Beth, I’m out of town, so can’t confirm retention policy right now, but I think it’s 3 yrs. I’ll check for you when I’m back in the office.

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From: public_art_network@americansforthearts.simplelists.com <public_art_network@americansforthearts.simplelists.com> on behalf of Beth Tobey <btobey@cityofsantacruz.com>
Sent: Tuesday, October 29, 2019 3:28:07 PM
To: public_art_network@americansforthearts.simplelists.com <public_art_network@americansforthearts.simplelists.com>
Subject: Re: Q for my City Govt friends - retaining scoring sheets etc for artist selection processes?
 
How long do you have to keep them?
Beth

Sent from my iPhone

On Oct 29, 2019, at 2:23 PM, Pontious, Susan (ART) <susan.pontious@sfgov.org> wrote:


S. F. City ordinance requires retention of score sheets. They become a public document subject to public records request.


From: public_art_network@americansforthearts.simplelists.com <public_art_network@americansforthearts.simplelists.com> on behalf of Beth Tobey <btobey@cityofsantacruz.com>
Sent: Tuesday, October 29, 2019 3:06:12 PM
To: 'public_art_network@americansforthearts.simplelists.com' <public_art_network@americansforthearts.simplelists.com>
Subject: RE: Q for my City Govt friends - retaining scoring sheets etc for artist selection processes?
 
 
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Thanks!

Beth

 

From: public_art_network@americansforthearts.simplelists.com [mailto:public_art_network@americansforthearts.simplelists.com] On Behalf Of Megan Berner
Sent: Tuesday, October 29, 2019 1:58 PM
To: public_art_network@americansforthearts.simplelists.com
Subject: Re: Q for my City Govt friends - retaining scoring sheets etc for artist selection processes?

 

Hi Beth,


If we use scoring sheets in our selection process, we are required to keep them for at least one year. After that, the meeting minutes are all that we have to keep on record. That is generally where all the discussion around the project is anyway and we do all of our artist selection processes as part of our public meetings.

 

Megan Berner

Public Art Program Coordinator

City of Reno

Arts, Culture, & Events

Office of the City Manager

McKinley Arts & Culture Center

925 Riverside Drive

Reno, NV  89503
w. 775.326.6333

 

 

On Tue, Oct 29, 2019 at 1:42 PM Beth Tobey <btobey@cityofsantacruz.com> wrote:

Does anyone have guidelines on record retention for scoring sheets used in an artist selection process? Or is it OK simply to document who was part of the interview panel and the general process in case you get a public record request regarding who was selected and why?

 

 

<image001.png>
Beth Tobey (she/her)

Arts Program Manager

City of Santa Cruz Economic Development Office

(831) 420-5154 | btobey@cityofsantacruz.com
www.SantaCruzCityArts.com
WWW.CruzCal.org

 

<image002.jpg>

 

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