and parks): Capital mprovements and Construction Public Facilities (Including pools and parks): Maintenance and Operations RETENTION PERIODS I/M I VITAL (in years unless otherwise noted) ACTIVE INACTIVE TOTAL 5 51 101 yes 51 5i 101 yes OFFICE OF RECORDREMARKS Public Works Public Works CODE SECTION GC34090(a) --------- GC34090(a) Scholarships Special Event Permits Sorts Waivers CU 2 CU+1 I 31 21 cul I 5 1 3 P&R P&R P&R GC34090(d) GC34090(d) GC34090(d) Triathlon Waivers I CU+1 41 5 I P&R GC34090(d) In ilTt:- �E ..1.....t�.. af; .. ESik?Ll«€SEttVll S. ....: Cable TV S terns ................................. . ...... C.0 • . ..... •.• : ... -- Admin.... ... GC3409a .d . . , ... .......... . Pacific Gas & Electric cul P PI _ Admin GC34090 d San Luis Garbage cul P Pi Utilities GC34090(d) The Gas Co. (aka Southern California Gas Co.) CU P P Admin GC34090(d) Tosco and Union Oil Co. CU P P] Attorney__GC34090(d) CA Dept. of Health 5 5 10 Utilities 40GFR Conservation P P, Utilities GC34090(a) County Water Resources Advisory Board Distribution/Maintenance/Customer 31 21 12 2 15 4 Utilities Utilities GC34090(d) GC34090(d) General Information 21 2 Utilities GC34090(d) Nacimiento Operational Plans 3 P P P P es Utilities Utilities Ongoing roject I GC34090(d) Recycling 2 21 4 1 Utilities IGC34090 d Salinas PP R Utilities GC34090(e) Solid Waste 3_::3 6 Utilities GC34090(c) SWRCB--Ri hts/Permits P P1 Utilities 40CFR Telemetry P 3 6 Utilities Licenses Treatment P1 P' I Utilities GC34090(e) Water Management Plan CU+2 CU+2 Utilities 40CFR Wells/Groundwater P1 P Utilities GC34090 a Whale Rock/Minutes PI P Utilities GC34090(e) Annual Reports CU+2 _ Library Documents P Monthly Re orfs P 13retreatment 5 Quarterly Reports CU+2 Reclamation P SWRCB--Water Rights/Permits P 1 Treatment f P Wastewater Collection 2- 2 ='��0�'SOLI%3 V`JASTE i+11AM1AG1�N£1�� ;.: ; 140CFR CU+2 Utilities IGC34090(c) Compliance P yes Utilities GC34090 Historical P Utilities GC34090(c) Historical purpose 5 Utilities 140CFR CU+2. Utilities GC34090(c) Compliance P' yes Utilities 40CFR Utilities 40CFR _P P 4I _yes yes Utilities Utilities GC34090 GC34090(c) CU=Current CL=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E=After expiration T-Termiration AU=Aud t S=Superceded IN = Image/Microfilm/Fiche City of San Luis Obispo Police Department January 9, 2012 To: Christ Staley, Acting Chief of Police Christine Dietrick, City Attorney From: Kerri Rosenblum, Communications & Records Manager Subject: REQUEST FOR RECORDS DESTRUCTION On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In accordance with that policy and 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 method of destruction will be by shredding and recycling. Indices of this information are retained electronically in our Records Management Computer. No records will be destroyed prior to the approved retention period. We will begin destroying the records upon receiving your written authorization below. Requesting approval to destroy 10 boxes of Daily Calls for Service Logs dating October 2006 through December 9th 2009. Attachment: Copy of Retention/Disposition Schedule Please sign below indicating your approval for the destruction of the above listed records. Chris Staley hnstine Dietrick Acting Chief of Polic City Attorney CERTIFICATION OF DESTRUCTION 1 certify that the records listed above were properly disposed of on Kern sen m Communications & Records Manager