HomeMy WebLinkAboutRes 2023-002RESOLUTION NO. 2023-002
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM DESERT,
CALIFORNIA, SETTING FORTH ITS FINDINGS AND AUTHORIZING THE
DESTRUCTION OF PAPER AND ELECTRONIC RECORDS FROM THE
FINANCE DEPARTMENT AND HOUSING DIVISION, AS INDICATED ON
THE RECORDS RETENTION SCHEDULE (ADOPTED DECEMBER 15,
2022). RECORDS FROM 1995-2016 AND 2012-2016 (EXHIBIT A)
WHEREAS, the Finance Department and Housing Division 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. 2022-98; 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. That the Rejected Loan Applications for the Housing Division from 2012
to 2016 and the Payroll Reports from 1995 to 2016 from the Finance Department have
exceeded their retention period (Exhibit "A"). Both paper and digital records will be destroyed.
ADOPTED ON FEBRUARY 16, 2023.
IC' z hGee'r k'eC
Kathleen Kelly (Feb 17, 2023 0 :17 PST)
KATHLEEN KELLY
MAYOR
ATTEST:
AnthSny Meh eb 17,2023 09:48 PST)
ANTHONY J. MEJIA
CITY CLERK
Resolution No. 2023-002 Page 2
I, Anthony J. Mejia, City Clerk of the City of Palm Desert, hereby certify that Resolution
No. 2023-002 is a full, true, and correct copy, and was duly adopted at a regular meeting of
the City Council of the City of Palm Desert on February 16, 2023, by the following vote:
AYES: HARNIK, NESTANDE, QUINTANILLA, TRUBEE, AND KELLY
NOES: NONE
ABSENT: NONE
ABSTAIN: NONE
RECUSED: NONE
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the
City of Palm Desert, California, on Feb17,2023
AnthSny Mel i eb 1%2023 09:48 PST)
ANTHONY J. MEJIA
CITY CLERK
Resolution No. 2023-002
Page 3
EXHIBIT A
Request to Destroy Obsolete Records
CITY OF PALM DESERT
AUTHORITY TO DESTROY OBSOLETE RECORDS
Dept.
Retention
No.
Description
of Record
Years
Covered
Retention
Period
Shred or Discard
Housing
HS-019
Loan
application
rejections
2012
2016
5 years
Shred/ Destroy
electronic files
from housing
folder
Finance
FN-036
Payroll reports
1995-
2016
5 years
Shred/ Destroy
electronic
Laserfiche files
I consent to the destruction of these obsolete records according to accepted policies and
procedures.
Anth:ny Mepa eb 1 202309:48 PST)
R t H4r4rew1rr
Robert Hargreaves (Peb 17, 2023 10:28 PST)
City Clerk Date City Attorney Date
Approved by City Council: February 16, 2023
Original: City Clerk's Office
Copy: Department
Res 2023-002 Obselete Records
Final Audit Report
2023-02-17
Created: 2023-02-17
By: Niamh M. Ortega (nortega@palmdesert.gov)
Status: Signed
Transaction ID: CBJCHBCAABAAxMzHaha4yE3d9yPErcmfKrLZ5KyCiokF
"Res 2023-002 Obselete Records" History
Document created by Niamh M. Ortega (nortega@palmdesert.gov)
2023-02-17 - 2:03:05 AM GMT- IP address: 64.60.5.80
Document emailed to kkelly@palmdesert.gov for signature
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Signer kkelly@palmdesert.gov entered name at signing as Kathleen Kelly
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Document e-signed by Kathleen Kelly (kkelly@palmdesert.gov)
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Document emailed to Anthony Mejia (amejia@palmdesert.gov) for signature
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Document e-signed by Anthony Mejia (amejia@palmdesert.gov)
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., Signer robert.hargreaves@bbklaw.com entered name at signing as Robert Hargreaves
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Agreement completed.
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