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Home My WebLink AboutRes 2023-039RESOLUTION NO. 2023-039 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 FINANCE DEPARTMENT AND HUMAN RESOURCES, AS INDICATED ON THE RECORDS RETENTION SCHEDULE (ADOPTED DECEMBER 15, 2022). RECORDS FROM 1980-2016 AND 1994-2007 (EXHIBIT A) WHEREAS, the Finance Department and Human Resources 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 reports mentioned on Exhibit “A” for the Finance Department from 1980 to 2016 and Human Resources from 1994 to 2007 have exceeded their retention period. Both paper and digital records will be destroyed. ADOPTED ON AUGUST 24, 2023. __________________________ KATHLEEN KELLY MAYOR ATTEST: ________________________________ ANTHONY J. MEJIA CITY CLERK DocuSign Envelope ID: CAF6CCB0-8B14-4617-82E1-300A67C195E9 Resolution No. 2023-039 Page 2 I, Anthony J. Mejia, City Clerk of the City of Palm Desert, hereby certify that Resolution No. 2023-039 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 August 24, 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 offic ial seal of the City of Palm Desert, California, on __________________. ________________________________ ANTHONY J. MEJIA CITY CLERK DocuSign Envelope ID: CAF6CCB0-8B14-4617-82E1-300A67C195E9 8/25/2023 Resolution No. 2023-039 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 Finance/ Admin FN-004 Audit Work Papers 1994, 1996-1997, 2007-2008, 2012 5 years Shred/ Destroy electronic files Finance/ Admin FN-006 Budgets- Preliminary, backup documents 1997-2000 2 years Shred/ Destroy electronic files Finance/Admin FN-007 Fixed Assets-Inventory Backups, Journal Backups, Purchase Agreements 1989-1997, 1998- 2001, 2002-2003 2001-2006, 2007- 2008, 2015-2016 5 years Shred/ Destroy electronic files Finance/CDBG FN-009 CDBG all reports 2004-2008, 2012- 2014 5 years Shred/ Destroy electronic files Finance/ Accounting FN-015 Accounts Payable (Wires, Bond Payments) 1989-1990, 1993- 1998, 2001-2002, 2005, 2007, 2008- 2010, 2015-2016 5 years Shred/ Destroy electronic files Finance/ Accounting FN-016 Accounts Receivable / TOT 1990-1998, 2007- 2009 5 years Shred/ Destroy electronic files Finance/ Accounting FN-017 Bank Receipts, Bank statements, Trustee Statements, NSF 1997-1998, 2002- 2003, 2005-2010, 2015-2016, 7 years Shred/ Destroy electronic files Finance/ Accounting FN-021 Cash Receipts / Daily Cash Summaries / Cashiers Reports / Treasurers Receipts (TRs) 1989-1990, 1993- 1994, 1998, 2003- 2004, 2008-2009, 2011, 2013-2014 5 years Shred/ Destroy electronic files Finance/ Accounting FN-022 Warrant Register 2003 10 years Shred/ Destroy electronic files Finance/ Accounting FN-026 Treasurer's Reports/ Investment Reports 1980-1989, 1999- 2000 5 years Shred/ Destroy electronic files DocuSign Envelope ID: CAF6CCB0-8B14-4617-82E1-300A67C195E9 Resolution No. 2023-039 Page 4 Finance/ Accounting FN-028 Journal Entries/ Journal Vouchers 1986-1992, 2000- 2005, 2010-2012, 2015-2016 5 years Shred/ Destroy electronic files Finance/ Accounting FN-030 State Controller's Report 2010-2013 5 years Shred/ Destroy electronic files Finance/ Payroll FN-036 Payroll Reports - Periodic (includes Deduction Registers, Leave Registers, Time Transaction Reports, etc.) 1993-1994 5 years Shred/ Destroy electronic files Finance/ Payroll FN-037 Time Sheets / Timecards / Overtime Sheets / Overtime Cards / Payroll Changes 1993-1994 5 years Shred/ Destroy electronic files Finance/ Payroll FN-038 W2’s 1990-2013, 2014- 2015 5 years Shred/ Destroy electronic files Human Resources HR-020 Workers Compensation 1994-2007 5 years Shred/ Destroy electronic files I consent to the destruction of these obsolete records according to accepted policies and procedures. City Clerk Date City Attorney Date Approved by City Council: 8/24/2023 Original: City Clerk’s Office Copy: Department DocuSign Envelope ID: CAF6CCB0-8B14-4617-82E1-300A67C195E9