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Home My WebLink About07-30-2018 Records Destruction List - City ClerkOffice of the City Clerk 990 Palm Street, San Luis Obispo, CA 93401-3218 805.781.7100 slocityofg MEMORANDUM DATE: June 25, 2018 TO: Greg Hermann, Interim Deputy City Manager J. Christine Dietrick, City Attorney FROM: Kevin Christian 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 as follows: 1 box of records exceeding the retention requirements and, as such, are being prepared for destruction. The method of destruction will be confidential shredding. A complete listing of the files is attached. Please sign below indicating that the record titles are appropriate for electronic retention and the retention system meets the regµirements of the records retention policy. r, I inn, Interim Deputy City Manager I J trtstine Die c , ity Attorney CERTIFICATE OF DESTRUCTION Teresa Purrington, do hereby certify that the records listed on the attached were properly disposed of on r? /Z L 120l Teresa Purrington, City Clerk Attachments: Relevant section of the records retention schedule. Description of files to be destroyed. Original: City Clerk's Office Destruction List for 06/25/2018 DEPT/DIV or Conversion Destruction Category Creation Year Year Year Description City Management 301-13 2009 n/a 2018 Proclamations City Management 301-13 2010 n/a 2018 Proclamations City Management 301-13 2011 n/a 2018 Proclamations City Management 301-13 2012 n/a 2018 Proclamations City Management 301-13 2013 n/a 2018 Proclamations Elections 702-02 2006 n/a 2018 Council Candidate, Terry Conner Elections 702-02 2006 n/a 2018 Mayoral Candidate, John Ewan Elections 702-02 2006 n/a 2018 Mayoral Candidate, Donald Hedrick Elections 702-02 2006 n/a 2018 Council Candidate, Terry Mohan Elections 702-02 2006 n/a 2018 Mayoral Candidate, Christine Mulholland Elections 702-02 2011 n/a 2018 Mayoral Candidate, Andrew Farrell Elections 702-02 2011 n/a 2018 Mayoral Candidate, Andrea Miller Candidates Not ua i ie : Oren Levy - Mayoral Andrea Miller - Mayoral Elections Pierre Kacsinta - Council 702-02 2012 1 n/a 1 2018 lJohn Galbreath - Council CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE AE=After Expiration AU=Audit CL=Closed/Completed CU=Current D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=Terminated RECORD TITLE I Project Files: Administrative Use Permit; Planning Commission Use TOTAL RETENTION PERIOD P OFFICE RESPONSIBLE FOR RETENTION AND DISPOSITION OF RECORD Planning CODE SECTION REMARKS GC34090(a) Microfilm after 2 years 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: Residents/Covenants, Affordability, First -Time P Clerk GC34090(a) (Filed under 704-06 in City Clerk's office in Housing Agreement Home -Buyer, etc, ssCfion operty address. Sign Inventory Files 2 Plannin GC34090 Sign Permits 2 Building GC34090 Tentative Tracts and Minor Subdivisions P Planning GC34090(a) Film after minimum of 10 years' See Public Works for final maps. Unreinforced Masony Files structural analysis) P BuildigQ GC34090(a) 300 CITY MANAGEMENT 301 COUNCIL FILES Is Heard by Council P Clerk GC34090 Appeals not Heard by Council CL+2 Various GC34000 Audio T or Liberty tem 6 mos Clerk GC34090.7 Cablecast Schedule for Gov, Access Channel 20 2 Clerk GC34090 Council Agenda P&*ets P Clerk GC34090 Council Brochures P Clerk I GC34090 Keep one.for historical purposes Council "Notes" 2 Admin GC34090 Council Policies & Procedures P Clerk GC34090 t wp one for historical purposes Council Resumes CU+2 Admin GC34090 Council Subcommittee Assignments 8 Clerk GC34090 DVDs df Council and Plenniqq Commission Me4qgs P Clerk GC34090-7 Hot Files 2 Admin G034090 Minutes P Clerk GC34090(e) Oaths of Office P Clerk GC34090 Petitions to Council 5 Clerk GC34090 Advisory, non -election related. (If submitted to Council, retain permanently with a end_a packed _ Proclamations_moi r Clerk GC34090 - Proposition 218 Protest letters P Clerk i State Constitution Public Comment and Speaker Slips 21 Clerk GC34090 Red File Items (i.e; correspondence) P1 Clerk GC34090 Ori ural red fila is part of the "ends oacket Resolutions and Ordinances P Clerk GC3409 e 302 COMMISSIONS, COMMITTEES, BOARDS nda PaCkeLs P Various GC34090 Audio Tapes 2 Various GC34090.7 Bylaws P Various G034090(e) Membership File: (Appointed AB members applications, oaths, T T-5 Clerk GC34090 Correspondence, etc.) Applications (not appointed) 2 Clerk IGC34090 Minutes P Various GC34090(e) Recruitment File: Includes correspondence, Maddy Act notices, misc. 2 Clerk G634090 ads, and information_ Resolutions P Various GC34090 e Rosters S+5 Clerk GC34090 304 CITY ADVISORY BODIES LAdyisnry Body Handbook _ P1 ClerkGC34090 Keep one for historic reasons Advisory Body Trainin 5 Clerk IGC34090 AE=After Expiration AU=Audit CL=Closed/Completed CU=Current D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=Terminated CITY OF SAN LUIS OBISPO RECORDS RETENTION SCHEDULE RECORD TITLE TOTAL ---7 OFFICE RESPONSIBLE CODE SECTION RETENTION FOR RETENTION AND REMARKS PERIOD DISPOSITION OF RECORD Successful Candidates _ P Clerk GC81009(b) Ur3suCcessful Carididates . _ E+5 Clark _ E�C81 b Other T+7 Clerk GC81009(e) Election _c_orrespondence -- E+2 Clerk GC34090 Election documents: expenses, proofs, night los _ E+2 _ Clerk GC34690 Election history P Clerk GC34090 Election notices, publications, certificates E+2 Clerk _ GC34090 Initiative, Referendum, Charter Amendments, Recall Petitions After Certification of Clerk I 17200/EC17406 Confidential results + 8 months Munici al Election File/Sample Ballots P Clerk GC34090 Nomination Pa ers: Successful Candidates P Clerk EC17100 Unswxessrul Candidates E+5 Clerk EC 17100 Precinct Board Appointments - appointment of precinct officials E+6 mos. Clerk EC17503(b) Precinct hand tally, copies of index, challenge list, assisted voter list E+6 mos. Clerk EC17304 Confidential Roster of voters, ori final indices precinct bwrd E+5 Clerk EC17300(a) (if no legal action) 703 CITY ATTORNEY Administrative Files CU+5 City Attomff GC34090 Civil Litigation CL+10 CoAttorney GC34090(b) Civil Litigation regarding Property (including settlement and releases) P City Attorney GC34090(a) Criminal Cases going to court _ CL+5 City Attorney GC34090(b) Criminal Citations CL+2 City Attorney GC34090 Legislative Files CU+2 Ci!y Aftorney IGC34090 704 GENERAL LEGAL AcreementsfContracts (consultants, purchase agreements, and others CU+5AE Various CCP337 not shown elsewhere in the r0ention Schedule Claims/Sub eona Los 2 Clerk GC34090 Donor and Donation Agreements P Clerk GC34090 Ethics Training Certificates CL + 5 Clerk GC34090 Housing Agreements (Includes recorded and other related P Clerk GC34090(a) Joint Powers Authorities CL + 10 Clerk GC34090 Lease Agreements of Real Property (longterm; i.e., more than five CL + 5 Clerk GC34090 Liens P Clerk GC34090(a) Public Art Agreements P Clerk GC34090 Recorded Documents (Abandonments, Deeds, Easements, P I Clerk GC34090 Williamson Act Contracts P1 Clerk GC3409 a 706 CAPITAL IMPROVEMENT BOARD CIB reemenWC-ontracts P Clerk CCP337 CIB Establishment/Bylaws P Clerk I GC34090(e) CIB Resolutions/Ordinances P Clerk GC34090(e General Correspondence Z Finance IM34090 Minutes P C3etk GC3409t] e 707 STATEMENTS OF ECONOMIC INTEREST General Correspondence 21 ClerkGC34090 Statements of Economic Interest (87200 Filers) T+7 Clerk GC81009 e & CCAC Guidelines Statements of Economic Interest (City Code Filers 71 IGG810C- e AE=After Expiration AU=Audit CL=Closed/Completed CU=Current D/R=Destroy when no longer relevant E=After Election P=Permanent S=Superceded T=Terminated