HomeMy WebLinkAboutRes 2023-030RESOLUTION NO. 2023-030
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALM DESERT, CALIFORNIA, SETTING FORTH ITS FINDINGS AND
AUTHORIZING THE DESTRUCTION OF PAPER RECORDS FROM THE
CITY CLERK AND CITY MANAGER DIVISIONS, AS INDICATED ON THE
RECORDS RETENTION SCHEDULE (ADOPTED DECEMBER 15, 2022).
RECORDS FROM 2005 THROUGH 2020 (EXHIBIT A)
WHEREAS, the Office of the City Clerk 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 City Clerk Correspondence, Election administrative file,
unsuccessful Candidate information, unsuccessful candidate campaign disclosure filings,
Library Promotion Committee agenda packets, civil subpoenas, Statements of Economic
Interest (Form 700), Closed Claims Against the City, Claim Runs, and City Manager
correspondence have exceeded their retention period (Exhibit A). Digital and paper
records will be destroyed.
ADOPTED ON JUNE 22, 2023.
KATHLEEN KELLY, MAYOR
ATTEST:
ANTHONY J. MEJIA
CITY CLERK
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Resolution No. 2023-030 Page 2
I, Anthony J. Mejia, City Clerk of the City of Palm Desert, hereby certify that
Resolution No. 2023-030 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 June 22, 2023, by the
following vote:
AYES: HARNIK, NESTANDE, QUINTANILLA, TRUBEE, AND KELLY
NOES: NONE
ABSENT: NONE
ABSTAIN: NONE
RECUSED: NONE
IN WITNESS WHEROF, I have hereunto set my hand and affixed the official seal of the
City of Palm Desert, California, on __________________.
ANTHONY J. MEJIA
CITY CLERK
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7/6/2023
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Resolution No. 2023-030 Page 3
EXHIBIT A
CITY OF PALM DESERT
AUTHORITY TO DESTROY OBSOLETE RECORDS
Dept. Retention
No.
Description
of Record
Years
Covered
Retention
Period
Shred or
Discard
City Clerk CW-025 City Clerk –
Correspondence 2015-2020 2 yrs. Shred
City Clerk CC-024 2018 Election –
Administrative File 2018 2 yrs. Shred
City Clerk CC-026
Unsuccessful
Candidate
Information
General
Municipal
Election
2018
Election + 4 yrs. Shred
City Clerk BCC-008
Library Promotion
Committee –
Agenda Packets
2009-2019 2 yrs. Shred
City Clerk CW-055
Civil Subpoenas –
for Records and
Personal
Appearance
2016-2019 2 yrs. Shred
City Clerk CC-016
Statements of
Economic Interest
Form 700)
2012-2013
through
2014-2015
7 yrs. Shred
City Clerk CC-021
Campaign
Disclosure Filings
Unsuccessful
Candidates
General
Municipal
Election
2014 and
2016
5 yrs. Shred
City Clerk CC-026
Unsuccessful
Candidate
Information
General
Municipal
Election
2016
Election + 4yrs. Shred
City Clerk CC-012
Closed Claims
Against the City
2013-2017
2013-2017 Final Resolution +5 yrs. Shred
City Clerk CC-011 Claim Runs 2015-2017 5 yrs. Shred
City Manager CM-001 Correspondence 2005 2 yrs. Shred
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Resolution No. 2023-03 Page 4
Administrative Procedures Manual CLRK-001
Citywide Records Management Policy Resolution No. 2022-71
I consent to the destruction of these obsolete records according to Government Code
Section 34090 and the City records retention policies and procedures.
City Clerk Date City Attorney Date
Approved by City Council: 6/22/2023
Original: City Clerk’s Office
Copy: Division
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