2011 City Clerk - Correspondence, Unsucessful Bids, Public Hearing Notice, etc 2003-2008If%f of jfa QuLnta RECORDS DESTRUCTION AUTHORIZATION
In accordance with the City's Records Retention Schedule as adopted by Resolution 2010-016, it is requested that the records
delineated below be destroyed. There is no known litigation or reasonably anticipated investigation or litigation that would
require these records be held.
The total retention period has expired or in accordance with GC34090, 5, any original/permanent records herein are being
destroyed because (1) these records have been scanned into a permanent electronic format. (2) the format produced an accurate,
legible qpy that does not permit edits, (3) it s accessible for public reference to the same degree as the original version, and
(4). rue, secondary,4ectronic copy is ke n a safe and separate place.
I Veronica Montecino City Clerk
Si ature Print Name Department !!JJ
/zr- M. Katherine Jenson
Signature Print Name Date
RECORDS TO BE DESTROYED
REQUIRED
OFFS# and TITLE or TYPE FORMAT RECORD DATES E-IMAGE TOTAL
DESCRIPTION OF RECORD EXIST? RETENTION
101.01 CORRESPONDENCE current year
+ 2 yrs
1 City oing Clerk incoming & outg0 P/S 2005 2006, 2007, 2008 no .1
2. City Council incoming
0
P/S
2005, 2006, 2007, 2008
some
3. Mayor incoming
O
P/S
2005, 2006, 2007
some
4. Offer letters to 23 property owners
on Jefferson Street and Vista Grande to
0
P/S
7/29/2003
no
acquire property for Jefferson St
wideninq Phase II
102.01 PUBLIC HEARING NOTICES non legal
0
P/S
2006, 2007, 2008
no
"
102.03 DISPLAY ADS non legal
0
P/S
2001 5t"
no
copies - destroy at
401.06 CHECK REQUESTS
C
P/R
2003 thru 2009
no
woi lorlglFinance d are a
dept
record)
copies - destroy at
412.04 PURCHASE ORDERS
C
P/R
2004 thru 2007
no
woi Fc n de are a
es
ance pt-
record)
412.09 PRICE LISTS
C
P/R
2006, 2007, 2008
no
destroy at will
413.03 UNSUCCESSFUL BIDS- SERVICES until completed
+ 2 yrs
1. Project 2005-08 completed 6/30/06 0 P,1R 2005 no
Citywide Landscape Maintenance
2. Project 2005-09 completed 6/30/2006 0 P/R 2005 no
Citywide Park Maintenance
I certify that the records described above and approved for destruction were)( recycled)(shredded on01-,9'{yi as
prescribed by law.
Susan Maysels Deputy Clerk
City Clerk City Clerk Signature Print Name Title
Type: Original Documents = O Format: Paper records to be shreded = P/S
Copies = C Paper records to be recycled = P/R
Electronic document to be deleted = E
CD, DVD, Tape to be destroyed = CDT