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Certificates of Destruction
t DATE: TO: FROM SUBJECT December 8,2008 Jay Walter, Public Works Director Jonathan Lowell, City Attomey Pamela Kng, Public Works Department 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. Capital fmprovement Program project files (listed below)o between July 2004 and November 2006. Spec No. 90269 Spec No.90406 spec No. eose6 SlllNl ;ffii; Spec No. 90463 Spec No. 90561 Spec No. 90644 Spec No. 90526 Spec No. 90581 )certified payroll )pay estimates )engineers' daily logs/inspectors' diaries )legal ads )preliminary notices/liens ) general correspondence )original bid documents, including contractor bids not awarded The appropriate of the Records Retention Policy and Schedule are attached. your approval for the destruction of the above listed records. Lowell Director Attomey CERTIFICATE OF were properly disposed on P Public Works Department G:\Reference-Library\lVlanualsVob Manuals\Supervising Admin Assistant\SAA Job Manual\Records Retention\Record Destruction Requests 2008\Request for Destruction Dec 08.doc I a PUBLI C',T/ORKS DEPARTI,4ENT 919 PALl,4 ST. 93401-3208 GITY OF SAN LUIS OBTSPO RETENTION/DISPOSITTON SCHEDULE ---t I 604''t i;'; 80! TITLE Melers s CU CU Encroachment Permits Press Belease P CU RETI 5 5 5 2 0 5 rrlAgs,r1nffi o6Ti{ni ON,':.; '": ii;:1i:iiii:;i , lnformation 4 2 CU+2 CU+5---A-s CU+5 D/R CU+1 P CU+2 ves yes UM yes ; VITAL Public Works Public Works Public Works Public Works Public Works - Public Works Works Various OFFICE OF Public Works P.AFI{Nqi*j'".'1''. "i ' .."; Downtown GC34090(d) relevant ) Destroy whEn no longer and Minor - Tertative Public Public Works Beview in 5 years . General 5 5 1 CL+2 yes Public Works ot 5 :1,1i;;,,.,r,i;;,i,1i;i:,i,';,,,; .q,1',,',., . .r:1i,;,;iu.,,,;,". : i ,i .:i . ,. ... bio, docs; pay rns soils) est. certs submtls (all); Wattach; (matls, perform notice draw), bonds; completion; warranty haz proposals;spec waste reports (haz mat, daily Cerlilied logs or pay inspectors' estimates; diaries;legal ads; bid preliminary d@umenls; General lntormation Street Film after agrmnts; bids/plans/specs l:'lncludes period if Federal funds Exception: 3 year Public 10 years'. See Community Development for Final maps orders; env docs; manilestvtransp Bids (not awarded)Public WorksCL+2 CL+2 retention PUBHE800 401 d) Exception: 3 year if Federal funds ' _;l' ltears unless 709 Consumer lndex CU noled) Various RD CODE CU=Cut" *- Cl=Closed/Completed P=Permanent D/R=Destroy when no longer elevant A/E=Afr .rlion T.Terminalion AU=Audit S=Superceded IrM = lmage/Microfitm/Fiche MEMORANDUM DATE: November 24, 2008 TO: Carrie Mattingly Jonathan Lowell 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. 2athLowell, City Attorney CERTIFICATE OF DESTRUCTION I, Cheryl Blair, do hereby certify that the records listed on the attached were properly disposed of on Z 911 &81 REC L IV L: DEC 0 2 2000 SLO CITY CLERK Records to be Destroyed November 24, 2008 # Description Date 1 Whale Rock Su ervisor Bob Hamilton Correspondence 1991-2005 1 Whale Rock General Correspondence 1982-1998 1 Industrial Waste General Correspondence 1987-1995 1 Industrial Waste Supervisor Dale Karnes) Correspondence 1996-2000 Wastewater Collection General Correspondence 1987-1996 Water Treatment Plant General Correspondence 1990-1997 Water Distribution Supervisor (Steve Johnson) Correspondence 1991-2004 Water Distribution General Correspondence 1980-2005 Utilities Conservation C©ITeS ondence 1989-1996 2 Utili Billing Adjustment Committee Correspondence 2003-2004 3 Agreement/Correspondence with Terra Foundation — Recycling, Compost, Garden Project 2000 3 Agreement with Timothy Bolander-Irrigation Workshops 2000 CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE 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 RECORD TITLE RETENTION PERIODS IM VITAL OFFICE OF CODE SECTION _ _ _ (in years unless otherwise noted) - -- ACTIVE., INACTIVE TOTAL COPIES or DUPLICATES of documents for which a department is not D/R DIR _ RECORD REMARKS Duplicates and copies distributed to the office of record various departments for informational purposes may be destroyed by the departments when they are no longer useful for reference. ELECTRONIC DOCUMENTS Electronic copies of paper records should be kept no longer than retention period specified in this schedule. If electronic documents are also in a paper format both must be destroyed at the same time. 100 GENERAL ADMINISTRATION - 101 OFFICE GENERAL -MANAGEMENT' CAO Reports _ 2 31 5 Various GC34090(d) City Informational Brochures, Publications, Newsletters SP P Various GC34090(d) Keep one for historical urposes City-wide Policies and Procedures S P P Various GC34090(d) Keep one for historical purposes rCorres ondence - External 2 2 1 Various GC34090(d) LjCorrespondence - Internal (excluding CAO Reports - see above) 2 2 Various GC34090(d) De artmental Policies/Procedures S 5 S+5 Various GC34090(d) General Information 2 2 Various _ GC34090(d In -House Committees CU 5 CU+5 Various GC34090(d) May be kept for _ research/historic purposes Staff Meeting Notes 2 2 Various GC34040(d) 102 0 1C E:REFERE..NGE. Annual Departmental Reports 2 3 5 Various GC34090(d) Chronolo ical Files 2 2 Various GC34090(d Community Organizations 2 3 5 Various GC34090(d Complaints 2 2 Various GC34090(d) General Information 2 2 Various GC34090(d Positive Feedback (How are we doing? forms) 1 2 1 21 Various GC34090(d Professional Associations 1 2 21 Various GC34090(d)_ Publications ijournals, eriodicals D/R D/R Various Nota public record 103 FORMS MANAGEMENT Blank Forms SS� Various Retain while current - destruction notice not required 1. ECC]RDS,MANAGEMENT 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 niTv nc CAM 1 t nc nRisPO RETENTION/DISPOSITION SCHEDULE 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 Wr7rTy nF RAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE 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 " Memorandum "Service, Pride, Integrity" Date: November 10, 2008 To: Chief Deborah Linden Jonathan Lowell, City Attorney From: Sharon Olson, Administrative Assistant SUBJECT: REQUEST FOR RECORDS DESTRUCTION city of san Luis ompo Police Department 1042 Walnut SLO, CA 93401 (805) 781-7317 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 and/or deleting from our Records Management computer system and our Laser Fiche document imaging system. No records will be destroyed prior to the approved retention period. We will begin destroying records upon receiving your written authorization below. The records to be destroyed include: Document and Range of Dates: Retention Schedule Daily Logs from 06/14/06 through 10/29/06 +2 years Please sign below indicating your approval for the destruction of the attached listing of records. Chief Deborah Linden onatha owell, City Attorney CERTIFICATE OF DESTRUCTION I, Sharon Olson, do hereby certify that the records listed on the attached were properly disposed of on (date). /C?-/ 03/0 Attachment: Relevant sections of the records retention schedule -- -r RECEIN -- DEC Q a Hbb SLO CITY CLERK. H:\My Documents\Sharon's Correspondence\Request for Records Destruction -Daily logs 01-18-06thru06-14-06.doc IECEIV. OCT 0 8 2008 SLO CITY CLERK DATE: October 6, 2008 TO: Jay Walter, Public Works Director Jonathan Lowell, City Attorney FROM: Pamela King, Public Works Department 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. Capital Improvement Program project files (listed below), between May 1996 and January 2006. Spec No. 90299 Spec No. 90330 Spec No. 90389 Spec No. 90448 Spec No. 90461 Spec No. 90481 Spec No. 90483 Spec No. 90487A Spec No. 90511 Spec No. 90516 Spec No. 90522 Spec No. 90593 Spec No. 99211 Spec No. 99601A Spec No. 99601B Spec No. 96-05 Spec No. 99826.90565 Spec No. 50410.7901 F certified payroll i pay estimates ■ engineers' daily logs/inspectors' diaries ■ legal ads ■ preliminary notices/liens ► general correspondence ■ original bid documents, including contractor bids not awarded The appropriate sections of the Records Retention Policy and Schedule are attached. it fficatin&„}r-our approval for the destruction of the above listed records. :r Jonat owell orks Director �Attorney CERTIFICATE OF DESTRUCTION ify that t1�e�e tIi�sted above were properly disposed on is. An , 1A Public Works Department G:\Reference-Library\Manuals\Job Manuals\Supervising Admin Assistant\SAA Job Manual\Records Retention\Record Destruction Requests 2008\Request for Destruction Oct 08.doc DATE: October 6, 2008 TO: Jay Walter, Public Works Director Jonathan Lowell, City Attorney FROM: Pamela King, Public Works Department 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. Public Works Agreements 1990 —1994 see attached list) The appropriate sections of the Records Retention Policy and Schedule are attached. Plea4sibel, n �Ic ing r approval for t e tructio t e above listed records. 3 Jay al r onathan Lowell Publi s Director City Attorney CERTIFICATE OF DESTRUCTION I cc "fy that the, luted above were properly disposed on l �' ainela King ' -- Public Works Department RECEIVED OCT 2 8 2006 SLO CITY CLERK G:\Reference-Library\Manuals\Job Manual s\S upery ising Admin Assistant\SAA Job Manual\Records Retention\Record Destruction Requests 2008\Request #2 for Destruction Oct 08.doc PUBLIC WORKS EXPIRED CONTRACTS/AGREEMENTS 1990-1994 Agreement # Reference # Project Name Contractor A -25 -93 -CC LS 93-001 Landscape Maintenance Miscellaneous Areas Good Green Earth A -50 -92 -CC CY 92-003 Vehicle Fuels, Lubricants and solvents Henderson Petroleum Corporation A -110 -90 -CC 89-78 Sludge Management and Disposal/Reuse Services BioGro Systems, Inc. A -158 -90 -CA June 90-005 Janitorial Services for Multiple Facilities Bear Facts Cleaning A -64 -92 -CA N/A Landscape Architecture Services Casey J. Patterson A -130 -92 -CA N/A Consultant Service Agreement Simplex Time Recorder Co. A -121 -92 -CC N/A Higuera Street Watermain - 879 Higuera Copeland Investments Partnership A -86 -91 -CA N/A In -House Recycling Collector SLOCO Recycles A -65 -91 -CA N/A Licensing and Services Agreement Golden Coast Evironment Services, Inc. A -11 -91 -CA N/A Diesel Exhaust Extrication System Air Exchange, Inc. A -103 -90 -CC N/A Horizontal Control Network Hunsaker & Associates A -08 -0 -CCN CY 90001 Trailer Mounted Portable Restrooms WMI Services - Bakersfield A -19 -90 -CC N/A Alarm Tracking Western Alarm Tracking A -33 -90 -CA CY 90-011 Golf Course Utility Vehicle Pacific Equipment & Irrigation, Inc. A -69 -90 -CA PWV 90-007 Utility Vehicles Central Valley Truck Center A -147 -90 -CA CY 90-017 72 -inch Rotary Mower Pacific Equipment & Irrigation, Inc. A -32 -91 -CA N/A Overhaul the cogeneration engine at the City's Wastewater Treatment Plant CalMaria Engines & Equipment, Inc. A -82 -91 -CA CY 91-004 Turf Sweeper Western Turf & Commercial A -83 -91 -CA N/A Parking Meter Mechanism Conversion for the City of San Luis Obispo Meter Products, Inc. A -55 -92 -CA N/A Bus Purchases Midwest Bus Rebuilders Corp. A -93 -92 -CC N/A Collecting Parking Meter Revenue Smith Collection Service A -05 -93 -CC N/A Procurement of two heavy duty transit buses Bus Industries of America A -12 -94 -CA N/A Preventative Maintenance Agreement Alpha Entry Controls, Inc. Consultant Service Agreement for processing and collecting parking A -112 -92 -CC N/A citations Turbo Data Systems A -85 -93 -CC N/A Professional work Bicycle Lane Striping Program Boyle Engineering Corporation T SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE 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/Mlcrotilm/Fiche MEMORANDUM DATE: October 6, 2008 TO: Carrie Mattingly Jonathan Lowell FROM: Cheryl Blair SUBJECT: REQUEST FOR RECORDS DESTRUCTION RECEIV OCT 0 8 2000 SLO CITY CLERK 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. nathan Lowell/City Attorney CERTIFICATE OF DESTRUCTION I, Cheryl Blair, do hereby certify that the records listed on the attached were properly disposed of on /d/7,168 e�' t� )6" Records to be Destroyed October 6, 2008 # Location Description Date 1 879 Morro Pretreatment Un ermitted Site Surveys 1987-1991 1 879 Morro Pretreatment SaLnpling Results 1985-1999 1 879 Morro Prome a Bioscience Pretreatment File 1999-2002 1 879 Morro Spill Reports 1988-2002 2 879 Morro WTP Upgrade Prelim Notices 1993-1994 2 879 Morro WTP Upgrade Pay Estimates 1993-1994 3 879 Morro Chemical Bids 2002 4 879 Morro Chemical A eement documentation — Western States Chemical 1993-1996 4 879 Morro Chemical Bid & Agreement documentation — Pressure Vessel Service 1996-1998 4 879 Morro Agreement - Outreach Services to Local Schools (Mike diMilo) 1997 5 879 Morro WRF Lab Reports 1 1996-2002 CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE _ RECORD TITLE Public Facilities (Including pools and parks): Capital mprovements and Construction RETENTION PERIODS VM (in years unless otherwise not A'l;" P. 4N4tlYE TOTAL - 5 5 10 yes VITAL _ OFFICE OF RECORD Public Works _ CODE SECTION REMARKS _ GC34090(a) Public Facilities (Including pools and parks): Maintenance and Operations 5 5 10 yes Public Works GC34090(a) Scholarships CU CU P&R GC34090(d) _ _ Special Event Permits _ Sports Waivers Triathlon Waivers 2 CU+1 CU+1 31 5 P&R GC34090(d) 2j 3 P&R GC34090(d)__ 4' 5 P&R GC34090(d) 1200 UTIGTIEWPUBL1C SERVICES 1201 FRANCHISES Cable TV Systems CU P P Admin GC34090(d) Pacific Gas & Electric GU P P Admin GC34090(d) San Luis Garbage CU P P 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) 1202 WATER SYSTEM CA Dept. of Health 5 51 10 Utilities 46CFR Conservation P P Utilities I GC34090 a County Water Resources Advisory board Distribution/Maintenance/Customer 3 2 12 2 15 4 _ Utilities Utilities GC34090(d GC34090 d General Information Nacimiento 2 3 P 2 P Utilities Utilities GC34090(d Ongoing roject Operational Plans P P es Utilities GC34090(d) Recycling 2 2 4 Utilities GC34090(d) Salinas P I P Utilities GC34090(e) Solid Waste 3 31 6 Utilities GC34090(c) SWRCB--Ri hts/Permits P' I P Utilities 40CFR Telemetry P 31 6 Utilities licenses Treatment P P Utilities GC34090(e) Water Mana ement Plan _ CU+2 CU+2 11 Utilities 40CFR Wells/Groundwater P P1, Utilities GC34090( Whale Rock/Minutes P P1 Utilities GC34090(e) 1203` WASTEW ATtR.-- Annual Re rts CU+2 CU+2 Utilities GC34090(c) Compliance Library Documents P _ P yes Utilities GC34090 Historical _ Monthly Re orts Pretreatment P 5 P 5 _ Utilities Utilities GC34090(c) Historical purpose 40CFR Quarterly Reports CU+2 CU+2 _ Utilities _ GC34090(c) Compliance Reclamation P P yes Utilities 40CFR SWRCB--Water Rights/Permits P _ P es Utilities 40CFR Treatment P P yes Utilities GC34090 Wastewater Collection 2 2 4 Utilities GC34090(c) 121hisobb 1NA8TE MANAGEMENT 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 RETENTION/DISPOSITION SCHEDULE RECORD TITLE RETENTION PERIODS UM VITAL CODE SECTION {- (in years ACTWE unless vtherwtse INACTIVE notad) TOTAL �EC0RD�—_ REMARKS 709 PUBLIC INFORMATIONICOMMUNITY RELATIONS Consumer Price Index CPI CU 2 CU+2 Various GC3�t090(d General Corres ondence 2 2 Various _ GC34090(d) Press Release CU1-- CU+2 Various GC34090(d 800 PUBLIC WOAXS' 801 ENGINEERING Contractor Bids (not awarded) CU CL+2 CL+2 Public Works GC34090(d) Exception: 3 year retention period if Federal funds Encroachment Parmils CL 4 CL+4 Public Works GC -34090(d) Engineering Standards P P Public Works GC34090 a General Correspondence 2 2 Public Works GC34090(d _ Job Files: Certified payroll; pay estimates; original bid documents; CU CL+2 CL+2 Public Works _ GC34090(d) Exception: 3 year engineers' daily logs or inspectors' diaries; legal ads; preliminary retention period if Federal funds notices/liens Job Files: Org specials; agrmnts; CAO/CAR; change orders; env docs; P P Public Works GC34090(d) 'Includes final pay est, w/attach; notice completion; haz waste manilests/transp I bids/plans/specs docs; ins certs (all); perform bonds; proposals; spec reports (haz mat, bio, soils), submtls (malls, draw), warranty Tracts and Minor Subdivisions - Tentative 5 5 P yes Public Works GC34090(a) Film after minimum of 10 years`. See Community Development for Final maps 802 STREET ADDRESS FILES - General Information _ _ 2 21 Public Works GC34090 d Street files 5 5 10 Public Works _ GC34090(d) Review in 5 years - + purge 8031MASS TRANSPORTATION: General Information 5 5 yes Public Works GC34090(d Local-SLO Municipal Bus System CU 10 CU+10 as Public Works GC34090(d) Regional Elderlylhlandicapped Transit CU 2 D/R Public Works GC34090(d) Destroy when no longer relevant Taxicabs CU 5 CU+5 es i Public Works GC34090(d) Transportation Permits CU 2 CU+2 yes Public Works GC34090 d 10 CU+101 yes PublicWorks GC34090(d) Unmet Transit NeedsCU $04,PARKING. Downtown Parking Study P P yes Public Works GC34090(d) General Information 2 2 Public Works GC34090(d Parkin2 AP2eals CU+2 CU+2 Public Works GC34090(d) Parking Citations CU+2 CU+2 _ Public Works GC34090(d) Parking Meters CU 5 CU+S yes Public Works GC34090(d)_ _ Parking Policies S 5 CU+S yes Public Works GC34090(d 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 RETENTIOWDISPOSITION SCHEDULE _RECORD TITLE Service Requests Utility Billing Register 412 FINANCIAL REPORTS Audited Financial Statements _ _ RETENTION PERIODSUM VITAL (in years unless otherwise noted) ACTIVE,:: INACTIVE TOTAL 1 3 AU+3 1 _ 3 AU+3 101 P P _ OFFICE OF RECORD Finance & IT Finance & IT Finance & IT CODE SECTION _ REMARKS GC34090(c) GC34090(c) GC34090(c)_ Bonds Payable and Other Long -Term Indebtedness T+3 T+3• P Finance & IT Finance & IT GC34090(c) / CCP337.5 / GC53921 GC34090(c) Budget Document (Financial Plan) P Fixed Asset Subsidia Ledger includes inventory) 1 4 AU+4 Finance & IT GC34090c / 26CFR301-65-1 f Monthly Financial Statements Auditear 5 A1_11+5 Finance & IT GC34090(c _ Other Financial Reports 1 3 AU+3, Finance & IT GC34090(c) State Controller Reports 5 5 AU+10 Finance & IT GC34090 c _ Surplus Property List 1 3 AU+3 Finance & IT GC34090(c) 500 HUMAN RESOURCES Appticatlons (unsuccessful applicants) CL+1 4 CL+51 HR 29 CFR 30.8 / GC12946 Department of Motor Vehicles Records T+1 HR GC12946 Discrimination Complaint T+1 41 T+5 HR 29 USC 255 (a Employee Discipline T+1 21 T+3 HR GC34090(c Employee Fifes T+1 4 T+5 yes yes HR 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) Employment Eligibility Verification - Immigration/Naturalization Service T T HR GC34090(c) Equal Employment Opportunity Reports T 3 3 HR GC34090(c) General Correspondence 2 1 2 HR GC34090(d) Insurance/Benefits 1 3 AU+3 HR 29CFR1627.3 b 2 Labor Negotiations T+1 2 T+3 HR GC34090(c) Risk Management Claims A ainst The Cit CL+1 4 CL+5 HR GC34090 Risk Manaclement Reports CL 5 CL+5 HR IGC34090 Safety T 3 3 HR GC34090(c Temporary Employees T 5 T+5 HR ' 45CFR1068,6APPA / 29CFR1627.3 / SLOMC11.04.010(H) Tuition Reimbursement 1 2 AU+3: HR GC34090 c Wellness Files T T: HR GC34090(d) Workers Compensation T+1 29 T+301 yes HR 29CFR1910.20 600 PURCHASING & CONTRACTING 6D1 PURCHASING Bids, RFPs (unsuccessful) ZSLOMC3.24.170 Cu 2 CLI+2 Various GC34090 / CCP337 / Bids, RFPs, RFQs (successful) AU 5 AU+5 Various GC34090 / CCP337 / SLOMC3.24.170 City -Owned PropertylProperty Management P P yes I Clerk GC34090(a) General Information 2 2 Various Surplus Property Auction/Disposal AU 4 AU+4 Finance Finance _ ICCP337 IGC34090 Surplus Property Listing AU 2 AU+2 k%o N 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 RETENTION/DISPOSITION SCHEDULE 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 RECORD TITLE _ _ RETENTION PERIODS UM VITAL (in years unless otherwise noted) „RAGTiVEr o— INNl 7 E:_ :.: TO`rAL Successful Candidates P P yes OFFICE OF CODE SECTION RECORD REMARKS — EC17100 Permanent for historic value--- alue-_Unsuccessful Clerk J UnsuccessfulCandidates E 5 E+5 Clerk EC-17100 Precinct Board Appointments - appointment of precinct oficials Precinct hand tally, copies of index, challenge list, assisted voter list E E 6 mos, E+6 mos. Clerk Clerk EC17503(b) EC17304 Confidential 6 mos. E+6 mos. Roster of voters, ori final indices recinct board E 5 E+5 Clerk EC17300 a (if no legal action) 703 CITY ATTORNEY Administrative Files CU 51 CU+5 City Attorney GC34090(d) Civil Litigation CL 10 CL+10, P Cit Attorne Destroy 10 yrs. after resolution City Attorney GC34090(a) Retain pertinent documents in 12ereetuity _ Civil Litigation regarding Property (including settlement and releases) Criminal Cases going to court CL P yes yes CL 5 CL+5 _ City AttorneyDestro 5 rs. after resolution Criminal Citations CL. CL City Attorney GC34090(d) Destroy when resolved General working files CU CU City Attorney GC34090 Ongoing purging to keep current/active Legislative Files Cu 21 CU+2 City Attorney GC34090(d) Property Files CL. P P yes yes City Attorney GC34090(a) yes yes* ClerkNarious" CCP337 Keep 5 years after expiration. *Current contracts are vital records. ** Contracts issued with Purchase Order may be filed with originating department. Clerk GC34090(d) /t„ `I GENERAL LEGAL Agreements/Contracts not referenced elsewhere in the retention CU 5AE CU+5AE schedule Claims/Sub Bona Los _ 2 2 Conveyances (Deeds, Easements, Abandonments) P P yes yes Clerk GC34090(a) Liens P P yes yes Clerk GC34090(a) Williamson Act Contracts P P es es Clerk GC34090(a) 706 CAPITAL !{vfF'ROVEfufEN7 BOARD . CIB A reemenis/Contracts P P1 I Clerk 166033i CIB Establish mentl8 laws P P Clerk jGC34090 e) _ CIB Resolutions/Ordinances P P Clerk GC34090 e General Correspondence 2 2 FinanceGC34090 d Minutes P P Clerk GC34090 e 707 STATEMENTS of ECON6MIC INTEREST . 1 General Correspondence 2 2 Clerk GC34090(d) Statements of Economic Interest 87200 Filers) T _ 7 T+7 Clerk GC81009 e & CCAC Guidelines Statements of Economic Interest (City Code Filers) 71 7 GC81009(e) 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 DATE: September 15, 2008 RECEIVED TO: Jay Walter, Public Works Director SEP 17 2008 Jonathan Lowell, City Attorney SLO CITY CLERK FROM: Pamela King, Public Works Department 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. Capital Improvement Program project files (listed below), between November 2001 and January 2006. Spec No. 90237 Spec No. 90247 Spec No. 90298 Spec No. 90419 Spec No. 90521A Spec No. 90604 ► certified payroll ► pay estimates ► engineers' daily logs/inspectors' diaries ► legal ads ),,preliminary notices/liens ■ general correspondence ► original bid documents, including contractor bids not awarded The appropriate sections of the Records Retention Policy and Schedule are attached. Please sig lel inriating your approval for the destruction of the above listed records. r /__- 9-� Jay al r Jonat Lowell Publi r cs Director ity Attorney CERTIFICATE OF DESTRUCTION r fy that the records list d above were properly disposed on �� ! Parcel King _J Public Works Department GAReference-Library\Manuals\Job Manuals\Supervising Admin Assistant\SAA Job Manual\Records Retention\Record Destruction Requests 2008\Request for Destruction Sept 08.doc CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE I RETENTION PERIODS— I/M VITAL OFFICE OF CODE SECTION —� (in years unless otherwise noted) RECORD REMARKS ACTIVE ACT VE TOTAL . 709lPUBUC INFORMATION/COMMUNITY RELATIONS Consumer Price Index CPI cul 21, CU+2 Various GC34090(d) -- General Correspondence 2 2 Various GC34090(d) - — Press Release CU 2 CU+2 Various GC34090(d 800 PUBLIC WORKS: 801 ENGINEERIl'i 3 Contractor Bids (not awarded) CU CL+2 CL+2 Public Works GC34090(d) Exception: 3 year CL 41 CL+4 retention eriod if Federal funds Encroachment Permits Public Works GC34090 d Engineering Standards P P Public Works I GC34090(a) General Correspondence _ 2 2 Public Works GC34090(d) Job Files: Certified payroll; pay estimates; original bid documents; CU CL+2 CL+2 Public Works GC34090(d) Exception: 3 year engineers' daily logs or inspectors' diaries; legal ads; preliminary retention period if Federal funds notices/liens _ Job Files: Org specials; agrmnts; CAO/CAR; change orders; env docs; P P Public Works GC34090(d) 'Includes final pay est, w/attach; notice completion; haz waste manifests/transp bids/pfansJspecs docs; ins certs (all); perform bonds; proposals; spec reports (haz mat, bio, soils), submtls (matls, draw), warranty I Tracts and Minor Subdivisions - Tentative 5 5 P yes Public Works GC34090(a) Film after minimum of i 10 years`. See Community Development for Final maps — a02;STREiMT-ADDRESSfIL.ES 0 General Information 21 1 2 1 Public Works GC34090(d) Street files 5 5 10 Public Works GC34090(d) Review in 5 years - purge $03 fN(45.5..TRANSPORTATION, General Information 5 5 yes Public Works GC34090(d Local-SLO Municipal Bus System CU 10 CU+10 yes Public Works Public Works _ GC34090(d) GC34090(d) Destroy when no longer Regional Elderly/Handicapped Transit CU 2 D/R Cu CU _ 5 2 relevant —_ Taxicabs CU+5 yes Public Works GC34090(d) Transportation Permits CU+2 es Public Works GC34090(d Unmet Transit Needs CU 10 CU+101 yes Public Works GC34090(d 804 PARKING f. Downtown Parking Stud _ P1 P yes I Public Works GC3409OLq _ _ General Information 2 2 Public Works GC34090(d) Parking Appeals CU+2 2U+2 Public Works GC34090(d Parking Citations CU+2 CU+2 Public Works GC34090(d Parking Meters Cu 5 CU+Ses Public Works GC34090 d Parkin Policies S 5 CU+S es Public Works GC34090(d) 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 clerk memorandum r=rr�:CZZXMrrrs��ri��ii��i`i ►ir�i�,��� August 13, 2008 TO: Audrey Hooper, City Clerk Jonathan P. Lowell, City Attorney FROM: Elaina Cano, Deputy 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. All records will be destroyed by their staff with the City Clerk's office. Please sign below indicating your approval for the destruction of the attached listing of records. Audrey per, . ty CAerk (Jonath7L�owell, rity Attorney CERTIFICATE OF DESTRUCTION I, Elaina Cano, do hereby certify that the records listed on the attached were properly disposed of on Original: City Clerk Copy: Department CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE f RETENTION PERIODS (in years unless otherwise noted) Successful Candidates P P _ Unsuccessful Candidates E 5 �E+5 Precinct Board Appointments - appointment of precinct pficiafs E 6 mos, E+6 mos. Precinct hand tally, copies of index, challenge list, assisted voter list E 6 mos. E+6 mos. FRoster of voters. original indices (precinct board E 5 E+5 70�CITY ATTORNEY Administrative Files CU 51 CU+5 UM VITAL yes f i OFFICE OF CODE SECTION _ REMARKS RECORD Clerk EC17100 Permanent for historic value _ — EC17100 EC17503(b) EC17304 Confidential EC17300 a) (if no legal action) -- GC34090(d Clerk Clerk Clerk Clerk City Attorney Civil Litigation CL 10 CL+10 City Attorney Destroy 10 Vrs. after resolution Civil Litigation regarding Property (including settlement and releases) CL P P CL+5 CL yes I yes City Attorney City Attorney—Destroy City Attorney GC34090(a) Retain pertinent documents in per2etuity 5 yrs. after resolution GC34090(d) Destroy when resolved Criminal Cases going to court CL 51 Criminal Citations CL General working files Legislative Files U CU, CU 2 CU CU+2 City Attorney City Attorney GC34090 Ongoing purging to keep . current/active GC34090 d _ Property Files CL P P CU+5AE yes yes yes yes' Cily Attorney Clerk/Various" GC34090 a CCP337 Keep 5 years after expiration. `Current contracts are vital records. " Contracts issued with Purchase Order may be filed with �originating department. — 704 GENERAL LEGAL Agreements/Contracts not referenced elsewhere in the retention schedule 1 CUA 5AE Claims/Sub Bona Los 21 2 Clerk GC34090 d Conveyances (Deeds, Easements, Abandonments) P P yes yes Clerk GC34090(a) Liens P P yes yes Clerk GC34090(a) Williamson Act Contracts P P yes yes Clerk GC34090(a 706 CAPITAL IMPROVEM..Eir+Cl BOARD':. ,r CIB A reements/Contracts P P I Clerk CCP337 CIB Establishment/Bylaws P P Clerk GC34090(e) CIB Resolutions/Ordinances P Pi Clerk GC34090(e) General Correspondence 2 2 Finance GC34090(d) — Mlnutes P P Clerk GC34090(e 707 STATEMENTS 6P ECONOMIC INTEREST - 1 General Correspondence 2 21 Clerk GC34090(0) _ Statements of Economic Interest 87200 Filers) T! 7 T-71 Clerk GC81009(e) & CCAC Guidelines [��Statementsof Economic Interest (City Code Filers) 7 7 GC81009(e) E0 (5U --Current CL=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded 1/M = Image/Microfilm/Fiche Agreements Readv to be Destroved Agreement # Completed Contractor Department Comments Date 4 8/31/97 Mundie & Finance Assoc. 123 12/31/02 At Doc (@ ( Finance All 3 agmnts I Doc) 150 9/13/00 Questa PW Engineering 154 5/1/03 Mar Wal PW Construction, Inc. 163 10/9/99 DMG Maximus Finance 178 6/30/01 Pacific Coast Finance 4 agmnts Building Maintenance OW 12/1/02 Fehr & Peers PW Aaree.menl not in � Associates 230 10/10/97 Jones & Stokes Finance Associates, Inc. 253 11/7/96 Pima Gro Finance 2 amendments Systems, Inc. 255 3/31/02 McMurry Stern Finance 262 10/1/02 Barnett, Cox & Finance Associates 277 2/14/03 Boyle Finance Engineering 290 8/31/98 Pacific Coast Finance Building Maintenance _ 340 12/31/02 Van Waters & Finance Rogers 12/31/02 Basic Chemical Finance Solutions 12/31/02 Pioneer Finance America, Inc. 12/31/02 General Finance Chemical Corp 12/31/02 Kemiron Finance Pacific 12/31/02 Sweetwater Finance Technologies 342-2 5/12/00 Spillman Finance Technoloeies 358 3/31/97 Accelerated Finance Technologies 368 7/12/99 Hanson Finance Aggregate 398 6/13/97 Gillig Finance 400 9/26/01 Shannon Finance Associates 401 2/9/01 Jon Greenes Finance Tree Service 408 8/20/99 Poor Richard's Finance Press 412 10/20/95 RLW Finance Equipment 432 9/30/98 Wildfire Finance Pacific, Inc. 434 2/1/02 Spectrum Finance Consultants, Inc. 442 1/31/00 Quinn Finance Company 468 5/1/97 Rossetti Finance Company Finance 483 _ 8/30/98 B & P Security Agency 491 1/18/96 SLO City Finance Cycles 495 9/8/95 Wightons Finance Refig. 18-02 12/31/02 Koff & Finance Associates 1 = 6/25/02 C. W. Neal PW Agreement not in file Co 51-02 10/14/02 Gierlich- PW Mitchell, Inc. 52-02 5/16/03 Spiess PW Construction 54-02 11/19/02 Souza PW Construction 55-02 4/13/03 International PW Pavement Solutions 56-02 5/5/03 Madonna PW Constructions 64-02 10/3/03 Papich PW Construction 73-02 5/5/03 Brannon, Inc. PW dba Smith Electric Service 2-03 6/27/03 Tierra PW Contracting 3-03 3/27/03 Floyd V. Wells, PW Inc. 4-03 4/24/03 BC Finance i Laboratories, i t Inc. J clerkcity ' / ,i��w�rr:���� rrr�:a�.�.s��:ir r►:ir,rr� .rte April 17, 2008 TO: Audrey Hooper, City Clerk Jonathan P. Lowell, City Attorney FROM: Julie O'Connor, Deputy 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. All records will be destroyed by their staff with the City Clerk's office. Please sign below indicating your approval for the destruction of the attached listing of records. 4 Audrey Hooter, City Clerk h Jonas n P. Lowell, City Attorney CERTIFICATE OF DESTRUCTION I, Julie O'Conno , o hereby certify that the records listed on the attached were properly disposed of on Original: City Clerk Copy: Department RECORDS FOR DESTRUCTION APRIL 2008 General Correspondence: Spring Cleaning files 1999 — 2004 RFP - Unsuccessful Bids: Proposal for Consulting: Cable Television Franchise agreement Proposal for a cable television consultant Municon - 1992 CTIC Associates - 1992 MTI Capital Corporation - 1992 Petrovich & Associates - 1992 Arnold & Porter Telecommunications Practice - 1992 Communications Support Group, Inc. - 1992 Completed Agreements �l— Various agreements 1991 - 2002- AVpc�,0 '00-1 ►t o/j 60#Te' i`0 EXE f 9�®��c a S Appraisal Report Dennis E. Greene & Co. (2 books), Appraisal Report of Various Potential Fire Station sites - 1989 Schenberger, Taylor, McCormick & Jecker — Appraisal Report of Emerson School, 1341 Nipomo Street - 1989 i CITY OF qAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE = RECORD TITLE _ + RETENTIL -RIODS UM VITAL OFFICE OF _ CODE SL JN j (in years unless otherwise noted) RECORD REMARKS _ _ ACTIVE INACTIVE TOTAL COPIES or DUPLICATES of documents for which a department is not D/R' D/R Duplicates and copies distributed to the office of record various departments for informational purposes may be destroyed by the departments when they are no longer useful for reference, ELECTRONIC DOCUMENTS T �I Electronic copies of paper records should be kept no longer than retention period specified in this schedule. If electronic documents �are also in a paper format both must be destroyed at the same time. 100 GENERAL ADMINISTRATION 101 OFFICE GENERAL MANAGEMENT " CAO_ Reports 2 3 5 Various GC34090{dj_ _ City Informational Brochures, Publications, Newsletters S P P ^ Various a GC34090(d) Keep one for historical purposes City-wide Policies and Procedures S PP Various GC34090(d) Keep one for historical �. purposes Correspondence - External 2 2 _ Various GC34090(d) Correspondence - Internal (excluding CAO Reports - see above) 2 2 Various 'GC34090(d) Departmental Policies/Procedures S 5 S+5 Various GC34090.(d) — General Information 2 _ 2 Various GC34_090(d) In-House Committees CU 5 CU+5 Various GC34090(d) May be kept for research/historic putp st s Staff Meeting Notes 2--2 T Various GC34040(d) OFFICE REFERENCE Annual Departmental Fl2p is I 2I 3 51 —_ Various _�GC34090td} Chronological Files _ 21 2 Various GC34090{d} Commttn Dr arroizations _ 2 3 5 Various GC34090() Complaints 2 2 Various GC34090(d) General Information 2 2 Various GC34090(d) Positive Feedback- (How are we doing? forms) 2 2 Various GC34090(d) Professional Associations 2 - 21 -Various GC34090(d) PublicationsD/R D/R _ Various Not a public record 103 FORMS MANAGEMENT Blank Forms S1 S Various Retain while current - destruction notice not required G lZIRECORDS MANAGEMENT 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 "AN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE RETENTIC _RIODS I/M VITAL I OFFICE OF CODE SE JN_ (in years unless otherwise noted) RECORD REMARKS fI I ACTIVE INACTIVE GC34090 / CCP337 / TOTAL T Service Requests. 1 3 A_ ` _ U+3 -+3 Finance & IT - _ GC34090(_c-i. UVIt BillingRegister �. 1 _ ^3 AU I I Finance & IT iGC34090(c) - 412 FINANCIAL REPORTS Various GC34090 / CCP337 / Audited Financial Statements 101 P P Finance & IT GC34090(c] _ _ Bonds Payable and Other Long -Term Indebtedness T+3 _ _ _ T+3 Finance .-& IT � GC34090(c) / CCP33T5 / GC53921 Budget Document (Financial Plan) - _ P _ _ _ P Finance & IT GC34090(c) Fixed Asset Subsidiary Ledge rincludesinventpry) 1 4 e AU+4 _ Finance & IT GC34090(c) / 26CFR301-65-1(f) Monthly Financial Statements Audit year, 5 AU+5 Finance & IT -GC34090(c Other Financial Reports 1 3 AU+3 Finance & IT GC34090(c) - State Controller Rep Is 5 5 AU+10 Finance & IT GC34090(c) Surplus Property List 1 _ 3 AU+3 Finance & IT GC34090(c) 500 HUMAN RESOURCES CU=Current CL=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit Applications (unsuccessful applicants) CL+1 4 CL+5 HR 29 CFR 30.8 / GC 12946 Department of Motor Vehicles Records T+1 - _ __ _ _ �s HR GC12946 _ Discrimination Complaint T+1 4 T+5 } HR _ 29 USC 255 (a)_ Employee Discipline T+1 2 T+3 HR _ _�__—__ GC34t}90 c _-(L Employee Files T+1 4 T+5i yes yes HR45CFR1068.6APPA / 29CFR1627 3 i/ SLOMC11.04.010(H) Employment Eligibility Verification - immigration/Naturalization T T HR GC34090(c) Service _ Equal Employment Opportunity Reports T 31 3 HR G_C3409Q(c) General Corres ondence 21 2 -i HR GC34090(d)T 29CFR1627.3(b)(2) GC34090(c) GC34090 GC34090 GC34090(c) 45CFR1068.6APPA / 29CFR1627 3 / _ Insurance/Benefits 1 3 2 AU+3 HR HR Labor Negotiations _ T+1 T+3 Risk Management Claims A ainst The Cit- CL+1 4 5 CL+5 HR _ - Risk Mana ement Reports CL _ CL_ HR Safety _ T ___.. 3 5 3 HR HR Temporary Employees T T+5 SLOMC11.04.010(H) I Tuition Reimbursement 1 GC34090 c 2 AU+3 t _ _ HR f Wellness Files T HR GC34090(d) 29 _ _ T+30 yes HR rT Workers Coensation T+1 mp 129CFR1910.20 600 PURCHASING & CONTRACTING 601 PURCHASING Bids, RFPs (unsuccessful) CU 2 CU+2Various fI I GC34090 / CCP337 / I SLOMC3.24.170 Bids, RFPs, RFQs (successful) J AU{ 5 A6+5 Various GC34090 / CCP337 / Pi P � , .yes Clerk SLOMC3.24.170 GC_34090_(q) I City -Owned Pro ert Mropert Management _ General Information _ 21 2' Various I - Sur lus Property Auction/Disposal , _ _ v _ - AUi 4 AU+4 Finance ICCP337 -GC34090- Surplus Properly Listing AU- 2 AU+21 iI Finance r N - CU=Current CL=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded IN =Image/Microfilm/Fiche CITY OF - 1N LUIS OBISPO RETENTION/DISPOSITION SCHEDULE T RECORD TITLE RETENTIOI. _RIODS (in years unless otherwise noted) ACTIVE INACTIVE TOTAL Successful Candidates Unsuccessful Candidates ^T Precinct Board Appointments - appointment of precinct oficials _ I _ Precinct hand tally, copies of index, challenge list, assisted voter list Roster of voters, ori final indices (precinct board) f 703 CITY ATTORNEY Administrative Files _ I Civil Litigation f Civil Litigation regarding Property (including settlement and releases) Criminal Cases going to court Criminal Citations General working files I Legislative Files Property Files 704 GENERAL LEGAL Agreements/Contracts not referenced elsewhere in the retention schedule Claims/Subpeona Logs Conveyances (Deeds, Easements, Abandonments) Liens Williamson Act Contracts 706 CAPITAL IMPROVEMENT BOARD CIB Agreements/Contracts J_ CIB Establishment/Bylaws CIB Resolutions/Ordinances General Correspondence Minutes r 707 STATEMENTS OF ECONOMIC INTEREST General Correspondence Statements of Economic Interest 87200 Filers _ Statements of Economic Interest (City Code Filers) I/M—I VITAL N 1i r yes E _ 5 . E+5 -- r E 6 mos.I E+6 mos. 6 mos.,i E+6 mos. OFFICE OF _RECORD Clerk Clerk_ Clerk Clerk CODE SEI. .N REMARKS EC17100 Permanent for historicT value _ EC17100 EC17503(b) EC17304 Confidential E CU 5 5 E+5 CU+5 Clerk City Attorney EC17300(a) (if no le. al act'W GC34090d) CL 10 CL+10 Clerk Clerk 'GC34090(e). kGC34090(d) City Attorney Destroy 10 yrs. after resolution CL P P yes yes City Attorney GC34090(a) Retain pertinent documents in-erpetuity CL 5 CL+5 _ City Attorney Destro .'—y5 yyrS. after resolution CL CL�! City Attorney I GC34090(d) Destroy when resolved GC34090 Ongoing purging to keep current/active _GC34490(d� f� r GC34090 a __ __ CU 2 P CU _ City Attorney CU CU+2 P City Attorney CL yes yes City Attorney, CU P P P P P P .2 2 -- ff T — 7 - 5AE CU+5AE yes yes' Clerk/Various" CCP337 Keep 5 years after � expiration. `Current contracts are vital records. "Contracts issued with Purchase Order may be filed with originatin department. —2 Clerk GC34090 d P yes yes Clerk � GC34090(a) P yes yes Clerk_ GC34090(a) — P es yes Clerk GC34090(a P Clerk CCP337 _ P _ Clerk .GC34090(e P _ e Clerk pIGC34090(e 2 Finance IGC34090(ci)• _ �! P 2 Clerk Clerk 'GC34090(e). kGC34090(d) 7 T+7 - - - Clerk ;GC81009 e & CCAC Guidelines GC81009(e) - - - 7 CU=Current CL=Glosed/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 RETENTION/DISPOSITION SCHEDULE RECORD TITLE �.._ RETENTION PERIODS I/M VITAL OFFICE OF _ CODE SECTION -" (in years unless otherwise noted) RECORD REMARKS ACTIVE INACTIVE TOTAL -- Abando_nments CL P P yes Public Works GC34090 a) _ _ Bicycle Lanes/Paths CL 5 CL+5 yes Public Works GC34090(d) Microfilm for research/historic value Bridges and Creeks CLI 3 ___ CL+3 Public Works _ GC3409 d0 _�_} . _ _ General Information 2 2 _ Public Works 'GC34090(d) Pavement Management Plan CL 5 CL+5 Public Works IGC34090(d) School Related CL 5 CL+5 __- Public Works 'GC34090(d) Street Signs & Pavement Markings CL' 5 CL+5 Public Works GC34090(d�i _ - -f Street WideningCIL P P yes Public Works GC34090(a) Traffic Patterns CU 5 CL Works GC34090(d) Traffic Regulations _ CL 3' CL+3 Public Works _ GC34090(d) Traffic Safety CU 5 es Public Works - GC34090(d) _ Traffic Si nals &Street Lights_ CL 5 _CL+5 CL+5 yes Public Works -:_) GC34090(d) _— Traffic Studies CL 10 CL+10 Xes Public Works—� GC34090(d) 900 INFORMATION SYSTEMS 901 GENERAL COMPUTER INFORMATION General Information 2 2 1 Finance & IT GC34090(d) Hardware S 2 S+2 Finance & IT GC34090(d) Software _ S 2 S+2 Finance & IT jGC34090(d) Trainina Programs CL 2 CL+2 Finance & IT GC34090(d) Video monitoring tapes 1 1 Finance & IT _ GC34090.6A 1000 REAL ESTATE 1001 CITY OWNED PROPERTY A raisals Recorded Documents pertaining to: Buildings, excess right of way, CL+2 P 2 Various P yes yes Clerk GC34090 G C34090(a) land, Parks 1100 PARKS & RECREATION & CULTURE 1101 PARKS AND RECREATION IAccident/ Injury Reports -- Event Participants CU+1 - 6 7 P&R Banner A lications and Permits 2 3 5 P&R 19034090(d) GC3409(1) CAL -OSHA Department Tailgates _ CU+1 6 7 P&R GC34090(d) Contract Instructors Contracts ^— CU+1 4 5 P&R GC34090(d) Contract Classes Waivers, Rosters CU+1 4 5 P&R GC34090 d Children Services billingfFacilities/Pool 2 T _ 2 P&R GC34090 _ Facility Rental Information CU 2 CU+2 - _— - P&R GC34090[� Facility Use Permits 2' 3 5 P&R GC34090 General Information priginaI Correspondence 2 2 P&R G03409+0(d) Golf cart I'ral3ilit release forms 2 3 5 P&R GC34090(d) Homeless Cam ost s 2 31 5 _ P&R P&R P&R P&R Penal Code 602 et al. GC34090td) - GC34090 JGC34090(a) T How Are We Doing Forms CU+1 1 2 Pesticide Certification records use,urp chase, training, MSDS _ CU___ 4 CU+4 - Playground Audits P P es Press Release I CU+1 21 31 P&R GC34090 d N J CU=Cum L=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E= axpiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/Fiche city clerk memorandum August 31, 2007 TO: Audrey Hooper, City Clerk Jonathan P. Lowell, City Attorney FROM: Julie O'Connor, Deputy 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 below. All records will be destroyed by their staff with the City Clerk's office. See Attached list Please sign below indicating your approval for the destruction of the attached listing of records. 1 Audrey opoper, 6ity Clerk han P. Lowell, City Attorney CERTIFICATE OF DESTRUCTION I, Julie O'Connor do hereby certify that the records listed on the attached were properly disposed of on Original: City Clerk Copy: Department ,aA Records for Destruction — August 2007 General Correspondence — 1984 — 1992 Completed agreements 1987 — July 30, 2002 Notice of Public Hearing 1984 - 1995 ,Affidavit of Publication 1980 — 1994 1953 Nomination Papers — Unsuccessful candidates Property Appraisals 1953 —1986 ,League of California Cities Correspondence — 1992 - 1995 Court Street Center - RFPs not awarded: The Morro Group Merriam Planning Associates CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE Page 7 RECORD TITLE RETENTION PERIODSI/M VITAL OFFICE OF CODE SECTION (in years unless otherwise noted) { RECORD REMARKS ACTIVE INACTIVE TOTAL General working files CU CU City Attorney GC34090 Ongoing purging to keep current/active Legislative Files CU 2 CU+21 I I City Attorney GC34090(d) Property Files CL P PI yes yes City Attorney GC34090(a) 704 GENERAL LEGAL Agreements/Contracts not referenced elsewhere in the retention CU 5AE CU+5AE yes yes* Clerk CCP337 Keep 5 years after schedule expiration. *Current contracts are vital records Certificates of Compliance P P Yes yes I Clerk GC34090(a) Conveyances from the Cit Deeds, Easements, Abandonments P P yes yes I Clerk GC34090(a Conveyances to the Cit Deeds, Easements, etc.) P P yes yes I Clerk GC34090(a) Liens P P yes yes Clerk GC34090(a) Williamson Act Contracts P P yes yes_ Clerk GC34090(a) Notices of Adjournment 2 2 Various GC34090(d) Claims/Subpeona Los 21 2 Clerk GC34090 d 706 CAPITAL IMPROVEMENT BOARD CIB Agreements/contracts P P Clerk CCP337 CIB Establishment/Bylaws pl P Clerk GG34090 e CIB Resolutions/Ordinances P P Clerk GC34090 e General Correspondence 2 2 Finance GC34090(d) Minutes P P Clerk GC34090 e 707 STATEMENTS OF ECONOMIC INTEREST Forms S S Clerk GC34090(d) General Correspondence 2 2 Clerk GC34090(d) Manuals S 5 S+5 Clerk GC34090(d) Statements of Economic Interest 87200 Filers T 7 T+7 Clerk GC81009 e & CCAC Guidelines Statements of Economic Interest (City Code Filers) 7 7 GC81009(e) ,09 PUBLIC INFORMATION/COMMUNITY RELATIONS Consumer Price Index CPI CU 2 CU+21 I I Various C34090d General Correspondence 2 2 Various GC34090(d) Press Release CU 2 CU+2 Various GC34090(d) 800 PUBLIC WORKS 801 ENGINEERING Encroachment Permits CL 41 CL+4 Public Works GC34090(d) Engineering Standards P P Public Works GC34090(a General Correspondence Job Files: orig. specials*, final pay estimates, change orders, 2 P 2 P Public Works GC34090(d) Public Works GC34090(d) *Includes submittals(materials,drawings,etc.), hzrdous waste manifest & trans. bids/plans/specs docs, envirommntl docs, special rpts - hzrdous materials, biological, soils, etc., agmts, warranty, CAO/Council rpts, ins. CU=Current CL=Closed/Completed P=Permanent 1=Indefinite 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 RETENTION/DISPOSITION SCHEDULE Page 1 CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/fiche j RECORD TITLE RETENTION PERIODS I/M VITAL OFFICE OF CODE SECTION unless otherwise noted) RECORD REMARKS (in years ACTIVE INACTIVE TOTAL COPIES or DUPLICATES of documents for which a department is not D/R D/R It is the policy of the City of San Luis the office of record Obispo that duplicates and copies distributed to various departments for informational purposes may be destroyed by the departments when they are no longer useful for reference Electronic copies of paper records ELECTRONIC DOCUMENTS should be kept no longer than retention periods specified in this schedule )0 I GENERAL ADMINISTRATION 101 OFFICE GENERAL MANAGEMENT CAO Reports 2 3 5 Various GC34090(d) City Informational Brochures, Publications, Newsletters S P P Various GC34090(d) Keep one for historical purposes _ City-wide Policies and Procedures S P P Various GC34090(d) Keep one for historical Correspondence - External ur oses GC34090(d) 2 1 2 Various 2 2 Various Correspondence - Internal (excluding CAO Reports - see above) GC34090(d) GC34090(d) Departmental Policies/Procedures S 5 S+5 Various General Information 2 2 Various GC34090(d) In -House Committees CU 5 CU+5 Various GC34090(d) May be kept for research/historic purposes Staff Meeting Notes D/R D/R Various Not a public record 102 OFFICE REFERENCE Annual Departmental Re orts 2 3 5 Various IGC34090 d Chronological Files 2 2 Various GC34090(d) Community Organizations 2 3 5 Various GC34090(d) Complaints 2 2 Various GC34090(d) General Information 2 2 Various GC34090(d) Positive Feedback How are we doing? forms 21 2 Various GC34090(d) Professional Associations 2 1 21 1 1 Various GC34090(d) Publications (journals, eriodicals) D/R D/R Various Not a public record 103 FORMS MANAGEMENT Blank Forms S1 sl I I Various Retain while current 104 RECORDS MANAGEMENT Certificates of Destruction 2 PI P yes Various GC34090 Legal document of final disposition of record — — Public Records Requests 2 2— I Various I GC34090(d) 200 COMMUNITY DEVELOPMENT CU=Current CL=Closed/Completed P=Permanent 1=Indefinite 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 RETENTION/DISPOSITION SCHEDULE Page 5 RECORD TITLE RETENTION PERIODS I I/M VITAL OFFICE OF CODE SECTION (in years unless otherwise noted) RECORD REMARKS ACTIVE INACTIVE TOTAL 500 HUMAN RESOURCES Applications CL+1 4 CL+5 HR 29 CFR 30.8 / GC12946 De artrnent of Motor Vehicles Records T+1 HIR GC12946 Discrimination Complaint T+1 4 T+5 HR 29 USC 255 a Employee Discipline T+1 2 T+3 HR GC34090(c Employee Files T+1 4 T+5 yes yes HR 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) Employment Eligibility Verification - Immigration/Naturalization T T HR GC34090(c) Service Equal Employment Opportuni!y OpportunityReports T 3 3 HR GC34090(c) General Correspondence 2 2 HR GC34090(d) Insurance/Benefits 1 3 AU+3 HR 29CFR1627.3(b)(2) Labor Ne otiations T+1 2 T+3 HR GC34090(c) Risk Management Claims Against The Cit CL+1 4 CL+5 HR GC34090 Risk Management Reports CL 5 CL+5 HR GC34090 Safety T 3 3 1 HR GC34090(c) Tuition Reimbursement 1 2 AU+3 HR GC34090(c) Wellness Files T T HR GC34090(d) Workers Compensation T+1 29 T+30 yes HR 29CFR1910.20 Temporary Employees T 5 T+5 HR 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) 600 PURCHASING & CONTRACTING 601 PURCHASING Bids, RFPs (unsuccessful) CU 2 CU+2 Various GC34090 / CCP337 / SLOMC3.24.170 Bids, RFPs, RFQs (successful) AU 5 AU+5 Various GC34090 / CCP337 / SLOMC3.24.170 City -Owned Property/Property Management P P yes Clerk GC34090(a) General Information 2 2 Various _ Surplus Property Auction/Disposal AU 4 AU+4 Finance CCP337 Surplus Pro erty Listing AU 2 AU+2 Finance GC34090 700 LEGISLATIVE AND LEGAL 701 LEGISLATIVE Affidavits of Publication 2 31 5 1 Various GC34090(d) Certificates of Posting CU 21 2 1 Various GC34090 Charters -Listed Numerically with Amendments P P yes es Clerk GC34090(e) / GC40806 Citizens' Charter Committee CU + 2 P P yes Clerk GC34090(d) Council Ordinances P P yes es Clerk GC34090(e) Council Resolutions P P yes yes Clerk GC34090(e) / GC40806 Grand Jury 2 2 Clerk GC34090(d) League of CA Cities 2 2 Clerk GC34090(d Legal and Display Ads CU 4 4 Various CCP 343, 349 et seq.; GC911.2GC34090 Legislation: County, Federal, State 2 2 Clerk GC34090 d CU=Current CL=Closed/Completed P=Permanent 1=Indefinite 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 RETENTION/DISPOSITION SCHEDULE Page 6 _ RECORD TITLE RETENTION PERIODS UM (in years unless otherwise noted) ACTIVE INACTIVE TOTAL Municipal Code S P P yes Public Hearing Legal Notices CU 4 4 VITAL OFFICE OF CODE SECTION RECORD REMARKS GC34090(e) Database on City network/Keep one for historic value CCP 343, 349 et seq.; GC911.2; GC34090 yes Clerk Various 702 ELECTION NOTE: .,E" = After Election Application to view: voter registration info, AV voter lists E 5 5 Clerk EC2188 Ballots: all, voter ID envelopes and ballot receipts E 6 mos. E+6 mos. Clerk EC17302; EC17306 (if no legal action) Confidential Campaign Disclosure Statements: Successful Candidates P P yes Clerk GC81009(b) _ Unsuccessful Candidates E 51 E+5 Clerk GC81009 b Other T 7 T+7 Clerk GC81009 e Election correspondence E 2 2 Clerk GC34090 Election documents: expenses, 2roofs, night logs E 2 2 Clerk GC34090 Election history P P Clerk GC34090 Election notices, publications, certificates E 2 E+2 Clerk GC34090 Initiative, Referendum, Charter Amendments, Recall Petitions Municipal Election File/Sample Ballots Nomination Papers: Successful Candidates Unsuccessful Candidates Absentee Voter applications Precinct Board Appointments - appointment of precinct oficials Certification + 8 months 10 8 months After Certification of results+ 8 months P! Clerk EC17200 / EC 17400 GC34090(d) Permanent for historic value EC17100 Permanent for historic value EC17100 EC17505(b) Confidential EC17503(b) EC17304 Confidential P1 Clerk _ Clerk P P yes E 5 E+5 Clerk E 6 mos. E+6 mos. Clerk E 6 mos. E+6 mos. Clerk Precinct hand tally, copies of index, challenge list, assisted voter list E 6 mos, E+6 mos. Clerk Roster of voters, original indices(precinct board E 5 E+5 Clerk EC17300 a if no legal action 703 CITY ATTORNEY Administrative Files Cu 5 CU+5 City Attorney GC34090(d) Civil Litigation CL 10 CL+10 City Attorney Destroy 10 yrs. after resolution Civil Litigation regarding Property (including settlement and releases) CL Criminal Cases going to court CL Criminal Citations CL P P yes yes City Attorney GC34090(a) Retain pertinent documents in per etuit 5 CL+5 City Attorney Destroy5rs. after resolution City Attorney GC34090(d) Destroy when resolved CL CU=Current CL=Closed/Completed P=Permanent 1=Indefinite D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/fiche Page 1 of 1 Yes to all three. Jonathan P. Lowell City Attorney 990 Palm Street San Luis Obispo, California 93401 (805)781-7140 jlowell@slocity.org CONFIDENTIALITY NOTE: This e-mail message contains work product or other information which is privileged, confidential and/or protected from disclosure. The information is intended only for the use of the individual or entity named above. If you think that you have received this message in error, please e-mail or phone the sender. If you are not the intended recipient any dissemination, distribution or copying is strictly prohibited. From: Hooper, Audrey Sent: Wednesday, August 15, 2007 4:42 PM To: Lowell, Jonathan P Cc: O'Connor, Julie Subject: FW: Appraisals Jonathan, Have you given any thought to this inquiry? Audrey From: Hooper, Audrey Sent: Monday, July 30, 2007 11:29 AM To: Lowell, Jonathan P Cc: O'Connor, Julie Subject:,Appraisals Jonathan — appraisals are not on our Records Retention Schedule. We must get them on there. The Guidelines endorsed by the Sec of State give appraisals a closed plus 2 -year retention. We'd like to do the same thing — keeping in mind that "closed" is after Council's action either accepting, selling, rejecting property or ???? Do you agree? Also, I'm thinking the department of record could be various — as the Clerk's office rarely receives these. Do you agree? Also, we have a box or two or three of appraisals more than 30 years old. If you agree that we can add these two the retention schedule — and keep for two years after .... We'll prepare destruction notices for them once we get them on the new schedule. Does this work for vou? Audrey Ig53 19 Z�- 8/16/2007 "A" No. Destroyed Title/Subject Amt/S ec 9 Contractor Date Term Destro Date Appfoval Notes Affordable Housing Requirements Consul 9745 Mundie & Assoc. 8/31/1997 6/30/1996 8/31/2002 Contract Complete Per Finance Report 8/1/07 4 8/13/08 3/5/1997 CAO 20 8/31/07 Auditing Services 9368 Contract Complete Per Finance Report 8/1/07 N Carnegie � e a I Cation 58s Project- Archaeological Monitoring Project 99625G Heritage Discoveries, Inc7/13/2000 9/26/2000 9/26/2005 CAO Contract Complete Per PW Report 7/23/07 58s Native American Monitoring Services 99625F M ViOil Chumash Cultur 5/10/2000 7/28/2000 7/28/2005 CAO Contract Complete Per PW Report 7/23/07 58s Materials Testln and Inspection SaNice 99625 E Earth Syjs s Pacific 11/9/1999 7/1/2000 7/1/2005 CAO Contract Complete Per PW Report 7/23/07 Old Carnegie Library Kenawittation 58s Construction 99625 B Maino Construction Phillips Metsch Sweeney12/8/1999 7/28/1999 9/26/2000 9/26/2005 CAO Contract Complete Per PW Report 7/23/07 Contract Complete Per Finance Report 8/1/07 69 4/17/08 City Hal( Ex nsion 6/30/2001 6/30/2006 CC mun y enter ana 1111el Pool 74 4/17/08 NeedsStydy 90093 Multarl,Clark and Mohr A 12/27/1999 6/30/2000 6/30/2005 CAO Contract Complete Per Finance Report 8/1/07 79 4/17/08 ComputerMappin Conversion Services 9684A CRW Associates 8/6/1996 9/1/1996 9/1/2001 CAD Contract Complete Per Finance Report 8/1/07 81 8/31/07 onelq n news orm Urain Improvements 997048 Souza Construction 8/20/1999 1/5/2000 1/5/2005 CAO Contract Complete Per PW Report 7/23/07 Construction Corporation Yar 94 Warehouse 99853 Ral Construction Co. 5/8/2001 6/14/2002 8/31/2007 CC Contract Complete Per PW Report 7/23/07 98 8/31/07 Council Chamber Cablecasting System 90032 Waterford Group 4/1/2000 4/1/2005 Contract Complete Per Finance Report 8/1/07 Creek Bank epairrol`ecln {lllanpasa 102 8/31/07 Pistol Ranee 9679 TCI Construction 9/30/1998 1/15/1999 1/15/2004 CAD Contract Complete Per PW Report 7/23/07 102 8/31/07 reek BankRepairProject- (Hayward and RRM 9555 Souza Construction 9/30/1998 1/25/1999 1/25/2004 CAD Contract Com lete Per PW Report 7/23/07 reekan e—p-O ro- ects 102 8/31/07 Gold's Gym 9553 TCI Construction 9/30/1998 1/15/1999 1/15/2004 CAD Contract Complete, Per PW Report 7/23/07 106 8/31/07 San Luis Obispo Creek Walk 9028 RMR Construction 8/5/1999 4/14/2000 4/14/2005 CC Contract Complete Per PW Report 7/23/07 123 8/13/08 Organizational needs ane ysrs, acquire electronic document management 90311 At Doc aka Doc 6/12/2000 12/31/2002 12/31/2007 CC Contract Complete Per Finance Report 8/1/07 123 8/13/08 Amendment 1- increased budget 90311 At Doc (aka Doc) 3/21/2001 --. -- 12/31/2002 12/31/2007 CAD Contract Com late Per Finance Report 8/1/07 ProfessionalService or acqu s i ono j- 123 8/13/08 electronic management system 99104 At Doc aka Doe) 11/20/2001 12/31/2002 12/31/2007 CAO Contract Com plete Per Finance Report 8/1/07 Fence Replace/Repair at Reservoir #1 97-51A Knight & Sons Inc 10/31/1997 8/30/2007 CAD Contract Complete Per PW Report 7/23/07 140 10/3/1997 141 Ferrini Tank Road Repair 9256 R. Burke Corp10/29/1998 2/22/1999 8/30/2007 CAO Contract Complete Per PW Report 7/23/07 146 4/17/08 ire Engine Purchase of ierce Lance 2000 Jumper 190059 Pierce Manufacturing 11/11/1999 5/12/2000 5/12/2005 CC Contract Complete Per Finance Report 8/1107 148 8/31/07 Royal Wa Fire Service Retrofits 90001 Maino Construction 7/20/1999 9/24/1999 9/24/2004 CAD Contract Complete Per PW Report 7/23/07 oOT-m nagement Plan e 150 8/31/07 surveying work 90013E AQuesta Engineering 11/10/1999 9/13/2000 9/13/2005 CC Contract Complete Per PW Report 7/23107 -N-7o 4-c,6 A (��j-rrzAcAAwj Lo& kLL 154 8/13/08 Construction Management Mitchell a Playgrounden 4/17/08 ost nalysis of Certiffe-a--U-niTi 163 8/13/08 Program Acency approach to mana i i n echno ogy re 173 4/17/08 ©rmaYion Communications Master Plan 10/9/2004 arra tneet Bicycle ou eva Amendment -compensation Intersection Improvements 90195 expanded work scope Police Dept. mendment - at7 tone a:n ens 178 8/13/08 for the Ree Center Contract 10/17/2000 re ani n al Maintenance at 5/3112006 8/13/08 Luis Obis Swim Center 5/20/1997 6/30/2006 men ment o am oris a+ntenai Contract! 8/13/08 Rec. Center, Senior Center, Meadow 8/13/08 Janitorial Maintenance - Janitorial Services for WRF 179 4/17/08 180 8/31/07 Jennifer Street Brill e 11/1/1997 6/30/2001 aguna i Station an Forcer 190 4/17/08 t1p9 rade 193 198 204s(1) 205 215 216 217 220 225 228 230 235 238 8/31/07 Amendment 1- extending agreement 4/17/08 LiveScan Fm erprint System Marsh t.arage xpanston afe_ —Testing and Inspection Marsh -. rose-.aranra 8/31/07 ___ Repairs 5/1/2008 Mitchell a Playgrounden 4/17/08 Pro ect 4/17/08 Mobile Video System for Police its 4/17/08 "Rover" mobile computer software 10/9/2004 arra tneet Bicycle ou eva 8/13/08 Intersection Improvements 90195 umc�pa ui ing Hain ing- orp Police Dept. 8131/07 System Phase 11-Finant 8/13/08 Noise Stud Cal Pol SI Orcutt Road Grade Sep o 8/31/07 repara ion Downtown Access Plan 106 92-63 94-03B 90006 90006 9521 A&C 9209 9858 ovation 99827A 9223 90050 rd an 90195 ard 9631 Yard 9631 iination Is 90132 plea 9862 90144.90551 ;mg 9694A Mar Wal Construction DMG-Maximus Gartner Consulting Gartner Consultin Pacific Coast Building Pacific Coast Buildin Pacific Coast Buildin Pacific Coast Building Brendler Janitorial Sei Nick E. Pokrajac, Inc. Aherns .Cornoratlon Brown and Caldwell E West Coast Landscar Inc. Earth Systems Pacific Maino Construction Steve P. Caminiti Kustom Signals, Inc. Fehr and Peers Associ Southwest Coa(ings, Ir Astro Painting Co. Inc. Black and Veatch Jones & Stokes Assoc Mark Thomas & Co., ti Barton-Aschman DBA 5/17/2001 5/1/2003 5/1/2008 CAO Contract — its 8/3/1998 10/9/1999 10/9/2004 CAO Finance F 9/1/2000 5/31/2001 5/31/2006 CAO Contract 10/17/2000 5/31/2001 6/30/2001 5/3112006 CC Contract 5/20/1997 6/30/2006 CC Contract! ave mit , 4/1/1998 6/30/2001 6/30/2006 Build. Maint. Contract 11/1/1997 6/30/2001 6/30/2006 CC Contract 7/1/1997 6/30/2001 6/30/2006 CC Contract 4/1/1999 6/30/2000 6/30/2005 Finance Contract 4/15/1997 4/17/1998 4/17/2003 CAO Contract 10/20/2000 4/14/2003 4/14/2008 CAO Contract 8/9/1999 3/1/2003 3/112008 CC Contract 1/20/1995 12/1/1999 12/1/2004 CAO Contract 12/16/1998 10/1/1999 10/1/2004 CAO Contract 10110/2000 until com I 8/31/2007 CAO Contract Contract 2/12/1999 5/1/1999 5/1/2004 CAO agreeme 3/20/2003 3/1/2003 3/1/2008 CAO Contract 2/24/1999 12/27/1999 12127/2004 CAO Contract 6/6/2001 9/3/2001 9/3/2006 CAO Contract o"Tract 10/19/2001 12/1/2002 12/1/2007 CACI a reeme 3/6/1997 until com t 8/30/2007 CAO 10/15/1998 until Oompl 8/30/2007 CAO Contract 10/17/2000 5/1/2001 5/1/2006 CAO Contract undated 10/10/1997 10/10/2002 CAO Contract 6/8/2000 12/31/2000 8/31/2007 CAO Contract 3/17/1998 7/1/1999 7/1/2004 CAO Contract -te Per PW Report 7/23/07 enc u ed;ontra� ct m 8/1/07 replete Per Finance Report 8/1/07 m I_pete Per Finance Report 8/1/07 mplete Per Finance Report 8/1/07 mplete Per Finance Report 8/1/07 mptete Per Finance Report 8/1/07 im Tete Per Finance Report 8/1/07 implete Per Finance Report 8/1/07 mplete Per PW Report 7/23/07 smplete Per PW Report 7/23/07 �mplete Per PW Report 7/23/07 )mplete Per PW Report 7/23/07 )mplete Per Finance Report 8/1/07 )mplete Per PW Report 7/23/07 )mp eke Per PW Report not in file (taken out for destruction?) )mplete Per PW Report 7/23/07 )mplete Per Finance Report 8/1/07 )mplete Per Finance Report 8/1/07 �mpTle er eport 7T28 not in file (taken out for destruction? Per PW Report 7/23/07 Per PW Report 7/23/07 Per Finance Report 8/1/07 Per PW Report 7/23/07 Per PW Report 7/23/07 8/31/07 Preparing Downtown Access & Parking Plan 96-94 Mayer, Mohaddes Assoc8/22/1996 3/1/1998 3/1/2003 CAO Contract Complete Per PW Report 7/23/07 Pavement Management Engineering 247 8/31/07 Services 9217 Nichols-Valler a & Ass 7/7/1998 1/2/1999 1/2/2004 CAO Contract Complete Per PW Report 7/23/07 men merit - Sludge Management an 253 8/13/08 DisposallRetuse Services, cost & A -84 -92 -CC Pima Gro Systems, Inc. 11/7/1995 11/7/1996 11/7/2001 7 Contract COm lete Per Finance Report 8/1/07 me men - Sludge anagement an 8/13108 1315 osaYRefuse Services, cost & A -84 -92 -CC Pima Gros stems Inc, 12/5/1994 11/7/1996 11/7/2001 _ CC Contract Complete Per Finance Report 8/1/07_ police rept - Spaces.aver o e 255 8/13/08 Shelving McMu Stern 8/31/2001 3/31/2002 3/31/2007 CAO Contract Complete Per Finance Report 8/1/07 VoliceStallan Roofmprovemen , IM 256 8/31/07 Walnut St. 9850A Qua lino Roofing 8/31/1998 11/16/1998 11/16/2003 CAO Contract Complete Per PW Report 7/23/07 262 8/13/08 Public Safety Information and Education Neighborhood Services/Crime even� ue�ai`loi Measure repam ion, 90145 Barnett, Cox and Assoc/ 6/1212000 10/1/2002 10/1/2007 CC Contract Completed Per Finance Report 8/1/07 271 4/17/08 November 2000 election 90039 The Lew Edwards Grou 1/31/2000 5/19/2000 5/19/2005 CAO Contract Complete Per Finance Report 8/1/07 277 8/13/08 Watershed Sanita Surveys & Updates 90147 Boyle Engineering 8/31/2000 2/14/2003 2/14/2008 CAO Contract Complete Per Finance Report 8/1/07 an Luis ower ousel rty a _ �— ud-Mamt.ontract -- omp elle Per Finance Repoff 279 4/17/08 Generator 9888 San Luis Powerhouse In 10/1/1997 02/29/00 02/29/05 Supvr cel and ori inal 280 8/31/07 ants osa Bridge Public rt a gn an fabrication 9344G Jim Jacobson 3/18/1999 3/6/2000 3/6/2005 PW Contract Complete Per PW Report 7/23/07 288 Sidewalk Ramp Construction 9868 A Brinar Construction, Mai 6/5/1998 11/17/1998 8/30/2007 GAO Contract Complete Per PW Report 7/23/07 Sidewalk -Ramp Construction 9868 B Brinar Construction 10/22/1998 12/22/1998 8/30/2007 CAO Contract Com late Per PW Report 7/23/07 Contract Complete Per PW Report 7/23/07 289_ Sidewalk Repair 2000-01 90198 Brinar Construction 5/8/2001 6/29/2001 8/31/2007 CAO 290 8/13/08 !SidewalkScrubbing Services or Downtown 9754 Pacific Coast Building K 9/1/1997 8/31/1998 8/31/2003 CAO Contract Complete Per Finance Report 8/1/07 nts eimer -ool epastenng a an 291 Equipment Replacement 9216 Rowley International Inc. 6/5/1998 12/1/1998 8/31/2007 CC Contract Complete Per PW Re rt 7/23/07 rizo lana Street, Sound WaeaSlblllly 297 Study Preparation Wilson, Ihh & Assoc. 3/15/1999 7/111999 8/31/2007 1/0/1900 Contract Complete Per PW Report 7/23/07 tenner Canyon Hydroelectric 303 8/31/07 Generating FacilityStudy operatlon 90061 Henwood Ener Servic 2/7/2000 8/1/2001 8/1/2006 CC Contract Comptete Per PW Report 7/23/07 loan rain improvement lec' t: Wolfe 304 Property Rock Catcher 97-04A Brinar Construction 9/1511997 1011/1997 8/31/2007 PW Contract Complete Per PW Report 7/23/07 treet ec0nstruCt d esu ac ng- Fall 307 2001 90012C R. Burke Corp 4/10/2001 6/18/2002 6/18/2007 CAO Contract Complete Per PW Report 7/23/07 Street econs ruction esu acing- Summer 2000 90012B R. Burke Corp8/4/2000 2/5/2001 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 _ _ _ 8 ––ReCOnSlruGti�ReSuriaCing- S rin 2000 90012A Madonna ConstructionC 5/15/2000 1/9/2001 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 308 Street Slurr Sea] Project 2000 90138 Valley Slurry Seal Comp 5/26/2000 12/11/2000 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 Traffic Operational u y lor Santa 319 8/31/07 Barbara Street 90014 Fehr and Peers Associat 4/1/1999 8/1/1999 8/1/2004 CAO Contract Com tete Per PW Report 7/23/07 ra is up�port Services - n Ouse traffic 320 8/31/07 engineer 50500.7227 Willdan 3/6/2001 12/31/2001 12/31/2006 CAO Contract Complete Per PW Report 7/23/07 Traffic igna nterconn Conduit - 321 8/31/07 Winter 2001 90080R. Burke Cor oration 3/6/2001 1 12/1312001 12/13/2006 CAO Contract Complete Per PW Report 7/23/07 323 8/31/07 ra rc SignalMonitoring System Interconnect Conduit SR 1 (Santa Rasa), 9706 Leo Tidwell Excavatio 9/28/1998 6/25/1999 6/25/2004 CAO Contract Complete Per PW Report 7/23/07 329 4/17/08 Transit Surve - One Day On Board 9665 Transportation Manage 4/9/1996 6/14/1996 6/14/2001 PW Contract Complete Per Finance Report 8/1/07 331 4/17/08 urnss ix nu#e ransd e'ices (pricing)_ 9733 Laidlaw Transit Services 7/1/1997 6/30/2001 — 6/30/2006 CC Contract Complete Per Finance Report 8/1/07 _.__...--..._.._ .. _ •--,Chemili ` Ts iv Treat ater an 339 i 4/17/08 WastewaterSodium Silicoflouride 9726 Van Waters & Rogers, 1 2/1/1997 1/31/1998 1/31/2003 CAO Contract Complete Per Finance Report 8/1/07 Chemicald Treat Water an 4/17/08 Wastewater (Liquid Alum 9726 Rhone-Poulenc Inc. 2/1/1997 1/31/1998 1/31/2003 CAO Contract Complete Per Finance Report 8/1/07 4/17/08 emices to rea ser an Wastewater Sodium H droxide 9726 Western States Chemi 2/1/1997 1/31/1998 1/31/2003 CAO Contract Complete Per Fianance Report 8/1/07 emrca s to rea ater and 340 8/13/08 Wastewater( provide Sodium 90169 Van Waters and Rogers 2/1/2001 12/31/2002 12/31/2007 CAO Contract Complete Per Finance Report 8/1/07 emica s to I real Water an iwastewateqpT 8/13/08 vide Sodium Bisulfate 90169 Basic Chemical Solution 2/1/2001 12/31/2002 —'' 12/31/2007 CAO Contract Complete Per Finance Report -8/1/07 Chemicals to realWater an 8/13/08 Wastewater (provide Sodium 90169 Pioneer Americas, Inc. — 2/10/2001 12/31/2002 12/31/2007 CAO Contract Complete Per Finance Report 8/1/07 emus to � ater an 8/13/08 Wastewater provide Liquid Alum) 90169 General Chemical Corp. 2/1/2001 12/31/2002 12/31/2007 CAO Contract Complete Per Finance Report 8/1/07 Chemicals to rest ater an 8/13/08 Wastewater(provide Ferrous Chloride) 90169 Kemiron Pacific 2/1/2001 12/31/2002 12/39/2007 CAO Contract Complete Per Finance Report 8/1/07 Chemicals to rea water an 8/13/08 Wastewater(provide Liquid Cationic 90169 Sweetwater Technolo ie 2/1/2001 12/31/2002 12/31/2007 CAO Contract Complete Per Finance Report 8/1/07 342-2 8/13/08 video imaging system n ce, Picturelink 90133 Spillman Technol les, 11 2/10/2000 5/12/2000 5/12/2005 CAO Contract Complete Per Finance Report 8/1/07 —VV346 ater an coating rotes : Edna 4/17/08 Saddle 98-70 West Coast Industrial Cc 10/7/1997 3/27/1998 3/27/2003 CAO Contract Complete Per PW Report 7/23/07 onstrucf on of ater Transmision Main Replacement 96-36B Whitaker contractors Inc 2/10/1998 _ not s 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 alar Ffeclamation Facility Tank Drain I 351 Pump Replacement 9219 Special Service Contract 9/10/1998 ' 11/13/1998 8/31/2007 1 CAO Contract Complete Per PW Report 7/23/07 alar ec amation Facility, Installation 352 of En Efficient Li htin 90068 Action Electric 4/18/2000 6/26/1998 6/14/2002 8/31/2007 GAO Contract Com rete Per PW Report 7123/07 356 4/17/08 Web Design and Development Services 9207 Ernest & Allen, Inc. 8/6/1999 8/6/2004 CAO Contract Complete per Finance Report 8/1/07 358 8/13/08 Windows 95lmplementation Services 400.9690.542.554 Accelerated Technol i 10/24/1996 1 3/31/1997 3/31/2002 CAO Contract Complete Per Finance Report 8/1/07 362 Waterline Replacement Project 2000-01 90156 Nicholas Construction 6/21/2001 5/21/2002 8/31/2007 CAO Contract Com fete Per PW Report 7/23/07 367 Asbestos Abatement Project 9608B APC Contractors 3/22/1999 4/30/1999 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 368 8/13/08 As halt Material 90028 Hanson A regates 7/1/1999 7/12/1999 7/12/2004 CAO Contract Complete per Finance Report 8/1/07 390 Auto Parkway Well Removal 98-66 Specialty Const. 9/2/1997 10/31/1997 8/31/2007 Statler Contract Complete Per PW Report 7/23/07 391 Bank Stabilization pro ect - Old Garden C 9661 Ne ranti Construction 9/21/1995 10/31/1995 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 392 Bank Stabilization Project - SLO Creek to 97-34 R. Burke 1/6/1997 . 1/24/1997 19196, 12/27194 2/1/1997 8/31/2007 CAO' Contract Complete Per PW Report 7/23/07 394 i Belt Filter Press - Wtr. Reclamation Faclll 96-96 & 96.95A Total Western A=Brown 8/31/2007 cc Contract Complete Per PW Report 7/23/07 395 Bicycle Lane Striping Program 1994 9418 R. Burke 10/14/1994 5/26/1995 8/31/2007 CAO Contract Complete Per PW Re rt 7/23/07 396 Blkewa Improvements - Santa Rosa St 400. 9000 R. Burke 7/26/1995 8/25/1995 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 397 Building Demolition 1015 Orcutt, 3262 Bu 99608C A & S Metals 1/28/2000 3/24/2000 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 398 8/13/08 Bus Purchases (2 buses) Gill' 8/20/1996 6/13/1997 6/13/2002 CC Contract Com lete Per Finance Report 8/1/07 400 8/13/08 CAO/ACAO Division of Duties S121Y Shannon Associates 6/26/2000 9/26/2001 9/26/2006 CAO Contract Complete Per Finance Report 8/1/07 401 8/13/08 Tree Removal for Canker Disease at La 90139 Jon Greenes Tree Servi 9/15/2000 2/9/2001 2/9/2006 CAO Contract Complete Per Finance Report 8/1/07 402 Carbon Filtration Tank 97-27 Northwest Carbon 2/5/1997 2/26/1997 8/31/2007 CAO Contract Com late Per PW Report 7/23/07 403 Chip Seal Coat Pro ect 94-21 Franklin Const. 10/4/1994 11/18/1994 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 404 Chorro Area Neighborhood Traffic Calmi 95-01 Tyner Paving 5/17/1996 6/18/1996 8/31/2007 McCluskey Contract Complete Per PW Report 7/23/07 405 My Hall HVAC Improvements Project 93-47 Brummel, Myrick 2/4/1994 6/1/1995 8/31/2007 CC Contract Complete Per PW Report 7/23/07 406 City Hall Painting 9238 Spiess Construction Co. 8/24/1999 10/7/1999 10/7/2004 CAO Contract Complete Per PW Report 7/23/07 407 4/17/08 Seismic Safety and HVAC Improvements 9101-540-553 R.P. Richards, Inc. 5/20/1996 2/20/1998 2/202003 CAO Contract Complete Per PW Report 7/23/07 4/17/08 Material Testing and Inspection for the Sl 95-19D Earth Systems Consulta 5/2/1996 3/11/1997 3/11/2002 CAO Contract Complete per PW Report 7/23/07 4/17/08 Cit Hall HVAC Boiler Replacement 9101-A Diamond Air Conditionin Poor Richard's Press 11/6/1995? 3/13/1996 3/13/2001 CAO Contract Complete Per Finance Report 8/1/07 Contract Complete Per Finance Report 8/1/07? 408 8/13/08 C Services Contract 9685 2/29/1996 8/20/1999 8/20/2004 CAO 409 4/17/08 Cost of Services Stuqj 90036 DMG Maximus 12/21/1999 1 1/12/2001 1/12/2006 CAO Contract Complete Per Finance Report 8/1/07 411 Corp. Yard Gate 9852 Central Coast Fence 7/31/1998 10/20/1998 8/31/2007 CACI Contract Complete Per PW Report 7/23/07 412 8/13/08 Co ,Yard Fueling & Gate Control Equip 9562-541-564 RLW Equipment 7/21/1995 10/20/1995 10/20/2000 CAO Contract Complete Per Finance Report 8/1/07 413 8/31/07 CO ration Yard Ex ansion Landsca in 93-19 A but not E Sam Furlin 1/10/1995 4/12/1995 4/12/2000 ICAO Contract Complete Per PW Report 7/23/07 414 Computerized Ticket Writing System 90021 T2 Systems, Inc. 5/27/1999 6/2/2000 6/2/2005 CACI Contract Complete Per Finance Report 415 Contaminated Materials Testing 90297 Cirrus Environmental, In 1/5/01, 11/2/0 1/2/2002 1/2/2007 CAC? Contract Complete Per PW Report 7/23/07 417 Creek Bank Debris Removal:Slo Creek 98-84 Souza Eng. 11/4/1997 11/26/1997 8/31/2007 CAC} Contract Complete Per PW Report 7/23/07 418 Creek Bank Repair --3026-3046 Ht uera 98-83 J. Madonna 11/4/1997 11/26/1997 8/31/2007 CAC! Contract Complete Per PW Report 7/23/07 419 Creek Bank Repairs:Slo Creek WR Faclli 98-82 J. Madonna 11/4/1997 11/26/1997 8/31/2007 CAC} Contract Complete Per PW Report 7/23/07 420 4/17/08 San Luis Creek Public Art Sculpture 9271 Sandra Kqy Johnson 5/14/1999 1/1/2000 1/1/2005 CACI Contract Complete Per Finance Report 8/1/07 422 4/17/08 Crime Scene Evidence Collection Vehlclt 90172 The Sirchie Group , Vahle 10/3/2000 121812000 12/812005 CAO Contract Complete Per Finance Report 811107 423 Handicap Ramp Construction Project - V 94-27 Brinar 8/2/1995 3/15/1996 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 424 Demolition Site Project 609 Palm at Nip 95-50A Souza Eng. 5/13/1997 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 426 Downtown Pavi 2001 90204 R. Burke 7/25/2001 9/12/2001 10/24/2001 11/26/2001 10/24/2006 cao Contract. Complete Per PW Report 7/23/07 427 Downtown Street Name Sin Installation 90162 Chrisp Company 8/31/2007 cao Contract Complete Per PW Report 7/23/07 428 Emergency Generator 98-88 San Luis Powerhouse 1/16/1998 2/29/2000 8/31/2007 cao Contract Complete Per PW Report 7/23/07 429 Emerson Park Pla round Neighborhood 9622A Dennis Land. 8/20/1996 3/6/1997 8/31/2007 CC Contract Complete Per PW Report 7/23/07 430 Entry Signs SLO 95-46 Vernon Edwards 6/17/1997 10/21/1997 8/31/2007 cc Contract Complete Per PW Report 7/23/07 o, �_ — ontract , omp ete er of nan Porti T107; 432 8/13/08 Fire Suppression Personal Protection E 9867 Wildfire Pacific Inc. 9/30/1997 9/30/1998 9/30/2003 CAO mnt not in file 433 Fire Station No. 3 Remodel Pro eCt 99803D Santa Margarita Corpora.` 3/31/2173 1/17/2002 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 8/13/08 Fleet Mana ement & Maintenance Revi 2/1/2002 2/1/2007 CC Contract Complete Per Finance Report 1/8/07 434 90200 Spectrum Consultants, Ir 4/16/2001 90069 Foothill Associates Envir 7/5/2000 95-19D, 95-19$, MarWal/R.Baker, Maino, Earth S1996, 435 Old Creek Habitat Conservation Plan 4/30/2002 8/31/2007 cao Contract Complete Per PW Report 7/23/07 437 Headquarters Fire Station Const. Mgt., Bi 9/20/96, 5 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 438 Firing Range Improvements 90051 Spqqhity Construction 3/16/2000 4/27/2000 8/31/2007 cao Contract Complete Per PW Report 7/23/07 439 French Park Subdrain 94-22 Complete Devetcpment `__ 7/11/1994 5/15/1995 8/31/2007 CAO Contract Complete Per PW Report 7123/07 . Contract Complete Per Report ; and 440 Fuel Tank Storage Above Ground 90018 A & B ITEQ Storage Systems, 1 7/2/1999 112000, 8/151 8/31/2007 CAP Contract Complete Per Finance Report 8/1/07 441 Foothill Bride (Temporary) @ Stenner C 9019713, C, A Souza Engineering Can ctin , Inc.; t#I1712002, 1111 8/31/2007 Contract Complete Per PW Report 7/23/07 442 8/13/08 Portable Generators 4 90005 Quinn Company 7/22/1999 1/31/2000 1/31/2005 CAO Contract. Complete Per Finance Report 8/1/07 443 Hanson & Gularte Creeks Diversion Stru 90-80 Madonna 9/3/1997 12/3/1997 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 444 4/17/08 H rp.Cleaner/Combination Jetting & U8 90066 Municipal Maintenance 3/3/2001 8/10/2001 8/10/2006 CAO Contract Complete Per Finance Report 8/1/07 445 4/17/08 Groundwater Basin Evaluation Study 90140 Tear! Engineerin and N 1/30/2001 9/21/2001 9/21/2006 CAO Contract Complete Per Finance Report 8/1/07 446 Johnson Ave Railroad Crossing Seismic 992328, A Buckland & Ta lor9519 7/30/2001 4/27/2003 8/31/2007 cao Contract Complete Per PW Report 7/23/07 4/17/08 9258 Merrill Lynch 11/25/1998 12/5/2001 12/5/2006 Statler? Contract Complete Per Finance Report 8/1/07 447 Investment Services 448 8/31/07 Janitorial Maint. Services 9654 Pacific Coast 10/13/1995 1 6/30/1997 6/30/2002 CAO Contract Complete Per Finance Report 8/1/07 449 Jack House Carriage Barn Rehabilitation 9624 A, B. C C=Maino Construction C /12/01, 10/211 !30!002111200 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 450 Jennifer Street Ped.05, ie'$rid a Desig 94-03A RRM Design 7/1/1994 4/30/1998 8/31/2007 CC Contract Com ete Per PW Report 7/23/07 451 Johnson Ave. Rehabilitation & For but le 90136 Madonna Construction C 7/30/2001 2/26/2002 8/3112007 Ican Contract Complete Per PW Report 7/23/07 452 Kozak Buildh Demolition Proj 895 Pal 94-26 Madonna, Heritage DisrAvedes, Inc. 3/31/1995, 9/29/1 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 453 La Una Lake Nature Park Phase 1 Amendment no. 1(a reement: Mana ern 99134 Dennis Landscape 1/24/2000 5/11/2000 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 454 4/17/08 9722 Wheelarator Water Tech 11/1/1998 12/19/2000 12/19/2005 CC Contract Complete Per Finance Reprot 8/1/07 455 Manhole & Wetwell Coatis Pro'ect 9202 paragon Painting 9/16/1998 12/1/1998 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 456 Marsh Street Repaying Pro acts 95-32 WHIdarVMadonna/Granit 11195, 8/25/95 96, 4/19196, 11 8/31/2007 CC Contract Complete Per PW Report 7/23/07 457 Meadow Park Install New Path Lighbrig 90098 JPL Electric 6/19/2001 11/26/2001 8/31/2007 Finance Contract Complete Per PW Report 7/23/07 458 4/17/08 Pick up Trucks (3) Midsize 9681-600-562 Mullahs Ford 3/1/1996 4/30/1996 4/30/2001 CAO Contract Complete Per Finance Report 8/1/07 459 8/31/07 Mission Plaza Public Restroom Remodel 95-12B Diamond Air Cond. 6/18/1996 6/18/2001 CAO Contract Complete Per PW Report 7/23/07 460 Mission Plaza Expansion: Concept Desi 9028 Firma 1/27/1998 2/4/2000 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 461 Morro 879 Utility Office 99229 RRM Design, Sandra Ka 2/23/1999 , 12/12100, 3 8/31/2007 CC Contract Complete Per PW Report 7/23/07 462 Mitchell Park Improv, Pro. Design Servic 94-09A Caminiti 11/2/1994 1/1/1997 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 463 N.ei hborhood Park Improv.-Vista Collad 96-22B Oasis 8/21/1996 1/22/97, Ut9 8/31/2007 CAO Contract Complete Pef PW Report 7/23/07 464 4/17/08 Netware 4.1 Upgrade 9671 Intelis s-Mis 8/26/1996 12/20/1996 12/20/2001 CAO Contract Complete Per Finance Report 8/1/07 679 Morro St. Office Renovation Agreemi 992296 David Sca Constructi 2/3/2000 3/28/2001 3/28/2006 CAO Contract Complete Per PW Report 7/23/07 465 4/17/08 Network Security Services 9003 Network Systems Int r 3/11/1999 1/7/2000 1/7/2005 CAO Contract Complete Per Finance Report 8/1/07 466 Manhole & Sewerline- Oceanaire 90022 Sanchez Co. 10/25/1999 3/21/2000 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 467 4/17/08 Office Application Software Training 9725 Comp USA 10/24/1996 3/14/1997 3/14/2002 CAO Contract Com tete Per Finance Report 8/1/07 468 8/13/08 Old Headquarters Fire Station Sale 9713 Rossetti Company 10/25/1996 5/1/1997 5/1/2002 CAO Contract Complete Per Finance Repoli 8/1/07 470 Park Renov. Proj. Trail Restoration Ahead 90-96 A & B A=R, Burke, B=Souza C 112/98,912519 7/7/1998 8/31/2007 'CAO Contract Complete Per PW Report 7/23/07 471 Park Renov. And Improv. - Santa Rosa P 93-43ABCDE D=Furlin, A=RRM, E=De 13195, 11/30/ 9/15/1995 8/31/2007 'CAO Contract Complete Per PW Report 7/23/07 472 Park Renovation Pro ectla urea Lake Pa 90960 R. Burke 11/4/1998 1/25/1999 11/15/1995 1/25/2004 CAO Contract Complete Per PW Report 7/23/07 Contract Complete Per PW Report 7/23/07 474 parking Lot #3 Extension Old Kozak) 95-20 R. Burke 8/21/1995 8/31/2007 CAO 475 Downtown Restroom - Construction; Publ 90108 Maino Construction Com 1, 3/20/01, 11 4/5/2002 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 476 Parkin Lot Temporary 860 Pacific Streel 9708 Maino Construction 11/4/1998 12/14/1998 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 477 Parking Lot Extension Palm and Ni iso 995508 Sansone Const. 3/22/1999 7/23/1999 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 478 4/17/08 lParking Meter Collection Service 19674 Brett A. Cross FSC 2/1/1996 1 2129/2000 2/29/2005 I CAO Contract Complete Per Finance Report 811/07 479 4/17/08 Amendment 4 with Sean's Sweeping Sen 97-32 Sean's Sweeping Servic 7/30/1998 2/29/2000 2/29/2005 CAO Contract Complete Per Finance Report 8/1/07 Amendment no. 3 97-32 Sean's Sweeping Servic 3/23/1998 2/29/2000 2/29/2005 CAO Contract Complete Per Finance Report 8/1/07 Amendment no. 2 97-32 Sean's Sweeping Servic 2/25/1998 2/29/2000 2/29/2005 2/29/2000 2/29/2005 2/29/2000 2/29/2005 1/31/2000 1/31/2005 1/31/2000 1/31/2005 CAO Contract Complete Per Finance Report 8/1/07 Amendment no. 1 97-32 Sean's Sweeping ServiC 7/18/1997 CAO Contract Complete Per Finance Report 8/1/07 Parking lot cleaning services 97-32 Sean's SweepinServie 2/5/1997 CAO Contract Complete Per Finance Report 8/1/07 480 4/17/08 Parking Meter System 510-9859-521-55 Duncan Industries 12/3/1997 CAO Contract Complete Per Finance Report 8/1/07 481 4/17/08 Parking Meter Housings 99859 Duncan Industries Parkin CAO Contract Com late Per Finance Report 8/1/07 482 4/17/08 Parking Security Services Five Cities Secure , Inc.. -7/7/1999 8/12/1998 2/29/2000 2/29/2005 ICAO Contract Complete Per Finance Report 8/1/07 483 8/13/08 Parking Security Services B & P Security A enc 7/31/1997 8/30/1998 8/30/2003 10/21/1998 10/21/2003 3/25/1998 3/25/2003 CAO Contract Comptete Per Finance Report 8/1/07 Contract Complete Per Finance Report 8/1/07 484 4/17/08 Self -Propelled Paver 9825 Nixon -Egli Equipment Co. CAO 485 4/17/08 Pennington Creek Steelhead Restoration 85-28 John L. Wallace & Assoc1/15/1997 CAO Contract Complete Per PW Report 7/23/07 Amendment 1 to Nreement. 95-28 John L. Wallace & Assoc5/12/1997? 3/25/1998 3/25/2003 CAO Contract Complete Per PW Report 7/23/07 Amendment 2 to Agreement 95-28 John L. Wallace & Assoc10/7/1997 3/25/1998 3/25/2003 CAO Contract Complete Per PW Report 7/23/07 486 Pennington Creek Steelhead Restoration 9528 Maino Construction, Stat 6/9/1998 1/25/1999 1/25/2004 CC Contract Complete Per PW Report 7/23/07 487 4/17/08 Pick up Trucks (2) Midsize 9862 Mullahey Ford 10/3/1997 10/31/1997 10/31/2002 CAO Contract Complete Per Finance Report 8/1/07 488 4/17/08 Document Imo In 1Mana ement S em 90166 American Benefit Serve " 8/28/2000 7/31/2001 7/31/2006 CAO Contract. Complete Per Finance Re ort 8/1/07 489 Police Station Flooring 9226 Cinderella Carpeting 3/23/1999 10/6/1999 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 490 Police Department Interior Painting 9602 Tim Karp Painting 3/9/1999 4/12/1999 8/30/2007 CAO Contract Complete Per PW Report 7/23/07 491 8/13/08 Purchase of Police Motorcycles 9641-500-556 SLO City Cycles 11/16/1995 1/18/1996 1/18/2001 CAO Contract Complete Per Finance Report 8/1/07 492 4/17/08 Police Patrol Sedans 11 9800 Mullahe Ford 8/16/1997 8/29/1997 8/29/2002 CAO Contract Complete Per Finance Report 8/1/07 493 4/17/08 Police Sedan One 9244 Mullahe Ford 8/28/1998 9/30/1998 9/30/2003 CAO Contract Complete Per Finance Report 8/1/07 495 8/13/08 Police Station HVAC Improv. 9549 Wi htons Refri . 6/19/1995 9/8/1995 9/8/2000 CAO Contract Complete Per Finance Report 8/1/07 496 pot but tens Pipe Replacement Project 90063A Whitaker Contractors, In 1/25/2001 5/9/2001 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 497 Prado Road Pro act Study Report 94-OBA Nolte & Associates 7/31/1996 3/14/1997 3/14/2002 CAO Contract Complete Per PW Report 7/23/07 498 Prefumo Arm Dred9l9j 'ect-Material 90026 & A 90026=Wood Bros., A= 8!9!99, 9/18/9 11/8/1999 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 499 4/17/08 Radio Communications Equipment Install 99890 Communications Ente 9/23/1999 8/2/2001 BJ212006 CAO Contract Complete Per Finance Report 8/1/07 500 Railroad Bike Path Phase I Construction 9098.520.552 J. Madonna, RRM, Mich 5/17/1996 9/17/1998 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 501 Railroad Recreation Trail - Phase II Recreation and Parks Office Bldg. Desi 9614 & A R. Simons Company, A= 10/16/1998 3/17/2002 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 502 94-13 A & B B=Carroll Building, A=13 !16/94, 6/19/9 5/22/1996 8/31/2007 CC. CAO Contract Complete Per PW Report 7/23/07 503 Ramona St. Speed Hump and Bulbout 96-88 Maino 3/26/1997 7/15/1997 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 504 Railroad Water Tower Restoration Carlo 9100A Specialty Constr. 4/3/1998 1 8/28/1998 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 505 Reservoir Canyon Waterline 9560 Maino Construction 6/9/1998 10/16/1998 8/31/2007 CC Contract Complete Per PW Report 7/23/07 506 Reservoir #1 Liner/Floating Cover 97-51 CW Neal 8/26/1997 10/31/1997 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 507 Reservoir #2 Fence Reconstruction 9208 Fence Facto 6/8/1998 9/2/1998 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 508 Roofing Pro'-Old Cam le Library, Senjoi 98506 Qu lino Roaring 5/12/1999 7/21/1999 2/1/2001 8/3112007 CAO Contract Complete Per PW Report 7/23/07 509 Santa Rosa Skate Park Expansion 99235 Maino Construction 9/26/2000 8/31/2007 CACI Contract Complete Per PW Report 7/23/07 510 $lois Court Retain)ng Wall Construction 9218 Sansone Const., Bo le 9/16/1998 12/23/1999 8/31/2007 CAO Contract Cam lete Per PW Report 7/23/07 511s Santa Rosa Bqq a Replacement 9344F Whitaker Contractors, In 7/21/1999 5/25/2000 8/31/2007 CAO Contract Complete Per PW Re ort 7/23/07 512 Santa Rosa Ballfield Restroom/French P 94-20 A & B A=Fraser B=Holland 0/13/94, 7!719 1/23/1996 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 513 4/17/08 Furnish one portable Sewage Pump 90004 California Environmental 5/21/1999 5/25/1999 5/25/2004 CAO Contract Complete Per Finance Report 8/1/07 515 Sewermain Improv. Project - Broad i-inco 96-91 Madonna 11/21/1997 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 516 Sewer Improvement Pr9jest: Chorro-Isla 90178 D-Kal Corporation 6/11/2001 8/21/2001 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 517 Sewer Lines :Various Locations 90025 Isituform Techolo ies 9/16/1999 5/11/2000 8/31/2007 CACI Contract Complete Per PW Report 7/23/07 518 Sewer/Water/Street Improvement Pro :S 90151 Granite Construction 2/5/2001 3/5/2002 8/31/2007 GAO Contract Complete Per PW Report 7/23/07 519 Sewermain Improv. Pro. Morro, Montere 94-10 R. Burke, Howard Carrot 5/9/1994 8/10/1994 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 520 Sewermain Improv, Project Breck & Fairy 96-73 W-72 Bullard Sons Granite Construction 2/26/1996 4/12/1996 10/2/1997 8/31/2007 8/31/2007 CAO CAO Contract Complete Per PW Report 7/23/07 Contract Com Isle Per PW Report 7/23/07 521 Sewermain Improv.-Street Reconst Casa 522 Sewer Main Improvement Pra ect Rallroe 9880A RMR A=Ross M.J. Constructi 5/25/1999 8/13/1999 3/3/2001 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 Contract Complete Per PW Report 7/23/07 523 Sidewalk Construction Various Locations 8820, A, B 11/8/2000 8/31/2007 CAC) 524 Sidewalk Removal & Replacement 89.00 90045 Souza, S.J. 12/22/1999 3/6/2000 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 525 Sidewalk Removal & Re lacement 2001-1190294 Maino Construction Com 10/19/2001 1/24/2002 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 526 Downtown Sidewalk Scrubbing Services 95-15 Brendler Janitorial 1/23/1994 6/30/1997 1 8/3112007 CAO Contract Complete Per PW Report 7/23/07 527 Sinsheimer Park Building Painting 90115A Superior Construction 5/31/2001 8/6/2001 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 528 Sinsheimer Stadium Fencin 99096D Central Coast Fence 8/22/2000 11/2/2000 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 _. Sinsheimer Stadium Landscaping 99699A Dennis L.ansca in 11/7/2000 1/24/2001 _ 4 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 529 pia round Renovation — Sinsheimer 96-58A Brinar Const.. 9/26/1997 8/31/2007 530 10/20/1997 CAO Contract Complete Per PW Report 7/23/07 9 Water lines Sierra Way & Industrial 9252 MGE 6/11/1999 8/26/1999 8/31/2007 CAO 531 Contract Complete Per PW Report 7/23/07 532 Material Removal Prefumo Arm & La un 95-14 J. Madonna 9/14/1995 10/31/1995 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 534 Sinsheimer Pool Renovation Sinsheimer Baseball Stadium Drainan a 9216 Southland Construction 9/16/1998 2/12/1999 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 535 96-57 Sosa Const. 10/12/1995 11/15/1995 8/31/2007 12/23/1994 8/31/2007 4/30/1996 4/30/2001 6/30/1993 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 536 Sinsheimer Swim Center Bank Stabilizati Solid Waste Franchise and EnvironrnianU 94-05 Complete Dev, Serv. 8/30/1994 CAO Contract Complete Per PW Report 7/23/07 537 4/17/08 9531 Hilton Farnko f & Hobso 5/4/1995 CC Contract Complete Per Finance Re 8/1/07 538 Southern CA Gas Co. Environmental Sit 93-11 Seacor 5/24/1993 CC Contract Complete Per PW Report 7/23/07 539 Street Rehabilitation South Hi uera 90078 R. Burke Christianson Chevrolet California Pavement Mai 1/16/2001 12/13/2001 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 540 4/17/08 Sport Utility Vehicle Purchase 90060 3/14/2000 3/31/2000 3/31/2005 CAO Contract Complete Per Finance Report 8/1/07 541 Street Microsurfacing Project 90007 4/28/1999 10/7/1999 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 Brinar Const 3/10/2000 7/17/2000 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 542 Storm Drainage Replacement: Various LI.LO047 Brinar Const. 9/12/1996 11/1/1996 8/31/2007 CAO Contract Complete Per PW Re rt 7/23/07 543 Storm Drain Const. Broad and H gh 96-97 Madonna 1/12/1998 5/8/1998 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 544 Storm Drain Improv. Cerro Romauldo &I 98-18A 545 Storni Drain Improv. EI Cerito/Flora 'Ease 96-05E Madonna 12/16/1996 5/5/1997 8/31/2007 CC Contract Complete Per PW Report 7/23/07 546 Storm Drain Improv,_ Hutton & Branch 98-18B J. Madonna 1/21/1998 5/8/1998 8/31/2007 CAO Contract Com tete Per PW Report 7/23/07 547 Storm Drain Reconst. Osos St. 97-05 Maino 10/11/1996 1/6/1997 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 548 Storm Drain Improv. Hlguera & Osos 95-32AA Bullard Sons 3/6/1996 4/26/1996 12/5/1996 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 549 Storm Drain Improv. Islay & Morro 96-05D Tierra Cont. 10/11/1996 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 550 Storm Drain Improv. Islay and Santa Ros 96.05B Souza Eng. 10/11/1996 1/8/1997 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 551 Storm Drainage Replacementt Various L 90168 S.J. Souza Construction 1/23/2001 8/9/2001 8/31/2007 CAO Contract Complete Per PW Re rt 7/23/07 552 Street Reconstruction and Resurfacin 96.04 R. Burke 6/30/1997 12/2/1997 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 553 Storm Drain Im rov.- Three Locations 99818C Madonna Const. 8/13/1999 1/7/2000 813112007 1 CAO Contract Complete Per PW Reegni 7/23/07 554 Storm Drain Improv. Lizzie Johnson Wild 95-39 R. Baker 6/8/1995 8/25/1995 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 555 Storm Drain/Water Line Improv. Rau et• 98-78 90011 Madonna Granite Construction 1/29/1998 5/8/1998 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 556 Street Reconstruction and Resurfacin S 7/9/1999 1/28/2000 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 558 Street SIUYY Seal 2001 90138A Graham Contractors, Inc5/10/2001 9/13/2001 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 559 Street Seal Coat Pro ect 1996 96-29 Valley Surrey 7/18/1996 11/18/1996 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 560 Street Seal Coat Project 1997 97--57 Vall2y Surrey 8/28/1997 12/18/1997 8/31/2007 CAO Contract Complete Per PW Re rt 7/23/07 561 Street Reconstruction and Resurfacing F 9822A Union Asphalt, Inc. 1/21/1999 7/21/1999 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 562 Street Seal Coat Project 9214 Valley Surrey Seal 7/13/1998 3/8/1999 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 563 4/17/08 Street Sweeper Purchase GCS Inc. 4/9/1996 10/25/1996 10/25/2001 CC Contract Complete Per Finance Report 8/1/07 Street Widening Project.Northside Orcutf 9823 R. Burke 9/24/1998 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 564 1/25/1999 Swim Center Bathhouse Water Heater R4 90102 Santa Ma arita Constru 11/1/2000 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 565 2/12/2001 566 Swim Center Improv. - Alarm 96-68 Sylvester Security 4/4/1997 9/17/1997 9/17/2002 CAO Contract Complete Per PW Report 7/23/07 567 Swim Center improvement 96-69A Rarig Const. 8/5/1996 1/22/1997 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 568 :Taylor Gym Floor Resurface 96-23 Sport Court 8/19/1996 8/27/1996 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 569 4/17/08 Lift Station Telemeta Systems and Rei 4/17/08 Three Wheel UR14y Scooter 9638-512-556 Communications Solutio TO Equip. 7/1/1996 9/29/1997 6/30/1997 12/5/1997 6/30/2002 CAO Contract Complete Per Fianance Report 8/1/07 570 9860 12/5/2002 CAO Contract Complete Per Finance Report 8/1/07 571 Restroom Throop Park Desi nlConstruot 99828 Maino Construction Co. N5101, 11/1019 12/4/2001 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 573 Traffic Model MINUTP Engineering Servi 96-11 Fehr & Peers 10/14/1996 3/12/1998 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 574 Trafiie Irn act Study Albertsons Broad St 600.200.420.655 CCS Planning and Engin 12/5/1995 4/2/1997 8/31/2007 CC Contract Complete Per PW Report 7/23/07 576 Transfer Pump Station Motor Control EQL 9885 Thoma Electric 2/10/1998 1/15/1998 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 577 Tree Planting Grant pro . various locals 94-06 A & B Sam Furlin Landscape, 6/22/1994 8/5/1994 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 578 4/17/08 Tree Pruning Services 9686 Golden Bear Arborists 6/18/1996 6/30/2000 6/30/2005 CAO Contract Complete Per Finance Report 8/1/07 579 4/17/08 Truck,'% Ton pickup Park Maint. 9530-530-556 Paso Robles GMC not s eo 6/20/1995 6/20/2000 CAO Contract Complete Per Finance Report 8/1/07 580 4/17/08 Truck - one midsized pickup 9860 Mullahey Ford 12/18/1998 12/21/1998 12/21/2003 CAO Contract Complete Per Finance Report 8/1/07 581 4/17/08 1-Ton Flat Bed Truck w/ Crane 9683-510-556 Roberts Chev. 9/27/1996 11/15/1996 11/15/2001 CAO Contract Complete Per Finance Report 8/1/07 One 3/4 Ton Service Body Truck with C 9682-510-556 Robert's Chevrolet 9/30/1996 11/15/1996 11/15/2001 CAO Contract Complete Per Finance Report 8/1/07 582 4/17/08 Trucks 2 - 1 % ton cab and chassis units 9747B Mullahe Ford 4/21/1997 7/25/1997 7/25/2002 CAC Contract Complete Per Finance Report 8/1/07 583 4/17/08 4/17/08 Truck 1 '/2 ton 9644-505-556 Hysen Johnson Ford Mar-96 10/11/1996 3/31/1999 10/11/2001 CAO Contract Complete Per Finance Report 8/1/07 584 Turf Mover-4 wheel drive 9236 Bob Hicks Turf E uipme 1/28/1999 3/31/2004 CAD Contract Complete Per Finance Report 8/1/07 587 4/17/08 Utility Chemicals 9261 Commerce, Jones, Kemi 1/5/1999 1/31/2000 1/31/2005 ICA0 Contract Complete Per Finance Report 8/1/07 588 4/17/08 Utility Chemicals 9876 Western States, Comme 12/11/1997 1/31/1999 1/31/2004 CAD Contract Complete Per Finance Re 8/1/07 590 Utility Trench Repair Spring 2001 99801 Maino Construction Co. 4/27/2001 8/9/2001 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 591 Utilit Trench Repair 90137 ISO= Engineering 5/10/2000 8/8/2000 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 592 Utiti!y Trench Re air 9203 & B & C 9203--Souza Constructio 8/26/1999 01999, 10/1 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 593 I Utility Trench Repair Pro 1994 94-17 Whitaker 6/2/1994 9/16/1994 9/16/1999 CAO Contract Complete Per PW Report 7/23/07 594 �Ulility Trench Re air Pro ect 96-33 Dennis O'Brien 9/4/1996 12/23/1996 8/31/2007 CAO Contract Complete Per PW Ra rt 7/23/07 595 Utility Trench Repair Project 97-36 Madonna 4/16/1997 6/27/1997 6/27/2002 CAO Contract Complete Per PW Report 7/23/07 598 4/17/08 Portable vacuum excavator 90062 Pacific Tek Inc. 5/19/2000 1 10/30/2000 10/31/2005 CAO Contract Complete Per Finance Report 8/1/07 599 Valve BeEfacemenlYlFlre Hydrant Installat 9222 Special Service Contract 1/19/1998 4/13/1999 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 600 Vista Lago Pla round Improvements 90095 Spiess Construction 6/20/2000 3/13/2001 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 601 4/17/08 Voice Mail System Installation and Maint Laboratory Analyses for Water & Wastevq 9508-542-556 COM-AID 11/10/1995 3/29/1996 3/29/2001 CAO Contract Complete Per Finance Report 8/1/07 602 4/17/08 90208 FGL Environmental Anal 8/4/2001 12/31/2002 12/31/2007 CAO Contract Complete Per Finance Report 8/1/07 603 4/17/08 Water and Wastewater Laboratory Anal 9262 FGL Environmental, Crem 8/9/1999 7/23/2001 7/23/2006 1 CAO Contract Complete Per Finance Report 8/1/07 John MOSS, Amendment no.1 Anal teal Lab Services 9262 FGL Environmental 10/9/2000 7/23/2001 7/23/2006 Utilities Contract Complete Per Finance Report 8/1/07 604 4/17/08 Water Treatment Plan and Water Recla 96-08-29 FGL Environmental 11/25/1996 2/28/1999 2/28/2004 CAO Contract Complete Per Finance Report 8/1/07 605 Water Distribution Irnprovemenl:Tatt Stre 9204 Maino Construction 9/14/1998 11/19/1998 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 606 Water Reclamation Facility Biosolid Stara 9212 A.J. Diani 10/21/1998 2/8/1999 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 609 Water Meter Replacement Project 90064 Metron-Farnier 3/2/2000 7/31/2000 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 610 Water Reclamation Facility #1 Waterline 97-23 Dennis Land. 2/19/1997 4/8/1997 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 611 Water Reclamation Facility #3 Water Vai 97-20 Tierra Cont. 10/11/1996 12/16/1996 8/31/2007 CAO Contract.Com lets Per PW Report 7/23/07 612 Water Reclamation Facility Clarifier 1 & 3 9869 Special Service Contract 7/31/1998 11/9/1999 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 613 Water Reclamation Digester #1 Re pair 9667 & B Nationwide Digester, B=,, 5/21/1996 /14196, 8/2219 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 614 Water Reclamation Facility Digester #2 E 97-49 A & B A=United Liquid W.15 i 8/29/1997 2?J97, 12/101 8/31/2007 FCAO Contract Complete Per PW Report 7/23/07 Water Reclamation Facility Pavement Re 9755 R. Burke 7/2/1998 9/18/1998 8/31/2007 CAO 8/31/2007 CAO 11 615 Contract Complete Per PW Report 7/23/07 Contract Complete Per PW Report 7/23/07 618 Waterline Improv. Proj. Various Location 94-11 O'Brien 10/27/2004 2/15/1995 619 Waterline & Sewerline Improv, tit uera $& 94-12 Madonna 12/16/1994 8/25/1995 8/31 /2007 JCAO Contract Complete Per PW Report 7/23/07 620 Watermain Improvement Pre ects:Variiou 9893 Whitaker Contractors, In 4/23/1998 11/25/1998 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 621 Watermain Improv. Pro. Bisho Au usta 9201 J. Madonna 3/26/1998 6/19/1998 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 622 Water Treatment Plant Clarifier Weir Rep 96-53 Clearwater Const. 3/4/1996 5/14/1996 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 623 Water Treatment System Well 1415 EI C 95-58 Central Coast Wtr. Treat 8/22/1996 9/27/1996 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 624 Water Storage Tank Repair Terrace and Whale Rock Pipeline Relocation Project 90-84 Robison-Prezioso 9/6/2009 7/22/1997 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 625 99242 Whitaker Contractors, In 3/16/1999 11/7/2000 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 627 Watermain Improv. P[21. -Albert, Chaplin 9879 Special Service Contra 9/30/1998 4/13/1999 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 628 Waterline Replacement Project -Various L 90033 Maino Construction 6/15/2000 5/1/2001 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 629 Waterline Improvement Pro ect:Lcomis S 90303 Lopez V. Jr. & Sons Bac 11/19/2001 2/5/2002 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 630 Water Reclamation Facility Digester #3 E 90046A, B A=S na ro West, Inc., B=Blair & Sons1U131/2001.4151 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 631 Water and Sewermain Improvement Pro' 9875 J. Madonna 5/18/1998 12/22/1998 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 632 Waterline Relocation Gularte Creek Water Distribution Project -Felton... 9272 Whitaker Contractors, In 7/6/1999 8/19/1999 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 633 8/31/07 90031 Amick Construction 10/8/1999 3/21/2000 3/21/2005 CAO Contract Complete Per PW Report 7/23/07 634 8/31/07 Water/Sewer Distribution Prof ect Johnsor 99220 R. Burke 8/11/1999 3/15/2000 3/15/2005 CAO Contract Complete Per PW Report 7/23/07 635 Water Storage Tanks Cathodic Protectiot 9268 Wilson, Lee Electric 9/29/1999 7/7/2000 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 636 Water Reclamation Facility Trilckling Fllte 90023 Howard Ridley Cpm an 5/10/2000 10/3/2000 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 637 8/31/07 Water Valve Replacement Pro'. 1995 Vai 90-83 John Madonna Constru 5/14/1996 5/14/1996 10/21/1996 7/29/1997 10/21/2001 CAO Contract Complete Per PW Report 7/23/07 638 Water Valve Replacement Pro'. 96-97 9083.97 Richard Simons 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 639 Whale Rock Facility -Paving & Drainage 9816 R. Burke 11/2/1998 1/25/1999 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 640 Whale Rock Reserv. Transmission Main 96-40 Fu ro West 7/1/1996 3/1/1997 8/31/2007 CAO Contract Complete Per PW Report 7/23/07 1-02 New Sidewalk Construction 01-02 90262 Maino Construction 1/4/2002 4/12/2002 12/2007 CC Contract Com lets Per PW Report 7/23/07 2-02 Downtown Transfer Center 99267-90553 R. Burke Corporation 1/4/2002 312712003 3/27/08 CAO Contract Complete Per PW Report 7/23/07 Curb Ramp Installations 99868D R. Burke Corporation 1/412002 6/28/2002 8/31/07 CAO 3-02 Contract Complete Per PW Report 7/23/07 Utility Trench Repair 90228 WhitakerContractors, 1/22/2002 3/28/2002 3/28/2007 CA 7-02 Inc. Contract Complete Per PW Report 7123/07 Evaluation of Raw Water Conveyance 90304 Villalobos & Associates 2/1/2002 41512402 4/5/2007 CA 8-02 Pi eline Contract Complete Per PW Re ort 7/23/07 9-02 City Hall Window Replacement 90285 Contractors Glass 2/5/2002 4/2/2002 4/2/2007 CA Company Contract Complete Per PW Report 7/23/07 Wheelchair Lifts on SLO Transit Buses 90268 Complete Coach Works 1/25/2002 12/1/2002 12/1/2007 CA 10-02 Contract Complete Per PW Report 7123/07 Digital Map Conversion and Database 99228 Applied GeoDetics, Inc. 1/22/2002 11/1512002 11/15/2007 CAO 11-02 4/17/08 Enhancement Services Contract Complete Per Finance Report 8/1/07 Amendment no. 1 99228 Applied GeoDetics, Inc. 4/5/2002 11/15/2002 11/15/2007 CAO Contract Complete Per Finance Report 8/1/07 Polybutylene Service Replacement 900638 Vulcan Construction & 2/12/2002 6/5/2002 8/31/2007 CA 12-02 Maintenance Inc. Contract Com tete Per PW Report 7/23/07 13-02 4/17/08 SCBA Units and Face Masks 90312 Bauer San Francisco 1/29/2002 613012002 6/30/2007 CAO 9/30/2002 Contract Com tete: Per Finance Report 8/1/07 14-02 4/17/08 Police Dept. Computer File 90290 Systems Technology 1/7/2002 9/30/2007 CAO Server H w!ett Pa rd i Contract Complete Per Finance Report 8/1/07 OsosllslaylLeff Street Rehabilitation & 90295 R. Burke Corporation 2/14/2002 6/25/2002 6/25/2007 CAO 16-02 Waterline I Contract Complete Per PW Report 7/23/07 Clerical and Management Classification 90302 Koff and Associates 3/7/2002 12/31/2002 12/31/2007 CAO 18-02 8/13/08 na i d Contract Complete Per Finance Report 8/1/07 Goundwater Production-increased water 99124,90551 Cipath & Associates 3/13/2002 2/1/2003 2/1/2008 CAO 19-02 —m nds_ mloration Contract Complete Per PW Report 7/23/07 21-02 8/13/08 Cleaning and Repairing Treated Wate 90226 C.W. Neal Corporation 3/19/2002 6/25/2002 6/20/2007 CC Liner n Contract Comprvofr fete Per PW Report 7/23/07 Storm Drainage Inlet Replacement- 90308 Madonna Construction 3/21/2002 6/25/2002 6/25/2007 CAO 22-02 Various LocatIons Contract Complete Per PW Report 7/23/07 23-02 4/17/08 Rodriquez Adobe Neighborhood Park 90273 Maino Construction 4/17/2002 7/1/2002 7/1/2007 CAO Landscape Improvements Contract Complete Per PW Report 7/23/07 ...:_ 4/17/08 Wireless LAN Review and Vendor 90050A Redrock Wireless 4/16/2002 6/30/2007 CAO 24-02 6/30/2002 racl D v Io m icati4 Contract Complete Per Finance Re rt 8/1/07 Watermain Improvement Project: Motel 90230 John Madonna 5/3/2002 9/3/2002 9/3/2007 CAO 28-02 Contract Complete Per PW Report 7/23/07 30-02 4/17/08 Wireless Communications Facility at 90318 - Lingular Wireless 4/16/2002 3/21/2002 3/21/2007 CC Santa Rosa Park. Memorandum of Contract Complete Per Finance Report 8/1/07 Rosemont Terrace Hili Fencing 90177 Central Coast Fence, 5/30/2002 9/3/2002 9/3/2007 CAO 34-02 Inc, Contract Complete Per PW Report 7/23/07 36-02 Michell Park Playground 99827 Maino Construction 5/31/2002 3/4/2003 3/4/2008 CAO Contract Complete Per PW Report 7/23/07 Repair and recoating of Clarifier 4 of 90305 7/1212002 10/14/2002 10/14/2007 CAO Gierlich-Mitchell, Inc. 45-02 W F Contract Complete Per PW Report 7/23/07 _ WRF Digester #1 Empty & Clean 90325A Redisuals Processing, 7/12/2002 8/22/2002 8/22/2007 CAO 46-02 Contract Com tete Per PW Report 7/23/07 Street Slurry Seal 2002 90324 Intermountain Slurry 7/24/2002 10/15/2002 1011512007 CAO 47-02 Sead. r.Contract Complete Per PW Report, 7/23/07 Murray Adobe Seismic Retrofit 99831 Maino Construction 7/28/2002 11/22/2002 11/22/2007 CAO 48-02 Contract Cam tete Per PW Report 7/23/07 51-02 8/13/08 Repair and recoating of Clarifier 5 of 90305 Gierlich-Mitchell, Inc. 8/8/2002 10/14/2002 10/14/2007 CAO Contract Complete Per PW Report 7/23/07 5/16/2003 5(16/2008 Water Reclamation Facility Digester #1 90325B Spiess Construction 8/28/2002 52-02 8/13/08 10/8/2002 10/8/2007 CAO Repair Contract Complete Per PW Report 7/23/07 11/19/2002 11/1912001 CAO 1123 Mill Building Material Removal 90313 APC Contractors 8/30/2002 53-02 4/17/08 CC Contract Complete Per PW Report 7/23/07 Upper San Luis Obispo Creek Dam 90296.90553 Souza Construction, Inc. 8/29/2002 54-02 8/13/08 Contract Complete Per PW Report 7/23/07 10/3/2002 10/3/2007 CAO moval Proiect 99699B International Pavement 9/4/2002 3/14/2003 3/14/2008 Sinsheimer Park Parking Lot 55-02 8/13/08 Im r vem nts_ glut.!_ons 3/27/2003 3/27/2008 CAO Street Reconstruction/Resurfacing - 90321 Madonna Construction 9/10/2002 56-02 8/13/08 5(5(2008 CAO Contract Complete Per PW Report 7/23/07 2/27/2003 2/27/2008 CAO Marsh Street Bridge Silt Removal 90083 Papich Construction 10/17/2002 64-02 8/13/08 Contract Complete Per PW ',Report 7/23/07 South Oceanaire Neighborhood Curb 90322 Granite Construction 1 012 8/20 02 70 02 4/17/08 utter,Driveway and Street Repairm 3/27/2003 3/27/2008 Com tete Per PW Report 7/23/07 Whale Rock Pump Station Surge Tanks 99817 Maino Construction 10/31/2002 72-02 4/17/08 CG 5/26/2004 5/26/2009 Contra3 HVAC Improvements at Corporation 90116 Brannon, Inc. dba Smith 111512002 73-02 8/13/08 Yard and i3us }N�ln_t_snen Yard— Utility Trench Repair 90231 Elec 'aMice Maino Construction 11/14/2002 79-02 4/17/08 Slack Water Tank Overflow 90198 Papich Construction 12/10/2002 83-02 4/17/08 Water Improvement Project Tierra Contracting Inc. 2-03 8/13/08 90229 1/7/2003 Water Supply Wells Floyd V. Wells Inc. 3-03 8/13/08 90140-90553-A 1/3/2003 Laboratory Analyses Services WWT BC Laboratories, Inc. 4-03 8/13/08 80208 1/15/2003 Consulting Services for Water Reuse 2/28/2003 28-03 rxW—i . �n n n arnranAmani 99124-90557A 5/16/2003 5(16/2008 CAO Contract Complete Per PW Report 7/23/07 10/8/2002 10/8/2007 CAO Contract Complete Per PW Report 7/23/07 11/19/2002 11/1912001 CAO Contract Complete Per PW Report 7/23/07 4/3/2003 4/3/2008 CC Contract Complete Per PW Report 7/23/07 5/5/2003 5/5/2008 CAO Contract Complete Per PW Report 7/23/07 10/3/2002 10/3/2007 CAO Contract Complete Per PW Report 7/23/07 3/14/2003 3/14/2008 CAO Contract Complete Per PW Report 7123/07 3/27/2003 3/27/2008 CAO Contract Complete Per PW Re art 7/23/07 5/5/2003 5(5(2008 CAO Contract Complete Per PW Report 7/23/07 2/27/2003 2/27/2008 CAO Contract Complete Per PW Report 7/23/07 2/27/2003 2/27/2008 CAO Contract Complete Per PW ',Report 7/23/07 CAC 6/27/2003 j 6/27/2008 Contract Complete Per PW Report 7/23/07 GAOContract 3/27/2003 3/27/2008 Com tete Per PW Report 7/23/07 CAO 412412003 --024120@ inance Report 811/07 Contra�Comple�tl CG 5/26/2004 5/26/2009 Contra3 clerkcity / / / August 13, 2008 TO: Audrey Hooper, City Clerk Jonathan P. Lowell, City Attorney FROM: Elaina Cano, Deputy 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. All records will be destroyed by their staff with the City Clerk's office. Please sign below indicating your approval for the destruction of the attached listing of records. Audrey H�Iplrl City Jerk GJonath P. Lowell, City Attorney CERTIFICATE OF DESTRUCTION I, Elaina Cano, do hereby certify that the records listed on the attached were properly disposed of on Original: City Clerk Copy: Department CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TfTLE RETENTION PERIODS VM , VITAL OFFICE OF CODE SECTION Appeals Audio Tapes or Di ital Recording Files Cablecast Schedule for Gov. Access Channel_ 20 (In years unless otherwise noted) ACTIVE *Ac- VE, ,- toTAC, 5 P P 2 2 2 2 RECORD Clerk Clerk Clerk REMARKS _ GC34090(d) Original appeal is part of the agenda packet _ GC34090.7 GC34090 ! Council Agenda Packets 5 P _ P yes yes Clerk GC34090(d) Council Brochures S P P Clerk GC34090(d) Keep one for historical purposes Council "Notes" 2 _ 2 Admin GC34090(d) Council Policies & Procedures S P P u Clerk GC34090(d) Keep one for historical purposes Council Resumes CU 2 CU+2 Admin GC34090(d _ Council Subcommittee Assignments 8 8 Clerk GC34090(d) Hot Files 2 2 Clerk GC34090 d Includes Lo Minutes P P yes yes Clerk GC34090(e) Oaths of Office P P Clerk .GC34090 d Petitions to Council 2 3 5 Clerk GC34090(d) Advisory, non -election related. If part of agenda packet, retain permanently. Proclamations 2 2 Clerk GC34090(d) Proposition 218 Ballots/Protest letters 5 P P yes yes Clerk Constitution (keep with agenda packet) Public Comment and Speaker Slips 2 2 Clerk GC34090(d) Red File Items (i.e; correspondence) i 5 P P Clerk GC34090(d) Original red file is part of the agenda packet Red File Log 2 2 Clerk GC34090(d) Video -Tapes/DVDs 6 months 6 months Clerk GC34090.7 Recycle 302 COMMISSfONS, COMMITTEES BOARDs Agenda/Agenda Packets 51 P Pes es Various GC34090(e) Audio Tapes 2 24 Various GC34090.7 Bylaws S P P yes Various GC34090 e Membership File: (Appointed AB members applications, oaths, correspondence, etc.) T + 1 4 T+5 yes Clerk GC34090(d) ApelicationsLnota pointed) CL + 1 1 2 Clerk GC34090(d)v T Minutes P P as yes Various GC34090(e) Recruitment File: Includes correspondence, Maddy Act notices, misc. ads, and information 2 2 Clerk GC34090(d) Resolutions P P es es Various GC34090(e) Rosters CU P, P yes yes Clerk GC34090(d)_ Video Tapes/DVDs 304 CITYADVISORY Y BODIES . - Advisory Body Handbook 6 months S P 6 months P yes Clerk Clerk GC34090.7 GC34090(d) Keep one for historic reasons GC34090 d Advisory Body Trainin 2 3 5 Cferk Annual Adviso BodX Recognition 2 31 5 Clerk GC34090(d) Miscellaneous/Ad Hoc Advisory Bodies CU 51 CU+5 Clerk GC34090(d bf CU=Current CL=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded IN = Image/Microfilm/Fiche Records For Destruction August 2008 Applications that were appointed Various applications five years after term has expired, termed out, or deceased Applications not appointed Various applications 2005 and later Agenda Reports Various agenda reports 2002 and later Letters/Correspon./Memorandum Various letters (acceptance, not appointed, and assorted) 2002 and later Oaths Various Oaths 2002 and later Destruction of various documents from: Architectural Review Committee Area Agency on Aging Bicycle Committee Board of Appeals CTAC Cultural Heritage Committee Downtown Association Housing Authority Human Relations Committee Jack House Committee Joint Recreational Use Committee Mass Transportation Committee Parks and Recreation Commission Personnel Board Planning Commission Promotional Coordination Committee Tree Committee Zone 9 eziids.."oa#. Police Department ECEIV'° AUG 0 4 2000 July 23, 2008 sL® CITY CLERK To: Deborah E. Linden, Chief of Police Jonathan Lowell, 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 and or deleting from our Records Management computer system and our Laser Fiche document imaging system. 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: Destruction of reports made in between October 1999 and the beginning of August 2002 with case numbers beginning with 991021045 through 020801063 that contain the following types of reports: Traffic Collisions Tow Reports Incident Reports Misdemeanor Crime Reports Please sign below indicating your approval for the destruction of the above listed r ords. Deborah E. Linden Jonathan Lowell Chief of Police city Attorney CERTIFICATION OF DESTRUCTION certify that the records listed above were properly disposed of on K rri os blum Communications & Records Manager mac% it CITY OF SAN LUIS OBISPO RETENTIOWDISPOSITION SCHEDULE TITLE RETENTION PERIODS UM VITAL OFFICE OF CODE SECTION _RECORD - - Y (in years unless otherwise noted) RECORD _ REMARKS :J1GTi IL=� 'Il 1, i 114 0 '°, &TOT1AL General Information 2 21 Utilities GC34090(d Recycling 21 31 5 Utilities GC34090 d) _ Trash Service Cul 61 Utilities GC34090(d). 1300 POLICE POLICE ADMINISTRATION Accident Review Board Reports 5 I 5 Police GC34090(d) Administrative/ Internal Investigations CL + 2 3 CL + 5" Police GC34090(d) ' Retain longer when requested by the Chief of Police Background Investigations - Hired T $ T+5 Police Background Investigations - Non Hired CL 2 CL + 2 Police GC34090(d)_ Business Permit Flies - Massage, Taxi, Solicitors CU 2, CU + 2 Police GC34090(d) / SLOMC Title 5 Citizen Complaints CL +2 31 CL+5 Police GC34090(d Concealed Weapon Permit Records CU A/E + 2. A/E + 2 Police GC34090(d) _ Employee Training Records _ T 5T T+5 Police GC34090(c) Juvenile Detention L s/Surve s/Mvrdhl Ra its Cu 2 CU+2 Police GC34090(d) Special Orders Manuals 5 P P es Police GC34090(d)_ 'Staff Meeting Notes 2 2 Police GC34090 Use of Force SupervIsM Review Reports 4.1 Police GC34090(d) POLICE GO'MMUNICATI.ONS Tapes Audio. Tele hone and Radio Communications ilei) days1 18_months[, 21_ 1 I Police IGC34090.6 Pbwot` EVIDIWi ,r. In Car Rworde(i Data 4.° 1-1{ Police JGC 34090.6 `:POLICE RECORDS Crime Reports - Crimes Against Property CL + 5 CL + 5 Police GC34090(c) Daily Lag _ _ _ 2 2.- Police GC34090(d Incident Reports - Except Death and Mfssing Persons 2 2 Police GC34090(d) Statistical UCR Reports 10 10 Pol`ce_ GC34090(d) Sub eona Log 21 2 Police GC34090(d) Traffic Accident Reports 3 3 Police GC34090(d) Traffic Citations 2 2 Police GC34090(d Traffic Fatalities 3 P P yes Police GC34090 c Traffic Property Damage Only 3 3 Police GC34090.7 15N.:FIRE ApparatusNehicle T,1' 1 T+2 Fire GC34090 / BCCR3203 Repair and Maintenance - Department Mechanic Arson Investigations - Evidence PP Fire PG799 Support prosecution resulting in homicide Arson Investigations - Evidence CL 6 CL+6 Fire PC800 Great bodily harm, inhabited I B/C & Staff Los �~ Fire structure or property GC34090(d) CU 4 5 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 Records Title / Subtitle RETENTION PERIODS OFFICE OF Statutory Reference Comments Electronic File Paper Copy RECORD _ Active / Inact/ Total Active / Inact/ Total Background Investigations - Not Hired CL 2 CL +2 GC 34090(d) Massage, Taxi, Permits CU (current) CU 2 CU +2 GC 34090(d)/SLOMC 5.56.150 Concealed Weapon Permit Records CU CU A/E+2 A/E +2 Juvenile Detention Logs/Survey/Monthly reports CU 2 CU +2 GC 34090(d) Audio Recordings- Telephone and Radio 1 mo 23mo 2 r GC 34090.6 Video Recordings - in -car video footage 2 2 GC 34090.7 / CCP 335.1 - exception: held as evidence Arrest and Citation Register 2 1 1wk GC 34090 (d) (idiced info stored indefinetly on currents stem) Court Log 2 2 GC 34090 (d) Subpoena Log 2 2 2 2 GC 34090 (d) Daily Calls for Service Log 1wk in lobby 2 r GC 34090(d)- printed every 12 hours to document call closure at the time. Can be reprinted but may contain updated information. Survey Responses 2 2 GC 34090(d) Surveys, respnses correspondence with other agencies requesting statistical data Narcotics Information where no arrests or filings 2 GC 34090(d) Retained by division until no longer useful for investigative purposes H&S Sections-11357(b),(c),(d), or (e) or H&S 11360 - purged from electornic and or pa er for and any computer refernces 2 - from conviction or date of arrest if no conviction 2 - from conviction or date of arrest if no conviction H&S 11361.5(a) Exception: violation H&S 11357(e) by a juvenile. The record shall be retained until offender attains the age of 18 years. Video Recordings - in -car video footage 5 5 GC 34090 (d) Superviosry review report of the incident Recovered Stolen Vehicle Reports R +5 (recovered) Date of Recover + 5 Years if no arrest is made. Citations 5 5 GC 34090 (d) Collision Reports 5 5 GC 34090.7 and GC 34090 (d) with the exeption of fatalities News Releases 5 5 GC 34090 (d) Employee Training Records T (termination) T 5 T +5 GC 34090(c) Background Investigations T (termination) T 5 T +5 For hired employees Citizen Complaints CL (case closed) CL 5 CL +5 GC 34090 (d) Pure after case closed + 5 years Administative Accident Review CL 5 CL +5 GC 34090 (d) Administrative/Internal Investigations CL case closed) CL 5 CL +5 GC 34090 (d) Retain longer when requested by PD Chief Incident and Non -criminal Reports 15 5 1 1 1GC 34090 (d) Exception Death and Missing Persons cases Misdemeanor and Infraction violation cases 5 5 exceptions: related unserved warrants, identifiable items which have not been recovered, unadjudicated arrests (except H&S 11357_/11360), eresently involed in civel or criminal litigation Informant files CL 10 CL +10 Crimes involving stored Guns 10 10 CLETS P&P if gun is stored as evidence Felony Crimes 10 10 PC 804 - Prosecution of an offense punishable by imprisonment in state prison for 8 years or more must commence within 6 years after offense committed. Public Intoxication Arrest 10 10 Cause for arrst but not a criminal offense. Operations Directive Manual CU CU P (permanent) permanent for historic reference Statistical UCR Report CU P (permanent) permanent for historic reference Special Orders Manuals CU CU P(permanent) ermanent for historic reference All Arrest Reports P exception: mandated destruction pursuant to sections: PC 290(d)(4) & 851.8, H&S 11361.5(a),(b),(d),&(e), W&I 781(a), 826(a), 826(b). Sex Registrant files - Juvenile P For the life of the Registrant or when sealed per W&I 781 Sex Registrant files - Adult P For the life of the Registrant or removed from sex offender registry per PC 290(a)(2)(f) Narcotics Registrant I indenfinatel) From date of release or termination ofprobation/parole H&S 11594 Arson Registrant - Juvenile I Until age 25 or when record sealed per W&I 781 Arson Registrant - Adult I For the life of the registrant - PC 457.1(b)2 - after 1994 lifelong Supplemental, Felony capital crimes, crimes punishable by death/life in prisonment P P No statute of limitations for prosecution: Murder, kidnapping for ransom, treason, procuring execution by perjury, train wrecking, assault with deadly weapon by a life -term prisoner, bombing resulting in death or bodily injury, making defective war materials that cause death. PC 799 (case by case whether they are stored electronic or paper) Officer involved shooting CL 25 CL +25 Fatal Traffic Collision P P GC 34090 (c) Embezzlement of Public Funds P PC 803 - From elder or dependant adult Fire Arms - lost or stolen P P Not Located - Entered in CLETS - CLETS P&P Missing Persons - Active P P Not Located - Entered in CLETS - CLETS P&P Kidnapping - Active P P Not Located - Entered in CLETS - CLETS P&P Child Abuse, Neglect, Molest P No statute of limitations - PC 799 Death cases P P Homicides P P No statute of limitations - PC 799 Note: with the exception of mandated orders to purge reports indices of information will remain_ in the computer for statistical analysis. Note: High profile cases will be stored in original format. cay.1 s.... " OIL." Police Department E — E I. , July 23, 2008 AUG 0 4 2006 To: Deborah E. Linden, Chief of Police SLO CITY CLERK Jonathan Lowell, 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 according with that policy and schedule, certain records have been identified as eligible for destruction. City of San Luis Obispo Retention/ Disposition Schedule: CAO Reports — 5 Years — GC34090(d) — May 7, 2003 Communications Recording System Purchase Spec. No. 90394 / March 20, 2003 Request For Proposal for a Digital Communications recording System. Bids, RFPs (unsuccessful) — CU +2 — GC34090/ CCP337/ SLOMC 3.24.170 — Executive Communications System, Dictaphone Copr., CVDS Inc., Goserco Inc., Stancil Corp. Bids, RFPs RFQs (successful) — AU +5 — GC34090/ CCP337/ SLOMC 3.24.170 — Voice Print International, Inc. The method of destruction will be by shredding and recycling and or deleting from our Records Management computer system and our Laser Fiche document imaging system. No records will be destroyed prior to the approved retention period. We will begin destroying the records upon receiving your written authorization below. The Modestroyed ed in Jude: Deborah E. Linden Jonathan Lowell Chief of Police City Attorney CERTIFICATION OF DESTRUCTION I certify that the records listed above were properly disposed of on f �Ke Ro enblum Communications & Records Manager CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLERETENTION — Service Requests Utility Billin Re ister 412 FINANCIAL REPORTS Audited Financial Statements Bonds Payable and Other Long -Terra Indebtedness f Budget Document (Financial Pian) PERIODS UM VITAL On years unless otherwise noted) -. Ad�'V'F r?INACTIVi5 '!-OTAL 11 3 AU+3 1 3 AU+31 IFinance I 10 P P T+3 T+3 P1 P OFFICE OF RECORD Finance & IT & IT Finance & IT Finance & IT Finance & IT CODE SECTION T _ REMARKS_ GC34090(c) GC34090 c) _ GC34090(c) GC34090(c) / CCP337.5 / GC53921 GC34090(c) Fixed Asset Subsidiary Ledger includes inventory)_ MonthlyFinancial Statements 1 Audit year 4 5 i AU+4 AU+5 Finance & IT f=inance & IT GC34090(cl/ 26CFR301-65-1 f GC34090(c) Other Financial Reports 1 31 AU+311 Finance & IT GC34090 c State Controller Reports 5 51 AU+10 Finance & IT GC34090(c) _ Surplus Property List 1 3 AU+3 Finance & IT GC34090(c) _ 500 HUMAN R9SOURCLS Applications (unsuccessful applicants) CL+1 41 CL+5 HR 29 CFR 30.8 / GC12946 Department of Motor Vehicles Records T+1 T+1 4 T+5 HR HR GC12946 29 USC 255 (a Discrimination Complaint Employee Discipline T+1 2 T+3 HR GC34090(c) Employee Files T+1 4 T+5 yes yes HR 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) Erriployment Eiigibility Verification - Immigration/Naturalization Service T T + HR GC34090(c) Equal Em to ment Opportunity Flits Tj 3 3 HR GC34090(c) General Corres ondence 2i 2 HR GC34090(d) _ Insurance/Benefits 1 3 AU+3 HR 29CFR1627.3 b 2 _ Isar Neotlations T+1 2 T+3 HR GC34090(c) Risk Management Claims Against The Cit CL+1 4 CL+5 HR GC34090 Risk Management Reports CL 5 CL+5 HR GC34090 Safety T 3 3 HR GC34090(c) Temporary Employees T 5 T+5 HR 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) Tuition Reimbursement 1 2 AU+3 HR GC34090(c) _ Wellness Files T TI HR GC34090(d) Workers Com ensation T+1 29 T+30 es HR 29CFR1910.20 600 PURCHASING & CONTRACTING 601 PURCHASING Bids, RFPs (unsuccessful) CU 2 CU+2 + Various GC34090 / CCP337 / SLOMC3.24.170 _ Bids, RFPs, RFQs (successful) C AU 5 AU+5 Various GC34090 / CCP337 / SLOMC3.24.170 City -Owned Proporty/Property Mana ement P P yes Clerk GC34090(a) _ General Information 2 2 Various Surplus Pnerty AuctiordDis sal AU 4 AU+41 Finance CCP337 Surplus Property Listing AU 2 AU+21 I Finance IGC34090 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 RETENTIOWDISPOSITION SCHEDULE RECORD TITLE ENTION PERIODS UM s unless tithe wise hnmdl Y ACTIVE,: INACTIVE :TOTAL_-, D/R D/R VITAL_ OFFICE OF RECORD _ CODE SECTION —' 7_�(_In REMARKS 4 COPIES or DUPLICATES of documents for which a department is not COPIES Duplicates and copies distributed to -the office of record various departments for informational purposes may be destroyed by the departments when they are no longer useful for reference. ELECTRONIC DOCUMENTS Electronic copies of paper records should be kept no longer than retention period specified in this schedule. If electronic documents are also in a paper format both must be destroyed at the same time. 100 GENERAL ADMINISTRATION 101 OFFICE GENERAL MANAGEMENT CAO Reports 2 3 ' S P _ Various GG34090 d -- City Informational Brochures, Publications, Newsletters S P Various GC34090(d) Keep one for historical _ pur oses City-wide Policies and Procedures S P P Various GC34090(d) Keep one for historical urposes _ Correspondence - External 21 2__.__ � Various GC34090(d)J GC34090(d) Correspondence - internal (excluding CAD Reports - see above) 2 2 Various S+5 ! Departmental Policies/Procedures �� S 5 Various GC34090(d) General Information in -House Committees 2 1 CU 2 Various G034090(d) 5 CU+5 Various GC34090(d) May be kept for research/historic purposes 2 5 Various Various GC34040(d) GG34090(d) Staff Meeting Notes 2 102:OFFICE:REF 0—E Annual De artmental Reports 2 31 Chronolooical Files 2 2 Various GC34090(d) Communq Organizations 2 3 5 Various GC34090(d) Complaints 2 2 Various GC34090(d) General Information 2 2 Various GC34090(d) Positive Feedback How are we doing? forms) 2 2 Various GC34090(d Professional Associations 2 2 Various GC34090(d) Publications 'ournals, eriodicals) D/R _ D/R Various Nota public record 103.FORMS MANAGEMENT ::: x:•;,� Blank Forms S . S Various 'Retain while current - destruction notice not required — 1 EGORDS-MAMA GEMENT CU=Current CL=Closed/Compleled P=Permanent D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/Fiche MEMORANDUM DATE: July 8, 2008 TO: John Moss Jonathan Lowell FROM: Cheryl Blair SUBJECT: REQUEST FOR RECORDS DESTRUCTION RECEIVED JUL T 5 2008 .0 CITY CLF; 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 shredding by The Docuteam. Please sign below indicating your approval for the destruction of the attached listing of records and return this form. Lowell/City Attorney r.niiri� tiTE OF DESTRUCTION I, Cheryl Blair, do hereby certify that the records listed on the attached were properly disposed of on�J5/O� Records to be Destroyed # Description Date 1 Sue Baasch (Admin Analyst) Correspondence 1991-2003 Dan Gilmore (Utilities Engineer) Correspondence 1994-2004 Mise Utilities Dept Correspondence 1988-2004 Gag Henderson (Water Div. Manager) Correspondence 1995-2004 Dave Pierce (Water Projects Manager) Correspondence 1995-2000 David Zweig (Water Projects Manager) Correspondence 1992 Doug Marks (Interim WW Div Manager) Correspondence 1989 WWTP Project (C-06-1215) Correspondence 1977-1978 Water Treatment Plant Upgrade Correspondence 1991-1995 Pretreatment Correspondence 1988-1992 Rob Livick (Water Reclamation Coordinator) Correspondence 1991-1992 2 Desalination Project documentation 1991 Cloudseeding Project documentation 1991-1992 3 La una Lift Station Foreemain Upgrade Project Proposals 1999 4 Lease agreement for 879 Morro — GST Call America Exp. 1999 Agreement w/Steven Smith for telemetry e ui ment Exp. 6/1996 Agreement w/Timothy Cleath for Well Test Borings Exp. 12/1990 5 Contract & Construction Documents for WW Treatment Project C 1978-1983 6 Water Reclamation Facility Annual Monitoring Reports 1989-1994 C 7 Pretreatment Pro am Annual Reports 1988-1994 CITY OF SAN LUIS OBISPO RETENTIOWDISPOSITION SCHEDULE CU=Current CL=Closed/Compleied P=Permanent D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/Fiche RECORD TITLE RETENTION PERIODS UM VITAL i _OFFICE OF CODE SECTION _ (In years unless otherwise noted) _ -- — Y` ACTIVE .� INACTIVE TOTA44, COPIES or DUPLICATES of documents for which a department is not D/R D!R T I _ RECORD REMARKS_ _ Duplicates and copies distributed to the office of record various departments for informational purposes may be destroyed by the departments when they are no longer 'useful for reference. ELECTRONIC DOCUMENTS Electronic copies of paper records should be kept no longer than retention period specified in this schedule_ If electronic documents are also in a paper format both must be destroyed at the same time. 100 GENERAL ADMINISTRATION' 101 OFFICE GENERAL MANAGEMENT' CAO Reports 2 3 5 Various GC34090(d _ City Informational Brochures, Publications, Newsletters S P P Various GC34090(d) Keep one for historical purposes City-wide Policies and Procedures S P P Various GC34090(d) Keep one for historical Correspondence - External purposes _ GC34090(d) !_ 2 2 Various r Correspondence - Internal (excluding CAO Reports - see above) 2 2 Various _ GC34090(d) GC34090(d) Departmental Policies/Procedures 4 S 5• S+5 Various eneral Information 2 2 Various GC34090(d) In -House Committees CU 5 CU+5 Various GC34090(d) May be kept for research/historic purposes Staff Meeting Notes 2 2 Various GC34040(d) 102:,OFFICE REF8RENCF-:_ Annual Departmental Reports 2 3 51 Various GC34090(d) Chronological Files 2 2 Various GC34090(d) Community Organizations 2 3 5 Various GC34090(d) Complaints 2 2-1 Various GC34090(d General Information 2 2 Various GC34090(d) Positive Feedback How are we doing? forms) 2 2: Various GC34090(d) Professional Associations 1 21 2 Various GC34090(d) Publications .ournals,periodicals) D/Rj Various Not a public record 103 FORMS MANAGEMENT Blank Forms S S1 Various Retain while current - destruction notice not required 1 tECORDS MANAGEMENT-- CU=Current CL=Closed/Compleied 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 RETENTION/DISPOSITION SCHEDULE RECORD TITLE _ I _ RETENTION PERIODS UM VITAL OFFICE OF CODE SECTION _ Service Requests _ 1 (in years unless otherwise noted) ; ,FAQ TIVE -. INACTIVE - TOTAL 1 31 AU+3 RECORD Finance & IT REMARKS GC34090(c) Utility Billing Register 412 FINANCIAL REPORTS Audited Financial Statements 11 10 31 P1 AU+31 P1 Finance & IT Finance & IT GC34090 c GC34090(c) Bonds Payable and Other Long -Term Indebtedness T+3 T+3 Finance & IT GC34090(c) / CCP337.5 / GC53921 Budget Document (Financial Plan) P P Finance & IT GC34090(c) Fixed Asset Subsidiary Ledger (includes inventory) 1 4 AU+4 Finance & IT GC34090(c) / 26CFR301-65-1 f Monthly Financial Statements Audit year 5 AU+5 Finance & IT GC34090(c) Other Financial Re orts 1 3 AU+3 Finance & IT GC34090(c) State Controller Reports 5 5 AU+101 inance & IT GC34090 c v Surplus Property List 500 HUMAW.08: OURGES Applications (unsuccessful applicants) 1 CL+1 3 4 AU+3j 11 CL+5 Finance & IT HR GC34090(c) 29 CFR 30.8 / GC12946 Department of Motor Vehicles Records T+1 HR GC12946 Discrimination Complaint Employee Discipline T+1 T+1 4 2 T+5 T+3 HR HR 29 USC 255 (a)a GC34090(c) Employee Files T+1 4 T+5 yes yes HR 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) Employment Eligibility Verification - Immigration/Naturalization Service T T HR GC34090(c) Equal Employment Opportunity Reports T 3 3 HR GC34090(c) General Correspondence 2 2 HR GC34090(d) Insurance/Benefits 1 3 AU+3 HR 29CFR1627.3 b 2 Labor Negotiations T+1 2 T+3 HR GC34090(c Risk Management Claims Against The Cit CL+1 4 CL+5 HR GC34090 Risk Management Reports CL 51 CL+5 HR GC34090 Safety T 3 3 HR GC34090(c) Temporary Employees T 5 T+5 HR ' 45CFRl068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) Tuition Reimbursement 1 2 AU+3 HR GC34090(c) _ Wellness Files Tj T; HR GC34090(d) Workers Compensation T+1 1 29 T+301 yes I HR 29CFR1910.20 600 PURCHASING & CONTRACTIN 601 PURCHASING ,Bids, RFPs (unsuccessful) CU 2 CU+2 I Various GC34090 / CCP337 / 0 13ids, RFPs, RFQs (Successful) City -Owned PropertyJProperty Management AU P 5 AU+5 P es Various Clerk -C—C GC34090 /GC34090 /-C—CP-337 / SLOMC3.24.170 GC34090(a) General Information 2 2 Various Surplus Property Auction/Disposal _ Sur !us Pr operty Listing AU AU 4 2 AU+4 AU+2 Finance Finance ICCP337 JOC34090 N CU=Current CL=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superseded I/M = Image/Microfilm/Fiche CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE RETENTION PERIODS VM VITAL OFFICE OF CODE SECTION REMARKS _ T�(in Successful Candidates years PP unless otherwise noted) RECORD yes Clerk EC17100 Permanent for historic value Unsuccessful Candidates E 5 E+5 Clerk EC17100 Precinct Board Appointments - appointment of precinct oficials E 6 mos. E+6 mos. Clerk EC17503(b) Precinct hand tally, copies of index, challenge list, assisted voter list E 6 mos. E+6 mos. Clerk EC17304 Confidential Roster of voters, original indices(precinct board — E 5 E+5 Clerk EC17300(a) (if no legal action) 703 CITYATTORNEY Administrative Files CUj 5 CU+5 City Attorney GC34090(d) Civil Litigation CL 10 CL+10 P City Attorney City Attorney Destroy 10 yrs. after resolution _ GC34090(a) Retain pertinent documents in perpetuity Civil Litigation regarding Property (including settlement and releases) _ _ _ Criminal Cases goingto court _ _ Criminal Citations General working files CL CL P 5 yes yes CL+5 _ City Attorney City Attorney Destroy 5 vrs. after resolution GC34090(d) Destroy when resolved CL CL CU CU _ City Attorney City GC34090 Ongoing purging to keep current/active GC34090(d Legislative Files CU 2 —C-U—+2 Property Files GENERAL LEGAL + Agreements/Contracts riot referenced elsewhere In the retention schedule CL CU P SAE P CU+5AE yes yes City Attorney GC34090 a yes yes' Clerk/Various'" ClerkGC34090{d) ICCP337 Keep 5 years after expiration. 'Current contracts are vital records. "' Contracts issued with Purchase Order may be filed with originating department. Claims/Sub eona Los 2 2 Conveyances (Deeds, Easements, Abandonments) P Pyes yes Clerk GC34090(a) Liens P P#es yes Clerk GC34090(a) Williamson Act Contracts P Pes 7 Clerk GC34090(a) 706 CAPITAL IMPROVEMENT BOAR[} CIB regiments/Contracts P P Clerk CCP337 CIB EstablishEn laws P P Clerk GC34090 e CIB Resolutions/Ordinances P P Clerk GC34090 e General Correspondence 2 2 Finance GC34090(d) Minutes P P Clerk GC34090 e 707 STATEMENTS OF ECONOMIC INTEREST General Correspondence 21 2 1 1 Clerk GC64090(d) Statements of Economic Interest 87200 Filers) T 7 T+7 Clerk GC81009(e) & CCAC Guidelines Statements of Economic Interest (City Code Filers) 71 17 GC81009(e) L-2 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 RETENTION/DISPOSITION SCHEDULE RECORD TITLE RETENTION PERIODS 1/M I VITAL OFFICE OF CODE SECTION (in years unless otherwise noted) RECORD REMARKS AC_ TIVE INACTIVE TOTAL Cull 21 CU+2 Various GC34090(d) 709 PUBLIC: IN FORMATION/COMMUNITY RELATIONS Consumer Price Index CPI General Correspondence 21 1 21 1 1 Various GC34090(d) Press Release CU 2 CU+2 Various GC34090(d 800 PUBLIC WORKS! 801 ENGINEERING -:-'- Contractor Bids (not awarded) CU CL+2 CL+2 _ Public Works GC34090(d) Exception: 3 year retention periodif Federal funds Encroachment Permits CL 4 fL+4 Public Works_ Public Works GC34090(d)Engineering _ Standards — P P GC34090 a General Corresp9ndence 2 2 Public Works GC34090(d ill"/{(w-Get�yll' ied payroll; pay estimates; original bid documents; ergilneefs'r&ily logs or inspectors' diaries; legal ads; preliminary ri(iEkowliens CU CL+2 CL+2 Public Works GC34090(d) Exception: 3 year retention period if Federal funds J66 -Files: Org specials; agrmnts; CAO/CAR-, change orders; env docs; final pay est. w/attach; notice completion; haz waste manifests/transp docs; ins Certs (all); perform bonds; proposals; spec reports (haz mat, bio, soils), submtls (matls, draw), warranty Tracts and Minor Subdivisions - Tentative P P Public Works _.. GC34090(d) 'Includes bids/plans/specs 5 5 P yes Public Works GC34090(a) Film after minimum of 10 years'. See Community Development for Final maps 802 STF3£TADQRESS<FILES . General Information 2 2 10 Public Works GC34090(d) Street files 5 5 _ Public Works GC34090(d) Review in 5 years - purge 8.03 MASS TRANSPORTATION: _ General Information 5 5 yes Public Works GC34090(d) Local-SLO Municipal Bus S stemCU 10 CU+10 es Public Works GC34090(d) Regional Elderly/Handicapped Transit _ CU 2 D/R Public Works GC34090(d) Destroy when no longer relevant Taxicabs CU 5 CU+5 yes i Public Works GC340g0 d) TrangLortation Permits CU 2 CU+2 yes Public Works GC34090(d _ Unmet Transit Needs CU 10 CU+10 es Public Works GC34090(d 804 PARKING Downtown Parking Study P P yes Public Works G034090(d) General Information 2 2 Public Works GC34090 d Parking Appeals CU+2 CU+21 Public Works GC34090(d) Parking Citations CU+2 CU+2 Public Works GC34090(d) Parkin Meters Cu 5 CU+5 yes Public Works GC34090(d) Parking Policies S 5 CU+S es Public Works GC34090(d 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 RETENTION/DISPOSITION SCHEDULE _ RECORD TITLE _ — - — - - — Public Facilities (Including pools and parks): Capital mprovements and Construction RETENTION PERIODS I/M (in years unless otherwise noted) � &',jVE INACTIVE T07AL 55 10 yes VITAL OFFICE OF CODE SECTION RECORD REMARKS Public Works GC34090(a) Public Facilities (Including pools and parks): Maintenance and Operations 5 5 10 yes Public Works GC34090(a) Scholarships CU CU P&R GC34090(d) Special Event Permits 2 3 5 P&R GC34090(d) Sports Waivers CU+1 2 3 P&R GC34090(d Triathlon Waivers CU+1 4 5 P&R GC34090(d) 1200 UTILITIESIPUBLIC'SERVICES 1201 FRANCHISES Cable TV 5 stems CU P P Admin GC34090(d) Pacific Gas & Electric CU P P Admin GC34090(d} San Luis Garbage The Gas Co. aka Southern California Gas Co. CU CU P P P P Utilities Admin GC34090(d) GC34090(d Tosco and Union Oil Co. CU P P Attorney GC34090(d) 1202 WATER:SYSTEM':.. CA De i, of Health 5 5 101 Utilities 40CFR Conservation P P Utilities GC34090(a County Water Resources Advisory Board Distribution/Maintenance/Customer 3 21 12 2 15 4 _ Utilities Utilities GC34090(d) GC34090(d) General Information Nacimiento 2 3 P 2 P Utilities Utilities GC34090(d Ongoing project Operational Plans P P yes Utilities GC34090(d) Recycling 2 2 4 Utilities GC34090(d)_" Salinas P P Utilities GC34090 e Solid Waste 3 3 6 Utilities GC34090(c) SWRCB--Ri hts/Permits P P Utilities 40CFR Telemetry P 3 6 Utilities Licenses Treatment P P Utilities GC34090(e) Water Mana ement Plan CU+2 CU+2 Utilities 40CFR Wells/Groundwater P P Utilities GC34090(a) Whale Rock/Minutes P P Utilities GC34090(e) 1203 WASTEWATER Lo I Annual Reports CU+2 CU+2 Utilities GC34090(c) Compliance Library Documents P P yes Utilities GC34090 Historical Month1V Reports Pretreatment P 5 P 5 Utilities Utilities GC34090(c) Historical purpose 40CFR Quarter) Re orfs CU+2 CU+2 Utilities GC34090(G Compliance Reclamation P P yes Utilities 40CFR SWRCB--Water Rights/Permits P P yes Utilities 40CFR Treatment P P yes Utilities GC34090 _ Wastewater Collection 2 2 4 Utilities GC34090(c) 12 }SOLID WASTE MANAGEMENT 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 e: '4!�'.c.o44. Police Department June 26, 2008 To: Deborah E. Linden, Chief of Police Jonathan Lowell, 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 and or deleting from our Records Management computer system and our Laser Fiche document imaging system. 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: Destruction of reports made in 1997 and the beginning of 1998 with case numbers beginning with 97073004 through 97114009 and 97176001 through 98004009 that contain the following types of reports: Traffic Collisions Tow Reports Incident Reports Misdemeanor Crime Reports Please sign below indicating your approval for the destruction of the above listed r cords. Deborah E. Linden Cj;an Lowell Chief of Police City Attorney CERTIFICATION OF DESTRUCTION I certify that the records listed above were properly disposed of on Kern Ros nblum Communications & Records Manager CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE RETENTION PERIODS VM VITAL OFFICE OF CODE SECTION Y"- — lin years unless otherwise noted) RECORD REMARKS ,..AGTWE- : INACTIVE TOTAL 4 General Information 2 2 Utilities GC34090(d) _ Recycling 21 31 Utilities j GC34090(d) Trash Service U Cul 51 Utilities GC34090 d 1300 POLICE POLICE ADMINISTRATION Accident Review Board Reports 5 I 5 Police GC34090(d _ _ _ Administrative / Internal Investigations CL + 2 3 CL + 5' Police GC34090(d) ` Retain longer when requested_ by the Chief of Police Back round Investigations - Hired T 5 T+5 Police r r+ Background Investi tions - Non Hired CL 2 CL + 2 Police GC34090(d) Business Permit Files - Massage, Taxi, Solicitors CU 2 CU + 2 Police GC34090.(d) 1 SLOMC Title 5 Citizen Complaints CL +2 3 CL+5 Police GC34090(d) Concealed Weapon Permit Records CU A/E + 21 A/E + 2 Police GC34090(d) E ko oa Trainin Records T 5 T+5 Police GC34090(c) Juvenile Detention L s/SurvB s/Monthl Reports CU 2 CU+2 Police GC34090(d) Special Orders Manuals 5 P P yes Police GC34090 d Staff Meeting dotes 2 21 Police GC34090 Use of Force Supervisory Review Reports 4 41 Police GC34090(d POLICE OMMUNICATIONS Tapes Audio, Telephone and Radio Communications 180 da s 18 months{ 2 Police GC34090.6 POLICE EVIDENCE In -Car Recorded Data Police JGC 34090.6 POLICE RECORDS Crime Reports -Crimes A Inst Property CL + 5 CL + 5 Police GC34090(c) Baily Log 2 2 Police GC34090(d Incident Reports - Except Death and Missing Persons 2 2 Police GC34090(d) $tatistioal UCR Reports 10 10 Police GC34090(d) Sub ona L 21 2 Police GC34090(d) _ Traffic Accident Reports 3 31 Police GC34090(d)_ Traffic Citations 2 2 Police GC34090(d) Traffic Fatalities 3 P P yes Police GC34090(c) Traffic Property Damage Onl 3 3 Police GC34090.7 1500 FIRE ApparatusNehicle T+1 1 T+2 Fire GC34090 / 8CCR3203 Repair and Maintenance - Department Mechanic Arson Investigations - Evidence P P Fire PC799 Support prosecution resulting in homicide - Evidence CL 6 CL+6 Fire PC800 Great bodily harm, inhabited rrsInvesligations B/C & Staff Logs structure or property _ GC34090(d) �� CU 4 5 Fire tV 110 CU --Current CL=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded IN = Image/Microfilm/Fiche Memorandum nij E. "Service, Pride, Integrity" Date: May 6, 2008 To: Chief Deborah Linden Jonathan Lowell, City Attorney -wty of San LUIS OBISPO RECE� EIVED JUN 2 6 2008 SLO CITY CLERK From: Sharon Olson, Administrative Assistant SUBJECT: REQUEST FOR RECORDS DESTRUCTION Police Department 1042 Walnut SLO, CA 93401 (805) 781-7317 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 and/or deleting from our Records Management computer system and our Laser Fiche document imaging system. No records will be destroyed prior to the approved retention period. We will begin destroying records upon receiving your written authorization below. The records to be destroyed include: Document and Ran e of Dates: Retention Schedule Daily Logs from 01/18/06 through 06/14/06 +2 years Please sign below indicating your approval for the destruction of the attached listing of records. L� I ie Deborah Linden c onath owell, City Attorney CERTIFICATE OF DESTRUCTION I, Sharon Olson, do hereby certify that the records listed on the attached were properly disposed of on (date). Attachment: Relevant sections of the records retention schedule CITY OF SAN LUIS OBISPO RETENTIONMISPOSITION SCHEDULE RECORD TITLE _ RETENTION PERIODS IN I VITAL OFFICE OF CODE SECTION — -- '- (in years unless otherwise note(l) General Information 21 1 27 RECORD Utilities REMARKS C34090 d GC34090(d)- 2( 2 31 5 Utilities GC34090(d), Trash Service CU 5 CU+5 Utilities 'GC34090 d 1300 POLICE ' ti POL10E ADIVIIh115TPWTION Accident Revlew Board Reports 5 -2 5 Police GC34090 d Administrative / Internal Investigations CL; 3 CL + 5' Police GC34090(d) . Retain longer when requested by the Chief of Police _ Background Invest) tions - Hired T 5 T+5 Pollee Background Invests tlons - Non Hired CL. _2 CL + 2 Police GC34090(d) Business Permit Flies - Massage. TO, Solicitors CU 2 CU + 2 Police GC34090(d/ SLOMC Title 5 Citizen Complaints CL +2- 31 CL+S I Police GC34090(d) Concealed Weapon Permit Records CU A/E + 2 A/E + 2 Police GC34090(d) Em io a TrainingRecords T 5 T+5 Police GC34090(c) Juvenile Detention L slSurve s/Monlhl Reports CU 21 CU+2 Police GC34090(d) Special Orders Manuals 5 P P yes Police GC34090(d Staff MeetIng Notes 2 2 Police GC34090 Use of Force Su rviso Review Reports 4 4. Police GC34090(d) POLICE0dVI iL, N10 471.ON5 Tapes - Audio, Telephone and Radia Communications ISO days 18 months 2 Police IGC34090.6 In -Car Recorded Data 44 4 Pollee GC 34090.6 Crime Re orts - Crimes A ainst Pro a CL + 51 CL + 61 Police GC34090(c) Dail Lo Incident Reports - Except Death and Missing Persons 21 21 21 2 Pollee Police GC34090(d) GC34090(d) Statistical UCR Reports 101 10, Police GC34090(d) Su sone Log 21 S? Police GC34090(d) Traffic Accident Reports 3 3. Police GC34090(d) Traff lo Citations 2 2 Police GC34090 d Traffic Fatalities 3 P P es Police GC34090(c) Traffic Property Damage Only 33 Police GC34090.7 `.1500=FIRfi ;: •, ,::._ .::. _ _ ,�': •.":''•. „ ApparstusA/Ahlcle T+1 ... 1 T+2 Fire GC34090 / 8CCH3203 Repair and Maintenance - Department Mechanic Arson Investigations - Evidence P P Fire PC799 Support prosecution resulting in homicide Arson Investigations - Evidence L CL 6 CL+6 Fire PC800 Great bodily harm, inhabited structure or propeny — BIG & Staff Lobs CU 4 5 Fire !GC34090(d) N �0 CU=Current CL=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E=After expiration T-Terminatlon AU=Audit S-Superceded I/M = Image/Microfilm/Fiche Records Retention Policy Updated 3/6/2008 MEMORANDUM DATE: March 6, 2008 TO: John Moss, Utilities Director Jonathan Lowell, City Attorney 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 and relevant sections from the records retention schedule are attached. The documents listed exceed the retention requirements and are being prepared for destruction. The method of destruction will be by shredding by The Docuteam. Please sign bSlow indicating your approval for the destruction of the attached listing of Utilities Director Jonath owell, City Attorney CERTIFICATE OF DESTRUCTION I, Cheryl Blair, do hereby certify that the records listed on the attached were properly disposed/of on i� Original: City Clerk Copy: Department Attachments: 1. List of records to be destroyed 2. Relevant sections of the records retention schedule List of Records Eligible for Destrucuon # on RR Schedule Date Type of Record 1 1992-1999 Certified Unified Program Agency CUPA) correspondence, program info 1 1996-1996 Pretreatment Quarterly Reports 1 1990-1995 Pretreatment Program Annual Reports 1 1987-1997 Sampling reports and chain of custody forms 1 1982-2002 Spill Reporting Documentation and Notice of Violations 1 1993-1998 Pretreatment Audit Reports by RWQCB 2 j 1996-2000 Request for Quotes - Annual Priority Pollutant Sampling__ CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE _ RECORD TITLE - - - Public Facilities (Inc(uding pools and parks): Capital mprovements and Construction Public Facilities (Including pools and parks): Maintenance and Operations RETENTION PERIODS _ I/M (in years unless otherwise noted) ACTIVE. INACTIVE TOTAL • 5 3 10 yes 5 5 10 yes VITAL OFFICE OF RECORD CODE SECTION_ _ REMARKS ff If Public Works Public Works GC34090(a) GC34090(a) Scholarships CU CU P&R _ GC34090(d) Special Event Permits 2 3 5 P&R GC34090 d) Sports Waivers CU+1 2 3 P&R GC34090(d Triathlon Waivers 1200 UTILITIES/PUBLIC SERVICES ;_: 1201 FRANCHISES Cable TV Systems CU+1 CU 41 P P P&R Admin GC34090(d) GC34090(d) Pacific Gas & Electric CU P P Admin GC34090(d) San Luis Garbage CU P P 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) 1202 WATER' SYSTEM':.. CA Dept. of Health 5 51 10 Utilities 40CFR Conservation P P Utilities GC34090(a)r, County Water Resources Advisory Board Distribution/Maintenance/Customer 3 2 12 2 15 4 Utilities Utilities GC34090(d GC34090(d) General Information Nacimiento 2 3 P 2 P Utilities Utilities GC34090(d) Ongoing project Operalional Plans P P yes Utilities _ GC34090(d) Recycling 2 2 4 Utilities _ GC34090(d) Salinas P P Utilities GC34090 e Solid Waste 3 31 6 Utilities GC34090(c) SWRCB--Ri hts/Permits P P Utilities 40CFR Telemet P 3 6 Utilities Licenses Treatment P P Utilities GC34090(_e Water Mana ement Plan CU+2 CU+2 Utilities 40CFR Wells/Groundwater P P Utilities GC34090 a Whale Rock/Minutes P1 P Utilities GC34090 e 1203 WASTEIi�ATE`R: • •:.. s Annual Reports CU+2 CU+2 Utilities GC34090 c Compliance Library Documents P1 P I Yes Utilities GC34090 Historical Monthly Re orts P P Utilities GC34090(c) Historical purpose Pretreatment 5 5 Utilities 40CFR Quarterly Reports CU+2 CU+2 _ Utilities GC34090(c) Compliance Reclamation P P yes Utilities 40CFR SWRCB--Water Rights/Permits P P yes Utilities 40CFR Treatment P P yes Utilities OCS4090 Wastewater Collection 12 SOLID WASTE --MANAGEMENT_ " 2.i 2 _ 4 ! Utilities GC34090 c 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 RETENTION/DISPOSITION SCHEDULE RECORD TITLE _ _ Service Requests RETENTION PERIODS UM (in years unless otherwise noted) A&IVZ'•- INACTIVE TOTAL 3 AU+3 VITAL OFFICE OF RECORDREMARKS Finance & IT CODE SECTION GC34090(c) UtilityBillingRegister 412 FINANCIAL REPORTS Audited Financial Statements _1 1 10 3 P AU+3 F, I Finance & IT Finance & IT GC34090(c) GC34090(c) Bonds Payable and Other Long -Term Indebtedness T+3 _ T+3 Finance & IT GC34090(c) / CCP337.5 / GC53921 Budget Document (Financial Plan) P P Finance & IT GC34090(c) Fixed Asset Subsidia Ledger includes inventory) 1 4 AU+4 Finance & IT GC34090(c) / 26CFR301-65-1 f Monthl Financial Statements Audit year 5 AU+5 Finance & IT GC34090 c Other Financial Reports 1 3 AU+3 Finance & IT GC34090(c) State Controller Reports 5 51 AU+101 Finance & IT GC34090(c) Surplus Property List 1 31 AU+31 Finance & IT GC34090(c) 500 HUM14fifRESOURCES Applications (unsuccessful appficants) CL+1 4j CL+5 I HR 129 CFR 30.8 / GC12946 Department of Motor Vehicles Records T+1 HR GC12946 Discrimination Complaint T+1 4 2 T+5 HR HR 29 USC 255 (a) GC34090(c Employee Discipline T+1 T+3 Employee Files T+1 4 T+5 yes yes HR 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) Employment Eligibility Verification - Immigration/Naturalization Service Y T T HR GC34090(c) Equal Employment Opportunity Reports T 3 3 _ HR GC34090(c)_ General Correspondence _ 2 2 HR GC34090(d) Insurance/Benefits 1 3 AU+3 HR 29CFR1627.3 b 2 Labor Negotiations T+1 2 T+3 HR GC34090(c) Risk Management Claims A ainst The Cit CL+1 4 CL+5 HR GC34090 Risk Management Reports_ _ CL 51 CL+5 HR IGC34090 Satet __ T 3 3 HR GC34090(c Temporary Employees T 5 T+5 HR 45CFR1068.6APPA / 29CFR1627,3 / SLOMC11.04.010(H) Tuition Reimbursement 1 2 AU+3 HR GC34090(c) Wellness Files T T: HR GC34090(d) _ Workers Compensation T+1 29 T+30 fires HR 29CFR1910.20 600 PURCHAStNG &`CONTRACTING 601 PURCHASING Bids, RFPs (unsuccessful) Cu 2 CU+2 Various GC34090 / CCP337 / SLOMC3.24.170 Bids, RFPs, RFOs (successful) City -Owned Property/Property Management AU 5 AU+5 Various G034090 / CCP337 / SLOMC3.24.170 P P yes Clerk GC34090(a) General Information 2 2 Various Surplus Propeq Auction/Disposal AUi 41 AU+4 Finance ICCP337 Surplus Property Listing_AU 2 AU+21 I Finance IGC34090 cam.+ N 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 MEMORANDUM DATE: May 2, 2008 TO: Ken Hampian Jonathan Lowe FROM: Barbara Ehrbart�V 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. The records to be destroyed are: Administration General Files: Boy Scouts Cal Poly Riot 1990 CCP Fagade City/County Participation Group Coalition — Sb2557 Improving Construction (Coordinating & Communication) Coalition for Cooperative Government County Relocation EDD/IRS Relocation — 1996 Fire Management Study Nacimiento Water Neighborhoods Obispo Theater Site Performing Arts Reorganization Study — 1992 Salinas Dam Ownership The City News Veteran's Building Walter Brothers 2002 Chron Files for CAO, Assistant CAO, Assistant to CAO, Economic Development Manager, Natural Resource Manager, and Biologist. Council Notes for 2002 Please sign below indicating your approval for the destruction of the attached listing of records. Ken Hampibn/Administration 4nath owell, City Attorney CERTIFICATE OF DESTRUCTION I, Barbara Ehrbar, do hereby certify that the records listed on the attached were properly disposed of on / ! j�;-, �7- ee9 Original: City Clerk Copy: Department lacity of sAn luis oBispo r POLICE DEPARTMENT �=g,= _ 1042 Walnut St., San Luis Obispo, CA 93401 • (805) 781-7317 DATE: April 3, 2008 TO: Chief Deborah Linden Jonathan Lowell, City Attorney FROM: Kern Rosenblum, Communications and 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 and/or deleting from our Records Management computer system and our Laser Fiche document imaging system. No records will be destroyed prior to the approved retention period. We will begin destroying records upon receiving your written authorization below. The records to be destroyed include: Traffic Collision Reports between 08/30/02-12/31/02 Tow Reports between 08/30/02-12/31/02 Incident Reports between 08/30/02-12/31/02 Misdemeanor Crime Reports between 08/30/02-12/31/02 Please sign below indicating your approval for the destruction of the attached listing of records. Lowell, City Attorney CERTIFICATE OF DESTRUCTION I, Kerri Rosenblum, do hereby certify that the records listed on the attached were properly disposed of on date). Attachments: 1. Relevant sections of the records retention schedule "Service, Pride, Integrity" 0 in 1' Ci Cl rk C ie Fi o n�L ssO OV is committed to include the disabled in all of its services, programs and activities `e� chi ice for the Deaf (805) 781-7410 CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE RETENTION PERIODS UM VITAL 1 OFFICE OF CODE SECTION LL _ General Information fin years unless otherwise noted) A.C.I llfF t V ilJ ' . TOTAL,`- 2 2F RECORD REMARKS _ Utilities GC34090(d) Recycling 2 3 5 Utilities G034090(d) Trash Service CU 5 CU+5 _ Utilities 'GC3409�d)_ 1300 POLICE POLICE ADMINIISTAATION Board Accident Review Board Reports 5 5 Police Administrative / Internal Investigations CL + 2 3 CL + 5' Police GC34090(d) ' Retain longer when requested b the Chief of Police Background Investigations - Hired T 5 T+5 Police _ Background investigations_- Non Hired CLII 2 CL + 2 Police GC34090(d)4_ Business Permit Files - Massage, Taxi, Solicitors CU 2 CU + 2 Police GC34090(d) / SLOMC Title 5 Citizen Com faints CL+2 3 CL+5 Police GC34090(d)_ _ Concealed Weapon Permit Records CU A/E + 2 A/E + 2 Police GC34090(d) Employee TrainingRecords T 5 T+5 Police GC34090(c) Juvenile Detention L s/Surve s/Monthl Reports CU 2 CU+2 Police GC34090(d) Special Orders Manuals 5 P P yes Police GC34090(d) Staff Meeting Notes _ _ 2 2 Police GC34090 _ _ Use of Force Su erviso Review Reports 41 4 Police ,GC34090(d POLICE:Cd.M.UNICAT[ONS Ta s - Audio, Telephone and Radio Communications 1 180 days 18 monihsl 2' 1 1 Police JGC34090.6 In-Caf Recorded Data 4 Police jGC 34090.6 P, LICE`.FiEC,0R[ S , Crime Reporis - Crimes Against Property CL + 5 ` CL + 5 Police GC34090(c) Daily Log 2 2 Police GC34090(d Incident Reports - Except Death and Missing Persons 21 2 Police GC34090(d) Statistical UCR Re orts i 101 10 Police GC34090(d Subpeona Log 2 C3 Police GC34090(d) Traffic Accident Reports 3 3 Police GC34090(d Traffic Citations 2 2 Police GC34090(d) Traffic Fatalities 3 P P yes Police GC34090(c) Traffic Property Damage Only 3 3 Police GC34090.7 ApparatusNehicle T+1 1 T+2 Fire GC34090 / BCCR3203 Repair and Maintenance - Department Mechanic Arson Investigations - Evidence PP Fire PC799 Support prosecution resulting in homicide Arson Investigations - Evidence CL 6' C 6 _ Fire PC800 Great bodily harm, inhabited structure or pr erty _ BIC & Staff Los Cul 4 5 Fire [GC34090(d) [V CU=Currenl CL=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded IN = Image/Microfilm/Fiche eur +-."oc#. Police Department April 14, 2008 To: Deborah E. Linden, Chief of Police Jonathan Lowell, 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. 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: Administrative noise violation records are from the Neighborhood Service Managers Office. These records contain violations occurring between October 2005 and the last appeal hearing in March of 2006. These records are documents pertaining to the appeal process of administrative noise violation 9.12.050 of the Municipal Code. Citation numbers (ADM) 2628, 2627, 2129, 0001, 0002, 1526, 1527, 2629, 2131, 2477, 2632, 1530, 0532, 2281, 2157, 1877, 0007, 2327, 2305, 2307, 2305, 2327, 2307, 0007, 1884, 1881, 2158, 1882, 1256, 2306, 0972, 1890, 2306, 0006, 2051. Please sign below indicating your approval for the destruction of the above listed re Deborah E. Linden Johan Lowell Chief of Police Ci y Attorney CERTIFICATION OF DESTRUCTION x+� certify that the r cords listed above were properly disposed of on. Ker e R enblum Communications & Records Manager CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE -^ General Information _ _ _ V_ _ Recycling Trash Service RETENTION PERIODS UM VITAL — (in years unless otherwise noted) AGTIV5 INACTIVE TOTAL,." 2 2F— 2 3 5 CU 5 CU+5 _ OFFICE OF RECORD Utilities Utilities __ Utilities CODE SECTION REMARKS_ r _ GC34090(d) GC34090(d GC34090(d) _ 1300 POLICE POLICE ADMINISTRATION Accident Review Board Reports 5 5 Police GC34090(d) Administrative / Internal Investigations CL + 2 3 CL + 5' Police GC34090(d) ' Retain longer when requested by the Chief of Police Background Investigations - Hired T 5 T + 5 Police Background Investigations - Non Hired CL 2 CL + 2 Police GC34090(d) Business Permit Files - Massage, Taxi, Solicitors Citizen Complaints CU CL +2 2 3 CU + 2 CL+5 Police Police GC34090(d) / SLOMC Title 5 _ GC34090(d) Concealed Weapon Permit Records Cu A/E + 2 A/E + 2 Police GC34090(d) Employee Training Records T 5 T+5 Police GC34090 c Juvenile Detention L s/Surve s/Monthl Reports CU 2 CU+2 Police GC34090(d) S ecial Orders Manuals 5 P P yes Police GC34090(d) Staff Meeting Notes 2 2 Police GC34090 Use of Force Supervisory Review Reports 41 1 4- Police GC34090(d) POLICE COItAJvIUNI,CATIONS M Tapes - Audio, TeW9hone and Radio Communications 180 daysi 18 morthsl Police {GC34090.6 v Fib LIGEEVIDENCE ,. .' In -Car Recorded Data 4-1 1 Police JGC 34090.6 POLICE REGO DS Crime Reports - Crimes Against Property CL + 5 CL + 5 Police GC34090 c Daily Log 2 2 2 Police Police GC34090(dj. GC34090(d) Incident Reports - Except Death and Missing Persons 2 Statistical UCR Reports 10 10 Police GC34090(d Sub eons Log 21 2 Police GC34090(d) Traffic Accident Reports 3 3 Police GC34090(d) Traff ic Citations �LjGr-t� - % r 2 2 Police GC34090(d) Traffic Fatalities _ 3 P P es Police GC34090(c) Traffic Property Damage Only 3 3 Police GC34090.7 11500. FIRE—I!.. - ApparatusNehicle T+1 Arson Investigations Evidence P 1 T+2 P Fire Fire GC34090 / 8CCR3203 Repair and Maintenance - Department Mechanic PC799 Support prosecution resulting in homicide Arson Investigations - Evidence B/C 8. Staff Los CL CU 6 CL+6. Fire PC800 Great bodily harm, inhabited structure or property 4 5 Fire GC34090(4 A 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 MEMORANDUM DATE: April 2, 2008 TO: John Moss Jonathan Lowell 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 shredding by The Docuteam. Please sign below indicating your approval for the destruction of the attached listing of records and return this form. Moss/Utilities Directoran Lowell/City Attorney CERTIFICATE OF DESTRUCTION I, Cheryl Blair, do hereby certify that the records listed on the attached were properly disposed of on qJ I6 k g Records to be Destroyed Attach. Description Date 1 Certified Payroll Reports WRF Units 3 & 4 Project 1991-1993 WTP Modification Project 1993-1995 Whale Rock Facilities PpEade Project 1993 Ad/Bid Documents WWTP Unit 3 Improvements 1991 WWTP Unit 4 Improvements 1991 Preliminary Notices WWTP Unit 3 1991-1994 WWTP Unit 4 1992-1994 Transmittals/Monthly Progress Reports WWTP Units 3&4 — Brown & Caldwell 1988-1994 2 Agreements/Correspondence Converse Consultants — Eval. of Instrumentation Data 1988-1991 PG&E — Temp electric supply for LipEade projiect 1992-1994 Mann Underground Ima in — Geophysical Study 1997 Kennedy/Jenks/Chilton — Computer Model 1990-1991 Los Angeles Chemical — Sodium Silicoflouride 1991-1997 Imperial West — Liquid Alum 1993-1997 All Pure Chemical — Sodium Hypochlorite 1993-1997 3 Proposals Whale Rock - Eval of Instrumentation Data 1991-1993 Whale Rock - Eval of Instrumentation Data 19.96-1998 Geotechnical Investigation of Stability of Whale Rock Dam 1979 WWTP — Emission Inventory Plan 1992 WWTP Unit 4 Improvements 1991 4 Various Reappraisals of Mainini-Madonna/Whale Rock Project 1959 Revised Estimates - Lands of Whale Rock Project/William H. Murray 1958 Appraisal Report on Whale Rock Proiect/William H. Murray1959 5 Misc. Correspondence related to desalination 1990-1991 Water Reuse Misc. Correspondence 1992-2002 Misc. Correspondence related to WWTP Improvements 1987-1994 6 Influent & Sludge Quarterly Reports 1992-1997 7 Weather Resources Management Reports/Atmospherics, Inc 1991-1993 8 Urban Water Management Plan 1990 Urban Water Management Plan 1994 Attachment 1 CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE RETENTION PERIODS UM VITAL OFFICE OF CODE SECTION (in years unless otherwise noted) RECOFID REMARKS ACTIVE INACTIVE Tdvk"`_ 709 PUBLIC INF©ffMATIONICOMMUNITY RELATIONS Consumer Price Index (CPI) Cul 21 CUI+21 I I Various GC34090(d General Correspondence 2 2 Various GC34090 d Press Release Cul 21 CU+21 I IVarious GC34090(d) 800 PUBLIC: WORks 801 ENGINEERING Contractor Bids (not awarded) CU CL+2 CL+2 Public Works GC34090(d) Exception: 3 year retention period if Federal funds Encroachment Permits — CL 4 CL+4 Public Works GC34090(d) Engineering Standards P P Public Works GC34090 a _ General Correspondence 2 2 Public Works GC34090(d) Job Files: Certified payroll; pay estimates; original bid documents; CU CL+2 CL+2 Public Works GC34090(d) Exception: 3 year engineers' daily logs or inspectors' diaries; legal ads; preliminary retention period if Federal funds notices/liens P P Job Files: Org specials; agrmnts; CAO/CAR; change orders; env docs; Public Works GC34090(d) 'Includes final pay est, w/attach; notice completion; haz waste manifests/transp bids/plans/specs docs; ins certs (all); perform bonds; proposals; spec reports (haz mat, bio, soils), submtls (matls, draw), warranty Ii Tras and Minor Subdivisions -Tentative ct yes 1 Public Works 'GC34090(a) Film after minimum of 5 5 P 10 years`. See Community Development for Final maps 802 STREET ADDRESS FILES : General Information 2 2 1 Public Works GC34090(d Street files 5 5 10 Public Works GG34090(d) Review in 5 years - purge 803 MASS TRANSPOf`f,ATION. ` r General Information 5 5 yes Public Warks GC34090(d) Local-SLO Municipal Bus System CU 10 CU+10 es Public Works GC34090(d) Regional Elderly/Handicapped Transit CU 2 D/R Public Works GC34090(d) Destroy when no longer relevant 'Taxicabs CU 5 CU+S yes i Public Works GC34090 d Transportation Permits CU 2 CU+2 es Public Works GC34090(d Unmet Transit Needs CU 10 CU+101 yes Public Works GC34090(d) 804, PARKINd Downtown Parking Study P P yes Public Works GC34090(d) General Information 2 2 Public Works GC34090(d Parking Appeals CU+2 CU+2 Public Works GC34090(d Parking Citations CU+2 CU+2 Public Works GC34090(d) ParkingMeters CU 5 CU+S yes Public Works GC34090(d _ Parking Policies S 5 CU+5 es Public Works 3C34090(d) 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 Attachment 2 CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE to CU=Current CL=Closed/Compleled P=Permanent D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/Fiche RECORD TITLE RETENTION PERIODS UM (in years unless otherwise noted) AcfilVrc. iH�VIE�_fi4TaAll.;•� Successful Candidates P P yes VITAL OFFICE OF CODE SECTION REMARKS 4 -- — EC17100 Permanent for historic value RECORD Clerk Unsuccessful Candidates E 5 E+51 Clerk _ EC17100 _ v Precinct Board Appointments - appointment of precinct oficials E E 6 mos. E+6 mos. Clerk EC17503(b) Precinct hand tally, copies of index, challenge list, assisted voter list 6 mos. E+6 mos. Clerk EC17304 Confidential Roster of voters, original indices(precinct board El 51 E+51 Clerk EC17300 a) (if no legal action) 703 CITY ATTORNEY Administrative Files CU 51 CU+5 1 City Attorney GC34090(d Civil Liti ation CL 10 CL+10 P City Attorney Destro 10 rs. after resolution Civil Litigation regarding Property (including settlement and releases) CL P yes yes City Attorney GC34090(a) Retain pertinent documents in perpetuity Destroy 5 yrs. after resolution Criminal Cases going to court CL 5 CL+5 ~City Attorney City Attorney Criminal Citations CL CL GC34090(d) Destroy when resolved General working files CU CU City Attorney GC34090 Ongoing purging to keep current/active Le islative Files CU 2 CU+2 City Attorney _ GC34090(d)_ Property Files CLI P P yes yes City Attorney GC34090 a 704 GENERAL LEGAL Agreements/Contracls not referenced elsewhere in the retention schedule y I CU 5AE CU+5AE yes yes* Clerk/Various" CCP337 Keep 5 years after expiration. 'Current contracts are vital records. " Contracts issued with Purchase Order may be filled with originating department. _ Claims/Sub eona Los 2 2 Clerk GC34090(d) Conveyances (Deeds, Easements, Abandonments) P P yes yes Clerk-GC34090(a) Liens P Pj yes I yes Clerk-GC34090(a) Williamson Act Contracts P YTS Clerk GC34090 a 706 CA0I7,AL' M' PROVE-M„ENT "D CIB Agreements/Contracts _ P P Clerk CCP337 CIB Establishment/Bylaws P P Clerk GC34090(e) CIB Resolutions/Ordinances P P Clerk GC34090 e General Correspondence 2 2 Finance GC34090(d) Mlnutes P P Clerk GC34090(e 707. STATEMENTS OF ECONOMIC INTEREST -. General Correspondence 2 21 1 1 Clerk GC34090 [i Statements of Economic Interest 87200 Filers) T! 7 T+7 ClerkGC81009 e & CCAC Guidelines Statements of Economic Interest (City Code Filers) 7 7 GC81009(e) to CU=Current CL=Closed/Compleled P=Permanent D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/Fiche Httammerw ;j CITY OF SAN LUIS OBISPO RETENTIOWDISPOSITION SCHEDULE _ RECORD TITLERETENTION PERIODS UM VITAL tin years unless otherwise noted) _ ..•ACTIYEr �1NAC.TiVE:;: 'TOT.1kL : Service Requests _ _ 1 3AU+3 Utility Billing Register _ 1 3 AU+3 412 FINANCIAL REPORTS Audited Financial Statements 10 P P OFFICE OF RECORD Finance & IT Finance & IT Finance & IT CODE SECTION _ REMARKS �. � _ GC34090(c) GC34090(c) GC34090(c) Bonds Payable and Other Long -Term Indebtedness Budget Document (Financial Plan) T+3 P T+3 P Finance & IT Finance & IT GC34090(c) / CCP337.5 / GC53921 GC34090(c) Fixed Asset Subsidiary Ledger (includes inventory) 1 4 AU+4 Finance & IT GC34090(c) / 26CFR301-65-1 f Monthly Financial Statements Audit year 5 AU+5 Finance & IT GC34090(c)_ Other Financial Reports 1 3 AU+3 Finance & IT GC34090 c State Controller Reports 5 5 AU+10 Finance & IT GC34090 c lus Property List i Sur=UMA:W0P_'SO 1 3 AU+3 Finance & IT GC34090(c) 500 URC�S Applications (unsuccessful applicants) CL+1 4 CL+5 HR 129 CFR 30.8 / GC12946 Department of Motor Vehicles Records T+1 HR GC12946 Discrimination Complaint T+1 4 T+5 HR _ 29 USC 255 a) Employee Discipline T+1 2 T+3 HR GC34090(c Employee Files T+1 4 T+5 yes yes HR 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) Employment Eligibility Verification - Immigration/Naturalization Service T T HR GC34090(c) Equal Employment 2pportunity OpportunityReports T 3 3 HR GC34090 c General Correspondence 2 2 HR GC34090(d) Insurance/Benefits 1 3 AU+3 HR 29CFR1627.3 b 2 Labor Negotiations T+1 2 T+3 HR GC34090 c) Risk Management Claims Against The Cit CL+1 4 CL+5' HR GC34090 Risk Mana ement Reports CL1 51 CL+S HR GC34090 Safety T 3 3 HR GC34090(c) Temporary Employees T 5 T+5 HR 45CFR1068.6APPA / 29CFR1627.3 / SLOMC11.04.010(H) Tuition Reimbursement 1 2 AU+31 HR GC34090(c) Wellness Files T T' HR GC34090(d) Workers Compensation T+1 29 T+30 es HR 29CFR1910.20 600 PURCHASING & CONTRACTING 601 PURCHASING f Bids, RFPs (unsuccessful) I_ CU 21 CU+2 Various GC34090 / CCP337 / SLOMC3.24.170 Rids, RFPs, RPOs (succes#1`01), AU.. 5 1<t! Various GC34090 / CCP337 / SLOMC3.24.170 GC34090(a) CCP337 City -Owned PropertylProperty Management P P yes Clerk _ General Information 2 2 Various Sur lus Pr a Auction/Disposal AU 4 AU+4 Finance Surplus Property ListingAU 2 AU+2 Finance GC34090 tv N 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 RETENTION/DISPOSITION SCHEDULE RECORD TITLE RETENTION PERIODS 1/M VITAL OFFICE OF CODE SECTION Abandonments (in years unless otherwise noted) ACTIVE INACT(l ,1 ,',e,-,t07I CL P1 P 11 yes RECORD Public Works REMARKS T GC34090(a Bicycle Lanes/Paths CL 5 CL+5 yes Public Works GC34090(d) Microfilm for research/historic value Bridges and Creeks CL 3 CL+3 Public Works CC34090(d)_ General Information 2 2 Public Works 34090(d) Pavement Management Plan CL 5 CL+5 Public Works GC34090(d) School Related CL 5 CL+5 Public Works GC34090(d) Street Si ns & Pavement Markings CL .51 CL+5 Public Works G034090(d) Street Widening CL P P yes Public Works GC34090(a Traffic Patterns CL 51 CL+5 Public Works GC34090(d) Traffic Regulations CL 31 CL+3 Public Works GC34090(d Traffic Safety CL 5 CL+5 yes Public Works GC34090(d) Traffic Signals & Street Lights CL 5 CL+S yes Public Works GC34090(d)^ Traffic Studies CL 10 CL+10 yes Public Works GC34090(d)e 900 1NFORmATION SYSTEMS. 901 GENERAL COMPUTER INFORMATit]kJ General Information Hardware 2 S 2 2 S+2 Finance & IT Finance R IT GC34090(d) GC34090(d) Software S 2 S+2 Finance & IT GC3409G(d) Training Programs CL 2 CL+2 1 Finance & IT _ GC34090(d) Video monitoring tapes 1 Finance & IT _ GC34090.6A 1000 REAL. ESTATE 1001 CITY OWNE=D PROPERTY. Appraisals I CL +21 1 21 Various GC34090 Recorded Documents pertaining to: Buildings, excess right of way, land, parks P P yes yes Clerk GC34090(a) 1.100 PARKS & RECREATION '& CULTURE: . 1-1,61• PARKS AND RECREATION Accident / Injury Reports_-- Event Participants _ CU+1 6 1 P&R GC34090(d) Banner A plications and Permits 2 3 -71 5 P&R GC34090(d) CAL -OSHA Department Tailgates CU+1 6 71 P&R GC34090(d Contract Instructors Contracts CU+1 4 51 P&R GC34090(d) Contract Classes Waivers, Rosters CU+1 4 5 P&R ,GC34090(d Children Services billing/Facilities/Pool Facility Rental Information 2 CU 2 2 CU+2 P&R P&R GC34090 GC34090 d) Facility Use Permits 2 3 5 P&R GC34090 General Information (original correspondence) 2 2 P&R GC34090(d Golf cart liability release forms 2 31 5 P&R GC34090(d) Homeless Camp postings 2 31 5 P&R Penal Code 602 et al. How Are We Doing Forms CU+1 1 2 P&R GC34090(d Pesticide Certification records use, purchase, training, MSDS CU 4 CU+4 P&R IIGC34090 Playuround Audits P P1 yes_ _ P&R GC34090(a) Press Release CU+1 2 31 P&R GC34090(d) N J 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 Macro Mert- 5 CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE 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 RECORD TITLE RETENTION PERIODS 1/M _ VITAL OFFICE OF CODE SECTION (in years D/R unless otherwise not k�`�'�i��s'°:5 D/R RECORD REMARKS COPIES or DUPLICATES of documents for which a department is not Duplicates and copies distributed to the office of record various departments for informational purposes may be destroyed by the departments when they are no longer useful for reference. ELECTRONIC DOCUMENTS Electronic copies of paper records should be kept no longer than retention period specified in this schedule. If electronic documents are also in a paper format both must be destroyed at the same time. GENERAL ADMINISTRATION` . 100 101 OFFICE GENERAL MANAGEMENT..::: CAO Reports 21 3 5 Various GC34090 d City Informational Brochures, Publications, Newsletters S P P Various GC34090(d) Keep one for historical pur oses _ City-wide Policies and Procedures S P P Various GC34090(d) Keep one for historical _ I Correspondence - External purposes 2 Various GC34090(d) Correspondence - Internal (excluding CAO Reports - see above) 2 2 Various GC34090(d) Departmental Policies/Procedures S 5 S+5 Various GC34090(d) General Information 2 2 Various GC34090(d) In -House Committees CU 5 CU+5 Various GC34090(d) May be kept for Staff Meeting Notes research/historic urposes 2 2 Various GC34040(d) FNCE. 102 OFFIGE REERE; Annual Departmental Reports 2 3 5 Various GC34090(d Chronological Files 2 2 Various GC34090(d) Community Organizations 2 3 5 Various GC34090(d Complaints 2 _ 2 Various GC34090(d _ General Information 2 2 Various GC34090 d) Positive Feedback How are we doing? forms) 21 2 Various GC34090(d) Professional Associations 21 2 Various GC34090(d) Publications journals, eriodicals D/R D/R Various Not a public record 103 FORMS MANAGEMENT Blank Forms S S Various 'Retain while current - destruction notice not required 1 ECORDS•MANsACEMENT 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 Acchne+ i� CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE - Public Facilities (Including pools and parks): Capital mprovements and 1 Construction RETENTION PERIODS I/M (in years unless otherwise noted) ACTIVE' INACTIVE TOTAL 5 5 10 yes VITAL OFFICE OF CODE SECTION RECORD REMARKS-- EMARKS__ACTIVE _ Public Works Public Works _ -- GC34090(a) GC34090(a) _ .Public Facilities (Including pools and parks): Maintenance and 5 'Operations 5 10 yes Scholarships CU 3 CU _ P&R GC34090(d) Special Event Permits 2 5 _ P&R GC34090 cl _ ;S orts Waivers CU+1 2 3 P&R GC34090(d) Triathlon Waivers CU+1 4 5 P&R GC34090(d) 1200 UTILITIES/PUBLIC SERVICES 1201 FRANCHISES Cable TV S stems CU P1 P Admin GC34090(d) Pacific Gas & Electric CU P P Admin GC34090 d San Luis Garbage CU P P 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 1202 WATER SYSTEM CA Dept. of Health 5 51 10 Utilities 40CFR Conservation P I P Utilities GC34090(a) County Water Resources Advisory Board Distribution/Maintenance/Customer 3 2 12 2 15 4 y Utilities Utilities GC34090(d) GC34090(d) General Information 2 3 P 2 P Utilities Utilities GC34090(d) Ongoing project _Nacimiento —' Operational Plans P P es Utilities GC34090(d) Recyclln2 2 2 4 Utilities GC34090(d)�^ Salinas P P Utilities GC34090(e) Solid Waste 3 3 6 Utilities GC34090(c) SWRCB--Ri hts/Permits P P Utilities 40CFR Telemet P 3 6 Utilities Licenses Treatment P P Utilities GC34090 e Water Mana ement Plan CU+2 CU+2 Utilities 40CFR Wells/Groundwater P P' Utilities GC34090(a) Whale Rock/Minutes P P Utilities GC34090(e) 120 WASTEWATER Annual Reports CU+2 CU+2 Utilities GC34090(c) Compliance Library Documents P P yes Utilities GC34090 Historical Monthly Reports P P Utilities GC34090(c) Historical purpose Pretreatment 5 5 Utilities 40CFR Quarterly Reports CU+2 CU+2 Utilities GC34090(c) Compliance Reclamation P P yes Utilities 40CFR SWRCB--Water Rights/Permits P P esUtilities 40CFR Treatment P P es Utilities GC34090 Wastewater Collection 12 SQEID WASTE MANAGEMENT 2 2 4 Utilities GC34090(c) 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 A"ill"Af 7 CITY OF SAN LUIS OBISPO RETENTIOWDISPOSITION SCHEDULE RECORD TITLE RETENTION PERIODSI/M VITAL OFFICE OF CODE SECTION (in years unless otherwise 5 5 naffed) TOTAL' 10 yes RECORD Public Works REMARKS GC34090(a) Public Facilities (Including pools and parks): Capital mprovements and Construction Public Facilities (Including pools and parks): Maintenance and Operations 5 5 10 yes Public Works GC34090(a) Scholarships CU Cui P&R GC34090(d) Special Event Permits 2 3 51 P&R GC34090(d _ S orfs Waivers CU+1 2 3 1 P&R GC34090(d) Triathlon Waivers _ CU+1 4 51 P&R GC34090(d) _ _ 1200 UTILITIEWPUBLIC SERVICES <: 1201 FRANCHISES Cable TV Systems Pacific Gas & Electric CU CU P1 P P P I Admin Admin GC34090(d) GC34090(d) San Luis Garbage The Gas Co. (aka Southern California Gas Co.) CU CU P P P P Utilities Admin GC34090(d) GC34090(d) Tosco and Union Oil Co. CU P P Attorney GC34090(d) 1202 WATER' SYSTEM' ± CA Dept, of Health 5 5 10 Utilities 40CFR Conservation P P Utilities GC34090(a) County Water Resources Advisory Board Distribution/Maintenance/Customer 3 2 12i 2 15 4 Utilities Utilities GC34090(d GC34090(d) I General Informalion T Nacimiento 2 3 P 2 P Utilities Utilities GC34090(d) project Operational Plans P P yes Utilities _Ongoing GC34090(d) Recycling 2 2 4 Utilities GC34090(d)J Salinas P P Utilities GC34090(e) Solid Waste 3 3 6 Utilities GC34090(c) SWRCB--Ri hts/Permits P P Utilities 40CFR Telemetry P 3 6 Utilities Licenses Treatment P P Utilities GC34090(e) Water Mana ement Plan Wells/Groundwater CU+2 P CU+2 P Utilities Utilities 40CFR GC34090(a) Whale Rock/Minutes P P Utilities GC34090(e) log 12b3 WASTEWATER Annual Reports Library Documents CU+2 P CU+2 P yes Utilities Utilities GC34090(c) Compliance GC34090 Historical Monthly Reports Pretreatment PP 5 5 Utilities Utilities GC34090(c) Historical purpose 40CFFI Quarterly Reports CU+2 CU+2 Utilities GC34090(c) Compliance Reclamation SWRC£3--Water Ri htslPermils Treatment Wastewater Collection 12 SOLID WASTE1 ANAGEl4ENT P P P 21 2 P P P 4 es es yes Utilities Utilities Utilities Utilities 40CFR 40CFR GC34090 GC34090(c) CU=Current CL=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded IN = Image/Microfilm/Fiche CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE _ RETENTION PERIODS IN VITAL OFFICE OF CODE SECTION (in years unless otherwise noted) RECORD _ REMARKS ACTIVE, INACTIVE k Public Facilities (Including pools and parks): Capital mprovements and 5 5 10yes Public Works GC34090(a) Construction Public Facilities (Including pools and parks): Maintenance and 5 L— 5 10 yes Public Works GC34090(a) Operations Scholarships CU CU P&R GC34090(d) Special Event Permits 2 3 5 P&R GC34090(d) Sports Waivers CU+1 2 3 P&R GC34090(d)_ Triathlon Waivers CU+1 41 5 P&R GC34090(d) 1200 UTILIiIMPUBL1C SERVICES -1::: 1201 FRANCHISES..: . Cable TV Systems CU P P Admlrt GC34090(d) Pacific Gas & Electric CU P P Admin GC3409U d San Luis Garbage I CU P1 P _ Utilities GC34090(d) The Gas Co. aka Southern California Gas Co.2 P1 P Admin GC34090(d) Tosco and Union Oil Co, CU Pi P Attorney GC34090 d 1202 WATER SYSTEM'. CA Dept. of health 5 51 10 Utilities 40CFR Conservation P I P Utilities GC34090(a) County Water Resources Advisory Board 3 121 15 Utilities GC34090(d) Distribution/Maintenance/Customer 2 21 4 Utilities GC34090(d) I General Information 2 2 Utilities GC34090(d Nacimiento 3 P P _ Utilities Ongoing project Operational Plans P P es Utilities GC34090(d) Recycling 2 2 4 Utilities _ GC34090(d Salinas - P Utilities GC34090(e) Solid Waste 3 3 6 Utilities GC34090(c) SWRCB--Ri hts/Permits P P Utilities 40CFR Telemetry P 3 6 Utilities Licenses Treatment P P Utilities GC34090(e) Water Management Plan CU+2 CU+2 Utilities 40CFR Wells/Groundwater P P Utilities GC34090(a) Whale Rock/Minutes P P Utilities IGC34090e) 12(}3 WASTEW.ATI<R Annual Reports CU+2 CU+2 Utilities GC34090(c) Compliance Library Documenis P P es Utilities GC34090 Historical Monthly Reports P P Utilities G034090(c) Historical purpose Pretreatment 5 5 Utilities 40CFR Quarterly Re orfs CU+2 CU+2Utilities GC34090(c) Compliance Reclamation P I P yes Utilities 40CFR SWRCB--Water R) his/Permits P P yes Utilities 40CFR Treatment P P yes Utilities GC34090 Wastewater Collection 2 2 4 Utilities _ GC34090 c 12 SOLID 1NAS7:E.MANAGEMI=NT: CU=Current CL=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E=After expiration T -Termination AU=Audit S=Superceded IN = Image/Microfilm/Fiche eui d -�.."off Police Department February 4, 2008 To: Deborah E. Linden, Chief of Police Jonathan Lowell, 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 and or deleting from our Records Management computer system and our Laser Fiche document imaging system. 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: One box of Traffic Citations dated 4/1/2004 through 12/31/2005. Please sign below indicating your approval for the destruction of the above listed records. -Deborah E. Linden Jonat n Lowell Chief of Police Attorney CERTIFICATION OF DESTRUCTION certify that the records listed above were properly disposed of on G Kerr'i R enblum Communications & Records Manager Memorandum NS i "Service, Pride, Integrity" January 18, 2008 To: Deborah E. Linden, Chief of Police Jonathan Lowell, City Attorney From: Sharon Olson, Administrative Assistant Subject: REQUEST FOR RECORDS DESTRUCTION city of san Luis owspo Police Department 1042 Walnut SLO, CA 93401 (805) 781-7317 On April 24, 2001, the city Council adopted a Records Retention Policy and Schedule. In according with that policy and schedule, certain records have been identified as eligible for destruction. The method of destruction will be by shredding and recycling. 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: Daily Logs from 09/01/05-01/18/06 Retention Schedule: +2 years Please sign below indicating your approval for the destruction of the above listed records. 9�eb--orah E. Linden Chief of Police iJonat n Lowell i , Attorney CERTIFICATE OF DESTRUCTION I certify that the records listed above were properly disposed of on ,aci haron Olson memorandumcity clerk �=ri►.ri i��►�ii►i�ri�►i,rirrr� r� s:r�►r.r January 2, 2008 TO: Audrey Hooper, City Clerk Jonathan P. Lowell, City Attorney FROM: Julie O'Connor, Deputy 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 below. All records will be destroyed by their staff with the City Clerk's office. See attached list. Please sign below indicating your approval for the destruction of the attached listing of records. ^r 57 Audrey 400per, eity Clerk Jonath Lowell, City Attorney CERTIFICATE OF DESTRUCTION I, Julie O'Connor, qo hereby certify that the records listed on disposed of on Original: City Clerk Copy: Department the attached were properly 'Action Updates -I' ''Red File Tracking Log/ `'Hot Files ✓ 1 Proclamations v'Speaker Cards J' /ablecast Schedule 'Council Subcommittee Assignments 'Mayor's Quarterly Advisory Body Mtg,,/ "Advisory Body Training ✓ 'Advisory Body Dinner ✓ YAdvisory Body Recruitment f ✓Affidavits of Publication'' ,'Legal ads/Display ads V ,'Public Hearing Notificatiops/Legal Notices .� /Council Correspondence,/ '`Public Records Requests ./ 'Consumer Price Index I✓r Charles Senn — Statement of Economic Interest V/ John Dunn — Statement of Economic Interest Council meeting Audio tapes January 4, 2005 —1 tape January 18, 2005 —1 tape February 1, 2005 — 3 tapes February 10, 2005 —1 tape February 14, 2005 —1 tape February 15, 2005 — 2 tapes March 1, 2005 — 3 tapes March 15, 2005 — 3 tapes April 19, 2005 — 2 tapes May 3, 2005 — 2 tapes May 17, 2005 — 4 tapes May 26, 2005 — 2 tapes May 31, 2005 — 2 tapes June 2, 2005 — 2 tapes June 7, 2005 — 3 tapes June 14, 2005 — 2 tapes June 21, 2005 — 2 tapes July 5, 2005 — 2 tapes July 19, 2005 — 3 tapes July 26, 2005 — 3 tapes August 16, 2005 — 3 tapes August 23, 2005 — 3 tapes September 6, 2005 — 2 tapes September 20, 2005 — 2 tapes October 18, 2005 — 2 tapes November 1, 2005 — 2 tapes November 15, 2005 — 3 tapes December 6, 2005 — 2 tapes January — December 2005 January — December 2005 January — December 2005 January — December 2005 January — December 2005 January — December 2005 1998-1999 July 2004 — December 2005 2000 and 2001 2002 2000 —2002 2002 —2003 2003 2003 January — December 2005 2005 2005 1993 — termination (3/30/00) 1987 — termination (12/31/00) CITY OF 'ZAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE RETENTIC _RIODS i� (in years unless otherwise noted) _ ACTIVE INACTIVE TOTAL COPIES or DUPLICATES of documents for which a department is not D/R? the office of record J I ELECTRONIC DOCUMEN 100 GENERAL ADMINISTRATION 101 OFFICE GENERAL MANAGEMENT CAO Reports City Informational Brochures, Publications, Newsletters City-wide Policies and Procedures Co_rresporadence - External Correspondence - Internal (excluding CAO Reports - see above) Beoartrnental Policies/Procedures General Information - In -House Committees Staff Meeting Notes 102 OFFICE REFERENCE Annual Departmental Reports Chronological Files Community Organizations Complaints General Information Positive Feedback Now are we d Professional Associations Publications (journals, periodicals 103 FORMS MANAGEMENT Blank Forms SMANAGEMENT forms i 2 3 _ 5 S P P S P P 2 2 21 2 I/M VITAL _ _OFFICE OF _RE�COFN) - S 5 S+5 2 - 2 - CU 5 CU+5 2 2 Various Various Various Various Various _ V_arious Various VariOUS Various CODE SE JN REMARKS Duplicates and copies distributed to various departments for informational purposes may be destroyed by the departments when they are no longer useful for reference. Electronic copies of paper records should be kept no longer than retention period specified in this schedule. If electronic documents are also in a paper format both must be destroyed at the same time, G_C34090(d) GC34090(d) Keep one for historical purposes _ _ GC34090(d) Keep one for historical pu- rpo�es — GC34090(d GC34090(d) GC34090(d) May be kept for research/historic ,purposes GC34040(d) 2_ _ 3 5 Various GC34090(d) 2 - — _ _ 2 Various GC34090(d) 2 3 5 Various — _ GC34090(d)` 22 Various 2 1 __ 2 Various GC3_4090{d) 2 _ _ 2 Various GC34090(d) 2 2 Various GC34090(d) D/R D/R Various_ Not a public record S1 I I Various Retain while current - destruction notice not required 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 RETENTION/DISPOSITION SCHEDULE RECORD TITLE RETENTION PERIODS _ 1/M VITAL I _ OFFICE OF CODE SECTION ICertificates of Destruction 200 COMMUNITY DEVELOPMENT 201 CITY PLANNING { Address Files Business Tax Certificates Code Enforcement Files Construction Files Construction Permits (numeric) Home Occupation Permits Inspection Cards Notices of Address Change Notices of Determination Notices of Exemption 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 with Residents/Covenants, etc (in years unless otherwise noted) I__.�-_I RECORD REMARKS ACTIVE INACTIVE TOTAL 2` P P yes Clerk GC34090 Legal document of final it if )sition of record 2 2 Various GC34090(d CU P CU P CL P CL P P CU P P P CLI P P ! yes Planning Planning .F� Building GC34090(a) Files added to daily: Contains all original legal document GC34090(a) Reside in Address File GC34090(a) Microfilm after 5 years GC34090(a) Microfilm immediately after final inspection P P yes P yes yes Building P yes yes Building GC34090(a) Microfilm one year aft( final ins eclion _ GC34090(a) Reside in Address File P Planning ^ P yes Building _ Planning GC34090(a) Microfilm plus original cards stored _ GC34090(a) Housed in Address file GC3409�Za) P P Planning P yes Planning GC34090(a) Microfilm - one file contains all ori finals_ GC34090(a) Microfilm after 2 years P yes Planning A Planning Sigel ICU _ 2 � 2 Planning Sign Permits 2 2 Building Tracts and Minor Subdivisions 5 5 P yes Planning I GC34090(a) Housed in Address files: Run with the land (also recorded at County) GC34090(d� GC34090(d) Should only retain files pertaining to existing sittnage _ GC34090(a) Film after minimum of 10 years% See Public Works for Tentative ma3S Unreinforced Masonry Files (structural analysis) P1 P1 Building IGG34090(a) Retain hard files 300 CITY MANAGEMENT 301 COUNCIL FILES Action Update 21 1 21 I I_ Clerk JGC34090(d) CU=Curr( L=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E= expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/Fiche CITY OF7 SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD TITLE RETENTIG ERIODS I/M VITAL I OFFICE OF CODE SE.-.. i0_ N (in years unless otherwise noted) t RECOFID REMARKS ACTIVE INACTIVE TOTAL --- Appeals 5 P PI Clerk GC34090(d) Original appeal is part of _. the aigenda packet Audio Tapes or Digital Recording Files 2 2 Clerk GC34090.7 Cablecast Schedule for Gov. Access Channel 20- 2 2 Clerk GC3409f}(dj Council Agenda Packets 5 P P es es Clerk GC34090(d) Council Brochures S P P Clerk GC34090(d) Keep one for historical _purposes Council "Notes" 2 2 Admin jGC34090(d) r Council Policies & Procedures S P P ClerkIGC34090(d) Keep one for historical PU rimes Council Resumes CUl 2 CU+2 Admin GC34090(d) Council Subcommittee Assi nments 8 8 Clerk GC34090(d) Hot Files 2 2 _ Clerk GC34090(d) Includes Lay Minutes P P yes es Clerk GC34090(e) Oaths of Office P P Clerk IGC34030(d) Petitions to Council 2 3 5 Clerk GC34090(d) Advisory, non -election related. If part of agenda packet, _ retain permanently._ G Proclamations 2 _ 2 Clerk C34{ 90(d) Proposition 218 Ballots/Protest letters 5 P P yes yes Clerk Constitution (keep with a— genda acket Public Comment and Speaker Slips _ 2 2 Clerk GC34090(d) Red File Items (i.e; correspondence) 5 P P Clerk GC34090(d) Original red file is part _ _ _ of the agr�rtd__�_ aCket Red File Log _ 2 2 Clerk_ 9C3%D Video Tapes/DVDs 6 months 6 months Clerk GC34090.7 Recy—cle 302 COMMISSIONS, COMMITTEES, BOARDS Agenda/Agenda Packets 5 P P es _ yes Various GC3409'0(e) Audio Tapes 2 2 Various �GC34090.7 Bylaws S P Pyes Various GC34090 e Membership File: (Appointed AB members applications, oaths, T + 1 4 T+5 yes I Clerk GC34090(d) correspondence, etc.) Applications nota pointed) CL_+ 1 1 2 Clerk IGC34090 d Minutes P P Vires es Various "GC34090(e) Recruitment File: Includes correspondence, Maddy Act notices, misc. 2 2 Clerk GC34090(d) ads, and information _ Resolutions P P es es Various _ _GC34090(ej Rosters CUL P P es yes Clerk GC34090(d), Video Tapes/DVDs 6 months 6 months j Clerk GC34090.7 304 CITY ADVISORY BODIES Advisory Body Handbook S Pt P yes Clerk GC34090(d) Keep one for historic Advisory Body TraninQ 2 3 5 Clerk GC34090(d) Annual Advisory Body Recognition 21 3 5 Clerk GC34090 d Miscellaneous/Ad Hoc Advisor Bodies CU' 5 CU+5 Clerk GC34090 ri 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 RETENTIOWDISPOSITION SCHEDULE HE(;UHO I I ILL - u RETENTION PERIODS I/M VITAL OFFICE OF _ _ _CODE SECTION -- (in years unless otherwise noted) RECO D REMARKS ACTIVE INACTIVE TOTAL (3u:rterly Advisory Bogy Chair Meetings with i+Asyor �— 2' 2 _ Clerk GC34090 d) i -- - - - 400 FINANCIAL AND FISCAL 401 ACCOUNTS PAYABLE —1Accounts Payable Repots 9_0 d tvs 5 AU+5 Finance & IT GC34090 Accounts Payable Supporting Docs (voucher, invoice, PO) 21 3 AU+3 Finance & IT GC34090 Bank Statements Tax Reports 1099 Tax Info/Ri 402 ACCOUNTS RECEIVABLE Assessment Pay-offs Business Tax Customer Files Cash Receipts Credit Bureau Adjustments Invoices Journal Entries Refunds Revenue Backup Transient Occupancy Tax 403 MISCELLANEOUS __ Budget Amendment Request I Checks. Canceled General Correspondence 406 PAYROLL Payroll Char es Payroll Reports _ Tax Reports Time Sheets rns 2 3 IGC34090(c) / CFR516.2 !_G_G34090(cj _ AU+3 408 Finance & IT GC34090 _ 141 CFR50-201.501- GC34090(c) _ GC34090(c) / SLOMC3.01.50.1_tB) GC34090(c) _ GC34090(c) GC34090(c) 2C3409(( _ GC34090c GC34090(c) / SLOMC3,16,190; SLOMC3.04.110 1 10 AU+10 Finance & IT 1 3 AU+3 Finance & IT 1 AU+3 Finance & IT 1 3 AU+3 Finance & IT 1 3 AU+3 Finance & IT 1 3 AU+3 Finance & IT 1 31 AU+3 Finance & IT _ 1 3 AU+3i Finance & IT 1 3 AU+3 Finance & IT 1 3 _ AU+3 Finance & IT GC34090{cam 1 90 days 1 1 3 AU+31 Finance & IT GC34090(d)_ 5 AU+5 Finance & IT GC34090 c / CCP337 3 AU+3 Finance & IT GC34090(d) _ 3 _ AU+3 10 _ AU+10 _ 10 _ AU+10 3 AU+3 411 UTILITY BILLING Finance & IT Finance & IT IGC34090(c) / CFR516.2 !_G_G34090(cj _ Finance & IT 408 GRANTS GC34090 C) / CFR516.2 Planning 124CFR570.502 Community Development Block Grants CDBG T 4 T+4 GC34090(r,) Federal Grants, including FEMA / Other Emergencies (Applicants, CL+5 5 CL+5 GC34090(d) _ Pur e Tapes 1 reports, contracts, supporting documents) _ Finance & IT GC34090(c) Refunds 1 3 Grants-in-aid (Applicants, reports, contracts, supporting documents) CL+5 5 CL+5 State Grants (Applicants, reports, contracts, supporting documents) CL+5 5 CL+5 T -Termination AU=Audit 411 UTILITY BILLING Finance & IT Finance & IT IGC34090(c) / CFR516.2 !_G_G34090(cj _ Finance & IT GC34p90{c) / CFR516.2 Finance & IT GC34090 C) / CFR516.2 Planning 124CFR570.502 Various GC34090 ..� Various GC34090 Various GC34090 Credit Bureau _Assignments _ 1 3 AU+3 Finance & IT GC34090(c) Meter Reads 1 3 AU+3 Finance & IT GC34090(r,) Pa ment Stubs & Tapes 1 AU+1 Finance & IT GC34090(d) _ Pur e Tapes 1 3 AU+3 Finance & IT GC34090(c) Refunds 1 3 AU+3 Finance & IT GC34090 c CU=Curre. L=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E=� expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/Fiche CITY OF SAN LUIS OBISPO RETENTION/DISPOSITION SCHEDULE r1Cl.urlu 111 LC 700 LEGISLATIVE AND LEGAL 701 LEGISLATIVE HL 1 tIv 1 lute rthnuus I/M VITAL OFFICE OF (in years unless otherwise noted) REQD ACTIVE INACTIVE TOTAL I I I CODE SECTION REMARKS /UL Affidavits of Publication Cu Certificates of Posting Cu 4 4 f Various GC34090(d) GC34090(e) GC34090(d) Absentee Voter applications 4 4 es P yes es Various+GC34090 Clerk Clerk Charters -Listed Numerically with Amendments PdP Citizens' Charter Committee CU + 2 E Council Ordinances _ P Council Resolutions P yes P_ P es es es Clerk a Clerk -- --- GC3_4090(e} GC34(�01{ej 6 mos. Grand Jur 2 2 Disclosure Statements: _ Clerk GC34090(d) League of CA Cities 2 Legal Notices, Legal ads, and Display Ads CU 2 4 4 P ClerkGC34090(q)_ Various GC91 1.2; GC Legislation: County, Federal, State 2 2' 5 _ _ E+5 Clerk GC34090(d) GC34090(e) network/Keer _ Municipal Code S P P yes yes Clerk ` 2 Notices of Adjournment - 2 2 E 2 Various GC34Qj0Td /UL CLCL.I IIJIN NOTE: "E" = After Election Absentee Voter applications E 6 mos. E+6 mos. Application to view: voter registration info, AV voter lists E 5 5 Ballots: all, voter ID envelopes and ballot receipts, manual tally sheets, logic/accuracy tests, other ballot -related docs iCampaign E; 6 mos. E+6 mos. Disclosure Statements: Successful Candidates P P Unsuccessful Candidates E 5 _ _ E+5 Other T 7 T+7 Election correspondence E _ 2 ` 2 Election documents: expenses, proofs, night Ios E 2 2 Election history P P Election notices, publications, certificates E 2 E+2 Initiative, Referendum, Charter Amendments, Recall Petitions Certification) + 8 monthsil 8 months After Certification of results+ 8 months) Municipal Election File/Sample Ballots 10 P P Nomination Papers: N W ' GC40806 _GC40806 34090 database on City one for historic value Clerk EC17505((bb) Confidential Clerk EC2188 Clerk EC 17302; EC 17306 (if no legal action) Confidential Clerk GC810gR(bL Clerk GC81009(tf�_ Clerk GC81009(e) Clerk GC34090 Clerk GC34090 Clerk GC34090 Clerk GC34090 Clerk EC17200 / EC174007 Clerk IGC34090(d) Permanent for historic value CU=Cure L=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E= expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/Fiche CITY OF "4N LUIS OBISPO RETENTION/DISPOSITION SCHEDULE RECORD_ TITLE - RETENTIG. �:RIODS I/M In years unless otherwise noted) ACTIVE INACTIVE TOTAL Successful Candidates P P1 ye Unsuccessful Candidates me E 5 _E+5 Precinct Board Appointments - appointment of precinct oficials E 6 mos. E+6 mos. Precinct hand tally, copies of index, challenge list, assisted voter list E 6 mos. E+6 mos. Roster of voters, original indices (precinct board) E 5 E+5 703 CITY ATTORNEY Administrative Files Civil Litigation Civil Litigation regarding Property (including settlement and releases) Criminal Cases going to court Criminal Citations General working files Legislative Files Property Files _ 704 GENERAL LEGAL Agreements/Contracts not referenced elsewhere in the retention schedule Claims/Sub eona Logs Conveyances (Deeds, Easements, Abandonments) Liens 1Williamson Act Contracts 1 706 CAPITAL IMPROVEMENT BOARD CIB Agreements/Contracts CIB Establishnnent/pylaws CIB Resolutions/Ordinances General Correspondence Mi nutes 707 STATEMENTS OF ECONOMIC INTEREST General Correspondence Statements of Economic Interest' 87200 Filers) Statements of Economic Interest (City Code Filers) _+ VITAL i s OFFICE OF _CODE SE, -JN REMARKS EC17100 Permanent for historic value _ EC17304 Confidential EC17300(a) (ill no legal action) RECORD Clerk City Attorn�y GC34090(d) __ Destrgy 1 qm after resolution GC34090(a) Retain pertinent documents in perpeiully Destroy 5 �+rs. after resolution GC34090(d) Destroy when resolvent GC34090 Ongoing purging to keep current/active Clerk 10 Clerk IEC17100 Clerk �EC17503(b) e City Attorney = Clerk P 5 Clerk CU 5 CU+5 GC34090(e) Clerk City Attorn�y GC34090(d) __ Destrgy 1 qm after resolution GC34090(a) Retain pertinent documents in perpeiully Destroy 5 �+rs. after resolution GC34090(d) Destroy when resolvent GC34090 Ongoing purging to keep current/active CL 10 CL+10 e City Attorney CL P 5 P yes _ t yes City Attorney _ City Attorney, City Attorney CL CL _ -CL+5 CL CU CU City Attorney CU 2 CU+2 City Attorney _ GC34090 d _._- GC34090(a) CL P P es es Citi Attorne. CU 5AE1 CU+5AEj yes I yes' 1 Clerk/Various`" -. 2 f P yes yes P yes yes P ves vas P P —� P P P P 2 2 P P 2 2 t__ T 7 T+7 7 _ 71 1 Clerk Clerk Clerk CCP337 Keep 5 years after expiration. "Current contracts are vital records. - Contracts issued with Purchase Order may be filed with ori inatirtg dep�srtrrtent. _ _ GC34090(d GC34090(a) _ GC34090(a) TGC -34090(a) -- — Clerk ICCP337 Clerk GC34090(e) Clerk Finance _IGC34090(e) IGC34090(d) __Clerk GC34090(e) Clerk 1GC34090(d) Clerk GC81009(e) & CCAC Guidelines - GC81009(e) - 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 RETENTION/DISPOSITION SCHEDULE RECORD TITLE_RETENTION PERIODS _ I/M VITAL OFFICE OF CODE SECTION ' - I (in years unless otherwise noted) RECO D--- __ REMARKS ACTIVE INACTIVE TOT_AL — ` 709 PUBLIC INFORMATION/COMMUNITY RELATIONS - --- Consumer Price Index GPI) _ CU' 2 _ CU+2 Various GC34090(d) General Correspondence � --�— - 2 ��— Press Release — — �— Various GC340: (0(d) CU 2j CU+2 - Various IGC34(791q(d 800 PUBLIC WORKS 801 ENGINEERING Contractor Bids (not awarded) CU CL+2 CL+2 Public Works GC34090(d) Exception: 3 year --_ retention period if Federal funds Encroachment Permits CL 4 CL+4 Public Works 'GC34090(d)� Engineering Standards P P Public Works_ GC34090(a) General Correspondence 2 _ 2 Public Works GC34090(d) _ Job Files: Certified payroll; pay estimates; original bid documents; CU CL+2 CL+2 Public Works GC34090(d) Exception: 3 year engineers' daily logs or inspectors' diaries; legal ads; preliminary retention period if Federal funds notices/liens Job Files: Org specials; agrmnts; CAO/CAR; change orders; env docs; P P Public Works GC34090(d) *Includes final pay est. wlattach; notice completion; haz waste manifests/transp bids/plans/specs docs; ins certs (all); perform bonds; proposals; spec reports (haz mat, bio, soils), submtls (matls, draw), warranty Tracts and Minor Subdivisions - Tentative 5 5 P yes Public Works GC34090(a) Film after minimum of 10 years'. See Community Development for Final maps 802 STREET ADDRESS FILES — y General Information - 2 2 Public_W_orks f GC34_090(q) Street files 5 5 10 Public Works GC34090(d) Review in 5 years - l— _ puree — - -i 803 MASS TRANSPORTATION General Information 5 5E6cs Public Works GC34090(d) _ 'Local SLO Municipal Bus System CU 10 CU+10 yes _ Public Works GC34090(d) Regional Elderly/Handicapped Transit CU 2 D/R Public Works GC34090(d) Destroy when no longer - — _ relevant __ Taxicabs CUI 5 CU+5_yes Public Works 090d) Transportation Permits CU 2 CU+2 yes Public Works_ GC3_40_9_0(dj—_ Unmet Transit Needs CU 10 CU+16 es Public Works GC34090(d_ 804 PARKING C� Downtown Parking Study P _ P e5 Public Works �C,'C34090(d) General Information 2 21 GC34090(dl— Parkin Appeal; CU+2 CU+2 !tj[j(E4 GC34090L)iParkin Citations CU+2 CU+2�Parkin Meters - , GC34090{d)CU 5 CU+5� yes GC34090(djParkin Policies S 5 CU+5' es GC34090 d CU=Curr( L=Closed/Completed P=Permanent D/R=Destroy when no longer relevant A/E=, expiration T -Termination AU=Audit S=Superceded I/M = Image/Microfilm/Fiche