HomeMy WebLinkAboutRes 2017-23 - Destruction of Records - City Clrk 1998-2013 RESOLUTION NO. 2017-23
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 — RECORDS FROM 1998 THROUGH 2013 (EXHIBIT "A").
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; 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 files from 1998 through 2013 containing
Committee/Commission Minutes, Alcoholic and Beverage Control Applications,
Agreements, Purchase Orders, and various General records as described in Exhibit "A"
have exceeded their retention period.
Form RS-1/2016
RESOLUTION NO. 2017-23
PASSED, APPROVED, AND ADOPTED at a regular meeting of the Palm Desert
City Council held on this 23rd day of March, 20176, by the following vote, to wit:
AYES:
NOES:
ABSENT:
ABSTAIN:
JAN C. HARNIK, MAYOR
ATTEST:
RACHELLE D. KLASSEN, CITY CLERK
CITY OF PALM DESERT, CALIFORNIA
Form RS-1/2016
RESOLUTION NO. 2017-23
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
A=Archive
DR=Destruction Resolution
RETENTION CONTRACT DESCRIPTION M Q A DR
NO. NO.
CW-016 23-028 Parks & Recreation Commission NO X X
Minutes 2007
CW-016 23-086 Public Safety Commission—Minutes NO X X
2006 through 2007
CC-001 27-002 Alcoholic Beverage Control NO X X
Applications 2011-2014
CC-002 38-R19060 Robbins, Jorgensen, Christopher NO X X
Architectural Services For
Apartment Complex Known As
Palm Village Apartments
CC-002 38-C20580 A—URRUTIA ARCHITECTS NO X X
A, B, & C Preliminary Architecture
B—URRUTIA ARCHITECTS
Preliminary Landscape/Site Design
Services
C—URRUTIA ARCHIECTS
Preparation of Construction
Drawings& Bid Specs
FOR THE MESA VIEW FIRE STATION
NO. 67
CC-002 38-C20580D COMMERCIAL DIVERSIFIED, INC. NO X X
MESA VIEW FIRE STATION NO. 67
(73-200 MESA VIEW DRIVE)
CC-002 38-R21780 Taylor Frager, Inc. NO X X
Palm Village Apartments
CC-002 38-R21780A Harris &Associates Professional NO X X
Construction of a Retaining/Garden
Perimeter Block Wall for Palm Village
Apartments
CC-002 38-R21780B F& F Construction, Inc NO X X
Specialized Services at the Palm
Village Apartments
CC-002 38-C23290C1 Carlson Solar, Inc. - Palm Desert Civic NO X X
Center Northern Parking Structure
(Photovoltaic System)
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RESOLUTION NO. 2017-23
CC-002 38-C24670 Pink, Inc. - Installation Of Landscaping NO X X
On The Country Club Drive Median
From Tamarisk Row Drive To Harris
Lane (Project No. 933-04)
CC-002 38-R24710 HCI -Trenching And Laying Conduit NO X X
For The Underground Dry Utilities
Project At Laguna Palms Apartments
CC-002 38-C25020 David Evans &Associates, Inc. NO X X
Landscape Design Services For The
Median Project On Portola Avenue
From Chicory Street To Fairway Drive-
(Project No. 926-06)
CC-002 38-C25020A Landmark Site Contractors NO X X
Construction Of Portola Avenue Median
Between Chicory Street And Fairway
Drive (Project No. 630-06)
CC-003 38-C26510 Vision intemet—Development of a New NO X X
City E-Gov Website ,
CC-003 38-C26610 Harris&Associates—Perform NO X X
Inventory of Public Sidewalks &Other
City Infrastructure (761-07)
CC-001 40-002 Conflict of Interest—General 2007- NO X X
2012
CC-001 41-001 Finance—General 1998—2009 NO X X
CC-001 70-001 Purchasing—General 1991 -2013 NO X X
CC-001 70-002 Purchase Orders—2007—2013 NO X X
CC-001 72-001 Requests—General 2003-2013 NO X X
CC-001 87-003 Transient Occupancy Tax- General NO X X
1998—2009
CC-001 87-009 Development Impact Fees-General NO X X
1987—2007
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