HomeMy WebLinkAbout03-28-2018 Records Destruction List - Parks and Rec00 Memorandum
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� •. City of San Luis Obispo Parks and Recreation Department RECEIVED
February 12, 2018 MAR 2 8 2018
TO: Shelly Stanwyck, Director of Parks and Recreation SLO CITY CLERK
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 33 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.
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Shelly St4o)Wyck, Parks and Recreation1� stine Dietrick, CW Attorney
CERTIFICATION OF DESTRUCTION
I, Marti Reynolds, do hereby certify that the records listed on the attached were properly disposed
of.
..�
upervising kdministrdfive Assistant
Original: City Clerk
Copy: Parks and Recreation Department
Date
Records Eligible for Destruction 2018
Located in Storage at Ludwick Community Center
Division File Name l'Iafi-d Rwtc+rntinn Vvniroc
ADMIN
Injury Reports/Participants (originals)
2010
2018
Fee Reduction Files
2014-16
2016-18
Scholarship Reports/Credits-Transfers
Safari to ActiveNet (2)
2012-14
2016-18
FACILITIES
Facilities Use Permits
2013
2018
POOL
Aquatics Waivers & Receipts
2013
2018
GOLF
Revenue Trans. (original w/waivers)
10/13-7/14 (3)
2014
2017
YOUTH
SERVICES
Billing Sheets (new to storage)
2012-13
2016
Billing Sheets (new to storage) (5)
2013
2016
Billing Sheets (5)
2014
2017
Billing Sheets (8)
2015
2018
Registration Paperwork
2012
2016
Registration Paperwork
2014
2018
Scholarships
2012-13
2016
Waivers
2013
2018
Waivers SLO Teens/Quest
2011-14
2015-18
RECORDS RETENTION STORAGE
Ludwick Communitv Center Garage
Inventoried 02.12.2018
DATE OF I DATE TO I Location, l
DIVISION / File Name RECORD 1 DESTROY f Number Boxes
ADMINISTRATION
Historical File - JUC (Jt. Use Committee)
Historical File - Advisory Body/City History
Historical File-JUC (Prior to renaming SURF), Agendas, Minutes,
Handouts, LFitzgerald
Urban Streams Binders -Natural Resources Dept.
Injury Reports/Participants
Injury Reports/Participants
Injury Reports/Participants
Injury Reports/Participants
Injury Reports/Participants
Injury Reports/Participants
Injury Reports/Participants
Fee Reduction Files 2014-15 and 2015-16
2012-13 Scholarship Reports, 2013-14 Overdue balances,
Credits and Transfers from Recware Safari to ActiveNet
Financial Plan 2001-2009
Environmental Reports 2001-03, Blues/Stadium Documents
2006-07, Safe Playgrounds information
Financial Plan and Budget 1983-2001, SOSPA, 1996 Olympic
Torch Relay, Department Brochures
Playground Safety Audit Forms, ADA
RANGERS
Jr. Ranger Camp Registration
FACILITIES
Facility Use Permits & Insurance
Facility Use Permits & Insurance
Facility Use Permits & Insurance
Damon -Garcia , Adobes -documents
Damon -Garcia, Emerson Park, French Park, Jack House -documents
I -our of CA, Laguna Lake Dog Park, Damon -Garcia Maintenance,
Laguna Lake Park, Meadow Park, Mission Plaza, Santa Rosa Park -
documents
Laguna Hills Park, Laguna Lake Golt Course, Mini Parks, Library,
Ludwick Community Center
5insheimer Park -including pool and tennis courts, Stockton
Field -documents
1970-1976
1960-1975
1980-2006
2011
2012
2013
2014
2015
2016
2017
2016
2016
2001-2009
2001-2007
1983-2001
2015
2013
2014
2015
2016
2016
2016
2016
2016
PERMANENT -DO NO
DESTROY
PERMANENT -DO NO
DESTROY
PERMANENT -DO N0'
DESTROY
PERMANENT -DO NO'
DESTROY
2018
2019
2020
2021
2022
2023
2024
2018
2018
PERMANENT -DO NOT
DESTROY
PERMANENT -DO NOT
DESTROY
PERMANENT -DO NOT
DESTROY
PERMANENT -DO NOT
DESTROY
2020
2018
2019
2020
2026
2026
2026
2026
2026
unless otherwise
noted
1 folder
2
2
DIVISION / File Name
DATE OF
RECORD
DATE TO
DESTROY
Location,
Number Boxes
Open Space, General Park Info., YMCA Building Lease
2016
2026
Facility Use Insurance
2017
2022
Facility Use Permits
2017
2022
PERMANENT -DO NOT
Leases & Agreements, SLCUSD joint Use, Playgrounds
2016
DESTROY
COMMUNITY SERVICES
Contract Classes/Waivers/Rosters
2012
2019
Special Events Permits
2013 & <
2021
Senior Ctr. Registration
2014-16
2018-20
POOL
Aquatics Waivers & Receipts
2013
2018
GOLF
Revenue Transmittals -original trans. w/waivers 10/13-7/14
2014
2017
3
SPORTS
Registration & Waivers-Softball/Pickleball
2016-17
2021-22
YOUTH SERVICES
Billing Sheets 2012-13*
2012-13
2016
Billing sheets 2013*
2013
2016
5
Billing sheets 2014*
2014
2017
5
Billing sheets 2015*
2015
2018
8
Billing Sheets 2016*
2016
2019
Court Orders 2016-2017
2016-17
2021
Registration paperwork
2012
2016
Registration paperwork
2014
2018
Registration paperwork
2015
2019
6
Registration paperwork
2016-17
2020-21
6
Scholarships
2012-2013
2016
Timecards (originals)
2014-16
2019
Waivers
2013
2018
Waivers/Log Books/Rosters UDC
2015
2020
Waivers SLO Teens/Quest
2011-14
2015-2018
Waivers SLO Teens/Quest
2016
2021
Waivers/Log Books/Events
2013-16
2018-2021
Waivers/Log Books/Rosters Summer Camps
2014
2019
Waivers All STAR Fun Zone
2014-2015
2019-20
Waivers/Fam Info Cards Camp Sport N Splash
2015
2020
Waivers/Log Book Spring Break
2015
2020
Waivers/special event youth svcs
2015
2019-20
5
Waivers/regular & min days
2016-17
2021-22
3
NOTES:
* Youth Svcs is opting for additional year retention since some years
are mixed
together