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Home My WebLink AboutResolution 2020-19 Destruction of Records - Public WorksRESOLUTION NO. 2020- 19 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM DESERT, CALIFORNIA, SETTING FORTH ITS FINDINGS AND AUTHORIZING THE DESTRUCTION OF RECORDS FROM THE DEPARTMENT OF PUBLIC WORKS, AS INDICATED ON THE RECORDS RETENTION SCHEDULE (ADOPTED SEPTEMBER 12, 2019). RECORDS FROM 1985 THROUGH 2O17 (EXHIBIT A) WHEREAS, the Department of Public Works of the City of Palm Desert, California, has records that have met or exceeded the retention period caused by the official files, records, exhibits, and other documents of said office pursuant to the Retention Schedule set forth on City Council Resolution No. 2019-74; and WHEREAS, said files are not the subject of any claim, litigation, investigation, or audit. 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 all documents and records from files as set forth in Exhibit "A," attached hereto, which have met or exceeded their retention period. Section 3. Destruction of paper files from the Public Works Department. Public Works Temporary Encroachment Permits, Encroachment Inspection Requests, Chronological General Files, Use of Facilities, Wide Load Permits, Community Garden Agreements, General Admin Files, Parks and Recreation Committee Recordings, Traffic Speed Survey, Landscape Rebates and Work Order files from 1985 to 2017, in accordance with Retention Schedule Nos. PW-012, PW-059, CW-025, PW-027, PW- 013, PW-060, CW-012, PW-038, PW-056 and PW-058. PASSED, APPROVED, AND ADOPTED at a regular meeting of the Palm Desert City Council held on this 27th day of February 2020, by the following vote, to wit: AYES: NOES: ABSENT: ABSTAIN: Form RS-2/2019 G:\PubWorks\STAFF REPORTS12020\02-27101-Resolution - Destruction of Records\Resolution to Authorize Destruction of Public Works Encroachment Permits.docTuesday, February 11, 2020 RESOLUTION NO. 2020 _ 19 ATTEST: RACHELLE D. KLASSEN, CITY CLERK CITY OF PALM DESERT, CALIFORNIA GINA NESTANDE, MAYOR CITY OF PALM DESERT, CALIFORNIA Page 2 of 2 February 11. 2020 RESOLUTION NO. 2020- Exhibit A Destruction of paper files from the Public Works Department: Encroachment Permit, Encroachment Inspection Requests, Chronological General Files, Use of Facilities, Wide Load Permits, Community Garden Agreements, General Admin Files, Parks and Recreation Committee Recordings, Traffic Speed Survey, Landscape Rebates and Work Order files from 1985 to 2017, in accordance with Retention Schedule Nos. PW-012, PW-059, CW-025, PW-027, PW-013, PW-060, CW- 012, PW-038, PW-056 and PW-058. PWO12 - Temporary Encroachment Permits (EP) Temporary Construction, Street Permits, Sidewalk Repairs, Traffic Control, Utility Cuts, etc. File Name Date Temp. Encroachment Permits Temp. Encroachment Permits Temp. Encroachment Permits Temp. Encroachment Permits Temp. Encroachment Permits Temp. Encroachment Permits 01/11/13 — 12/30/13 01 /03/14 — 12/31 /14 01 /29/15—12/30/15 01 /05/16 —12/31 /16 01/02/17 — 12/31/17 FY 1985-2012 PWO12 — Inspection Request EP Inspection Request 06/17/05-08/22/05 EP Inspection Request 10/06/09-01/05/09 EP Inspection Request 01/20/08-02/12/09 EP Inspection Request 02/13/09-03/09/09 EP Inspection Request 12/11/08-03/12/09 EP Inspection Request 03/11/09-03/26/09 EP Inspection Request 03/27/09-04/14/09 EP Inspection Request 04/14/09-05/18/09 EP Inspection Request 05/18/09-06/09/09 EP Inspection Request 03/13/09-06/11/09 EP Inspection Request 06/09/09-06/29/09 EP Inspection Request 06/30/09-07/27/09 EP Inspection Request 06/11/09-07/28/09 EP Inspection Request 10/31/08-09/01/09 EP Inspection Request 07/28/09-09/04/09 EP Inspection Request 07/28/09-09/28/09 EP Inspection Request 06/12/09-10/05/09 EP Inspection Request 09/28/09-11/05/09 EP Inspection Request 11/05/09-12/16/09 RESOLUTION NO. 2020- EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request j EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request EP Inspection Request 02/04/10-03/01 /10 03/01 /10-03/29/10 01 /11 /10-03/30/10 09/04/09-04/26/10 04/30/10-05/04/10 05/04/10-05/20/10 05/20/10-06/24/10 04/05/10-06/28/10 06/24/10-07/15/10 07/15/10-08/16/10 08/16/10-09/21 /10 09/21 /10-10/12/10 06/28/10-10/19/10 11 /12/10-10/29/10 10/12/10-10/29/10 11 /12/10-12/03/10 12/03/10-01 /07/11 10/19/10-01 /10/11 01 /07/11-01 /27/11 01 /27/11-03/01 /11 01 /10/11-03/20/11 03/01 /11-03/21 /11 03/21 /11-04/06/11 04/06/11-04/25/11 04/25/11-05/25/11 05/25/11-06/13/11 06/14/11-07/26/11 07/26/11-08/10/11 08/10/11-09/15/11 09/15/11-10/14/11 10/17/11-11/14/11 01 /31 /12-12/30/11 11 /14/11-12/30/11 01 /31 /12-03/05/12 03/05/12-04/17/12 02/28/12-05/03/12 04/17/12-06/04/12 05/14/12-07/27/12 07/27/12-09/13/12 RESOLUTION NO.2020- EP Inspection Request 09/13/12-10/16/12 EP Inspection Request 06/07/12-10/22/12 EP Inspection Request 10/17/12-11/26/12 EP Inspection Request 11/26/12-12/28/12 EP Inspection Request 12/31/12-02/06/13 EP Inspection Request I 02/06/13-03/12/13 EP Inspection Request 10/29/12-03/28/13 EP Inspection Request 03/12/13-04/24/13 EP Inspection Request 04/01/13-05/30/13 EP Inspection Request 04/24/13-06/10/13 EP Inspection Request 06/03/13-06/31/13 EP Inspection Request 06/10/13-07/08/13 EP Inspection Request 07/31/13-09-10/13 EP Inspection Request 09/05/13-07/08/13 EP Inspection Request 08/18/13-11/05/13 EP Inspection Request 09/10/13-11/05/13 EP Inspection Request 09/05/13-12/17/13 EP Inspection Request 11/07/13-01/07/14 EP Inspection Request 01/15/14-04/10/14 EP Inspection Request 03/14/14-04/11/14 EP Inspection Request 04/11/14-05/08/14 EP Inspection Request 04/18/14-06/26/14 EP Inspection Request 05/12/14-06/27/14 EP Inspection Request 08/12/14-08/12/14 EP Inspection Request 06/30/14-08/12/14 EP Inspection Request 06/30/14-09/03/14 EP Inspection Request 07/03/14-10/20/14 EP Inspection Request 10/03/14-11/17/14 EP Inspection Request 10/24/14-11/18/14 EP Inspection Request I 11/10-14-12/19/14 EP Inspection Request 11/18/14-01/07/15 EP Inspection Request 12/19/14-02/11/15 EP Inspection Request 01/12/15-02/19/15 EP Inspection Request 02/12/15-03/30/15 EP Inspection Request 02/19/15-03/31/15 EP Inspection Request FY 1985-2012 CW025- Correspondence — Routine (e.g., Letters, Memorandums, Administrative, Chronological, General Files, Reading File, Working Files, etc.) RESOLUTION NO.2020- Chron. Files 01/01/05-12/31/05 Chron. Files 01/01/06-12/31/06 Chron. Files 01/01/07-10/31/07 Chron. Files FY1985-2017 PW027- Use of Facilities Permits Park Rentals FY 2006 Park Rentals FY 2007 Park Rentals I FY 2008 Park Rentals I FY 2009 Park Rentals FY 2010 Park Rentals FY 1985-2005 Park Rentals FY 2011-2017 PW013- Encroachment Permits Temporary: Pool Drain, Debris Boxes, Wide Load, Transportation Permits, Etc. Wide Load Permits January —December 2007 Wide Load Permits July -December 2014 Wide Load Permits FY 1985- 2017 PW059- Community Garden Agreements Community Garden Agreements 2012-2013 Community Garden Agreements 2013-2014 Community Garden Agreements 2014-2015 Community Garden Agreements FY 1985 - 2012 PW060 — General Admin Files General Administration Files FY2002-2014 General Administration Files FY 1985-2001 General Administration Files FY 2002-2017 CW012- Parks & Recs Committee Recordings Committee Recordings 1 2013-2014 PW038- Traffic Speed Survey Traffic Speed Survey Volume 1 of 2 11/13/06 Traffic Speed Survey Volume 2 of 2 11/13/06 PW056- Work Orders Work Orders FY2000-2004 Work Orders FY 1985-1999 Work Orders FY 2005-2017 PW058-Landscape Rebate Program Landscape Rebates I FY1985-2015