HomeMy WebLinkAboutMemorandum for Destruction Parks and Recreation Department 02-12-2016Memorandum
City of San Luis Obispo Parks and Recreation Department
February 12, 2016 f
!
TO: Shelly Stanwyck, Director of Parks and Recreation MAF U 7 2016
Christine Dietrick, City Attorney
FROM: Marti Reynolds, Supervising Administrative Assistant
SUBJECT: Request for Records Destruction
On April 24, 2001, the City Council adopted a Records Retention Policy and Schedule. In
accordance with that policy and schedule, certain records have been identified as now being
eligible for destruction. We currently have the equivalent of 20 boxes of records that exceed
these retention requirements. All boxes are in storage at the Ludwick Community Center
where they are marked and arranged by division and date (and some still by our prior numbering
system), then placed on an inventory spreadsheet. This inventory is then visually verified and
additions noted before making this annual request.
The method of destruction will be by shredding and recycling the boxed contents of the eligible
files. We anticipate using Iron Mountain Records Management. Once permission is received, we
will schedule Iron Mountain to come to the Ludwick Community Center to shred the approved
documents.
Please sign below indicating your approval for the destruction of the records listed on page two
of this document. Also attached is the disposition schedule from the Records Retention Policy
outlining Parks and Recreation documents.
Shelly Stanwyc arks and Recreation hristine Dietrick, City Attorney
CERTIFICATION OF DESTRUCTION
I, Marti Reynolds, do hereby certify that the records listed on the attached were properly
disposed of.
1upervising Administra - e Assistant Date
Original: City Clerk
Copy: Parks and Recreation Department
0) (1) 0)
C i C:
U
o
CILO
c U
O LL
® 0O }L' �_
■� O L) C/) J U
O O .c
to L Q
L L E
L O O O a)
��■■1
co
T-
• L �--+ cu Z N
N
N
� U U o
CTJ
O �
Q% L
O Ocu
N
O E o 0
co
}' (� ® o
�� ■ O ® O }' cQ M
CJ O U �"' LL 0)
�� O (� O co
■ +�-+ N o0
404 � O U 1 N
C:O 0O W
C E
(0) 2�-- O U Z N
U =3E
c U)•LO E - m`
ilk U U p
Records Eligible for Destruction 2016
Located in Storage at Ludwick Community Center
Division File Name oaten Retention Fxnires
ADMIN
Injury Reports/Participants (originals)
2009
2016
RANGERS
Jr. Ranger Camp Registration
2007
2012 (archv 2016)
Jr. Ranger Camp Registration
2009
2014 (archv 2016)
Jr. Ranger Camp Registration
2011
2016
FACILITIES
(2 boxes)
Facilities Permits & Insurance
2011
2016
Special Event Applications
2009-11
2014-16
COMMUNITY
SERVICES
Volunteer Waivers
2010
2015
POOL
Aquatics Waivers & Receipts
2012-13
2016
GOLF
"How Are We Doing?" Surveys
2010
2012 (archv 2016)
Revenue trans (exempt -copies) & class
waivers, cart agreements
2011
2016
SPORTS
(2 boxes)
Softball Waivers
2013
2016
Fundamentals Soccer/Basketball
Registration and Waivers
2013
2016
YOUTH
SERVICES
(3 boxes)
Various School Site Billing Sheets (2
yrs) & rosters (5 s) mixed together
2011
2016
(3 boxes)
CAP SLO Fee Reduction
2010
2012 (arch 2016)
Site Evaluations
2012-14
2014-16
w
J
D
G
LU
V
N
Z
O
P
Z
W
H
w
w
cn
O
V
w
Ix
O
a
cn
m
O
a
z
d
F�
O
U
i
f
Y
a�
U
U
m
a
a
m
Y
1
N
O H
V Y
O
0)
d
W
w
O �
d
O
U
m
y
C
m
E
m
�
N
o
0
-2
m
C)
U
O
N
C)
c0
$
W
o
0
m
i
=
m
O
O
0 o
0 0
o 0
0 0
O
m
o o
m
0 0
0
m
6
m
O
0000
0
0 0
0 0
0 0
=_
�,
+ O`
O
0 0
0
+
O O
O
m
800080000000000
07 !P
p1
!T lP
lP
T
O OI
O
W
O
O
!T O
OOOO
01 m
m
0000000a'Wa'
lT 0
QI 01
Of O
(D
O
C_ a,
a'
W O
000
O
a m
Oa'�!O
f�7
M
M Mc�
Cl) M
m
m m
Id7
Cl)
M Cl)
M Cl)
M
MMM
M
Cl)�Cl)
LL LL
LL M
OIL
u
LL
(+�1 M
M
M LL LL M
[7
C7 69
U
[�•. O
U U
O 0
U U:
C7 0
U U
O O
U
C7
a) U
a C7
U U
C7 C9
'U
O
U
C7
U
C7
'U U
O 0
U U
CD C7
U
C7
U U
0 C7
U U
0 C7
U U
0 0
O
a v
O U
v C?
C
O
o
v
U U
C7 C7
U
C7
U o o U
6 c v C7
p
W p a'
mQU
Z
Z
O
Y
S
O LL
a�0 ti's
(n Z
m otf
06 o!s
a6 oD
o6 ots
otf as
oI7
otS o!S
otf o6
otl
O
�
O
o(j ojf
orj oil
N
_
`._._
m m
C C
E E
N
mmm
cww
_
N N
._ .
:�«
N N
mmmmmm
N N
=:_«
N
N
:_ m
U
N
m
:_
N N N y
maDa��
:_ :_
LLI LUZ
�WO >>
>
—
>
v�y
a
a
oU.(
0
N
+
a Ah.r
+
+ +
Lo Lo
+ +
N N
+
N N
+
N
+
N N
+
a a
+
M
+
o
O
N N
+ +
M V)
+ +
M
a a
z
UUUUU
UU
U
UU
U
UUUU
+
v
a�o
0z
UJ
>
C
m
C
m
E
�
3
V%
aci
N
C
m
m
O
L
0
!n
¢
I
O7
O
a
m
u
O
U
c
N
E
C
m
y
m
�
d)
c
c
c
V'
O
I
N I�
w
.�.co
m
E
N
m
c
a)
c
o
)
a16
E
t,
L
E
~
_c
U O
U
Y
a
Y
n
U
N
16
p
O m
o F a
o
o
N
a
a
aa)
w
o
N
Nrr
o
N
o
¢
W
.4
c
cl
o
V0)
m C
C y y
N
•N+i
f0
N
U
y
7
m
y
m
y
N�
U
m N
U
-_
O
- IT
m
C
J
U
C N O
m
w
'C C U S
o6ZW
E
a��`a.0
N O—
mE
CR'
N
y
a
O
°n
O
n
W m
t>>�EEiwmo
m m
E C
mmm
C
N
r
O
C°
00
E
_ Em
w
tm'E
O'
d N
•8' ~
C N\
`p
O
N
E
U
`�
OCl
CCI
N
m N
o�
Ccj Z)
a
CO
-
O
�_
O
0 w d L
w
EL
_O
Co QQ
w W, F W.
C
C' C
IV m
fA
O>
U m
C
E
C
U)
m
m
C O
; IL
C
a
7
U
M
7
U
w
W .y
N .0
C7 fn
y
N U
O
C7 N
a C
C m
m
N@
O C
C
O
U)
a"y0
m
m
m
E .N.' E
m m L m
O
i O
CL
E ami Kwa
°'
N
°�
a
N
y
'E .o
o
c
`—c
�+
]
J mw
Um
m
oU
E
E
�
_Q
o�"6a
Iw
Fp
�m Ua
0❑ w o
'
oi�
N
Z baa
m10-=Eo��mN
E—
m
r
m
°�
N
°�
aim
c>
m._>
mQCoM
> c
N mmL
U
a F
0�N�0
O
H
O
O
m
E
a
,nod
f9v�
Q w
p
�¢ 1
w
U
f/� m
o
fm/1 C�
a
m
y
m¢
L) 0C-
m
._ c
UU
y
>
m
m>
a
fA O
>
>
N
O m
m
c
m
m
m oo ym cLi
(7 , O
N�j tp
w m
mY
N U C
0)
�J U
Ca'U-
(0
N N
m 7
O
m
2
m V
LL`
m cL
LL O
W>
N
> C
O
W m
m m
N N
___
Ul
�U
N
m 0
'C '
0 is
Ca
m U)
E
p
C
._ N
U
N
m 03 IA
O.
J w
U
O Y Y w
Q°
a�
c�
m Q
'u
y
U
m
o
r r
J N
v v
S
v m
N m
O
m a`�
0
E W
.0
Ip
m
C
m
C
N
U U U m
a' lY '._
Q
w_
a' a'
m e Q Q 0�m
C J
d
C
o o
r m
m m
o
E 3
0 o
Vl
m
y
C
o
m
L m
U
0 f0
C
F o
C C
m m
C C
m m
C C
m m
-0,
y
-CO, m
m a
m
m
�r
U¢a'�
aa¢,mL}000LLLLOC7m2aaaaU
a0rnrncn
OUILLLLLLLLLLC7
.�zzaaU1
Nrprn=1
O
r
r
r ;zJ
N
�
Ir
0