HomeMy WebLinkAbout10 Destruction of Records Clerk OfficeRESOLUTION NO. 2021-70
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; 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, Tract/Parcel Maps,
Committee/Commission Minutes, and subject files ranging from 1973-2018 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
W:\Staff Reports - Shared 2\Staff Reports 12-16-2021\4 - Norma - 12-16-2021\10 Res. 2021-70 Destruction of Records - City Clerk.docx
Friday, December 10, 2021
RESOLUTION NO.2021-70
PA
SSED, APPROVED, AND ADOPTED at a regul{fie followg of the
ePalmitDesert
City Council held on this 16th day of December, 2021, by
AYES:
NOES:
ABSENT:
ABSTAIN:
JAN C. HARNIK, MAYOR
ATTEST:
NORMA I. ALLEY, MMC, CITY CLERK
CITY OF PALM DESERT, CALIFORNIA
CITY COUNCIL CTION
APPROVED_% DENIED
RECEIVED OTHER
Mop-f- 122S • NO. 2021 1
MEETDLG DATE IT- Ito- �I
AY ES: hektilttlel 4, Ne Pt Qw rlti .ii, Ill s - tn iK
NOES: I\I D h '
ABSENT: ND n P
ABSTAIN: Nbne-
VERIFIED BY: NIA" f srs
Original on File with City Clerk's Office
Form RS-1/2021
W:1Staff Reports - Shared 21Staff Reports 1246.202114 - Nora-12.16-2021\10 Res. 2021-70 Destruction of Records - City Clerk.docx Friday, December 10, 20
RESOLUTION NO. 2021-70
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
L = Laserfiche
A/P=Agenda Packet Staff Report/Item
RETENTION FILE NO. DESCRIPTION MEDIA QUALITY
NO CHECK
CC-002 38-009650 Coachella Valley Recreation & Park L X
District — Landscape Maintenance
Services for the Cook Street Ball Field
Complex Located at the PDHS and the
San Pablo Sports Complex Located at
the PD Civic Center.
CC-002 38-000089 State Department of Transportation L X
Funding for the Living Desert Bikeway
Project
CC-002 38-R12800 Farm Irrigation Equipment Supply Rental L X
of Irrigation Pipe at the Desert Willow Golf
Resort
CC-002 38-C12960 Palm Desert Home Improvement L X
Guidelines and CDBG Funding for the
Palm Desert Home Improvement
Program
CC-002 38-C13070 Kaiser Permanente — Health Insurance L X
Coverage on a month -to -month basis for
07/01/1999 through 07/01/2000
CC-002 38-C13490 Terra Nova Planning & Research, Inc.- L X
California State Environmental Impact
Report Preparation
CC-002 38-R13730 College of the Desert Approval for L X
Formation of the Cook Street Business
Association — STAFF REPORT ONLY
CC-002 38-C14240 Coachella Valley Association of L X
Governments (CVAG) Memorandum of
Understanding (MOU) for Contribution for
the Purchase of Thermal Imaging System
for the CHP Helicopter Located at the
Thermal Airport
CC-002 38-C14290 Coachella Valley Association of L X
Governments (CVAG) Reimbursement
Agreement for the Preparation of Project
Study Reports for the Reconstruction of
Interchanges at Indian Avenue,
Palm/Gene Autry, Date Palm Drive, and
Ramon Road
Page 1
W:\Staff Reports - Shared 2\Staff Reports 12-16-2021\4 - Norma - 12-16-2021\10.1 Res. 2021-70 Destruction of Records - City Clerk EXHBIT A.docx
December 10, 2021
RESOLUTION NO. 2021-70
RETENTION FILE NO.
NO.
CC-002 38-C14410
CC-002 38-C14510
and C14510A
CC-002 38-C19920
CC-002 38-C27680
CC-002 38-C27690
CC-002
CC-002
CC-002
CC-002
CC-002
CC-002
CC-002
CC-002
CC-002
38-C27690B
38-C27690C
38-C27690E
38C23210F
38-C23210G
38-C27640
38-C27640A
38-C27510
38-C27360
DESCRIPTION
Design Services In The Development of
Guidelines For Future Landscape, Art
and Other Aesthetic Improvements to The
Monterey Avenue, Cook Street, and
Washington Street Interchanges of
Interstate 10 Corridor
SunLine Transit Agency — Sale of Bus
Passes at the City of Palm Desert and
Visitor Information Center
Coachella Valley Recreation and Park
District (CVRPD) aka DRD — Recreational
Services
Kemper Sports Management, Inc.,
Management Agreement to Operate &
Manage the Desert Willow Golf Resort
David Evans & Associates, Design of the
Sidewalk & Aesthetic Improvements on
Northbound Portola Ave Between Fred
Waring Drive & Desert Star Blvd Project
No. 633-07
John Barajas Masonry - Portola Avenue
At Fred Waring Drive Masonry Block Wall
Project No. 633-07
Granite Construction, Portola Avenue
at Fred Waring Drive Free Right -Turn
Project (Project No. 633-07)
Earth Sculptures, Portola Avenue
Sidewalk Relocation Landscape Project
(Project No. 933-07)
David Evans & Associates, Design of
Well Site at Freedom Park Project No.
713-01
Construction of the Freedom Park
Wellsite Wall Project No. 713-01
LandMark, Geotechnical Investigation for
the Proposed Fire Station (University
Park Fire Station)
MSA Consulting, Inc. Survey & Site
Planning Services for University Park Fire
Station
Widening of Southbound Portola Avenue
Between the Whitewater
Bridge/Magnesia Falls Project No. 657-08
ICMA — Consulting Services to Review
Policies Employed by the Riverside
County Fire Department
MEDIA QUALITY
CHECK
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
Page 2
W:\Staff Reports - Shared 2\Staff Reports 12-16-2021\4 - Norma - 12-16-2021\10.1 Res. 2021-70 Destruction of Records - City Clerk EXHBIT A.docx
December 10, 2021
RESOLUTION NO. 2021-70
RETENTION FILE NO.
NO.
CC-002 38-C25430
CC-002 38-C27560
CC-002 38-C27610
CC-002 38-C27620
CC-002 38-C27630
CC-002 38-C33530
CC-002 38-
C28800A&B
CC-002 38-C28800C
CC-002 38-C28800D
CC-002 38-C28800E
CC-002 38-C11090
CC-001 86-002
CC-001 86-002
DESCRIPTION
Lynn Capouya, Inc., Median Landscaping
on Monterey Ave. & Dinah Shore Drive
(961-02)
MOU between City of Riverside and Palm
Desert for the "Avoid The 30 Enforcement
Program"
Linnert Builders — Replacement of
Community Park Located Behind PDMS
on Portola Ave/Magnesia Falls Drive
MuniFinancial, Reformation of Presidents'
Plaza I
LSA Associates, Lot C Retention Basin —
results of Burrowing Owl Relocation
5M Contracting, Inc., Destruction of
Improvements for the Apartment Complex
at 45330 Ocotillo Drive & 4 Single Family
Homes at 43845, 43878, 43895, & 43915
Portola Ave. Project No. 633-07
California Department Of Transportation
Program Supplemental Agreement No.
005-N1 For Congestion Mitigation & Air
Quality Funds - Acquisition Of Right -Of -
Way Free Right -Turn At Fred Waring
Drive And Highway 111 (Project No. 658-
08)
VA Consulting, Inc. - Design Services For
The Free Right -Turn Lane At Fred Waring
Drive And Highway 111 (Project No. 658-
08)
Overland, Pacific & Cutler, Inc. - Design
Services For The Free Right -Turn Lane
At Fred Waring Drive And Highway 111
(Project No. 658-08)
All American Asphalt - Design Services
For The Free Right -Turn Lane At Fred
Waring Drive And Highway 111 (Project
No. 658-08)
Department of Transportation State and
Local Project Development Program
(SLTPP) Master Agreement 5465 and
SLTPP Supplement No. 001 for the
Share of the Cook Street at 1-10
Interchange Improvement (SB96-
5465(001)
Tract Map No. 29444 The Ultimate
Return
Tract Map No. 22111 Birtcher Mesa View
MEDIA QUALITY
CHECK
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
Page 3
W:\Staff Reports - Shared 2\Staff Reports 12-16-2021\4 - Norma - 12-16-2021\10.1 Res. 2021-70 Destruction of Records - City Clerk EXHBIT A.docx
December 10, 2021
RESOLUTION NO. 2021-70
RETENTION FILE NO. DESCRIPTION MEDIA QUALITY
NO. CHECK
CC-002 38-C22870A CVAG Reimbursement Agreement for L X
Design & Construction of Portola Ave
Bridge at Whitewater Channel
CC-002 38-C22970 Terra Nova Planning Feasibility - L X
Eldorado West
CC-002 38-R29450 Smart Michael Simonoff (SMS) Architects L X
- Desert Willow Kitchen and Building
Expansion
CC-002 38-C24640 ETC INSTITUTE - PARKS & L X
RECREATION NEEDS ASSESSMENT
SURVEY
CC-002 38-00-008 City Attorney Services — D.Erwin L
CC-001 63-002 Altamira Country Club - Draft L
Environmental Impact Report — Response
to Comments (July 1991)
CC-001 63-002 Altamira Country Club - Final L X
Environmental Impact Report (August
1991)
CC-001 63-002 Altamira Country Club - Draft L X
Environmental Impact Report - (May
1990)
CC-001 63-002 Altamira — Bighorn Project
Correspondence 08/01/1991 Mtg.
CC-001 63-002 Altamira — Bighorn Project
Verbatim Transcript 08/01/1991 Mtg.
CC-001 63-002 Altamira — Bighorn Project L X
Correspondence 08/05/1991 Mtg.
CC-001 63-002 Altamira — Bighorn Project L X
Correspondence 07/11/1991 Mtg.
CC-001 63-002 Altamira — Bighorn Project L X
Correspondence August — November
1990 Mtgs.
CC-001 63-002 Altamira - Completed Petition (City L X
Council Hearing) July 11th
CC-001 63-002 Desert Gateway Development (SCH# L X
1981092112) - Riley/Carver, LLC;
Monterey 170/Berdan Holdings, LLC -
Final Subsequent EIR
CC-001 63-002 Desert Gateway - Riley/Carver, LLC; L X
Monterey 170/Berdan Holdings, LLC -
Draft Subsequent EIR
CC-001 AP Out of State Travel Staff Reports L X
2007-2017
CC-001 AP Proclamations 2017 - 2019 L X
CC-001 64-017 Investment Policy May 2016 — April 2019 L X
CC-001 64-017 Investment Policy Underwriter RFQs L X
Approved 9/27/2018
x
X
Page 4
W:\Staff Reports - Shared 2\Staff Reports 12-16-2021\4 - Norma - 12-16-2021\10.1 Res. 2021-70 Destruction of Records - City Clerk EXHBIT A.docx
December 10, 2021
RESOLUTION NO. 2021-70
RETENTION FILE NO.
NO.
CC-001 56-036
CC-001 56-036
CC-001 AP
CC-001 56-009
CC-001 56-009
CC-001 23-001
CC-001 AP
CC-001 AP
CC-001 AP
CC-001 AP
CC-001 AP
CC-001 69-001
CC-001 23-030
CC-001 23-030
CC-001 300-001
CC-001 23-084
CC-002 38-C27320
CC-002 38-C27340
CC-002 38-C27370
CC-002 38-C27370A
CC-002 38-C27470
CC-002 38-C27580
CC-024
CC-001
CC-001
CW-025
CC-001
CC-001
CC-001
CC-001
40
42
42
42
42
42
42
42
DESCRIPTION
Cove Communities Services Commission
Minutes 1989 - 2008
Cove Communities Public Safety
Commission — General 2009-2013
Shop with a Cop
2010 — 2015 Staff Reports
California League of Cities 1998-2005
California League of Cities 2006-2017
City Council Liaison Assignments —
Committees and Commissions — Study
Session 02/11/2016
Community Development/Planning
Destruction of Records 2014-2018
Assembly Bills 2010-2015
Assembly Bills 2007-2009
Senate Bills 2007-2009
Public Works — General 2006-2019
Public Works — General 1999-2005
Palm Desert Police Advisory Committee
Minutes 1996-1997
Palm Desert Police Advisory Committee
Minutes 1984-1990
Palm Desert Recreational Facilities
Corporation Minutes 2003 - 2009
Golf Course Committee
Minutes 1997-1998
Temalpakh, Inc. Replacement Floor Tile
in the Entryways and 2nd Floor at
Parkview Office Complex Buildings
Website Development & Marketing
Services (Madison Ave., Inc.)
Mesa View Drive Street Resurfacing
(Project No. 638-08)
Construction of the Mesa View Drive Curb
Ramp Retrofit (Project No. 638-08)
(Contreras Construction Company)
JP Striping, Inc. '08 Citywide Restriping
(Project No. 564-08)
Simon Contracting Citywide Drywell
Removals (Project No. 500-08)
1984 General Municipal Election
FIRE DEPARTMENT — GENERAL 1973-1981
FIRE DEPARTMENT — CITY STANDARDS
FIRE TAX - CORRESPONDENCE
BALLOT MEASURE (FIRE PROTECTION)
FIRE TAX FILE
FIRE TAX — FISCAL YEAR 1981-82
FIRE TAX — FISCAL YEAR 1982-83
MEDIA QUALITY
CHECK
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
M/L X
M/L X
M/L X
M/L X
M/L X
M/L X
M/L X
Page 5
W:\Staff Reports - Shared 2\Staff Reports 12-16-2021\4 - Norma - 12-16-2021\10.1 Res. 2021-70 Destruction of Records - City Clerk EXHBIT A.docx
December 10, 2021
RESOLUTION NO. 2021-70
RETENTION FILE NO.
NO.
CC-001 42
CC-001 43
CC-001 43
CC-001 43
CC-001 43
CC-001 43
CC-001 46
CC-001 46
CC-001 46
CC-001 46
CC-001 46
CC-001 48
CC-002 68
CC-002 38-C27930
CC-002 38-C31110
CC-002 38-C36490
CC-002 38-C36470
CC-002 38-C36540
CC-002 38-C36550
CC-002 38-HA36610
CC-002 38-HA35960
CC-002 38-C36040
DESCRIPTION
FIRE TAX — FISCAL YEAR 1984/85
Compliant Against Coachella Valley
Television
Coachella Valley Television
Deregulation 1983
Cable Television — General
Palm Desert Disposal Service Inc.
(July 31, 1981)
Franchise Southern Ca Gas Co. —
Effective 5/9/74 — OPEN END
GPA 01-79 — Palm Valley Storm — Water
Channel Area Specific Plan
Precise Plan 1984-1985
Palm Desert General Plan 1983 (Palm
Desert, Applicant)
General Plan — Core Area Plan
1974-1975
General Plan 1983 and 1985
Flood Insurance 1974-1984
McDonald, Burrill, & Reilly "ARCO" APN
627-222-016-2
Law Enforcement Services July 1, 2008 —
June 30, 2011
County of Riverside Sheriffs Department
Law Enforcement Services 2011-2014
Tri-Star Contracting II, Inc. — Washout
Facility Recycling System at the Corp
Yard — Project No. 715-18
Candyl Golf Group, Inc. — Charger Turf
Removal & Landscaping Project — Project
No. 960-17
Desert Air Conditioning, Inc. — DWGR
HVAC Replacement Project — Project No.
866-18
Floor Tech America, Inc. City Hall North
Wing Carpet Replacement Project No.
779-18
S&T Contractors SVCS Construction of
Mailbox Canopies and Carports Project at
One Quail Place Apartments
Catalina Gardens Apts — Resurfacing
Existed Pool & Deck (Gardner Outdoor &
Pool Remodeling)
Westcon Construction Group, Inc. 2017
Curb Ramp Modification (Project No. 753-
17)
MEDIA QUALITY
CHECK
M/L X
M X
M/L X
M/L X
M/L X
M/L X
M/L X
M/L X
ML X
M/L X
M/L X
M/L X
M/L X
L X
L X
L X
L X
L X
L X
L X
L X
L X
Page 6
W:\Staff Reports - Shared 2\Staff Reports 12-16-2021\4 - Norma - 12-16-2021\10.1 Res. 2021-70 Destruction of Records - City Clerk EXHBIT A.docx
December 10, 2021
RESOLUTION NO. 2021-70
RETENTION FILE NO. DESCRIPTION MEDIA QUALITY
NO. CHECK
CC-002 38-C36330 Temalpakh, Inc dba The Works Floor & L X
Wall — Installation and Replacement
Carpet at DWGR Clubhouse (Project No.
856.18)
CC-001 AP R25340 Desert Willow Golf Resort — Lake L X
Rehabilitation — BIDS REJECTED 965-06
CC-001 AP Affordable Low/Moderate Housing L X
General 2010-2019
CC-001 AP Proclamations 2012 L X
Page 7
W:\Staff Reports - Shared 2\Staff Reports 12-16-2021\4 - Norma - 12-16-2021\10.1 Res. 2021-70 Destruction of Records - City Clerk EXHBIT A.docx
December 10, 2021