HomeMy WebLinkAboutResolution 2020-11 Destruction of Records - City Clerk-.Z
RESOLUTION NO. 2020-11
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALM DESERT, CALIFORNIA, SETTING FORTH ITS FINDINGS AND
AUTHORIZING THE DESTRUCTION OF PAPER RECORDS THAT HAVE
BEEN DIGITALLY IMAGED FROM THE OFFICE OF THE CITY CLERK,
TO RELY ON THE ELECTRONIC RECORD AS THE OFFICIAL RECORD.
WHEREAS, the Office of the City Clerk of the City of Palm Desert, California, has
imaged, in compliance with applicable state laws, official files, records, exhibits, permits,
and other documents of said Office of the City Clerk; and
WHEREAS, the images have been quality checked, and contain all significant
details from the original and are an adequate substitute for the original document for all
purposes for which the document was created or maintained; and
WHEREAS, indexing has been verified/quality checked; and
WHEREAS, the images have been placed on optical media that cannot be altered
or changed (DVD-r, CD-R, or WORM), microfilm or microfiche; and
WHEREAS, the optical media that cannot be altered or changed (DVD-r, CD-R, or
WORM), microfilm or microfiche, has been stored in a safe and separate location.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Palm Desert, California, as follows:
Section 1. That the above recitations are true and correct and constitute the
findings of the City Council in this matter.
Section 2. That it does hereby approve the destruction of the paper version
of the documents, records or files as set forth in Exhibit "A," attached hereto, to rely on
the images as the "Official Record" and will be retained for the applicable retention period.
Section 3. That the paper records include Contracts, Audited Financials,
Purchase Order Requests, Tract/Parcel Maps, Committee/Commission Minutes, and
subject files ranging from 1979-2016 as listed in Exhibit "A" attached, were in custody of
the Office of the City Clerk and have been prepared for destruction.
Form RS-1/2019
Monday, January 06. 2020
RESOLUTION NO. 2020-
PASSED, APPROVED, AND ADOPTED at a regular meeting of the Palm Desert
City Council held on this 23rd day of January 2020, by the following vote, tc
wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
RACHELLE D. KLASSEN, CITY CLERK
CITY OF PALM DESERT, CALIFORNIA
GINA NESTANDE, MAYOR
Form RS-1/2019
Monday, January 06, 2020
RESOLUTION NO. 2020-
EXHIBIT "A"
DESTRUCTION OF "PAPER RECORDS" FROM
THE OFFICE OF THE CITY CLERK
TO RELY ON THE ELECTRONIC RECORD AS THE OFFICIAL RECORD
DOCUMENTS HAVE MET OR EXCEEDED THEIR RETENTION PERIOD
M=Microfilm
Q=Questys
AP=Agenda Packet Staff Report
one I eiv I wIv IFILE NO, IDESCRIPTION
CW-025 32-004 City Council Correspondence Crites, Buford 1993
CW-025 32-004
City Council Correspondence Crites, Buford 1992
City Council Correspondence Crites, Buford 1991
CW-025 32-004
CW-025 32-004
City Council Correspondence Crites, Buford 1990
(July -September)
City Council Correspondence Crites, Buford 1990
CW-025 32-004
CW-025 32-004
City Council Correspondence Crites, Buford 1989
CW-025
32-001
City Council — Study Sessions
1983-1984
CW-025
32-001
City Council — Study Sessions 1985
CW-025
32-001
City Council Correspondence 1993
CW-025
32-006
City Council Correspondence Kelly, Dick - 1992
CW-025
32-006
City Council Correspondence Kelly, Dick 1991
CW-025
32-006
City Council Correspondence Kelly, Dick 1990
CW-025
32-006
City Council Correspondence Kelly, Dick 1989
CW-025
32
Wilson, Roy Correspondence 9/94-12/94
CW-025
32
Wilson, Roy thru 8-94
CW-025
32
Wilson, Roy 1993
CW-025
32
Wilson, Roy 1992
CW-025
32
Wilson, Roy 1991
CW-025
32
Wilson, Roy 1990
CW-025
32
Wilson, Roy 1989
CC-001
26-002
Business License Refunds
1999-2001
CC-001
26-001-1001
Business License/Code Compliance Appeals
1991-2009
CC-001
25-007
Plan Check Extensions 1990-1997
CC-002
38-C17230
Waste Management of the Desert
Solid Waste Services
CC-002
38-C17230A
Burrtec Waste Industries - 1st Amendment Relative
to Assignment from WM to Burrtec
IMEDIAI QUALITY I ARCHIVE I
CHECK
M/Q X X
M/Q X X
M/Q X X
M/Q X X
M/Q X X
M/Q X X
M/Q X X
M/Q
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M/Q
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M/Q
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M/Q
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M/Q
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M/Q
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M/Q
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1 of 6
HL I tN 11UN IFILE NO.
DESCRIPTION
I MEDIA1 11A1-11 I ARCHIVE I
pin
CHECK
CC-001 31-008
Destruction of Files - City Clerk
AP X X
2009-2017
CC-001 39-001
Conditional Use Permits - General 1989-1986
Q X X
Jerry L. Hahs, P.E.
CC-002 38-C18360
Construction Inspection/Observation Services for
Q X X
Traffic Signal Project
CC-002 38-C19000
Shadow Palms Gardening Service - Fred Waring
Q X X
Drive Landscape Maintenance
Southern California Edison (SCE)
CC-002 38-R23330
Work Order No. 6879-7110, 47121
Q X X
Frank Sinatra Drive Utility Undergrounding
CC-001 38-C25660
Professional Services Agreement for Disaster
AP X X
Response Planning
CC-001 38-25770A
To Develop a Detailed Implementation Plan to
AP X X
Formalize the Detachment Process
CC-001 38-C25890
Various Desert Willow Golf Academy Remodeling
AP X X
Projects
CC-001 38-C25780
GroundLinkx, LLC - DWG Management Software
AP X X
Legal Services Agreement - Assistance w/Sister
CC-001 38-C25880
Cities Commission IRS 1203 Application for Tax
AP X X
Exempt
38-R25950A-
Time Warner Cable, Gas Co., SCE for Dry Utility
CC-001 C
Systems provided for Falcon Crest/la Rocca Villa
AP X X
Developments
CC-001 38-R25960
Professional Services Agreement to Appraise a
AP X X
Portion of APN 653-740-001
Proposal & Addendum for Consulting Services
CC-001 38-C26090
Related to City of Palm Desert Appeal to California
AP X X
Energy Comm & Energy Ord.
Sitewire Marketspace Solutions, LLC - Support
CC-001 38-C25810
Services for the City's three Websites: E-Gov,
AP X X
Tourism, & AIPP
CC-001 38-C26160
A.C.R. Concrete - Construction of Retaining Wall at
AP X X
the Civic Center Park Well Site
CC-001 38-C26270
College of the Desert - Joint Agreement for Aquatic
AP X X
Center
Adoption of the New Three Year MOU between City
CC-001 38-C27290
of Palm Desert and Palm Desert Employees
AP X X
Organization (P.D.E.O.)
CC-001 38-C25640
Acoustical Engineering Services & Modifications to
AP X X
the City's Noise Ordinance
CC-001 38-C25650
Acoustical Engineering Services at 73-995 El Paseo
AP X X
(Gordon Bricken & Associates)
Extension of Electric Distribution Line Rule No. 15 at
CC-001 38-R25590B
Entrada del Paseo (Southern California Edison
AP X X
Company)
CC-001 38-C27270
Purchase Office Furnishings Henderson Building
AP X X
(Total Business Plan)
2 of 6
lNnl tN I IUN IFILE NO. IDESCRIPTION I MEDIAI °c ECK I ARCHIVE I
Lidgard and Associates - Appraisal of Residential
CC-001 38-R27090
Property Known as 73-775 Santa Rosa Way
AP
CC-001 41-003
Audited Financial Reports - Fiscal Year Ending
AP
June 30, 2007
Audited Financial Reports - Fiscal Year Ending
CC-001 41-003
June 30, 2008
AP
Audited Financial Reports - Fiscal Year Ending
CC-001 41-003
June 30, 2009
AP
Audited Financial Reports - Fiscal Year Ending
CC-001 41-003
June 30, 2010
AP
Audited Financial Reports - Fiscal Year Ending
CC-001 41-003
June 30, 2011
AP
Audited Financial Reports - Fiscal Year Ending
CC-001 41-003
June 30, 2012
AP
Audited Financial Reports - Fiscal Year Ending
CC-001 41-003
June 30, 2013
AP
Audited Financial Reports - Fiscal Year Ending
CC-001 41-003
June 30, 2014
AP
Audited Financial Reports - Fiscal Year Ending
CC-001 41-003
June 30, 2015
AP
Audited Financial Reports - Fiscal Year Ending
CC-001 41-003
June 30, 2016
AP
CC-001 95-004
Palm Desert Water and Services District
Q
1993-2000
Coachella Valley Water District Memorandum of
Understanding (MOU) for the Demo of 3
CC-002 38-C14170
Well/Reservoir Sites & Construction of Block Walls in
Q
Exchange for the Rights -of -Way Conveyed to the
City of Palm Desert
CC-001 70-002
2014 - Purchase Orders
AP
CC-001 70-002
2015 - Purchase Orders
AP
CC-001 70-002
2016 - Purchase Orders
AP
CC-001 96-002
Zoning Ordinance Amendments 2005-2006
Q
CC-001 96-002
Zoning Ordinance Amendments 2007-2008
AP
CC-001 96-002
Zoning Ordinance Amendments 2009-2010
AP
CC-001 38-C19010
Settlement Agreement
Q
Heritage Land, LLC - Toscana Land
X X
X X
X X
X X
X X
X X
X X
X X
X X
X X
X X
X X
X X
X X
X X
X X
X X
X X
X X
3 of 6
HL I tN I '"
IFILE No.
IDESCRIPTION
I MEDIAI
I ARCHIVE
.NACC-001
CHECK
23-022
El Paseo Business Improvement District - Staff
Q
X
X
Reports 2006-2007
CC-001
23-086
Public Safety Commission - Staff Reports 2011-2016
Q
X
X
CC-001
23-092
Marketing Committee - Staff Reports
Q
X
X
2010-2014
CC-001
61-001
Personnel - General 2000-2016
Q
X
X
CC-002
38-HA36200
Reliable Tree Care - 2017 Tree & Stump Removal
Q
X
X
Service for PDHA
CC-002
38-HA36680
Garland/DBS, Inc. - Leasing Office Building Roof
Q
X
X
Restoration Project One Quail Place
CC-002
38-HA36450
Kirkpatrick Landscape Services - Landscape
Q
X
X
Improvements Project
CC-002
38-HA36860
New Construction Solutions, Inc. - Plumbing Re -Pipe
Q
X
X
for Bldg. 11 One Quail Place
CC-001
23-087
Art In Public Places (AIPP) Commission - Staff
Q
X
X
Reports 2009-2015
CC-001
23-095-1001
Citizens' Sustainability Committee - Single Use
Q
X
X
Plastic Bags
CC-001
23-095
Citizens' Sustainability Committee - Staff Reports
Q
X
X
2010-2013
City Council Compensation AdHoc Committee -
CC-005
23-096
Appointments
Q
X
X
Cultural Resources Preservation Committee (fka
CC-001
23-093
Historic Preservation Committee) - Staff Reports
Q
X
X
2006 - 2010
TT 13881 Dame Construction Co., Inc.
CC-002
86-002
Phase I and II
Q
X
X
CC-002
86-002
TT 13915 Georgetown Business Park
Q
X
X
Frank R. Goodman
CC-002
86-002
TT 14003 Lewis Homes
Q
X
X
CC-002
86-002
TT 14004 Lewis Homes
Q
X
X
CC-002
86-002
TM 14032 McClain Development Co.
Q
X
X
CC-002
86-002
TM 14032-1 McClain Development Co.
Q
X
X
CC-002
86-002
TT 14032-2 McClain
Q
X
X
CC-002
86-002
TT 14032-3 McClain
Q
X
X
CC-002
86-002
TM 14079 Kent Land Co.
Q
X
X
CC-001
86-002
TM 14080 Kent Land Co.
Q
X
X
CC-001
86-002
TM 14081 David Moss
Q
X
X
CC-002
86-002
TM 14082 Silver Spur Association
Q
X
X
CC-002
86-002
TM 14082-1 Silver Spur Association
Q
X
X
CC-002
86-002
TM 14082-2 Silver Spur Association
Q
X
X
CC-001
86-002
PM 14163 Descove Inc.
Q
X
X
CC-001
86-002
TM 14417 Transcopic Development Co.
Q
X
X
CC-002
86-002
TM 14645 Rodney J. Bartow
Q
X
X
CC-002
86-002
PM 14647 Robert Riccardi
Q
X
X
CC-001
86-002
PM 14768 Lewis Homes
Q
X
X
CC-001
86-002
TT 14805 Kaul Construction
Q
X
X
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KrzIt.N"'"IFILE
NO.
n
CC-001
86-002
CC-001
86-002
CC-002
86-002
CC-001
86-002
CC-002
86-002
CC-002
86-002
CC-001
86-002
CC-002
86-002
CC-002
86-002
CC-001
86-002
CC-001
86-002
CC-001
86-002
CC-001
86-002
CC-002
86-002
CC-001
86-002
CC-002
86-002
CC-001
86-002
PW-024 68
CC-002
CC-001
CC-002
CC-002
CC-001
CC-002
CC-002
CC-002
CC-002
CC-001
CC-001
CC-002
CC-002
CC-002
CC-002
CC-002
CC-001
CC-001
CC-002
CC-002
CC-002
CC-002
CC-001
CC-001
86-002
86-002
86-002
86-002
86-002
86-002
86-002
86-002
86-002
86-002
86-002
86-002
86-002
86-002
86-002
86-002
86-002
86-002
86-002
86-002
86-002
86-002
23-022
96-002
IDESCRIPTION
TM 14996 Mack Development Co.
TM 14997 David Moss
TT 14998 Kaufman & Broad Homes
TM 14999 Westside Enterprises
TM 15000-1 Pacific Coast Builders
TM 15082 Don Lawrence
PM 15088 Phil Harris APN 631-270-007
TM 15366 Silver Spur Association
TM 15384 Bruce J. Reimer
TM 15630 Duaine K. Bricker
TT 15633 Sunrise Corporation
TM 15634 San Clemente Group
TT 15640 Sunrise Corporation
PM 15723 Palm Desert Town Center
TRACT 15724 Victor Sun
TRACT 15734 Shadow Mountain Resort
TRACT 15735 Shadow Mountain Resort
Property Donated to City by Lewis Homes of
California - Tract 14003 (Civic Center Park) Res.
Nos. 79-22 and 80-107 - Correspondence ONLY
(14 Pgs. Total)
Tract 4380-1 Kings Point Ltd.
Tract 5565 Silver Spur Association (Ironwood Corp.)
Tract 7263 Country Club Realty
Tract 11791 Mcbail Company
Tract 11883 Tiffany Property, Inc.
Tract 11883-1 Tiffany Property, Inc.
Tract 11883-2 Tiffany Property, Inc.
Tract 12050 Linsco Agencies, Ltd.
Tract 12202 Sunrise Company
Tract 12450 Daniel Russie
Tract 12725 Willard T. Jordan
Tract 13008 Cove Construction
Tract 13203 Sunrise Corporation
Tract 13323 Boyar Development Company
Parcel Map 13559 PDR Associates
Parcel Map 13581 Chacahuala, Ltd.
Parcel Map 13583
Parcel Map 13584 Hughes Inv.
Tract 13586 — Palm Desert 210, Ltd
Parcel Map 13635 — Palm Desert Mini Warehouse, A
General Partnership, Dba Palm Desert Mini Storage
TT 13881 - DAME Construction - Phase 3
TT 13881-4 Chapparal Country Club
El Paseo Business Improvement District - Staff
Reports Appointments 1990-2015
Zoning Ordinance Amendments 2005-2006
QUALITY
MEDIAI
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5of6
KIM I try 11UN
IFILE No.
DESCRIPTION
I MEDIAI
QUALITY
CHECK
I ARCHIVEpin I
CC--002
38-C24550
Wells Fargo & Company Trustee
Q
X
X
5yr Term
CC-001
25-009
Building Industry Association of Southern California
Q
X
X
(BIA) 1994-2015
CC-001
39-001
Proposed CUP by the City of La Quinta (Meeting of
AP
X
X
01/14/2010)
CC-001
39-001
CUP 85-6 CREEK
Q
X
X
CC-001
40-001-1001
Voluntary Expenditure Ceiling - Municipal Elections
Q
X
X
1997-2001
CW-055
39-002
AT&T Letter ONLY
Q
X
X
ATTWS Site No. D472C - Palm Desert East
EDM-015 26-034-1001
FEP - Craycroft & Cotta Realtors, Inc. 73700 El
Q
X
X
Paseo (APN 627-212-010)
CC-001
23-028
Parks & Recreation Commission - Minutes
Q
X
X
2009- 2010
CC-001
23-083
Housing Commission - Minutes 2007-2010
Q
X
X
CC-001
23-086
Public Safety Commission - Minutes 2008-2010
Q
X
X
CC-001
23-090
Youth Committee - Minutes 2003-2011
Q
X
X
CC-001
23-092
Marketing Committee - Minutes 2006-2010
Q
X
X
Sierra Landscape Company, Inc. Landscape
CC-002
38-C23830B
Improvements on Fred Waring Drive Median - Phase
Q
X
X
II (955-08) INCLUDES UNSUCCESSFUL BIDDERS
PROPOSAL
CC-002
38-R23980
Prest Vuksic, Inc. - Consulting Architectural Services
Q
X
X
at 77-107 California Avenue (California Villas)
6of6