Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
2023-07-12 HC Regular Meeting Agenda Packet
City of Palm Desert Page 1 HOUSING COMMISSION CITY OF PALM DESERT, CALIFORNIA AGENDA City Hall, North Wing Conference Room 73-510 Fred Waring Drive Palm Desert, CA 92260 Pursuant to Assembly Bill 2449, this meeting may be conducted as a hybrid meeting with virtual and in-person access to the meeting location. • To participate via Zoom, use the following link: https://palmdesert.zoom.us/j/87492515629 or call (213) 338-8477, Zoom Meeting ID: 874 9251 5629. • Written public comment may also be submitted to mlomeli@palmdesert.gov. Emails received by 12:30 p.m. prior to the meeting will be distributed to the Commission. Any correspondence received during or after the meeting will be distributed to the Commission as soon as practicable and retained for the official record. Emails will not be read aloud except as an ADA accommodation. 1. CALL TO ORDER 2. ROLL CALL 3. ELECTION OF THE HOUSING COMMISSION CHAIRPERSON AND VICE-CHAIRPERSON 4. PRESENTATIONS A. PALM DESERT CIVIC ACADEMY - OCTOBER 2023 5. NON-AGENDA PUBLIC COMMENT: This time has been set aside for the public to address the Housing Commission on issues that are not on the agenda for up to three minutes. Because the Brown Act does not allow the Commission to act on items not listed on the agenda, members may briefly respond or refer the matter to staff for a report and recommendation at a future meeting. Wednesday July 12, 2023 3:30 p.m. Regular Meeting Housing Commission Agenda July 12, 2023 City of Palm Desert Page 2 6. CONSENT CALENDAR: All matters listed on the Consent Calendar are considered routine and may be approved by one motion. The public may comment on any items on the Consent Calendar for up to three minutes. Individual items may be removed by Commissioners for a separate discussion. A. APPROVAL OF MINUTES RECOMMENDATION: Approve the Housing Commission Regular Meeting minutes of June 14, 2023. CONSENT ITEMS HELD OVER: Items removed from the Consent Calendar for separate discussion are considered at this time. 7. ACTION CALENDAR A. APPROVAL OF AMENDMENT NO. 2 TO CONTRACT HA 40360 WITH SOUTHWEST PROTECTIVE SERVICES, INC., FOR COURTESY PATROL SERVICES AT PALM DESERT HOUSING AUTHORITY PROPERTIES IN A TOTAL AMOUNT NOT TO EXCEED $145,517.20 RECOMMENDATION: Recommend that the Housing Authority: 1. Approve Amendment No. 2 (“Amendment”) to Contract HA 40360 with Southwest Security Protective Services, Inc., for courtesy patrol services at the Palm Desert Housing Authority (“Authority”) properties effective September 1, 2023, for an additional 1-year term in a total annual amount not to exceed $145,517.20; and 2. Authorize the Executive Director to execute the Amendment and any documents necessary to effectuate and implement the actions taken herewith. B. RATIFICATION OF MULTIPLE VENDOR CONTRACTS FOR CONSTRUCTION MANAGEMENT SERVICES FOR THE HOUSING AUTHORITY PROPERTIES, IN THE AGGREGATE AMOUNT NOT TO EXCEED $270,000 RECOMMENDATION: Recommend that the Housing Authority: 1. Ratify the award of multiple vendor contracts for construction management services entered between the City of Palm Desert (“City”) and Anser Advisory Management LLC (“Anser”), MARRS Services, Inc. (“MARRS”), and MAAS Companies, Inc. (“MAAS”), to support the completion of capital improvement projects at the Housing Authority properties in the aggregate amount not to exceed $270,000. 2. Authorize the City to administer the contracts on behalf of the Housing Authority and authorize the City Manager to execute said contracts and subsequent task orders. 3. Authorize Director of Finance to transfer $100,000 from Housing Authority Account Number 8714195-4309200 to Account Number 8714195-4331100 for fiscal year 2022/23. 4. Direct the Director of Finance and Director of Public Works/Capital Projects to review annual expenditures and performance of the vendors under said contracts. 5. Authorize the contracts subject to the City attorney’s non-monetary changes as to form. Housing Commission Agenda July 12, 2023 City of Palm Desert Page 3 C. APPROVAL OF A RESOLUTION ADOPTING A RECORDS MANAGEMENT AND RETENTION POLICY RECOMMENDATION: Recommend that the Housing Authority approve a Resolution adopting a records management and retention schedule of the City of Palm Desert, applicable to the Housing Authority, except as otherwise stated by federal, state, or local law. 8. INFORMATIONAL REPORTS & COMMENTS A. RPM MONTHLY REPORTS 1. April 2023 2. May 2023 B. HOUSING COMMISSIONERS C. CITY COUNCIL LIAISON D. CITY STAFF 1. Homelessness Program Update 2. City Clerk Update E. ATTENDANCE REPORT 9. ADJOURNMENT: The next Regular Meeting will be held on September 13, 2023, at 3:30 p.m. Housing Commission Agenda July 12, 2023 City of Palm Desert Page 4 AFFIDAVIT OF POSTING I hereby certify under penalty of perjury under the laws of the State of California that the foregoing agenda for the Housing Commission was posted on the City Hall bulletin board and City website not less than 72 hours prior to the meeting. /s/ Monique Lomeli Recording Secretary PUBLIC NOTICES Agenda Related Materials: Pursuant to Government Code §54957.5(b)(2) the designated office for inspection of records in connection with this meeting is the Office of the City Clerk, City Hall, 73-510 Fred Waring Drive, Palm Desert. Staff reports for all agenda items and documents provided to a majority of the legislative bodies are available for public inspection at City Hall and on the City’s website at www.palmdesert.gov. Americans with Disabilities Act: It is the intention of the City of Palm Desert to comply with the Americans with Disabilities Act (ADA) in all respects. If, as an attendee or a participant at this meeting, or in meetings on a regular basis, you will need special assistance beyond what is normally provided, the City will attempt to accommodate you in every reasonable manner. Please contact the Office of the City Clerk, (760) 346-0611, at least 48 hours prior to the meeting to inform us of your needs and to determine if accommodation is feasible. Remote Location: Pursuant to traditional Brown Act teleconferencing requirements, the teleconference location must be listed on the agenda and be accessible to the public. Commissioner Morrison may participate remotely from the Carlos Ortega Villas Resident Services Building located at 77915 Avenue of the States, Palm Desert, CA 92211. CIVIC ACADEMYCity of Palm Desert EXPERIENCE THE CITY FROM A TO Z (ART TO ZONING) Palm Desert’s Civic Academy is a free and interactive way for community members to get first-hand knowledge on our city government's many civic processes and daily functions. This dynamic multi-week program will give an insider's view of the City and its functions through hands-on demonstrations, presentations, and tours. The Academy will give participants the opportunity to grow in their leadership skills, analyze issues using data, connect with decision-makers, and learn how they can make a difference in our community. More information about the Palm Desert Civic Academy, including eligibility requirements, can be found at palmdesert.gov/CivicAcademy . Class schedule Citizen's Academy is held on five consecutive Monday evenings, from 5:30 to 7:30 p.m. Light food will be provided. October 2: City Manager, City Clerk, Homelessness & Disaster Management October 9: Finance, Tourism, Marketing, & Communications October 16: Economic Development, Affordable Housing, & Development Services October 23: Public Art, Parks & Recreation, Environmental Programs, & Events October 30: Public Works, Capital Projects, & Public Safety Apply Today Apply online at palmdesert.gov/CivicAcademy. Applications will be accepted through September 20th, 2023. Stay Connected For questions or updates about this program, email Ryland Penta at rpenta@palmdesert.gov. Presentation A-1 Page 1 of 3 PALM DESERT CIVIC ACADEMY APPLICATION Palm Desert’s Civic Academy is a new and interactive way for members of our community to get first-hand knowledge on the many civic processes and daily functions of our City government. This dynamic multi-week program will give participants an insider's view of the City and its functions through hands-on demonstrations, presentations, and tours. The curriculum is designed to encourage Palm Desert ’s community stakeholders to better understand their government, provide methods for getting involved, and equip participants to share their ideas and issues effectively. The Academy will give participants the opportunity to grow in their leadership skills, analyze issues using data, connect with decision-makers, and learn how they can make a difference in our community. •Must be a Palm Desert resident, business owner/employee, or student age 18+ o Priority will be given to Palm Desert residents who are registered to vote in Palm Desert. •Must NOT be running for, or currently serving in, a political office •Must be willing to commit to attendance of five sessions (can miss one session and still receive a certificate of completion) o Sessions are held Wednesday evenings (provide program date range here) o Most sessions are held in Council Chambers, although some may be held offsite at various City locations (schedule to be determined). o Graduates will be recognized at a future City Council Meeting following completion of the Academy. o All participants must sign and follow a Civics Academy Code of Conduct. If you have questions about Palm Desert’s Civic Academy, please contact Ryland Penta, Communications Analyst for the City of Palm Desert, at 760-776-6318 or rpenta@palmdesert.gov General Information Eligibility Presentation A-2 Page 2 of 3 QUESTIONNAIRE Please take a moment to answer a few questions regarding the Civic Academy: 1.Why do you want to apply to the Palm Desert Civic Academy? 2.In your opinion, what are the most important issues facing the City of Palm Desert? CONTACT INFORMATION Last Name First Name MI Street Address City State Zip Code Email Address Cell Phone Home Phone Employer Employer Phone Occupation Employer Address City State Zip Code Presentation A-3 Page 3 of 3 3.What would you like to learn about in this program? 4.Are you interested in joining an appointed body at the City, such as a Committee or Commission? If so, which one? 5.Use this space to provide any additional information or statements. CERTIFICATION AND AUTHORIZATION I certify that all statements made in this application are true and complete. Applicant’s Signature Date Presentation A-4 City of Palm Desert Page 1 HOUSING COMMISSION CITY OF PALM DESERT, CALIFORNIA MINUTES Click HERE to review the meeting video. Click HERE to access the meeting agenda packet. 1.CALL TO ORDER A Regular Meeting of the Housing Commission was called to order by Vice-Chair Ballard on Wednesday, June 14, 2023, at 3:30 p.m., in the North Wing Conference Room, City Hall, located at 73-510 Fred Waring Drive, Palm Desert, California. 2.ROLL CALL Present: Commissioners Kathleen Bauer, Jann Buller, Melody Morrison*, and Vice Chair Gregory Ballard *Commissioner Morrison remote participated in accordance with the Brown Act. Absent: Commissioner Blair Armstrong Liaison(s) Present: Mayor Kathleen Kelly, City Council Liaison and Mayor Pro Tempore Karina Quintanilla, City Council Liaison (Alternate/Remote) Staff Present: Jessica Gonzales, Housing Manager; Celina Cabrera, Management Analyst; Juan Velez, Housing Program Technician; and Monique Lomeli, Recording Secretary 3.NON-AGENDA PUBLIC COMMENT: None. Wednesday June 14, 2023 3:30 p.m. Regular Meeting Item 6A-1 Housing Commission Minutes June 14, 2023 City of Palm Desert Page 2 ALL ACTIONS ARE DRAFT, PENDING APPROVAL OF THE MINUTES 4.CONSENT CALENDAR: MOTION BY COMMISSIONER BAUER, SECOND BY COMMISSIONER BULLER, CARRIED 4-0, to approve the consent calendar. A.APPROVAL OF MINUTES MOTION BY COMMISSIONER BAUER, SECOND BY COMMISSIONER BULLER, CARRIED 4-0, to approve the Housing Commission Special Meeting minutes of April 26, 2023. CONSENT ITEMS HELD OVER: None. 5.ACTION CALENDAR A.ADOPTION OF HOUSING AUTHORITY RESOLUTION ESTABLISHING DATES FOR REGULAR MEETINGS OF THE PALM DESERT HOUSING COMMISSION DURING THE FISCAL YEAR 20234-2024 Housing Manager Gonzalez presented the staff report and responded to Commission inquiries. Following discussion, MOTION BY COMMISSIONER BULLER, SECOND BY COMMISSIONER BAUER, CARRIED 4-0, to recommend the Palm Desert Housing Authority adopt a Resolution establishing dates for regular meetings of the Palm Desert Housing Commission during Fiscal Year 2023-2024. B.AWARD OF A MAINTENANCE SERVICES AGREEMENT TO JOHN HARRISON CONTRACTING, INC. IN AN AMOUNT NOT TO EXCEED $218,500 ANNUALLY FOR HEATING, VENTILATION, AND AIR CONDITIONING MECHANICAL SYSTEMS SERVICES AT THE HOUSING AUTHORITY RESIDENTIAL RENTAL PROPERTIES Management Analyst Celina Cabrera presented the staff report and responded to Commission inquiries. Following discussion, MOTION BY COMMISSIONER BULLER, SECOND BY COMMISSIONER BAUER, CARRIED 4-0, to recommend the Palm Desert Housing Authority award a Maintenance Services Agreement to John Harrison Contracting, Inc., in an amount not to exceed $218,500 annually for heating, ventilation, and air conditioning mechanical systems services at the Housing Authority residential rental properties. C.RATIFICATION OF CONTRACT A45110 WITH DEMO UNLIMITED, INC., IN THE AMOUNT OF $51,683.55 FOR THE REMOVAL OF TEN CARPORTS AT ONE QUAIL PPLACE AS A RESULT OF HEALTH AND SAFETY CONCERNS Housing Manager Jessica Gonzalez presented the staff report and responded to Commission inquiries. Following discussion, MOTION BY COMMISSIONER BAUER, SECOND BY COMMISSIONER MORRISON, CARRIED 4-0 to recommend the Palm Desert Housing Authority ratify contract A45110 with Demo Unlimited, Inc., in the amount of $51,683.55 for the removal of ten carports at One Quail Place as a result of health and safety concerns. Item 6A-2 Housing Commission Minutes June 14, 2023 City of Palm Desert Page 3 ALL ACTIONS ARE DRAFT, PENDING APPROVAL OF THE MINUTES 6.INFORMATIONAL REPORTS & COMMENTS A.HOUSING COMMISSIONER REPORTS Commissioner Buller inquired about the status of new appointees; Housing Manager Gonzalez provided an update on the City’s outreach efforts to fill Commission vacancies. B.CITY COUNCIL LIAISON Mayor Kelly provided an update on the City’s efforts to address homelessness and announced the addition of a new Social Services Coordinator Jason Austin. C.CITY STAFF Housing Manager Gonzalez reported that the City Council and Housing Authority recently approved a new pest control contract; provided a summary of Home Improvement program activity; and introduced Housing Program Technician Juan Velez. D.RPM COMPANY MONTHLY REPORTS FOR FEBRUARY/MARCH 2023 RPM representative Teresa Valkili presented the following reports for the months of March and April 2023, and responded to Commission inquiries: a.Monthly Occupancy Status Reports (March) b. Monthly Occupancy Average Rent Statement (March) c.Palm Desert Housing Authority Project Report (April) E.ATTENDANCE REPORT The attendance report was provided with the agenda materials. The Commission took no action on this matter. 7.ADJOURNMENT The Housing Commission adjourned at 4:03 p.m. Respectfully submitted, Monique Lomeli, Senior Deputy Clerk Recording Secretary ATTEST: Jessica Gonzales, Housing Manager Secretary APPROVED BY THE HOUSING COMMISSION: __/__/2023 Item 6A-3 [This page has intentionally been left blank.] PALM DESERT HOUSING COMMISSION MEETING Wednesday, July 12, 2023 The attached staff report is being provided for review and recommendation to the Housing Authority Board meeting of July 13, 2023. RECOMMENDATION: Recommend that the Housing Authority: 1.Approve Amendment No. 2 (“Amendment”) to Contract HA 40360 with Southwest Security Protective Services, Inc. for courtesy patrol services at the Palm Desert Housing Authority (“Authority”) properties effective September 1, 2023, for an additional 1-year term in a total annual amount not to exceed $145,517.20; and 2.Authorize the Executive Director to execute the Amendment and any documents necessary to effectuate and implement the actions taken herewith. Item 7A-1Item Page 1 of 2 CITY OF PALM DESERT STAFF REPORT MEETING DATE: July 13, 2023 PREPARED BY: Celina Cabrera, Management Analyst REQUEST: APPROVAL OF AMENDMENT NO. 2 TO CONTRACT HA 40360 WITH SOUTHWEST PROTECTIVE SERVICES, INC. FOR COURTESY PATROL SERVICES AT PALM DESERT HOUSING AUTHORITY PROPERTIES IN A TOTAL AMOUNT NOT TO EXCEED $145,517.20 RECOMMENDATION: 1.Approve Amendment No. 2 (“Amendment”) to Contract HA 40360 with Southwest Security Protective Services, Inc. for courtesy patrol services at the Palm Desert Housing Authority (“Authority”) properties effective September 1, 2023, for an additional 1-year term in a total annual amount not to exceed $145,517.20 (includes an annual amount not to exceed $135,517.20 and up to $10,000 for additional services to be requested as needed); and 2.Authorize the Executive Director to execute the Amendment and any documents necessary to effectuate and implement the actions taken herewith. BACKGROUND/ANALYSIS: On August 27, 2020, following an RFP process, the Authority’s Board approved a contract with Southwest Protective Services, Inc. (“Southwest”) to provide courtesy patrol services at the Housing Authority’s 15 properties (“Properties”). The contract’s initial 2-year term was amended by the Authority’s Board on July 14, 2022, to extend it for an additional one (1) year term. The original contract currently has two optional 1-year term extensions remaining. Southwest has performed satisfactorily and was presented an option to renew by the Authority. Staff has negotiated the attached proposal for Amendment No. 2 of the original contract, to expire August 30, 2024. The proposal (Attachment 4) is a 5% increase over the current not to exceed amount expiring on August 30, 2023. Commission Recommendation: Housing Commission will review this recommendation at its regular meeting on July 12, 2023. Upon request, a verbal report will be provided at the Housing Authority’s regular meeting on July 13, 2023. FINANCIAL IMPACT: The fiscal impact of the request is the annual cost of the agreement in an amount not to exceed $145,517.20. This amount is based on a not-to-exceed amount of $135,517.20 plus $10,000 for additional services as needed. Funds have been budgeted in the FY 2023-2024 operating budget allocated within each of the 15 Housing Authority Properties. REVIEWED BY: Item 7A-2 City of Palm Desert Approval of Amendment No. 2 to HA-40360 Southwest Protective Service, Inc. Page 2 of 2 Department Director: Eric Ceja City Attorney: Oscar Verdugo Finance Director: Assistant City Manager: City Manager: ATTACHMENTS: 1. Original Courtesy Patrol Agreement, HA-40360, with Southwest Protective Service, Inc. 2. Amendment No. 1 to HA-40360 3. Amendment No. 2 to HA-40360 4. Southwest proposal for services September 1, 2023, through August 31, 2024. Item 7A-3 Item 7A-4 Item 7A-5 Item 7A-6 Item 7A-7 Item 7A-8 Item 7A-9 Item 7A-10 Item 7A-11 Item 7A-12 Item 7A-13 Item 7A-14 Item 7A-15 Item 7A-16 Item 7A-17 Item 7A-18 Item 7A-19 CONTRACT NO. HA40360 AMENDMENT NO.1 TO THE COURTESY PATROL SERVICES AGREEMENT BETWEEN THE PALM DESERT HOUSING AUTHORITY AND SOUTHWEST PROTECTIVE SERVICE, INC., DBA SOUTHWEST SECURITY, CORP. Parties and Date. This Amendment No. 1 to the COURTESY PATROL SERVICES AGREEMENT is made and entered into as of this 141h day of July 2022, by and between the Palm Desert Housing Authority ("Housing Authority") and Southwest Protective Service, Inc dba Southwest Security., a Corporation with its principal place of business at 45100 Golf Center Parkway, Suite E, Indio, CA 92201 (Consultant). The Housing Authority and Consultant are sometimes individually referred to as "Party" and collectively as "Parties." 2. Recitals. 2.1 Agreement. The Housing Authority and Consultant have entered into an agreement entitled Courtesy Patrol Services Agreement dated August 27, 2020 Agreement' or "Contract") for the purpose of retaining the services of consultant to provide Security Patrol Services for Palm Desert Housing Authority Properties. 2.2 Amendment. The Housing Authority and Consultant desire to amend the Agreement to extend the term and for additional compensation. 2.3 Amendment Authority. This Amendment No. 1 is authorized pursuant to Section 3.1.2 of the Agreement. 3. Terms. 3.1 Term. Section 3.1.2. of the Agreement is hereby amended in its entirety to read as follows: 3.1.1 The term of this Agreement shall be from September 1, 2022, to August 31, 2023, unless earlier terminated as provided herein. Consultant shall complete the Services within the term of this Agreement and shall meet any other established schedules and deadlines. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Services. 3.2 Compensation. Section 3.3.1. of the Agreement is hereby amended in its entirety to read as follows: 3.2.1 Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit "'I" attached hereto and incorporated herein by reference. The total compensation shall not exceed one hundred twenty-eight thousand and five hundred eighty dollars ($128,580) without written approval of the City's Director Item 7A-20 Contract No. HA40360 of Public Works or his/her designee. Extra work may be authorized as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement. Exhibit 1. 3.3 Continuing Effect of Agreement. Except as amended by this Amendment No. 1 all other provisions of the Agreement remain in full force and effect and shall govern the actions of the parties under this Amendment No. 1. From and after the date of this Amendment No. 1, whenever the term "Agreement" or "Contract' appears in the Agreement, it shall mean the Agreement as amended by this Amendment No. 1. 3.4 Adequate Consideration. The Parties hereto irrevocably stipulate and agree that they have each received adequate and independent consideration for the performance of the obligations they have undertaken pursuant to this Amendment No. 1. 3.5 Severability. If any portion of this Amendment No. 1 is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. 3.6 Counterparts. This Amendment No. 1 may be executed in duplicate originals, each of which is deemed to be an original, but when taken together shall constitute but one and the same instrument. SIGNATURES ON FOLLOWING PAGE] Page 2 of 4 Rev W11-2-20 WKMW.0W01132"50W.1 Item 7A-21 Contract No. HA40360 SIGNATURE PAGE FOR AMENDMENT NO. 1 TO COURTESY PATROL SERVICES AGREEMENT BETWEEN THE PALM DESERT HOUSING AUTHORITY AND SOUTHWEST PROTECTIVE SERVICES, INC. IN WITNESS WHEREOF, the Parties have entered into this Amendment No. 1 to the Courtesy Patrol Services Agreement as of the day and year first above written. PALM DESERT HOUSING AUTHORITY Approved By: Todd Hil man (Jul 31, 202213:39 PDT) L. Todd Hileman, Executive Director Attested By: Anth ny Mep ug 1, 022 12:27 PDT) Anthony J. Mejia, Secretary APPROVED AS TO FORM: By. os (Ad 31, 202213:13 PDT) Best Best & Krieger LLP Special Counsel SOUTHWEST PROTECTIVE SERVICES, INC. Jason Jac 05:25 PDT) Signature Jason Jackson Name President & CEO Title Signature Name Title QC- MN Insurance: 2 Initial Review Page 3 of 4 00 rinai Keview Revised 11-2-20 66K 72500.00001\32445060.1 Item 7A-22 Contract No. HA40360 Exhibit 1 Page 4 of 4 Revised 11-2-20 BBK 725M00001\32445060.1 Item 7A-23 SOUTHWEST SECLJti' P.O.Box 2915, EL CENTRO, CA 92244 • INFO@SOUTHWESTSECURITY.NET . PPO# 18035 OFFICE: (760)970-4500 • FAX: (760)970-4510 , MOBILE: (760)996-1285 Ms. Teresa Vakili VIA E-MAIL TRANSMISSION: TeresaVakilir2romsomnanx.som General Manager RPM Company- Palm Desert Housing Authority 72-600 Fred Waring Drive Palm Desert, California 92260 June 29, 2022 RE: Contract extension September 1, 2022, through August 31,2023 Ms. Vakili, In response to Ms. Jessica Gonzales's letter, dated June 13, 2022 inquiring whether or not Southwest Protective Services, Inc., dba: Southwest Security would like to extend the terms of the agreement one (1) additional year. However, due to the unforeseen State minimum wage increase that will take place on January 1, 2023, and the historic rise in fuel costs (Per ycharts.com, California's average fuel rates for August 2020, $3.16 per gallon- May 2022, $5.87 per gallon - 85% increase), Southwest Security proposes the following rates for consideration for September 1, 2022 - August 30, 2023. September 1, 2022 -August 30, 2023 Foot Patrol Fee: $23.65 per hour Vehicle Patrol Fee: $9.075.00 per month The above proposed rates reflect a 5% annual increase to the "Foot Patrol Fee", and a 10% annual increase to the "Vehicle Patrol Fee". Very truly yours, SOUTHWEST PROTECTIVE SERVICES, INC. SOUTHWEST SECURITY s/s H. Jason Jackson President & CEO Cell: (760) 996-1285 Email: Mackson@SOUTHWESTSECURITY.NET Item 7A-24 HA40360 Amendment No. 1 Southwest Security Final Audit Report 2022-08-01 Created: 2022-07-20 By: Michelle Nance (mnance@cityofpalmdesert.org) Status: Signed Transaction ID: CBJCHBCAABAAY95kkg1EljoV1CKv0UPyeeMJR3yPKHAN HA40360 Amendment No. 1 Southwest Security" History Document created by Michelle Nance (mnance@cityofpalmdesert.org) 2022-07-20 - 8:47:11 PM GMT Document emailed to Mariana Rios (mrios@cityofpalmdesert.org) for approval 2022-07-20 - 8:50:07 PM GMT Email viewed by Mariana Rios (mrios@cityofpalmdesert.org) 2022- 07-21 - 7:07:23 PM GMT Document approved by Mariana Rios (mrios@cityofpalmdesert.org) Approval Date: 2022-07-21 - 7:10:16 PM GMT - Time Source: server Document emailed to Jason Jackson(jjackson@southwestsecurity.net) for signature 2022-07-21 - 7:10:20 PM GMT Email viewed by Jason Jackson Qjackson@southwestsecurity.net) 2022-07-21 - 8:04:40 PM GMT Email viewed by Jason Jackson(jjackson@southwestsecurity.net) 2022- 07- 26 - 6:15:43 PM GMT Email viewed by Jason Jackson Qjackson@southwestsecurity.net) 2022-07-31 - 12:24:22 PM GMT Document e-signed by Jason Jackson Qjackson@southwestsecurity.net) Signature Date: 2022-07-31 - 12:25:07 PM GMT - Time Source: server Document emailed to carlos.campos@bbklaw.com for signature 2022-07-31 - 12:25:09 PM GMT Email viewed by carlos.campos@bbklaw.com 2022-07-31 - 8:12:35 PM GMT a Adobe Acrobat Sign Item 7A-25 5b Signer carlos.campos@bbklaw.com entered name at signing as Carlos Campos 2022-07-31 - 8:13:21 PM GMT Document e-signed by Carlos Campos (carlos.campos@bbklaw.com) Signature Date: 2022-07-31 - 8:13:22 PM GMT - Time Source: server Document emailed to Todd Hileman (thileman@cityofpalmdesert.org) for signature 2022- 07-31 - 8:13:24 PM GMT Email viewed by Todd Hileman (thileman@cityofpalmdesert.org) 2022- 07-31 - 8:13:34 PM GMT 4' , Document e-signed by Todd Hileman (thileman@cityofpalmdesert.org) Signature Date: 2022-07-31 - 8:39:10 PM GMT - Time Source: server Document emailed to Anthony Mejia (amejia@cityofpalmdesert.org) for signature 2022-07-31 - 8:39:13 PM GMT Email viewed by Anthony Mejia (amejia@cityofpalmdesert.org) 2022-07-31 - 8:48:29 PM GMT C 6 Document e-signed by Anthony Mejia (amejia@cityofpalmdesert.org) Signature Date: 2022-08-01 - 7:27: 40 PM GMT - Time Source: server Document emailed to mrios@cityofpalmdesert.org for approval 2022- 08-01 - 7:27:44 PM GMT Email viewed by mrios@cityofpalmdesert.org 2022-08-01 - 11:07:26 PM GMT Signer mrios@cityofpalmdesert.org entered name at signing as Mariana Rios 2022- 08-01 - 11:08:22 PM GMT Document approved by Mariana Rios (mrios@cityofpalmdesert.org) Approval Date: 2022-08-01 - 11:08:24 PM GMT - Time Source: server Agreement completed. 2022- 08-01 - 11:08:24 PM GMT a Adobe Acrobat Sign Item 7A-26 CONTRACT NO. HA40360 AMENDMENT NO. 2 TO THE COURTESY PATROL SERVICES AGREEMENT BETWEEN THE PALM DESERT HOUSING AUTHORITY AND SOUTHWEST PROTECTIVE SERVICE, INC., DBA SOUTHWEST SECURITY, CORP. 1. Parties and Date. This Amendment No. 2 to the COURTESY PATROL SERVICES AGREEMENT is made and entered into as of this 13th day of July 2023, by and between the Palm Desert Housing Authority (“Housing Authority”) and Southwest Protective Service, Inc. dba Southwest Security, a California corporation with its principal place of business at 45100 Golf Center Parkway, Suite E, Indio, CA 92201 (“Consultant”). The Housing Authority and Consultant are sometimes individually referred to herein as a “Party” and collectively as the “Parties.” 2. Recitals. 2.1 Agreement. Housing Authority and Consultant entered into an agreement titled Courtesy Patrol Services Agreement dated August 27, 2020 (“Agreement” or “Contract”) for the purpose of retaining the services of consultant to provide Security Patrol Services for Palm Desert Housing Authority Properties. 2.2 Amendment. Housing Authority and Consultant now desire to amend the Agreement to extend the Agreement term and to provide for additional compensation. 2.3 Amendment Authority. This Amendment No. 2 is authorized pursuant to Sections 3.1.2 and 3.6.14 of the Agreement. 3. Terms. 3.1 Term. Section 3.1.2. of the Agreement is hereby amended in its entirety to read as follows: “3.1.2 The term of this Agreement shall be from September 1, 2023, to August 31, 2024, unless earlier terminated as provided herein. Consultant shall complete the Services within the term of this Agreement and shall meet any other established schedules and deadlines. The Parties may, by mutual, written consent, extend the term of this Agreement if necessary to complete the Services.” 3.2 Compensation. Section 3.3.1. of the Agreement is hereby amended in its entirety to read as follows: 3.3.1 Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit "1" attached hereto and incorporated herein by reference. The total compensation shall not exceed One Hundred Thirty-Five Thousand Five Hundred Item 7A-27 Contract No. HA40360 Page 2 of 4 Revised 11-2-20 BBK 72500.00001\32445060.1 Seventeen Dollars and 20/100 ($135,517.20) without written approval of the Housing Authority’s Executive Director or his/her designee. Extra work may be authorized as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement. Exhibit 1. 3.3 Continuing Effect of Agreement. Except as amended by this Amendment No. 2 all other provisions of the Agreement remain in full force and effect and shall govern the actions of the parties under this Amendment No. 2. From and after the date of this Amendment No. 2, whenever the term “Agreement” or “Contract” appears in the Agreement, it shall mean the Agreement as amended by this Amendment No. 2. 3.4 Adequate Consideration. The Parties hereto irrevocably stipulate and agree that they have each received adequate and independent consideration for the performance of the obligations they have undertaken pursuant to this Amendment No. 2. 3.5 Severability. If any portion of this Amendment No. 2 is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect. 3.6 Counterparts. This Amendment No. 2 may be executed in duplicate originals, each of which is deemed to be an original, but when taken together shall constitute but one and the same instrument. [SIGNATURES ON FOLLOWING PAGE] Item 7A-28 Contract No. HA40360 Page 3 of 4 Revised 11-2-20 BBK 72500.00001\32445060.1 SIGNATURE PAGE FOR AMENDMENT NO. 2 TO COURTESY PATROL SERVICES AGREEMENT BETWEEN THE PALM DESERT HOUSING AUTHORITY AND SOUTHWEST PROTECTIVE SERVICES, INC. IN WITNESS WHEREOF, the Parties have entered into this Amendment No. 2 to the Courtesy Patrol Services Agreement as of the day and year first above written. PALM DESERT HOUSING AUTHORITY Approved By: L. Todd Hileman, Executive Director Attested By: Anthony J. Mejia, Secretary APPROVED AS TO FORM: By: Best, Best & Krieger LLP Special Counsel SOUTHWEST PROTECTIVE SERVICES, INC. Signature Name Title QC: ____________ Insurance: _________ _________ Initial Review Final Review Item 7A-29 Contract No. HA40360 Page 4 of 4 Revised 11-2-20 BBK 72500.00001\32445060.1 Exhibit 1 Item 7A-30 Item 7A-31 [This page has intentionally been left blank.] PALM DESERT HOUSING COMMISSION MEETING Wednesday, July 12, 2023 The attached staff report is being provided for review and recommendation to the Housing Authority Board meeting of July 13, 2023. RECOMMENDATION: Recommend that the Housing Authority: 1.Ratify the award of multiple vendor contracts for construction management services entered between the City of Palm Desert (“City”) and Anser Advisory Management LLC (“Anser”), MARRS Services, Inc. (“MARRS”), and MAAS Companies, Inc. (“MAAS”), to support the completion of capital improvement projects at the Housing Authority properties in the aggregate amount not to exceed $270,000. 2.Authorize the City to administer the contracts on behalf of the Housing Authority and authorize the City Manager to execute said contracts and subsequent task orders. 3.Authorize Director of Finance to transfer $100,000 from Housing Authority Account Number 8714195-4309200 to Account Number 8714195-4331100 for fiscal year 2022/23. 4.Direct the Director of Finance and Director of Public Works/Capital Projects to review annual expenditures and performance of the vendors under said contracts. 5.Authorize the contracts subject to the City attorney’s non-monetary changes as to form. Item 7B-1 Page 1 of 2 PALM DESERT HOUSING AUTHORITY STAFF REPORT MEETING DATE: July 13, 2023 PREPARED BY: Jessica Gonzales, Housing Manager REQUEST: RATIFICATION OF MULTIPLE VENDOR CONTRACTS FOR CONSTRUCTION MANAGEMENT SERVICES FOR THE HOUSING AUTHORITY PROPERTIES, IN THE AGGREGATE AMOUNT NOT TO EXCEED $270,000 RECOMMENDATION: 1.Ratify the award of multiple vendor contracts for construction management services entered between the City of Palm Desert (“City”) and Anser Advisory Management LLC (“Anser”), MARRS Services, Inc. (“MARRS”), and MAAS Companies, Inc. (“MAAS”), to support the completion of capital improvement projects at the Housing Authority properties in the aggregate amount not to exceed $270,000. 2.Authorize the City to administer the contracts on behalf of the Housing Authority and authorize the City Manager to execute said contracts and subsequent task orders. 3. Authorize Director of Finance to transfer of $100,000 from Housing Authority Account Number 8714195-4309200 to Account Number 8714195-4331100 for fiscal year 2022/23. 4.Direct the Director of Finance and Director of Public Works/Capital Projects to review annual expenditures and performance of the vendors under said contracts. 5.Authorize the contracts subject to the City attorney’s non-monetary changes as to form. BACKGROUND/ANALYSIS: On February 16, 2023, the City Council approved multiple vendor contracts for Construction Management Services with Anser and MARRS, in an amount not to exceed $11,739,394 as a result of a Request for Proposal (“RFP”). Subsequently, on March 23,2023, the City Council authorized an additional construction management provider MAAS. A copy of the RFP, proposal and vendor contract(s) are on file with the City Clerk’s Office. The goal of the City with this approval is to have available and to use the expertise of the multiple construction management consultants to support completion of several deferred capital improvement repair and maintenance projects, including projects at the Housing Authority properties. Shortly after the City’s approval, the City Manager approved a task proposal with MAAS and Anser to complete a Health and Safety Assessment and Project Inspections at the Housing Authority properties. In addition to the 2022/23 task order, the Housing Authority has a need for further construction management services to support planned and unforeseen/emergency projects in the 2023/24 fiscal year. The City will continue to administer the multiple vendor contracts on behalf of the Housing Authority. Item 7B-2 Palm Desert Housing Authority Ratification of Answer, MAARS and MASS Construction Management Services Contract Page 2 of 2 The multiple vendor contracts will be managed on behalf of the Housing Authority in a task order format. Upon agreement of proposal and terms, a task order agreement will be issued to the consultant. Tasks and expenses for the Housing Authority will be closely monitored to ensure the three aggregate contract amounts do not exceed $270,000. Commission Recommendation: The Housing Commission will review this recommendation at its regular meeting on July 12, 2023. Upon request, a verbal report will be provided. FINANCIAL IMPACT: Task orders may be issued in an aggregate amount not to exceed $270,000 and paid from the Housing Authority Capital Replacement Fund. There is no financial impact to the City’s General Fund. REVIEWED BY: Department Director: Eric Ceja City Attorney: Isra Shah Finance Director: Assistant City Manager: Executive Director: Item 7B-3 [This page has intentionally been left blank.] PALM DESERT HOUSING COMMISSION MEETING Wednesday, July 12, 2023 The attached staff report is being provided for review and recommendation to the Housing Authority Board meeting of July 13, 2023. RECOMMENDATION: Recommend that the Housing Authority approve a Resolution adopting a records management and retention schedule of the City of Palm Desert, applicable to the Housing Authority, except as otherwise stated by federal, state, or local law. Item 7C-1 PALM DESERT HOUSING AUTHORITY STAFF REPORT MEETING DATE: July 12, 2023 PREPARED BY: Jessica Gonzales, Housing Manager REQUEST: APPROVE A RESOLUTION ADOPTING A RECORDS MANAGEMENT AND RETENTION POLICY RECOMMENDATION: Approve a Resolution adopting the Records Management Policy and Records Retention Schedules of the City of Palm Desert to apply to the Palm Desert Housing Authority, except as otherwise preempted by federal, state, or local law. BACKGROUND/ANALYSIS: On December 15, 2022, the City Council adopted resolution No. 2022-98, adopting a Records Management Policy and Records Retention schedules (“Policy”) for the City of Palm Desert (“City”). The Palm Desert Housing Authority (“Housing Authority”) has customarily followed the City’s Policy. The adoption of this resolution would memorialize the Housing Authority’s acceptance of the City’s Policy as its own. Strategic Plan: This request represents routine administrative business of the Palm Desert Housing Authority. This request does not apply directly to a specific strategic plan goal. Commission Recommendation: The Housing Commission will review this recommendation at its regular meeting of July 12, 2023. Upon request, a verbal report will be provided at the Authority Board’s regular meeting of July 13, 2023 FINANCIAL IMPACT: There is no direct fiscal impact with this request. REVIEWED BY: Department Director: Eric Ceja City Attorney: Special Counsel to the Housing Authority: Brendan B. Kearns, Richards, Watson & Gershon Finance Director: Assistant City Manager: Executive Director: ATTACHMENTS: 1. Resolution No. HA - ___ 2. Exhibit A to Resolution - Records Management Program and Retention Schedules for the City of Palm Desert. Item 7C-2 RESOLUTION NO. __________ A RESOLUTION OF THE PALM DESERT HOUSING AUTHORITY, ADOPTING THE RECORDS MANAGEMENT POLICY AND RECORDS RETENTION SCHEDULES OF THE CITY OF PALM DESERT THE PALM DESERT HOUSING AUTHORITY HEREBY FINDS, DETERMINES, RESOLVES AND ORDERS AS FOLLOWS: SECTION 1. The Records Management Policy and Records Retention Schedules of the City of Palm Desert, attached hereto as Exhibit “A,” are hereby adopted in their entirety. These policies and schedules shall apply to the Palm Desert Housing Authority, except as otherwise preempted by federal, state, or local law. PASSED, APPROVED AND ADOPTED by the Palm Desert Housing Authority, this 13th day of July 2023, by the following vote, to wit: AYES: NOES: ABSENT: ABSTAIN: KATHLEEN KELLY, CHAIRMAN ATTEST: ANTHONY J. MEJIA, SECRETARY Item 7C-3 RESOLUTION NO. ____________ EXHIBIT A RECORDS MANAGEMENT POLICY AND RECORDS RETENTION SCHEDULES Item 7C-4 RESOLUTION NO. 2022- 71 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM DESERT, CALIFORNIA, ADOPTING A RECORDS MANAGEMENT POLICY WHEREAS, the City Council recognizes its responsibility and obligation to foster efficient and cost-effective government and further recognizes the importance of the management and protection of City of Palm Desert (City) records; and WHEREAS, it is the policy of the City Council to provide for the efficient, economical, and effective controls over the creation, distribution, organization, maintenance, use, retention, and disposition of City records; and WHEREAS, the City’s Records Management Program, a comprehensive program of integrated policies, records retention schedules, and instructions for the management of records from their creation to their ultimate disposition, is consistent with federal, state, and local regulations as well as accepted records management practices; and WHEREAS, the declared purpose of the Records Management Policy is to establish the authority and assign responsibility for carrying out the comprehensive Records Management Program and to create the administrative framework through which the purposes are to be achieved; and WHEREAS, an effective Records Management Program demonstrates to legal and regulatory authorities that the City is making every reasonable effort to retain and dispose of its records in a responsible manner and in accordance with federal, state, and local regulations, applicable guidelines, and good business practices. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Palm Desert, California, as follows: Section 1. That the foregoing Recitals are true and correct and are incorporated herein by this reference. Section 2. The Records Management Policy as set forth in Exhibit “A” is hereby adopted in its entirety. Section 3. The City Clerk shall certify the adoption of this resolution. ADOPTED ON AUGUST 25, 2022. JAN C. HARNIK MAYOR ATTEST: ANTHONY J. MEJIA CITY CLERK Anthony Mejia (Sep 2, 2022 17: 51 CDT) Item 7C-5 Resolution No. 2022-71 Page 2 I, ANTHONY J. MEJIA, City Clerk of the City of Palm Desert, hereby certify that Resolution No. 2022-71 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 25, 2022, by the following vote: AYES: JONATHAN, KELLY, NESTANDE, QUINTANILLA, AND HARNIK 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 September 2, 2022. ANTHONY J. MEJIA, CITY CLERK Anthony Mejia (Sep 2, 2022 17:51 CDT) Item 7C-6 CITY OF PALM DESERT ADMINISTRATIVE PROCEDURES Subject Citywide Records Management Policy Policy No. CLRK-001 Date Issued: August 25, 2022 Amended: N/A Approved by Resolution No. 2022-71 Authored by Office of the City Clerk I.PURPOSE The purpose of records management is to ensure that information is available when it is needed. To do this efficiently and thoroughly, records must be identified, organized, maintained for the requisite number of years, and then documented when destroyed. Records management encompasses all the record-keeping requirements that allow an organization to establish and maintain control over information flow and administrative operations, seeking to control and manage records through the entirety of their life cycle, from creation to final disposition. A sound records management program doesn't cost—it pays. It pays by improving customer service, increasing staff efficiency, allocating scarce resources, and providing a legal foundation for how an agency conducts its daily mission. It helps identify and justify opportunities for new technology. Microfilm, optical disk, optical character recognition, workflow, e-mail, and other related technologies cannot be adequately evaluated and cost-justified without a good records management program. Other benefits include: Providing public access to and protecting the public's rights to inspect public records in accordance with the California Public Records Act; Preservation of records with long-term or permanent value; Protection of records vital to City government in the event of a disaster; Protection of records essential to City government, but which are referenced infrequently; Demonstration of compliance with legal retention requirements established by federal, state, and local authorities; Orderly destruction of records no longer required by statute to be retained or needed for reference; Elimination of duplicate records filed in several departments; Ensuring proper administration of records not subject to disclosure; Providing protection in litigation, audits, and other disputes; Saving space; and Increased efficiency in information retrieval. Resolution No. 2022-71 Exhibit A Item 7C-7 Administrative Procedures Manual CLRK-001 Citywide Records Management Policy Page 2 of 8 A good records management program establishes policies and procedures for the efficient and economical management of the creation, utilization, maintenance, retention, preservation, and disposal of City records, based on federal and state statutes governing public records and ensures that a responsible program of records management is practiced within the City organization. II. DEFINITIONS 1. Public Record: Any writing containing information relating to the conduct of the City’s business prepared, owned, used, or retained by the City regardless of physical form or characteristics. 2. Active Record: Records kept in the office and referenced on a regular basis. 3. Archives: A repository for housing historical records (whether in paper, microfilm, or digital) that should be protected or preserved. 4. Disposition: The length of time a record is kept, which may be permanent. 5. Historical Record: The retention of records that have enduring value because they reflect significant historical events or document the history and development of the City. 6. Inactive Record: Any public record transferred to a records center for storage until disposition is reached. 7. Non-Record: Materials that are not retained in the normal course of business, such as records that contain no information of significant or lasting value such as transmittal letters, acknowledgments, drafts, rough notes, and calculations created and used in the preparation or analysis of other documents. 8. Records Management: The systematic control of the creation, processing, use, protection, storage, and final disposition of all public records pursuant to federal, state, and local laws and regulations. 9. Records Retention Schedule: The document identifying the length of time a record is maintained, including disposition. 10. Transitory Records: Records whose value is comparatively short-lived should be discarded when they have fulfilled the purpose for which they were created. Examples: 1) copies of reproduced/printed material of general information; 2) originals/copies of documents kept solely for tickler, suspense, or follow-up; 3) preliminary work materials used for the preparation of reports, studies, etc.; 4) duplicates/extra copies of records; and 6) appointment logs/calendars. 11. Vital Record: Records with information essential for the resumption of operation after a disaster or the reestablishment of the legal and financial status of the organization. Resolution No. 2022-71 Exhibit A Item 7C-8 Administrative Procedures Manual CLRK-001 Citywide Records Management Policy Page 3 of 8 III. OWNERSHIP OF PUBLIC RECORDS All public records are the property of the City and shall be delivered by outgoing officials and employees to their successors. Public records are to be maintained in active file areas or in a designated records center. IV. RECORD-KEEPING RESPONSIBILITIES City Council The policies for the keeping, producing, permitting copies, and management of all public records of the City shall rest with the City Council. Officers and Employees Each officer and employee of the City has the duty to protect, preserve, store, transfer, destroy or otherwise dispose of, use, and manage public records in accordance with applicable federal and state regulations, or such rules as may be approved by the City Council. City Attorney The duty of the City Attorney shall be to review and consent to requests to dispose of records in accordance with the City’s adopted Records Retention Schedule; and to provide legal guidance to the City Clerk in any review of, and amendment, to the retention schedule, in accordance with federal, state, and local regulations. City Clerk The City Clerk is designated as the City’s Records Manager and as such is the City’s official custodian of records. The City Clerk may, for the proper and efficient management of the public records: 1. Develop and circulate instructions necessary and proper to implement the Records Management Program. 2. Advise and assist City departments in the preparation of records inventories, retention periods, and make recommendations to the City Attorney. 3. Maintain archives to protect records of historic nature, which should not be destroyed. City Department Director Each City Department Director shall establish and maintain an active, continuing program for the economical and efficient management of the public records of that department in accordance with this Policy. Such program shall, among other things, provide for: 1. Effective controls over the creation, maintenance, and use of public records in the conduct of business. 2. The maintenance and security of records deemed appropriate for preservation. 3. Segregation and disposal of records of temporary value in accordance with the established retention schedule and this policy. Resolution No. 2022-71 Exhibit A Item 7C-9 Administrative Procedures Manual CLRK-001 Citywide Records Management Policy Page 4 of 8 V. HANDLING DOCUMENTS FROM INCEPTION TO DESTRUCTION Creating Files Department personnel is advised to begin new files with an eye to the future disposition of the file being created. For example, by knowing that the information/materials contained within a new file will be retained for a specific number of years, it would be prudent to create the file on a calendar year or perhaps fiscal year basis. Planning ahead avoids separating files later when it comes time for storage or destruction. Also, reviewing the department's retention schedule beforehand can avoid the necessity and time- consuming activity of separating permanent information/documents from short-term materials prior to the time of destruction. Converting Hard Copy to Electronic Formats Government Code Section 34090.5 authorizes the conversion of hard copy materials and records onto other electronic mediums if the following conditions are met: 1. The record, paper, or document is photographed, microphotographed, reproduced by electronically recorded video images, recorded in electronic data processing system, recorded on an optical disk, or any other medium that is a trusted system and that does not permit additions, deletions, or changes to the original document. 2. The device or method used to reproduce the record, paper, or document reproduces the original in all details and does not permit additions, deletions, or changes to the original document images. 3. The reproductions are made accessible for public reference as the original records were. 4. A true copy of the film, optical disk, or any other medium reproductions shall be kept in a safe and separate place for security purposes. If the above conditions are met, subject to system verification by the City Clerk, the public official having custody of the records (Department Director) may convert the hard copy to a permissible electronic format and dispose of the original hard copy. VI. ELECTRONIC MAIL RETENTION The City’s email system is intended to be a medium of communication. The email system is not intended to be and may not be used for the electronic storage or maintenance of City records. The email system, to function as intended, anticipates and requires that employees regularly delete communications from the system. Routine email messages comparable to telephonic communications are non-records. They are not intended to be retained in the ordinary course of City business, and the informational content of such communications is neither necessary nor intended to be preserved for future City-use or reference. For file management and storage purposes, email messages that are non-records or transitory documents should only be retained for as long as needed. In most instances, this means deleting messages as soon as you have read them, and shortly after you have sent them. Resolution No. 2022-71 Exhibit A Item 7C-10 Administrative Procedures Manual CLRK-001 Citywide Records Management Policy Page 5 of 8 However, depending on its purpose and record type, some email messages are subject to longer retention periods based on adopted retention schedules. In this case, email messages should be stored outside of the email system, either by saving them to the appropriate network drive and folder; or by printing hard copies of the message and filing them in an appropriate hard copy file. The email message themselves should then be deleted. An email is considered destroyed as soon as it has been deleted from a user’s mailbox, even though it is temporarily stored in the trash folder before being purged from the email system. This action is analogous to throwing a paper document into an office trashcan. External Personal/Business Email Accounts City officers and employees that receive City-business related emails through personal/business email accounts shall store and retain such emails in accordance with this policy and provide responsive records when requested by the City Clerk’s Office pursuant to a Public Records Act request, Human Resources investigation, or subpoena. VII. DISASTER PREVENTION AND STORAGE OF INACTIVE RECORDS To ensure that records are protected from natural and man-made disasters and neglect, the public official having custody of the records (Department Director) shall be responsible to ensure that all reasonable efforts are taken to prevent damage to said records. While temporary on-site storage of inactive records may be appropriate, all efforts should be taken to avoid storing records near water pipes, air conditioning units, heat sources, direct sunlight, or directly on the floor. The public official having custody of the records Department Director) shall be responsible for preparing an accurate inventory of records to be transferred to an off-site record center. If records are damaged, records should be assessed and reasonable recovery procedures should be performed. Unrecoverable records (such as records damaged with mold) may be disposed of immediately. Unrecoverable and disposed records shall be reported to the City Clerk’s Office and a final disposition report shall be distributed to the City Council for notification purposes. VIII. DISPOSITION OF PUBLIC RECORDS At least annually, each Department is responsible for reviewing all records in its custody. Records that have reached the end of their retention period are to be destroyed pursuant to the Destruction of Public Records section of this manual. Electronic versions of those records must also be deleted at the same time. The City Council, by adopting the Records Retention Schedule, authorizes City Department Directors to destroy duplicate records less than two years old if the records are no longer required in accordance with adopted retention schedules. Resolution No. 2022-71 Exhibit A Item 7C-11 Administrative Procedures Manual CLRK-001 Citywide Records Management Policy Page 6 of 8 All original records to be destroyed must be inventoried. Requests for the destruction of original records must receive consent to the destruction by the City Clerk and City Attorney and approval by the City Council prior to destruction. Original requests for Authority to Destroy Obsolete Records (Sample 1) shall be filed with the City Clerk’s Office. Note: Once authority has been received to destroy records, all forms of that record must be destroyed (or deleted): paper, microfilm/fiche, electronic format. This section does not authorize the destruction of the following original records: 1. Records affecting the title to real property or liens. 2. Records required to be kept by statute. 3. Records less than two years old. 4. Minutes, ordinances, or resolutions of the City Council or of a City Board, Commission, or Committee. The City has identified that shredding and recycling paper produced from the destruction of these records is the most appropriate method of disposal. Accordingly, although the specific method used for destruction shall be at the discretion of the Department Director, it shall reflect a method of destruction that recycles any paper products and avoids the use of sanitary landfill sites. IX. PRESERVATION OF PERMANENT/HISTORICAL RECORDS A fundamental obligation of the City is to care for records with historical significance. Such records typically have enduring administrative, fiscal, legal, or historical value, or are otherwise required to be maintained permanently by statute. Examples include minutes, resolutions, and ordinances of the City Council and City Boards, Commissions, and Committees. When a record is being evaluated for final disposition, City staff should take into consideration the historical relevance of the record. It is encouraged that records that have been identified as permanent and/or historical be transferred to the designated off- site records storage facility. When appropriate, permanent records may be converted and retained in electronic format pursuant to Section 5 of this policy. Resolution No. 2022-71 Exhibit A Item 7C-12 RESOLUTION NO. 2022- 71 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM DESERT, CALIFORNIA, ADOPTING A RECORDS MANAGEMENT POLICY WHEREAS, the City Council recognizes its responsibility and obligation to foster efficient and cost-effective government and further recognizes the importance of the management and protection of City of Palm Desert (City) records; and WHEREAS, it is the policy of the City Council to provide for the efficient, economical, and effective controls over the creation, distribution, organization, maintenance, use, retention, and disposition of City records; and WHEREAS, the City’s Records Management Program, a comprehensive program of integrated policies, records retention schedules, and instructions for the management of records from their creation to their ultimate disposition, is consistent with federal, state, and local regulations as well as accepted records management practices; and WHEREAS, the declared purpose of the Records Management Policy is to establish the authority and assign responsibility for carrying out the comprehensive Records Management Program and to create the administrative framework through which the purposes are to be achieved; and WHEREAS, an effective Records Management Program demonstrates to legal and regulatory authorities that the City is making every reasonable effort to retain and dispose of its records in a responsible manner and in accordance with federal, state, and local regulations, applicable guidelines, and good business practices. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Palm Desert, California, as follows: Section 1. That the foregoing Recitals are true and correct and are incorporated herein by this reference. Section 2. The Records Management Policy as set forth in Exhibit “A” is hereby adopted in its entirety. Section 3. The City Clerk shall certify the adoption of this resolution. ADOPTED ON AUGUST 25, 2022. JAN C. HARNIK MAYOR ATTEST: ANTHONY J. MEJIA CITY CLERK Anthony Mejia (Sep 2, 2022 17: 51 CDT) Item 7C-13 Resolution No. 2022-71 Page 2 I, ANTHONY J. MEJIA, City Clerk of the City of Palm Desert, hereby certify that Resolution No. 2022-71 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 25, 2022, by the following vote: AYES: JONATHAN, KELLY, NESTANDE, QUINTANILLA, AND HARNIK 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 September 2, 2022. ANTHONY J. MEJIA, CITY CLERK Anthony Mejia (Sep 2, 2022 17:51 CDT) Item 7C-14 CITY OF PALM DESERT ADMINISTRATIVE PROCEDURES Subject Citywide Records Management Policy Policy No. CLRK-001 Date Issued: August 25, 2022 Amended: N/A Approved by Resolution No. 2022-71 Authored by Office of the City Clerk I.PURPOSE The purpose of records management is to ensure that information is available when it is needed. To do this efficiently and thoroughly, records must be identified, organized, maintained for the requisite number of years, and then documented when destroyed. Records management encompasses all the record-keeping requirements that allow an organization to establish and maintain control over information flow and administrative operations, seeking to control and manage records through the entirety of their life cycle, from creation to final disposition. A sound records management program doesn't cost—it pays. It pays by improving customer service, increasing staff efficiency, allocating scarce resources, and providing a legal foundation for how an agency conducts its daily mission. It helps identify and justify opportunities for new technology. Microfilm, optical disk, optical character recognition, workflow, e-mail, and other related technologies cannot be adequately evaluated and cost-justified without a good records management program. Other benefits include: Providing public access to and protecting the public's rights to inspect public records in accordance with the California Public Records Act; Preservation of records with long-term or permanent value; Protection of records vital to City government in the event of a disaster; Protection of records essential to City government, but which are referenced infrequently; Demonstration of compliance with legal retention requirements established by federal, state, and local authorities; Orderly destruction of records no longer required by statute to be retained or needed for reference; Elimination of duplicate records filed in several departments; Ensuring proper administration of records not subject to disclosure; Providing protection in litigation, audits, and other disputes; Saving space; and Increased efficiency in information retrieval. Resolution No. 2022-71 Exhibit A Item 7C-15 Administrative Procedures Manual CLRK-001 Citywide Records Management Policy Page 2 of 8 A good records management program establishes policies and procedures for the efficient and economical management of the creation, utilization, maintenance, retention, preservation, and disposal of City records, based on federal and state statutes governing public records and ensures that a responsible program of records management is practiced within the City organization. II. DEFINITIONS 1. Public Record: Any writing containing information relating to the conduct of the City’s business prepared, owned, used, or retained by the City regardless of physical form or characteristics. 2. Active Record: Records kept in the office and referenced on a regular basis. 3. Archives: A repository for housing historical records (whether in paper, microfilm, or digital) that should be protected or preserved. 4. Disposition: The length of time a record is kept, which may be permanent. 5. Historical Record: The retention of records that have enduring value because they reflect significant historical events or document the history and development of the City. 6. Inactive Record: Any public record transferred to a records center for storage until disposition is reached. 7. Non-Record: Materials that are not retained in the normal course of business, such as records that contain no information of significant or lasting value such as transmittal letters, acknowledgments, drafts, rough notes, and calculations created and used in the preparation or analysis of other documents. 8. Records Management: The systematic control of the creation, processing, use, protection, storage, and final disposition of all public records pursuant to federal, state, and local laws and regulations. 9. Records Retention Schedule: The document identifying the length of time a record is maintained, including disposition. 10. Transitory Records: Records whose value is comparatively short-lived should be discarded when they have fulfilled the purpose for which they were created. Examples: 1) copies of reproduced/printed material of general information; 2) originals/copies of documents kept solely for tickler, suspense, or follow-up; 3) preliminary work materials used for the preparation of reports, studies, etc.; 4) duplicates/extra copies of records; and 6) appointment logs/calendars. 11. Vital Record: Records with information essential for the resumption of operation after a disaster or the reestablishment of the legal and financial status of the organization. Resolution No. 2022-71 Exhibit A Item 7C-16 Administrative Procedures Manual CLRK-001 Citywide Records Management Policy Page 3 of 8 III. OWNERSHIP OF PUBLIC RECORDS All public records are the property of the City and shall be delivered by outgoing officials and employees to their successors. Public records are to be maintained in active file areas or in a designated records center. IV. RECORD-KEEPING RESPONSIBILITIES City Council The policies for the keeping, producing, permitting copies, and management of all public records of the City shall rest with the City Council. Officers and Employees Each officer and employee of the City has the duty to protect, preserve, store, transfer, destroy or otherwise dispose of, use, and manage public records in accordance with applicable federal and state regulations, or such rules as may be approved by the City Council. City Attorney The duty of the City Attorney shall be to review and consent to requests to dispose of records in accordance with the City’s adopted Records Retention Schedule; and to provide legal guidance to the City Clerk in any review of, and amendment, to the retention schedule, in accordance with federal, state, and local regulations. City Clerk The City Clerk is designated as the City’s Records Manager and as such is the City’s official custodian of records. The City Clerk may, for the proper and efficient management of the public records: 1. Develop and circulate instructions necessary and proper to implement the Records Management Program. 2. Advise and assist City departments in the preparation of records inventories, retention periods, and make recommendations to the City Attorney. 3. Maintain archives to protect records of historic nature, which should not be destroyed. City Department Director Each City Department Director shall establish and maintain an active, continuing program for the economical and efficient management of the public records of that department in accordance with this Policy. Such program shall, among other things, provide for: 1. Effective controls over the creation, maintenance, and use of public records in the conduct of business. 2. The maintenance and security of records deemed appropriate for preservation. 3. Segregation and disposal of records of temporary value in accordance with the established retention schedule and this policy. Resolution No. 2022-71 Exhibit A Item 7C-17 Administrative Procedures Manual CLRK-001 Citywide Records Management Policy Page 4 of 8 V. HANDLING DOCUMENTS FROM INCEPTION TO DESTRUCTION Creating Files Department personnel is advised to begin new files with an eye to the future disposition of the file being created. For example, by knowing that the information/materials contained within a new file will be retained for a specific number of years, it would be prudent to create the file on a calendar year or perhaps fiscal year basis. Planning ahead avoids separating files later when it comes time for storage or destruction. Also, reviewing the department's retention schedule beforehand can avoid the necessity and time- consuming activity of separating permanent information/documents from short-term materials prior to the time of destruction. Converting Hard Copy to Electronic Formats Government Code Section 34090.5 authorizes the conversion of hard copy materials and records onto other electronic mediums if the following conditions are met: 1. The record, paper, or document is photographed, microphotographed, reproduced by electronically recorded video images, recorded in electronic data processing system, recorded on an optical disk, or any other medium that is a trusted system and that does not permit additions, deletions, or changes to the original document. 2. The device or method used to reproduce the record, paper, or document reproduces the original in all details and does not permit additions, deletions, or changes to the original document images. 3. The reproductions are made accessible for public reference as the original records were. 4. A true copy of the film, optical disk, or any other medium reproductions shall be kept in a safe and separate place for security purposes. If the above conditions are met, subject to system verification by the City Clerk, the public official having custody of the records (Department Director) may convert the hard copy to a permissible electronic format and dispose of the original hard copy. VI. ELECTRONIC MAIL RETENTION The City’s email system is intended to be a medium of communication. The email system is not intended to be and may not be used for the electronic storage or maintenance of City records. The email system, to function as intended, anticipates and requires that employees regularly delete communications from the system. Routine email messages comparable to telephonic communications are non-records. They are not intended to be retained in the ordinary course of City business, and the informational content of such communications is neither necessary nor intended to be preserved for future City-use or reference. For file management and storage purposes, email messages that are non-records or transitory documents should only be retained for as long as needed. In most instances, this means deleting messages as soon as you have read them, and shortly after you have sent them. Resolution No. 2022-71 Exhibit A Item 7C-18 Administrative Procedures Manual CLRK-001 Citywide Records Management Policy Page 5 of 8 However, depending on its purpose and record type, some email messages are subject to longer retention periods based on adopted retention schedules. In this case, email messages should be stored outside of the email system, either by saving them to the appropriate network drive and folder; or by printing hard copies of the message and filing them in an appropriate hard copy file. The email message themselves should then be deleted. An email is considered destroyed as soon as it has been deleted from a user’s mailbox, even though it is temporarily stored in the trash folder before being purged from the email system. This action is analogous to throwing a paper document into an office trashcan. External Personal/Business Email Accounts City officers and employees that receive City-business related emails through personal/business email accounts shall store and retain such emails in accordance with this policy and provide responsive records when requested by the City Clerk’s Office pursuant to a Public Records Act request, Human Resources investigation, or subpoena. VII. DISASTER PREVENTION AND STORAGE OF INACTIVE RECORDS To ensure that records are protected from natural and man-made disasters and neglect, the public official having custody of the records (Department Director) shall be responsible to ensure that all reasonable efforts are taken to prevent damage to said records. While temporary on-site storage of inactive records may be appropriate, all efforts should be taken to avoid storing records near water pipes, air conditioning units, heat sources, direct sunlight, or directly on the floor. The public official having custody of the records Department Director) shall be responsible for preparing an accurate inventory of records to be transferred to an off-site record center. If records are damaged, records should be assessed and reasonable recovery procedures should be performed. Unrecoverable records (such as records damaged with mold) may be disposed of immediately. Unrecoverable and disposed records shall be reported to the City Clerk’s Office and a final disposition report shall be distributed to the City Council for notification purposes. VIII. DISPOSITION OF PUBLIC RECORDS At least annually, each Department is responsible for reviewing all records in its custody. Records that have reached the end of their retention period are to be destroyed pursuant to the Destruction of Public Records section of this manual. Electronic versions of those records must also be deleted at the same time. The City Council, by adopting the Records Retention Schedule, authorizes City Department Directors to destroy duplicate records less than two years old if the records are no longer required in accordance with adopted retention schedules. Resolution No. 2022-71 Exhibit A Item 7C-19 Administrative Procedures Manual CLRK-001 Citywide Records Management Policy Page 6 of 8 All original records to be destroyed must be inventoried. Requests for the destruction of original records must receive consent to the destruction by the City Clerk and City Attorney and approval by the City Council prior to destruction. Original requests for Authority to Destroy Obsolete Records (Sample 1) shall be filed with the City Clerk’s Office. Note: Once authority has been received to destroy records, all forms of that record must be destroyed (or deleted): paper, microfilm/fiche, electronic format. This section does not authorize the destruction of the following original records: 1. Records affecting the title to real property or liens. 2. Records required to be kept by statute. 3. Records less than two years old. 4. Minutes, ordinances, or resolutions of the City Council or of a City Board, Commission, or Committee. The City has identified that shredding and recycling paper produced from the destruction of these records is the most appropriate method of disposal. Accordingly, although the specific method used for destruction shall be at the discretion of the Department Director, it shall reflect a method of destruction that recycles any paper products and avoids the use of sanitary landfill sites. IX. PRESERVATION OF PERMANENT/HISTORICAL RECORDS A fundamental obligation of the City is to care for records with historical significance. Such records typically have enduring administrative, fiscal, legal, or historical value, or are otherwise required to be maintained permanently by statute. Examples include minutes, resolutions, and ordinances of the City Council and City Boards, Commissions, and Committees. When a record is being evaluated for final disposition, City staff should take into consideration the historical relevance of the record. It is encouraged that records that have been identified as permanent and/or historical be transferred to the designated off- site records storage facility. When appropriate, permanent records may be converted and retained in electronic format pursuant to Section 5 of this policy. Resolution No. 2022-71 Exhibit A Item 7C-20 RECORDS RETENTION SCHEDULE: BOARDS, COMMISSIONS & COMMITTEES Page BC&C-1 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). BOARDS, COMMISSIONS & COMMITTEES (Used by All Departments who staff an Advisory Body) City Clerk BC&C-001 Applications for Boards, Commissions or Committees - Successful / Active Includes Oath of Office & Appointment Letter Term + 4 years Department preference; GC §34090 City Clerk BC&C-002 Applications for Boards, Commissions or Committees - Unsuccessful 2 years GC §34090 City Clerk BC&C-003 Attendance Lists - Boards, Commissions, or Committees 2 years Preliminary drafts not retained in the ordinary course of business; GC §34090 Staffing Dept.BC&C-004 Boards and Committees: AUDIO OR VIDEO RECORDINGS of Meetings / Audio Recordings & Video Recordings P City preference - Resolution No. 2022-30 ; State law only requires for 30 days for audio, 90 days for video; GC §54953.5(b); GC §§34090.7, 34090 Staffing Dept.BC&C-005 Boards, Commissions, & Committees: City Council Subcommittees (Composed solely of less than a quorum of the City Council) 2 years All recommendations are presented to the City Council; GC §34090 et seq. (Outside Agency)BC&C-006 Boards, Commissions, & Committees: External Organizations (e.g. County Board of Supervisors) When No Longer Required Non-records - See separate records retention schedule for City Boards, Commissions & Committee. Lead Dept.BC&C-007 Committees Internal - Attended by employees: All Records (e.g. Records Management Committee, In-House Task Forces, etc.) 2 years GC §34090 Staffing Dept.BC&C-008 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL AGENDAS, AGENDA PACKETS 2 years Brown Act challenges must be filed within 30 or 90 days of action; GC §§34090, 54960.1(c)(1) Staffing Dept.BC&C-009 Boards, Commissions, & Committees: Residents Advisory Bodies Formed by CITY COUNCIL MINUTES & BYLAWS P Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. City Clerk BC&C-010 Committee Membership Database (MS Access)Indefinite Data Fields / Records are interrelated; GC §34090 Palm Desert, CA ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 Ver. 3.0 If highlighted the record has not been approved for Conversion of Hard Copy to Electronic Record Item 7C-21 Ver. 3.0 RECORDS RETENTION SCHEDULE: BOARDS, COMMISSIONS & COMMITTEES Page BC&C-2 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk BC&C-011 Committee Rosters / Term Roster / Boards, Commissions and Committees (Maddy Act)2 years GC §34090 City Clerk BC&C-012 Ethics Training / Harassment Prevention Training - Certificates for City Council and Committees and Commissions ONLY 5 years GC §§34090, 53235.2(b), 53237.2(b) Palm Desert, CA ©1995-2022 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for Conversion of hard copy to electronic record. Item 7C-22 Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY COUNCIL SUPPORT City Clerk CC-000 City Council Correspondence / Mayor's Correspondence 2 years GC §34090 CITY CLERK City Clerk CC-001 Agendas / Agenda Packets / Staff Reports - IMAGED (City Council, Redevelopment, Successor Agency, Oversight Board, Housing Authority, Financing Authority, Library Authority, Parking Authority) P Department Preference; GC §34090 et seq. City Clerk CC-002 Agreements / Contract - ALL - If Imaged, Infrastructure, CIPs, DDAs, OPAs, MOUs, MOAs, PSAs (Purchase & Sale Agreements, if Imaged) Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) & Insurance Certificates Examples of Infrastructure: Architects, CIPs (Capital Improvement Projects,) franchise agreements, subdivision improvement agreements, development, Joint Powers, MOUs, retirement, water rights, etc. P Other contracts are maintained by the Lead Department managing the contract; Department Preference; All infrastructure, JPAs, & Mutual Aid contracts should be permanent for emergency preparedness; Statute of Limitations is 4 years; 10 years for Errors & Omissions; land records are permanent by law; CCP §337 et. seq., GC §34090; Contractor has retention requirements in 48 CFR 4.703 City Clerk CC-003 Agreements / Contracts - ALL - Non-Infrastructure that are NOT Imaged (includes Recurring) Agreement or Contract includes all contractual obligations (e.g. Amendments, Scope of Work or Successful Proposal) & Insurance Certificates Examples of NON-Infrastructure: PSAs (Purchase & Sale Agreements), Consulting, disposal, City Manager employment contracts, leases, loans, mutual aid, professional services, settlement, services, etc. Completion + 10 years Other contracts are maintained by the Lead Department managing the contract; Covers E&O Statute of Limitations; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for Conversion of Hard Copy to Electronic Record Item 7C-23 Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-009 Bond Official Statements / Transcripts / Certificates of Participations (COPs) See Bank Statements for statement retention. Fully Defeased + 10 years Department Preference; Statute of Limitations for bonds, mortgages, trust deeds, notes or debentures is 6 years; Bonds issued by local governments are 10 years; There are specific requirements for disposal of unused bonds; ; CCP §§336 et seq. 337.5(a); 26 CFR 1.6001-1(e): GC §43900 et seq. City Clerk CC-011 Claim Runs 5 years Department Preference; GC §34090 City Clerk CC-012 Claims (Liability Claims) Final Resolution + 5 years Department Preference; Covers various statute of limitations; CCP §§ 337 et seq.; GC §§ 911.2, 34090, 34090.6; PC §832.5 City Clerk CC-052 Closed Session Materials 10 years Department Preference; GC §34090 City Clerk CC-015 Contract File: Specifications, Unsuccessful Proposals 2 years GC §34090 City Clerk CC-053 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ELECTRONICALLY FILED 10 years Statements filed electronically are required for 10 years; City maintains copies only; original statements are filed with FPPC; GC §81009(f)(g); GC §84615 City Clerk CC-016 Economic Interest Filings (FPPC 700 Series Forms - Statement of Economic Interests): ALL 7 years City maintains original statements; GC §81009(e)&(g); GC §81009(f)&(g); 2 CCR 18615(d) City Clerk CC-017 FPPC Form 801 (Gift to Agency Report) 7 years Must post on website; FPPC Regulation 18734(c); GC §81009(e) City Clerk CC-018 FPPC Form 802 (Event Ticket / Pass Distributions Agency Report)7 years Should post on website for 4 years; FPPC Regulation 18734(c); GC §81009(e) City Clerk CC-048 FPPC Form 803 (Behested Payment Report)7 years FPPC Regulation 18734(c); GC §81009e City Clerk CC-049 FPPC Form 804 (Agency Report of New Positions)P FPPC Regulation 18734(c); GC §81009e City Clerk CC-050 FPPC Form 805 (Agency Report of Consultants)P GC §34090; FPPC Regulation 18734(c); GC §81009(e) City Clerk CC-019 FPPC Form 806 (Agency Report of Public Official Appointments)7 years Must post on website; 2 CCR 18702.5(b)(3); GC §34090; GC §81009(e) ELECTIONS - CONSOLIDATED City Clerk CC-020 Campaign Filings (FPPC 400 Series Forms & Form 501): SUCCESSFUL CANDIDATES (Elected Officials) All, whether filed electronically or not P For Electronic Filings, Data that has been maintained for at least 10 years may then be archived in a secure format; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615(i) Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record. Item 7C-24 Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-021 Campaign Filings (FPPC 400 Series Forms & Form 501): UNSUCCESSFUL CANDIDATES Includes Unsuccessful Candidates Without Committees that Don't File Electronically 5 years Candidates without committees are not required to file their statements, reports or copies online or electronically; Paper must be retained for at least 2 years; GC §81009(b)&(g); GC §84615 City Clerk CC-021.1 Campaign Disclosure Statements (FPPC 400 Series Forms, 501 Form): UNSUCCESSFUL CANDIDATES, ELECTRONICALLY FILED - WITH or WITHOUT Committees 10 years Statements filed electronically are required for 10 years; GC §81009(b)&(g); GC §84615 City Clerk CC-022 Campaign Filings (FPPC 400 Series Forms): THOSE NOT REQUIRED TO FILE ORIGINAL WITH CITY CLERK (copies)4 years Paper must be retained for at least 2 years; GC §81009(b)(g) City Clerk CC-023 Campaign Filings (FPPC 400 Series Forms): OTHER COMMITTEES (PACS - not candidate-controlled)7 years Paper must be retained for at least 2 years; GC §81009(c)(g) City Clerk CC-024 Elections - GENERAL, WORKING or ADMINISTRATION Files (Correspondence, Applications for Vacancies on the Council, Precinct Maps, County Election Services, Candidate Statements to be printed in the Sample Ballot, etc.) 2 years GC §34090 City Clerk CC-025 Candidate File: Nomination Papers - SUCCESSFUL CANDIDATES Term of Office + 4 years Department Preference; Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 City Clerk CC-026 Candidate File: Nomination Papers - UNSUCCESSFUL CANDIDATES Election + 4 years Statewide guidelines proposes 4 years for successful candidates, 2 years for unsuccessful; CA law states term of office and 4 years after the expiration of term and does not delineate between the two; EC §17100 Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record. Item 7C-25 Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-027 Elections - Petitions (Initiative, Recall or Referendum) Results + 8 months or Final Examination if No Election + 1 year after petition examination if petition is insufficient Not accessible to the public; The 8 month retention applies after election results, or final examination if no election, unless there is a legal or FPPC proceeding. EC §§17200(b)(3), 17400 City Clerk CC-028 Prop. 218 Fees & Charges: Ballots and/or protest letters 2 years GC §53753(e)(2) City Clerk CC-029 Prop. 218 Fees & Charges: Undeliverable Mail 3 months Transitory records not retained in the ordinary course of business; GC §34090 (End of Elections Section) City Clerk CC-051 Enterprise System Catalogue (posted on line)2 years GC §34090 (SB 272) City Clerk CC-031 Grand Jury Reports (Pertaining to City Operations)5 years Department preference (matches the retention of the Grand Jury); GC §34090 City Clerk CC-032 Historical Records & Historical Projects (e.g. Incorporation, City Seal, Awards of significant historical interest, etc.)P City Clerk determines historical significance; records can address a variety of subjects and media. Some media may be limited because of the media's life expectancy; GC §34090 City Clerk CC-035 Insurance Certificates (where they cannot be matched to an agreement)11 years Department preference to cover all statute of limitations; CCP §337 et. seq., GC §34090 City Clerk CC-036 Minutes (City Council, Redevelopment, Successor Agency, Oversight Board, Housing Authority, Financing Authority, Library Authority, Parking Authority) P GC §34090 City Clerk CC-037 Municipal Code Administration, Distribution, etc. When No Longer Required Preliminary drafts not retained in the ordinary course of business; GC §34090 City Clerk CC-038 Municipal Code and History File (always retain 1 supplement)P GC §34090 City Clerk CC-039 Ordinances (City Council)P GC §34090 et. seq. Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record. Item 7C-26 Ver. 21.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). City Clerk CC-040 Proclamations / Commendations / Memoriums / Recognitions / Resolutions of Appreciation, etc.2 years GC §34090 City Clerk CC-041 Proof of Publication / Public Notices / Certificate of Posting / Legal Advertising (Usually kept with Project Files) 2 years Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC §34090 City Clerk CC-042 Real Property - Records that Affect the Title to Real Property (Deeds, Easements, Liens, Right-of-Ways, etc.)P GC §34090 City Clerk CC-043 Recordings of City Council Meetings - Audio or Video Recordings P Council Policy (Resolution 2022-30); State law only requires for 30 days for Audio recordings; Video recording of meetings are only required for 90 days; GC §§34090.7, 34090 GC §54953.5(b) City Clerk CC-045 Records Retention Schedules / Amendments to Records Retention Schedules / Records Destruction Authorizations (Resolutions) P GC §34090 et. seq. City Clerk CC-045.1 Redistricting Web Page / District Boundary Web Page (Map, Redistricting Process, Agendas, Calendars, Notice, etc.)10 years EC §21608(g); GC §34090 City Clerk / Lead Dept.CC-046 Request for Public Records 2 years GC §34090 City Clerk CC-047 Resolutions (City Council, Redevelopment, Successor Agency, Oversight Board, Housing Authority, Financing Authority, Library Authority, Parking Authority) P GC §34090 et. seq. City Clerk CC-054 Secretary of State Statement of Facts / Registry of Public Agencies 2 years GC §34090 Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record. Item 7C-27 Ver. 9.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY MANAGER City Manager CM-001 City Manager Correspondence (Interoffice, Citizens, Legislative Positions, Organizations, etc.)2 years GC §34090 City Manager CM-002 COPS (Citizens On Patrol) Unsuccessful or Pending Applicants 3 years Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 City Manager CM-003 COPS (Citizens On Patrol) Applications & Agreements - Successful Inactive / Separation + 3 years Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 City Manager CM-004 COPS General Files 3 years Department preference; GC §34090 City Manager / Lead Dept. CM-005 Projects, Programs, Department Files, Events, Subject & Issues (Issues and/or projects will vary over time - e.g. Hotels, Developments, etc.)2 years GC §34090 City Manager CM-010 Speech Notes / PowerPoint Presentations When No Longer Required Notes, drafts, or preliminary documents; GC §34090 et seq. Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record. Item 7C-28 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CITY WIDE (Used by All Departments) Lead Dept.CW-007 Agreements & Contracts: ADMINISTRATIVE FILES / ORIGINAL CONTRACTS Not Approved by the City Council (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Insurance Certificates, Invoices, Logs, RFP, etc.) Completion + 10 years Covers E&O Statute of Limitations (insurance certificates are filed with agreement); Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 Lead Dept.CW-008 Agreements & Contracts: ADMINISTRATIVE FILES (with Grant Funding) / ORIGINAL CONTRACTS Not Approved by the City Council (Correspondence, Project Administration, Project Schedules, Certified Payrolls, Insurance Certificates, Invoices, Logs, RFP, etc.) Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years; 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A- 133; GC §34090, GC §8546.7 Lead Dept.CW-009 Agreements & Contracts: UNSUCCESSFUL BIDS, UNSUCCESSFUL PROPOSALS or RESPONSES to RFPs (Request for Proposals) and/or RFQs (Request for Qualifications) that don't result in a contract 2 years The RFP / RFQ and the successful proposal becomes part of the agreement or contract (City Clerk is OFR); GC §34090 Lead Dept.CW-019 City Attorney Opinions 2 years Department Preference; GC §34090 Lead (Responding) Dept. CW-022 Complaints / Concerns from Citizens Computer Tracking Software or Correspondence 2 years City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; 340 et seq., 342, GC §34090 Dept. that Authors Document or Receives the City's Original Document CW-025 Correspondence - ROUTINE (Content relates in a substantive way to the conduct of the public's business) (e.g. Letters, Memorandums, e-mails, text messages, social media posts on City accounts / pages, Administrative, Chronological, General Files, Reading File, Working Files, etc.) 2 years GC §34090 Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record. Item 7C-29 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Dept. that Authors Document or Receives the City's Original Document CW-026 Correspondence - TRANSITORY / PRELIMINARY DRAFTS, Interagency and Intraagency Memoranda not retained in the ordinary course of business Content NOT Substantive (does not pertain to City business), or NOT made or retained for the purpose of preserving the informational content for future reference (e.g. calendars, checklists, e-mails or social media postings that do not related in a substantive way to the conduct of City business, invitations, instant messaging, logs, mailing lists, meeting room registrations, preliminary notices, staff videoconference chats, notes and recordings, stop work notices, supply inventories, telephone messages, text messages, transmittal letters, thank yous, requests from other public agencies, undeliverable envelopes, visitors logs, voice mails, webpages, etc.) When No Longer Required Electronic and paper records are filed and retained based upon their content. E-mails, electronic records, or social media postings where either the Content relates in a substantive way to the conduct of the public's business, or ARE made or retained for the purpose of preserving the informational content for future reference are saved outside the e-mail system by printing them out and placing them in a file folder, or saving them electronically; If not mentioned here, consult the City Attorney to determine if a record is considered transitory / preliminary drafts. GC §34090, GC §6252; 64 Ops. Cal. Atty. Gen. 317 (1981)); City of San Jose v. Superior Court (Smith). S218066. Supreme Court of California, 2017 Lead Dept.CW-028 Drafts & Notes: Drafts that are revised (retain final version) When No Longer Required As long as the drafts and notes are not retained in the "Regular Course of Business". Consult the City Attorney to determine if a record is considered a draft. GC §§34090, 6252, 6254(a) Dept. that Authors Document or Receives the City's Original Document CW-063 e-mail 5 years City preference; pursuant to City Ordinance No. 1234; GC §34090 Lead Dept.CW-029 Facility Use Applications / Facility Use Permits 2 years GC §34090 Lead Dept.CW-030 GIS Database / Data / Layers (both City-wide and Specialized) When No Longer Required The Lead Department should print out historical documents (or save source data) prior to replacing the data, if they require the data or output for historical purposes; Department Preference (Preliminary documents); GC §34090 et seq. Lead Dept.CW-031 Grants (UNSUCCESSFUL Applications, Correspondence)2 years GC §34090 Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record. Item 7C-30 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-032 Grants / CDBG / FEMA Claims / OES Claims / Reimbursable Claims (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records After Funding Agency Audit, if required - 5 years Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; statewide guidelines propose 4 years 2 CFR 200.334; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A- 133; GC §34090; GC §8546.7 Lead Dept.CW-035 Leave Requests / Vacation Requests 1 year City Preference; Preliminary draft / transitory record; GC §34090, GC §6252 Lead Dept.CW-036 Material Safety Data Sheet (MSDS) / Safety Data Sheet (SDS) / Chemical Use Report Form (or records of the chemical / substance / agent, where & when it was used) 30 years Previous MSDS may be obtained from a service; MSDS may be destroyed as long as a record of the chemical / substance / agent, where & when it was used is maintained for 30 years; Applies to qualified employers; Claims can be made for 30 years for toxic substance exposures; 8 CCR 3204(d)(1)(B)(2 and 3), 29 CFR 1910.1020(d)(1)(i), GC §34090 Lead Dept.CW-039 Newspaper Clippings When No Longer Required Non-records - may be obtained from the newspaper company; GC §34090 Staffing Dept.CW-040 Notices: Public Hearing Notices and Proofs of Publications Project Approval + 2 years Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP§337 et seq; GC §34090 Human Resources CW-042 Personnel Files Send to Human Resources Upon Separation or Transfer Ensure records kept in Department files comply with City policy (all originals are sent to Human Resources); GC §34090.7 Lead Dept.CW-043 Personnel Files (Supervisor's Notes) When No Longer Required Preliminary drafts; Notes maintained in a separate folder to be incorporated into performance evaluation, or to document progressive discipline; GC §34090 et seq. Lead Dept.CW-044 Personnel Work Schedules 2 years GC §34090 Lead Dept.CW-045 Public Relations / Press Releases 2 years GC §34090 Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record. Item 7C-31 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept. (Who Ordered the Appraisal) CW-046 Real Estate Appraisal Reports: Property NOT purchased, Loans not funded, etc.2 years Not accessible to the public; Statewide Guidelines show 2 years; GC §§34090, 6254(h) Lead Dept. (Who Ordered the Appraisal) CW-047 Real Estate Appraisal Reports: Purchased Property, Funded Loans 5 years Not accessible to the public until purchase has been completed; meets grant auditing requirements; 2 CFR 200.334; 24 CFR 91.105(h), & 570.502(a); 29 CFR 97.42, GC §34090 CW-048 Reference Materials: Brochures, Manuals, Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by OUTSIDE ORGANIZATIONS (League of California Cities, Chamber of Commerce, etc.) When No Longer Required Non-Records Lead Dept.CW-049 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by YOUR Department 2 years Statewide guidelines propose superseded + 2 or 5 years; GC §34090 Lead Dept.CW-050 Reference Materials: Policies, Procedures, Brochures, Flyers, Manuals, Newsletters, etc: Produced by OTHER Departments When Superseded Copies; GC §34090.7 Lead Dept.CW-052 Reports and Studies (Historically significant - e.g., Zoning Studies)P Administratively and Historically significant, therefore retained permanently; GC §34090 Lead Dept.CW-053 Reports and Studies (other than Historically significant reports - e.g. ADA Reports, Annual Reports)10 years Information is outdated after 10 years; statewide guidelines propose 2 years; If historically significant, retain permanently; GC §34090 Lead Dept.CW-055 Special Projects / Subject Files / Issue Files 2 years Department Preference; GC §34090 et seq. Lead Dept.CW-056 Subject / Reference Files: Subjects other than Specifically Mentioned in Retention Schedules 2 years Department Preference; GC §34090 et seq. Lead Dept.CW-057 Surveys / Questionnaires (that the City issues). If a summary of the data is compiled, the survey forms are considered a draft or transitory record, and can be destroyed as drafts (When No Longer Required) 2 years GC §34090 Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record. Item 7C-32 Ver. 14.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Lead Dept.CW-060 Training - ALL COURSE RECORDS (Attendance Rosters, Outlines and Materials; includes Ethics, Harassment Prevention & Safety training; Tailgate Training Meetings)) 7 years Department preference; Ethics Training is 5 years; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years for personnel actions; 8 CCR §3203 et seq., 29 CFR 1602.31 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b), 53237.2(b) Lead Dept.CW-061 Volunteer / Unpaid Intern Applications & Agreements - Successful Inactive / Separation + 3 years Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 Lead Dept.CW-062 Volunteer / Unpaid Intern Applications & Agreements - Unsuccessful or Pending Applicants 3 years Department preference (Courts treat volunteers as employees); EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; 29 CFR 1602.31 & 1627.3(b)(1)(i)&(ii), GC §§12946, 12960, 34090 Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 If highlighted the record has not been approved for conversion of hard copy to electronic record. Item 7C-33 Ver. 22.2RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-1Office of Record(OFR)Retention No. Records DescriptionTotal RetentionComments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).BUILDING & SAFETYBuilding & SafetyBLD-001Building Permit Database IndefiniteDepartment Preference - Data is interrelated; GC §34090, H&S §19850Building & SafetyBLD-002 Building Permits / Address Files P Statewide guidelines propose permanent; GC §34090, H&S §19850Building & SafetyBLD-003 Building Plans - Expired or WithdrawnWhen No Longer RequiredDepartment preference; Preliminary drafts not retained in the ordinary course of business; CBC §104.7; H&S§19850, GC §34090Building & SafetyBLD-004Building Plans and Construction Documents - Finalled - SINGLE FAMILY RESIDENTIAL - SFR and APPURTENANCESPDepartment preference; Law does not require plans to be filed for dwellings less than 2 stories, garages & appurtenances, farms/ranches, 1-story with bearing walls less than 25'; CBC requires 180 days from completion date; CBC 104.7 & 107.5, H&S§19850, GC §34090Building & SafetyBLD-005Building Plans and Construction Documents - Finalled - INDUSTRIAL, COMMERCIAL, MULTI-FAMILY DWELLINGS, PLACES OF PUBLIC ACCOMMODATION, TENANT IMPROVEMENTS (Involving medial, restaurant or change of use)(includes commercial structural plans, Hazardous Materials Questionnaire, etc.)PDepartment Preference; Law requires for the life of the building for commercial and common interest dwellings only; Statewide guidelines propose 2 years for blueprints & specifications; CBC 104.7 & 107.5, H&S§19850, GC §34090 Building & SafetyBLD-006 Certificates of Occupancy P Department Preference; GC §34090Building & SafetyBLD-007Complaints (Written, during Construction & Inspection - Not Code Enforcement)2 years GC §34090Building & SafetyBLD-008Construction Notices / Inspection Notices(correction notices, compliance orders, stop work notices, etc.)Until Cleared or Project CompletionThe finalled permit is the final / official record; these are preliminary drafts; GC §34090Building & SafetyBLD-011Reports: Building Activity10 yearsDepartment preference; Preliminary drafts not retained in the ordinary course of business; GC §34090 et seq.Building & SafetyBLD-013Requests & Permissions to Receive Copies of Plans (to and from Architects)2 years GC §34090 et seq.Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Revision Adopted: 12/15/2022Approved Conversion of Hard Copy to Electronic RecordItem 7C-34 Ver. 22.2RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-2Office of Record(OFR)Retention No. Records DescriptionTotal RetentionComments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).Building & SafetyBLD-014 Uniform Building Codes / California Building CodeUntil SupersededGC §50022.6Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Revision Adopted: 12/15/2022Approved Conversion of Hard Copy to Electronic RecordItem 7C-35 Ver. 22.2RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-3Office of Record(OFR)Retention No. Records DescriptionTotal RetentionComments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).CODE COMPLIANCECode ComplianceCE-001 Abandoned Vehicle Abatement Reports 5 years Department preference; GC §34090Code ComplianceCE-002 Animal Hearing Determinations / Findings 2 years Department preference; GC §34090Code ComplianceCE-009Business Licenses - Regulatory Licenses, Home Occupation Permits, Massage, Short Term Rental, etc.PDepartment preference for historical and zoning (planning) purposes; GC §34090Code ComplianceCE-010Business Licenses - Revenue Licenses5 years Department preference; meets auditing standards; GC §34090Code ComplianceCE-003Code Enforcement / Abatement Case Files (Includes appeals and Code Enforcement Complaint Letters) PDepartment preference; Case is open until satisfactorily resolved (some cases are not resolved); GC §34090Code ComplianceCE-004 DMV Forms 2 years GC §34090Code ComplianceCE-005 Liens P GC §34090(a)Code ComplianceCE-006Notice to Appear / Administrative Citations / Hearings (Includes Short Term Rentals Administrative Citations)5 years Department preference; GC §34090Code ComplianceCE-007 Parking Citations 2 years GC §34090Code ComplianceCE-008 Tow Forms 2 years GC §34090LAND DEVELOPMENT / ENGINEERINGLand Development / EngineeringLD-001 Benchmarks P Department Preference; GC §34090Land Development / EngineeringLD-002Bonds: Subdivision Bonds / Performance Bonds / Letters of CreditRelease of BondSecurities (Performance Bonds, Letters of Credit, CD's, etc.) are released; GC §34090Land Development / EngineeringLD-003Drawings, Maps, Plans and Record Drawings, Large-Format Drawings, Survey Record Maps - Developer-Built ProjectsPDrafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 34090.7Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Revision Adopted: 12/15/2022Approved Conversion of Hard Copy to Electronic RecordItem 7C-36 Ver. 22.2RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-4Office of Record(OFR)Retention No. Records DescriptionTotal RetentionComments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).Land Development / EngineeringLD-004Geotechnical Reports / Soils Reports / Hydrology Reports (Authored by the City or their contractors for Developer-Built Projects)P Department Preference; GC §34090Land Development / EngineeringLD-005Engineering Studies / Surveys - Preliminary Studies / Project Assessments (Not Acquired or Developed)15 years Department Preference; GC §34090Land Development / EngineeringLD-006 Grading Plans P Department Preference; GC §34090Land Development / EngineeringLD-007 Landscape Plans / As-Builts - Commercial / HOAsP Department preference; GC §34090Land Development / EngineeringLD-008 Landscape Plans / As-Builts - Residential2 years GC §34090Land Development / EngineeringLD-009 Plan ChecksWhen No Longer RequiredPreliminary drafts; GC §34090 et seq.Land Development / EngineeringLD-010Private Development Projects / Job Files: Administration FileConstruction Inspections, Photos, Private Lab Verifications, Testing Lab Final ReportsCompletion + 10 years Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090Land Development / EngineeringLD-011Private Development Projects / Job Files: Permanent FilesDrainage, Driveway, Encroachments, Grading Plans, Rights of Way, Stormwater, etc.Dedications, Easements, Abandonments (City Clerk is OFR)PDepartment preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Revision Adopted: 12/15/2022Approved Conversion of Hard Copy to Electronic RecordItem 7C-37 Ver. 22.2RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-5Office of Record(OFR)Retention No. Records DescriptionTotal RetentionComments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).PLANNINGPlanning PL-001Affidavits of Publications / Public Hearing Notices / Legal Advertising / Affidavits of Posting2 yearsBrown Act challenges must be filed within 30 or 90 days of action; Statute of Limitations on Municipal Government actions is 3 - 6 months; CCP §§337 et seq, 349.4; GC §§34090, 54960.1(c)(1) Planning PL-002 Annexations / Boundaries / Consolidations / LAFCO P Land Records; GC §34090Planning PL-009 Census, DemographicsWhen No Longer Required(Non-Records - Census Bureau is OFR; GC §34090 et seq.Planning PL-022Development Services Meetings (Employees only)ALL Records2 years GC §34090)Planning PL-010.1Environmental Determinations: CEQA Environmental Impact Reports (EIRs), Negative Declarations, etc.) Correspondence & Staff Notes submitted to, or transferred from the agency, and all internal agency communications, including staff notes related to a non-exempt CEQA actionProject Approval or Denial + 180 days Completion of CEQA ProcessNot all internal communications and notes are required to be saved; "E-mails that do not provide insight into the project or the agency’s CEQA compliance with respect to the project — are not within the scope of section 21167.6, subdivision (e) and need not be retained." Golden Door Properties, LLC v. Superior Court of San Diego County (County of San Diego, et al., Real Parties in Interest) (53 Cal.App.5th 733); PRC 21167,6; GC §34090Planning PL-010Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Inside City boundariesPUsually filed in the project file; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC §34090Planning PL-011Environmental Determinations: Environmental Impact Reports (EIRs), Negative Declarations, etc.) Outside City boundariesWhen No Longer RequiredNon-records; EIRs and Negative Declarations within the City Boundaries are with the project filePlanning PL-012 General Plan, Elements and Amendments P GC §34090Planning PL-012.1Geotechnical Reports / Soils Reports / Hydrology Reports (Authored by Applicants / Developers)P Department Preference; GC §34090Planning PL-013 Master Plans, Specific Plans, Bikeway Plans, etc. P Department Preference; GC §34090Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Revision Adopted: 12/15/2022Approved Conversion of Hard Copy to Electronic RecordItem 7C-38 Ver. 22.2RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-6Office of Record(OFR)Retention No. Records DescriptionTotal RetentionComments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).Planning PL-017Planning Project Files - Approved & Unapproved Temporary Entitlements: Entertainment Permits, Going Out of Business Permits, Sign Permits (Banners/Temporary Signs), Temporary Use Permits (Christmas Tree Lots, Pumpkin Lots, Produce Stands), RV Permits, Special Events, etc. etc.2 yearsTemporary uses; Department maintains complete files for administrative purposes; GC §34090Planning PL-019Planning Project Files - Approved Permanent Entitlements - Applications and/or Entitlements Expired, not Exercised or Withdrawn Examples: Cannabis Regulatory Permit, Short-Term Rental Permits, Conditional Use Permits (CUPs), Design Review, Lot Line Adjustments, Parcel Maps, Planned Unit Developments (PUD), Site Plans, Tentative Subdivisions, Variances, Zone Changes, etc.PDepartment preferences; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7Planning PL-018Planning Project Files - Approved Permanent Entitlements(Includes Associated CEQA Noticing, Conditions of Approval, Public Noticing, Environmental Determinations, Staff Reports, Plans & Maps) Examples: Cannabis Regulatory Permit, Conditional Use Permits (CUPs), Design Review, Lot Line Adjustments, Parcel Maps, Planned Unit Developments (PUD), Site Plans, Tentative Subdivisions, Variances, etc. PDepartment preferences; Final environmental determinations are required to be kept a "reasonable period of time"; 14 CCR §15095(c); GC§§34090, 34090.7Planning PL-020 Preliminary Review FileWhen No Longer RequiredDepartment preference; Preliminary Documents (no application submitted); GC §34090Planning PL-023 Special Studies P Department Preference; GC §34090Planning PL-024 Zoning Maps Pre-GIS (Mylar only) PDepartment Preference; City Clerk Maintains originals of all documents that were presented to Council; GC §34090.7Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Revision Adopted: 12/15/2022Approved Conversion of Hard Copy to Electronic RecordItem 7C-39 Ver. 22.2RECORDS RETENTION SCHEDULE: DEVELOPMENT SERVICES Page DS-7Office of Record(OFR)Retention No. Records DescriptionTotal RetentionComments / ReferenceIf the record is not listed here, refer to the Retention for City-Wide StandardsRetentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).Planning PL-025 Zoning Ordinance Amendments, Reclassifications / Zone Change P Department Preference (copies); GC §34090.7Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reservedDo not duplicate or distribute without prior written permission from GGS (909) 337-3516Revision Adopted: 12/15/2022Approved Conversion of Hard Copy to Electronic RecordItem 7C-40 Ver. 13.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT Page ED-1 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). ECONOMIC DEVELOPMENT Economic Develop.ED-001 Economic Development where Redevelopment was the Lead (Projects will vary over time - e.g. Proposed Hotels, etc.)2 years Department preference; GC §34090 Economic Develop.ED-002 Energy Management Grants or Loans / Lien Releases (Hot Water Heaters, Pool Pumps, Roof Coating, Solar Energy, etc.) Loan Payoff or Forgiveness + 5 years Department preference (funded by General Fund); GC §34090 Economic Develop.ED-003 Energy Management Programs (Hot Water Heaters, Pool Pumps, Roof Coating, Solar Energy, etc.)2 years Department preference; GC §34090 Economic Develop.ED-004 Façade Enhancement Program Loan Payoff or Forgiveness + 5 years Department preference (funded by General Fund); GC §34090 Economic Develop.ED-005 Marketing Programs 2 years Department preference; GC §34090 Economic Develop.ED-006 Property Management / Tenant Improvements, etc. Life of the Lease + 5 years Department Preference (meets municipal government auditing standards); GC §34090 Economic Develop.ED-007 Redevelopment Plans & Associated Environmental Reports P Department Preference; GC §34090 Economic Develop.ED-008 Redevelopment Project Files & Project Plans (Includes Environmental Assessments)P Department Preference; GC §34090 Economic Develop.ED-009 Relocation Files Where Redevelopment was the Lead Settle + 5 years Consistent with Claims; CCP §§ 337 et seq.; 34090, 34090.6; PC §832.5 Economic Develop.ED-010 Site Clearance / Soils Remediation / Mitigation P Department preference; GC §34090 PUBLIC AFFAIRS Lead Depart.PAF-001 Brochures, Flyers Graphics, PowerPoint Presentations When No Longer Request The customer (Lead Department) is responsible for retaining the final record for its retention period; GC §34090 Public Affairs PAF-002 Newsletters to Employees or City Council 2 years GC §34090 Public Affairs PAF-003 Public Relations / Press Releases / Community Newsletter 2 years GC §34090 Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-41 Ver. 13.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT Page ED-2 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PUBLIC ART Public Art PART-001 Public Art Approvals & Locations, Including Insurance & Releases Exhibit End + 2 years Department preference; GC §34090 Public Art PART-002 Public Art Guidelines P Department preference; GC §34090 Public Art PART-003 Public Art Inventory Indefinite Department preference; GC §34090 Public Art PART-004 Release Forms / Exhibit Waivers / Insurance / Releases (Artists / Exhibitor's) Exhibit End + 2 years GC §34090 SPECIAL PROGRAMS Special Programs SP-001 Household Hazardous Waste Events (HHW)10 years Department Preference; GC §34090; 14 CCR 18812.4 Special Programs SP-002 Landscape Rebate Program 5 years Department Preference (meets auditing standards); GC §34090 Special Programs SP-003 Solid Waste & Recycling Grants (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records After Funding Agency Audit, if required - 5 years Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.333; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a), 29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090, GC §8546.7 Special Programs SP-004 Solid Waste and Recycling General Files, Disposal Tracking Reports, Correspondence, etc.2 years GC §34090 Special Programs SP-005 Solid Waste and Recycling Reports and Compliance (AB 939, 303, etc.) SB 1383 Compliance (Organic Waste Collection and Recycling) 10 years Department preference; SB 1383 compliance is required for 5 years; Low- Carbon Fuel Standard regulations credits can be received for 10 years, and are eligible for an extension; 14 CCR § 18995;.2 H&S §39730.7; GC §34090 Special Programs SP-006 Special Event Permits 2 years GC §34090 Lead Dept.SP-007 Special Projects / Subject Files / Issue Files 2 years Department Preference; GC §34090 et seq. Special Programs SP-008 Waste Hauler Reports 10 years Department Preference; GC §34090 Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-42 Ver. 17.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-1 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). FINANCE / ADMINISTRATION Finance / Admin.FN-001 Assessment Districts / Community Facilities Districts, etc. - Financial Records / Assessor Rolls / Annual Engineers Reports 5 years Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance / Admin.FN-002 Assessment Districts / Community Facilities Districts, etc. - Initial Engineer's Report P Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance / Admin.FN-003 Audit Reports / Annual Comprehensive Financial Report (ACFR) and related Audit Opinions P Department Preference (copies); GC §34090.7 Finance / Admin.FN-004 Audit Work Papers 5 years Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance / Admin.FN-005 Budgets - Adopted / Final P Department Preference; Must be filed with County Auditor; GC §34090.7, 40802, 53901 Finance / Admin.FN-006 Budgets - Preliminary, Backup Documents 2 years Preliminary drafts; GC §34090 Finance / Admin.FN-007 Fixed Assets 5 years Department Preference (meets municipal government auditing standards); GC §34090 Finance / Admin.FN-008 Single Audits / Transportation Audits / PERS Audit, etc.P Department Preference (meets municipal government auditing standards); GC §34090 FINANCE / CDBG Finance / CDBG FN-009 CDBG Projects / Subrecipient Grants (SUCCESSFUL Reports, other records required to pass the funding agency's audit, if required) Applications (successful), grant agreement, program rules, regulations & procedures, reports to grant funding agencies, correspondence, audit records, completion records After Funding Agency Audit, if required - Minimum 5 years Meets auditing standards; Grants covered by a Consolidated Action Plan are required for 5 years; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report or final payment of grantee or subgrantee; 2 CFR 200.333; 24 CFR 91.105(h), 92.505, 570.490, & 570.502(a),; 29 CFR 97.42; OMB Circular A-110 & A-133; GC §34090, GC §8546.7 Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-43 Ver. 17.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-2 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). FINANCE / GENERAL ACCOUNTING Finance / General Accounting FN-014 1096’s / 1099’s 5 years Department Preference; IRS: 4 years after tax is due or paid (longer for auditing & contractor delinquency); Ca. FTB: 3 years; IRS Reg §31.6001-1(e)(2), R&T §19530, GC §34090; 29 USC 436 Finance / General Accounting FN-015 Accounts Payable / Invoices and Backup (Includes Invoices, Travel Expense Reimbursements, Warrant Request, etc.) 5 years Department Preference (meets municipal government auditing standards); Statewide guidelines propose audit + 4 years; Published articles show 3 - 7 years; GC §34090 Finance / General Accounting FN-016 Accounts Receivable / Revenue - Transient Occupancy Tax (TOT), Damage to Public Property, Invoices to Outside Entities, etc.5 years Department preference; Meets auditing standards; GC §34090 et seq. Finance / General Accounting FN-017 Bank Statements and Trustee Statements, Fiscal Agent Statements, Investment Account Statements, Bank Reconciliations, Bank Deposits, Bank Transmittal Advice 7 years Department Preference; Published articles show 3 - 4 years; GC §34090, 26 CFR 31.6001-1 Finance / General Accounting FN-018 Bankruptcies - NOT pursued / Notice of Trustee Sale When No Longer Required Preliminary drafts not retained in the ordinary course of business; GC §34090 Finance / General Accounting FN-019 Bankruptcies - Where a claim is filed 5 years Department Preference (negative information remains on credit ratings for 7 years); GC §34090 Finance / General Accounting FN-021 Cash Receipts / Daily Cash Summaries / Cashiers Reports / Treasurers Receipts (TRs)5 years Department Preference; Published articles show 3 - 4 years; GC §34090, 26 CFR 31.6001-1 Finance / General Accounting FN-022 Checks / Warrant Register Report (issued)10 years Department Preference; GC §34090 Finance / General Accounting FN-023 Checks / Warrants (Cashed / Deposited) for AP and AR 5 years Department Preference; meets municipal government auditing standards; GC §34090, CCP § 337 Finance / General Accounting FN-024 Escheat (Unclaimed money / uncashed checks)4 years Department preference; All tangible property held by government agencies escheats after 3 years; Statute of Limitations is 1 year for seized property; CCP §§340(d), 1519; GC §34090 Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-44 Ver. 17.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-3 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / General Accounting FN-025 Financial Services Database (HTE SunGard One Solution)Indefinite Data Fields / Records are interrelated; GC §34090 Finance / General Accounting FN-026 Investment Reports / Treasurer's Reports 5 years Department Preference; Meets auditing standards; GC §34090 Finance / General Accounting FN-027 Investments / Arbitrage / Certificate of Deposit / Investment Bonds (Receipts / Advisor Reports / Trade Tickets / LAIF (Local Agency Investment Fund)) 5 years Department Preference; Meets auditing standards; Published articles show disposal + 7 years for security brokerage slips; statewide guidelines propose permanent; FTC Reg's rely on "self-enforcement"; GC§§ 34090, 43900 Finance / General Accounting FN-028 Journal Entries / Journal Vouchers 5 years Department Preference; meets municipal government auditing standards; Statute of Limitations is 4 years; statewide guidelines propose Audit + 5 years; GC §34090, CCP § 337 Finance / General Accounting FN-029 Reports, Subsidiary Ledgers, Reconciliations, Registers, Transaction Histories, Balance Sheets, Revenue & Expenditure Reports, etc. (MONTHLY OR PERIODIC) When No Longer Required Department preference (Financial System qualifies as a trusted system); GC §34090 Finance / General Accounting FN-030 Reports: Annual State or Federal: State Controller's Report, Local Government Compensation Report, Gas Tax, MOE (Maintenance of Effort) Report, Fixed Charge Special Assessment Report, Public Self Insurer Report (SIP Report), Street Report, Housing Successor Agency Housing Assets Fund Report, etc. 5 years Department Preference; Meets auditing standards; GC §34090 Finance / General Accounting FN-031 Trust Accounts / Deposits Close + 5 years Department Preference; (meets municipal government auditing standards); GC §34090 Finance / General Accounting FN-032 Vehicle Titles ("Pink Slips")Sale or Disposal Department Preference; GC §34090 Finance / General Accounting FN-032.1 W-9's Vendor Inactive + 3 years Meets IRS auditing standards; GC §34090 FINANCE / PAYROLL Finance / Payroll FN-033 CalPERS Reports - Annual Valuation Reports, Actuarial Valuation Reports 5 years Department Preference; Retained to match other auditing periods; GC §34090 Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-45 Ver. 17.0 RECORDS RETENTION SCHEDULE: FINANCE Page FIN-4 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Finance / Payroll FN-034 DE-6, DE-7, DE-9, DE-43, W-3, & DE-166, 941 Forms, IRS 5500 Forms (Employee Benefit Plans), PERS / FICA & Medicare Adjustments - Quarterly Payroll Tax Returns / OASDI, Federal Tax Deposits, Adjustments, etc. 5 years Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Finance / Payroll FN-042 Deferred Compensation - Employee Files (Applications, Changes, Termination of Contributions, Rollover or Opt-Out) Separation + 6 years Department preference (consistent with Personnel Files); GC §34090 Finance / Payroll FN-035 Deferred Compensation (City Statements)5 years Produced by Deferred Comp. Provider; consistent with proposed statewide guidelines; published articles for bank statements show 4 -7 years; GC §304090, 26 CFR 31.6001.1 Finance / Payroll FN-043 Garnishments Satisfied + 5 years, or Separation of Employee GC §34090; 26 CFR 31.6001.1 Finance / Payroll FN-036 Payroll Reports - Periodic (includes Deduction Registers, Leave Registers, Time Transaction Reports, etc.)5 years Department preference; GC §34090 Finance / Payroll FN-037 Time Sheets / Time Cards / Overtime Sheets / Overtime Cards / Payroll Changes 5 years Department preference to facilitate grant audits or claim reimbursements; Meets auditing standards (audit + 4 years); IRS requires 4 years; Ca. requires 2 yr min.; FTB keeps 3 years; Published articles show 4 -10 years; IRS Reg §31.6001-1(e)(2), R&T §19530; LC § 1174(d); 29 CFR 516.5; GC §34090 Finance / Payroll FN-038 W-2's 5 years Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29 CFR 516.5 & 516.6(c); 29 USC 436, GC §34090 Finance / Payroll FN-039 W-4's No Longer in Effect + 4 years Department Preference; IRS: 4 yrs after tax is due or paid; Ca. FTB: 3 years; Articles show 7 years; IRS Reg §31.6001-1(e)(2), R&T §19530; 29CFR 516.5 - 516.6, 29USC 436, GC §34090 Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-46 Ver. 10.0 RECORDS RETENTION SCHEDULE: HOUSING Page HS-1 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). HOUSING Housing Commission Records Housing HS-007.1 Housing Commission RESOLUTIONS P Notes taken to facilitate the writing of the minutes can be destroyed after minutes have been adopted; GC §34090 et seq. Housing Loan Programs Housing HS-001 Bankruptcies - Housing Loans - NOT pursued When No Longer Required Preliminary drafts not retained in the ordinary course of business; GC §34090 Housing HS-002 Bankruptcies - Housing Loans - Where a claim is filed 7 years Department Preference (negative information remains on credit ratings for 7 years); GC §34090 Housing HS-003 Concerns / Correspondence 2 years City preference; Statute of Limitations for personal property, fraud, etc. is 3 years; Claims must be filed in 6 months; CCP §§338 et seq., 340 et seq., 342, GC §34090 Housing HS-004 Foreclosure Notifications 5 years Department preference; GC §34090 Housing HS-008 Housing Programs / Property Files: Affordable Housing Projects, Rehabilitation, Home Improvement, CDBG-funded Housing Projects, etc. WITH a Recapture / Resale Restriction Deeds are sent to City Clerk 5 years after the Affordability Period Terminates, or the Written Agreement Terminates, Whichever is Longer HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 29 CFR 97.42, GC §34090 Housing HS-009 Housing Programs / Property Files: Affordable Housing Projects, Rehabilitation, Home Improvement, CDBG-funded Housing Projects, etc. WITHOUT a Recapture / Resale Restriction Deeds and Insurance are sent to City Clerk Loan Pay-off + 5 years HUD requires 5 years after the project completion; documents imposing recapture / resale restrictions are 5 years after the affordability period terminates; Uniform Admin. Requirements for Grants to Local Governments is 3 years from expenditure report; 2 CFR 200.334; 24 CFR 92.508(a)&(c) & 570.502(a)(16), 29 CFR 97.42, GC §34090 Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-47 Ver. 10.0 RECORDS RETENTION SCHEDULE: HOUSING Page HS-2 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Housing HS-010 Loan Applications Rejected (First Time Home Buyers, Life/Safety, Rehabilitation, HOME, etc.)6 years Federal regulations require 6 years for all applications whether approved or denied; GC §34090 Housing Rental Programs (not Section 8 Housing) Police or Sherriff HS-019 Applications (Tenant / Participant) – Criminal Conviction Records/Sex Offender Registry - DENIED For Public Housing or Subsidy Assistance, Unsubsidized Residential Housing Expiration of Challenge Period, or Final Disposition of Challenge Department preference to comply with HUD requirements; GC §34090.7 Police or Sherriff HS-020 Applications (Tenant / Participant) – Criminal Conviction Records/Sex Offender Registry - ELIGIBLE For Public Housing or Subsidy Assistance, Unsubsidized Residential Housing When Applicant is Housed Department preference to comply with HUD requirements; GC §34090.7 Housing HS-021 Applications (Tenant / Participant) – Ineligible Due to Debt Owed and/or Adverse Action For Public Housing or Subsidy Assistance, Unsubsidized Residential Housing 10 years after application withdrawn or applicant determined ineligible and expiration of appeal period and conclusion of appeal, if filed Department Preference, consistent with Administrative Plan Policy and Guidelines and Source Funding Program; GC §34090 Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-48 Ver. 10.0 RECORDS RETENTION SCHEDULE: HOUSING Page HS-3 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Housing HS-022 Applications (Tenant / Participant) – Ineligible or Withdrawn For Public Housing or Subsidy Assistance Records relating to the application process for public housing or subsidy assistance where the applicant is determined to be ineligible, or where the application is withdrawn by the applicant. Also includes applicants for unsubsidized residential housing provided by the agency. Includes, but is not limited to: Application (and supporting data); Social Security Number disclosure consent, documentation, verification, discrepancy, investigation and resolution; Eligibility verification documentation (consent forms, wage & claim information, etc.); Correspondence and notifications to applicant; Racial, ethnic, gender, and place of previous residency data; Applicant appeal/hearing records. 3 years after application withdrawn or cancelled or applicant determined ineligible and expiration of appeal period and conclusion of appeal, if filed Department Preference, consistent with Administrative Plan Policy and Guidelines and Source Funding Program; GC §34090; 24 CFR 92.508(a)&(c) Housing HS-023 Housing Database Indefinite - 3 years Department preference; GC §34090 Housing HS-011 Property Management Reports 10 years Department Preference; GC §34090 Housing HS-025 Reasonable Accommodation Requests - MEDICALLY SENSITIVE INFORMATION - DENIED Expiration of Appeal Period, or Final Disposition of Appeal HUD Notice PIH 2010-26; Joint Statement on Reasonable Accommodations under the Fair Housing Act (issued by HUD and the Department of Justice on May 17, 2004) GC §34090 Housing HS-026 Reasonable Accommodation Requests - MEDICALLY SENSITIVE INFORMATION - APPROVED 3 years after Determination HUD Notice PIH 2010-26; Joint Statement on Reasonable Accommodations under the Fair Housing Act (issued by HUD and the Department of Justice on May 17, 2004) GC §34090 Housing HS-027 Rents - Rate Setting 4 years Department Preference, consistent with Program Administrative Plan Policy and Guidelines and funding program; GC §34090 Housing HS-028 Reporting (Applicant / Tenant / Participant-Specific) 4 years Department Preference, consistent with Program Administrative Plan Policy and Guidelines and funding program; GC §34090 Housing HS-029 Service Requests (by Tenant)2 years GC §34090 Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-49 Ver. 10.0 RECORDS RETENTION SCHEDULE: HOUSING Page HS-4 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Housing HS-030 Tenant / Participant Files - Clients Records include, but are not limited to: Application (and supporting data) from the household and household members; Eligibility verification documentation (consent forms, wage & claim information, Social Security Number, etc.); Household income / composition re-certification re- examinations; Executed Lease Basis for determining (reasonable) rent pursuant; Move-in/move-out inspection reports; Disposition of tenant/participant personal property; Termination of lease / subsidy assistance; Grievance / informal hearing procedures; Correspondence with tenants /participants (including notifications, complaints and responses, notices of entry of dwelling unit during tenancy, etc.). 5 years after termination of lease or subsidy, whichever is later and expiration of appeal period and conclusion of appeal, if filed Department Preference, consistent with Program Administrative Plan Policy and Guidelines and funding program; GC §34090; 24 CFR 92.508(a)&(c) Housing HS-031 Tenant Files - Income Verification, 50058s, Verifications Only 3 years Department Preference (consistent with Section 8 requirements, even though the City does not provide Section 8 Housing); GC §34090 Housing HS-032 Waiting List 2 years GC §34090 Housing Rent Review Housing HS-013 Mobile Home Rent Control (Ordinances, regulations, etc.)P Department Preference; GC §34090 Housing HS-014 Mobile Home Rent Control General Files 2 years Department preference; GC §34090 Housing HS-015 Mobile Home Rent Control History and Registration Files (Files separated by park)P Department Preference; GC §34090 Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-50 Ver. 14.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). HUMAN RESOURCES Human Resources HR-022 1095-C, 1094-C (Employer-Provided Health Insurance Offer and Coverage & Transmittal Form)4 years Department Preference; Instructions state "Generally, keep copies of information returns you filed with the IRS or have the ability to reconstruct the data for at least 3 years, from the due date of the returns"; GC § 34090 Human Resources HR-001 CalPERS Benefit Administration (Includes contract amendment, actuarial reports, service credit reports, annual employee listing, etc.) 6 years Department Preference; 6 years for retirement benefits; State Law requires 2 years after action; 29 CFR 1627.3(b)(2); 29 USC 1027; GC §§12946, 12960, 34090 Human Resources HR-002 CalPERS Enrollment / Termination Forms P Department Preference; GC § 34090 Human Resources HR-003 CalPERS Reports - Annual Employer Statements 5 years Department Preference; Retained to match other auditing periods; GC §34090 Human Resources HR-004 Classification / Reorganization Studies (for employee classifications and department structures) 3 years Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6, 29 CFR 1602.14, GC §§12946, 12960, 34090 Human Resources HR-005 Classification Specifications 3 years Department preference; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; retirement benefits is 6 years from last action; 29 CFR 1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1) et seq., GC §§12946, 12960, 34090 Human Resources HR-005.1 COVID-19 Notifications to Employees 3 years LC §6409.6(k), GC §34090 Human Resources HR-006 Compensation Surveys & Studies 3 years Bureau of National Affairs recommends 2 years for all supplementary Personnel records; Wage rate tables are 1 or 2 years; State requires 2 years; 29 CFR 516.6(2), 29 CFR 1602.14, GC §§12946, 12960, 34090 Human Resources HR-007 Department of Fair Employment & Housing (DFEH or EEOC) Claims / Harassment Claims Final Disposition + 3 years All State and Federal laws require retention until final disposition of formal complaint; State requires 2 years after "fully and finally disposed"; 2 CCR 11013©; GC §§12946, 34090 Human Resources HR-008 DMV Pull Notices When Superseded or Separated Transitory or source records not retained in the ordinary course of business; CHP audits every 2 years; Bureau of National Affairs recommends 2 years for all supplementary Personnel records; GC §34090 Palm Desert, CA ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-51 Ver. 14.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-009 Drug & Alcohol Test Results (All - Positives and Negatives)5 years D.O.T. Requires 5 years for positive tests, 1 year for negative tests; EEOC/FLSA/ADEA (Age) requires 3 years physical examinations; State Law requires 2 years; 29 CFR 1627.3(b)(v), GC §§12946, 12960, 34090, 49 CFR 655.71 et seq.; 49 CFR 382.401 et seq.; 49 CFR 653.71 Human Resources HR-010 EEO-4 Reports and records required to generate EEO-4 report (Self- Identification Form, etc.)3 years 29 CFR 1602.30; 29 CFR 1602.31, 29 CFR 1602.32; GC §34090 Human Resources HR-023 Employee Fidelity Bonds P Department Preference; GC §34090 Human Resources HR-011 Hearing Tests 30 years Department preference; GC §34090 Human Resources HR-012 I-9s Separation + 3 years Required for 1 year from termination or 3 years from hiring, whichever is later; EEOC / FLSA / ADEA (Age) requires 3 years for "any other forms of employment inquiry"; State Law requires 2 -3 years; 8 CFR 274a.2; 29 CFR 1627.3(b)(1); GC §§12946, 12960, 34090 Human Resources HR-013 Labor Relations Files (Negotiation Notes, Correspondence, Interpretation of MOU Provisions, Documentation, etc.) 10 years Department Preference; GC §34090 Human Resources HR-014 OSHA Inspections & Citations, Log 200 and Log 300, 301, 301A 5 years Calif. Labor Division is required to keep their records 7 years; OSHA requires 5 years; State law requires 2 years; ; 8 CCR §3203(b)(1), 29 CFR 1904.33, OMB 1220-0029, 8 CCR 14300.33; GC §34090; LC §6429c Human Resources HR-015 Personnel Files - Employees Includes Oaths of Office and Disaster Service Workers Oaths, Training Certificates, including Ethics and Harassment Prevention Training Separation + 6 years Department Preference; statute of limitations for retirement benefits is 6 years from last action; EEOC/FLSA/ADEA (Age) requires 3 years for promotion, demotion, transfer, selection, or discharge; State Law requires 2 -3 years; 29 CFR 1602.14, 1602.31 & 1627.3(b)(1), GC §§12946, 12960, 34090; 29 USC 1113; GC §3105; LC §1198.5 Palm Desert, CA ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-52 Ver. 14.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Human Resources HR-016 Personnel Files - Medical File (all employees) Whichever is Longer: Separation + 30 years, or Termination of Benefits + 5 years, or Death of Employee + 5 years Department preference; Files maintained separately; Claims can be made for 30 years for toxic substance exposure; 8 CCR §3204(d)(1) et seq., 8 CCR 5144, 8 CCR 15400.2; 29 CFR 1910.1020(d)(1)(i), GC §§12946, 12960, 34090; LC §1198.5 Human Resources HR-024 Recruitment Database (NeoGov)4 years Department preference; Per NeoGov Policy; 29 CFR 1627.3(b)(1), 29 CFR 1602.14;.2 CCR 11013(c); GC §§12946, 12960, 34090 Human Resources HR-017 Recruitment and Testing File (Includes Advertisements, Applications (Unsuccessful); Interview Notes, Job Brochures, Test Data, Testing Analysis & statistical Metric, Job Analysis, Rating Sheets, Scantrons, Rater's Profile & Confidentiality Agreement, Flowchart, Eligible Lists, etc.) 4 years State Law requires 4 years; 29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2 CCR 11013(c), GC §§12946, 12960, 34090 Human Resources HR-019 Studies & Surveys Conducted on Behalf of the City (Sick Leave, Attrition, Benefits, etc.)3 years Department preference; GC §34090 Human Resources HR-020 Workers Compensation Claim Runs 5 years Meets auditing standards; GC §34090 Human Resources HR-021 Workers Compensation Claims Whichever is Longer: Separation + 30 years, or Termination of Benefits + 5 years, or Death of Employee + 5 years Department preference; Claims can be made for 30 years for toxic substance exposure; Claims are required for five years after the end of compensation, or injury, whichever is longer; 8 CCR 5144, 8 CCR 15400.2; 8 CCR §3204(d)(1) et seq., 8 CCR 10102, 15400.2; GC §§12946, 12960, 34090 Palm Desert, CA ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-53 Ver. 16.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). INFORMATION TECHNOLOGY Information Technology IT-001 Backups - Daily When No Longer Required Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; store off-site in a commercial facility for disaster recovery purposes; GC §34090 et seq. Information Technology IT-002 Backups - Weekly / Monthly When No Longer Required Used for Disaster Recovery Purposes Only; Considered a copy and can be destroyed when no longer required; store off-site in a commercial facility for disaster recovery purposes; GC §34090 et seq. Information Technology IT-003 Inventory, Information Systems When No Longer Required Preliminary documents not retained in the ordinary course of business; GC §34090 et seq. Information Technology IT-004 Network Configuration Maps & Plans When No Longer Required Preliminary documents not retained in the ordinary course of business; GC §34090 et seq. Information Technology IT-005 WORM / DVD-r / CD-r / Blue Ray-R or other unalterable media that does not permit additions, deletions, or changes P For legal compliance for Trustworthy Electronic Records (when the electronic record serves as the official record); GC 60200, 12168.7, EVC 1550, 2 CCR 22620 et seq.. Information Technology IT-006 Video Recordings - Surveillance Recordings - Public Areas (Council Chambers, Parking Lots, etc.) 1 year + 1 day Per City Policy (Resolution 2017-75); Does not record regular ongoing operations of the City; GC §34090.6(a) Palm Desert, CA ©1995-2014 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-54 Ver. 25.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). PW / CIP (CAPITAL IMPROVEMENT PROJECTS) & O&M CIP / INSPECTIONS CIP PW-001.1 ADA Request Forms (Americans with Disability Act)2 years GC §34090 CIP PW-001.2 ADA Request Studies or Reports (Americans with Disability Act)10 years Department preference; GC §34090 CIP PW-002 Aerial Maps / Photographs - Analog or Digital & Index to Aerials When No Longer Required Department Preference; GC §34090 CIP PW-003 Assessment District / Community Facilities Districts / Maintenance District / Landscape & Lighting / Street Improvement District Projects / Underground Utility Districts (FORMATION, BOUNDARIES, ENGINEERS REPORTS, MAPS) P Department Preference; Statute of Limitations is 4 - 10 years (for Errors & Omissions); CCP §§337. 337.1(a), 337.15, 343; GC §34090.7 CIP PW-005 Capital Improvement Projects (CIP): Administration File Project Administration, Certified Payrolls, Construction Manager's Logs, Complaints (project-related), Cost of Construction, Fee & Deposit Reimbursements, Project Schedules, Progress Meetings, Punch Lists, Real Estate Appraisals, etc. Completion + 10 years or After Funding Agency Audit, if required, whichever is longer Some grant funding agencies require audits; Statute of Limitations for Errors & Omissions is 10 years; Published Audit Standards=4-7 years; Statute of Limitations: Contracts & Spec's=4 years, Wrongful Death=comp. + 5 years, Developers=comp. + 10 years; Statewide guidelines propose termination + 5 years; CCP §337 et. seq., GC §34090 CIP PW-006 Capital Improvement Projects (CIP): Permanent File Plans, Specifications & Addenda, EIRs, Negative Declarations, Categorical Exemptions, Daily Inspections, Materials Testing Reports, Grading Permits, Hazardous Materials Plans, Photos, RFIs, Soils Reports, Studies, Submittals, Surveys, etc. P Department preference; retained for disaster preparedness purposes; Statewide guidelines propose Permanent for Infrastructure plans; GC §34090 Lead Dept.PW-007 Correspondence - Regulatory Agencies 10 years Department preference; Some correspondence from Regulatory Agencies need to be retained for long periods of time; GC §34090 CIP PW-009 Design & Construction Standards P Department Preference; GC §34090 CIP PW-010 Capital Improvement Project "As-Builts" - City-Built Projects P Drafts should be destroyed; Some maps are also retained by Planning; Selected maps are retained in Public Works for administrative purposes; GC §34090, 34090.7 Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-55 Ver. 25.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). CIP PW-011 Encroachment Permits - Permanent Encroachments, Rights of Ways P Department Preference; GC §34090 CIP PW-012 Encroachment Permits -Temporary Construction, Street Permits, Sidewalk Repairs, Traffic Control, Utility Cuts etc. 2 years Department Preference (the warrantee period for work done is 5 years); GC §34090 CIP PW-013 Encroachment Permits: Temporary (Pool Drain, Debris Boxes, Wide Load, Transportation Permits, etc.) 3 years Department Preference; NPDES Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq. CIP PW-015 Engineering Studies / Surveys (City Built Projects)P Department Preference; GC §34090 CIP PW-016 Geotechnical Reports / Soils Reports / Hydrology Reports (Authored by the City or their contractors for City-Built Projects) P Department Preference; GC §34090 CIP PW-019 NPDES Monitoring and Inspections - Stormwater 3 years Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq. CIP PW-020 NPDES Permits - Stormwater Superseded + 3 years Department Preference; Monitoring records required for 3 years; 40 CFR §§122.21, 122.41; CCP §337 et seq. CIP PW-025 Rights of Entry P Department preference; GC §34090 et seq. CIP PW-026 Survey Field Books (Authored by the City)P Department preference; GC §34090 et seq. CIP PW-027 Use of Facilities Permits 2 years GC §34090 et seq. PW / OPERATIONS / CORPORATION YARD / STREETS Ops / Corp Yard / Streets PW-042 Aboveground Petroleum Storage Tanks (City Owned) Spill Prevention Control and Countermeasures (SPCC), Inspections, Integrity Testing, Maintenance, Repairs P Department Preference; applies to both Tier I and Tier II Tanks; (Tier II tanks are required to have an integrity test every 20 years); EPA recommends that formal test records or reports be retained for the life of the container. GC §34090 Ops / Corp Yard / Streets PW-043 AQMD Permits (Generators, etc.)5 years 40 CFR 70.6; GC §34090 Ops / Corp Yard / Streets PW-044 Building Inspections 2 years GC §34090 Ops / Corp Yard / Streets PW-057 Generator Operation Logs & Inspections - Portable / Emergency Generators)5 years AQMD Rule 1470; Form 400–E–13a instructions, GC §34090 Ops / Corp Yard / Streets PW-045 Generator Operation Logs (for Fixed / Stationary Generators) / Inspections 3 years AQMD Rule 1470; GC §34090 Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-56 Ver. 25.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ops / Corp Yard / Streets PW-046 Hazardous Waste Manifests / Certificates of Disposal P Department Preference (test results for hazardous waste generators are required for 3 years); 40 CFR 262.40, 8 CCR 3204(d)(1)(A), 22 CCR 66262.40 Ops / Corp Yard / Streets PW-047 Operations & Maintenance Manuals (O&M Manuals) Life of Facility or Equipment Department Preference; GC §34090 et. seq. Ops / Corp Yard / Streets PW-048 Pesticide Application Records 2 years Department Preference (agricultural pesticide records are required for 2 years); GC §26202; 3 CCR 6623 Ops / Corp Yard / Streets PW-049 Pre-Trip Inspections / DOT Program / CHP Inspections / Vehicle Safety Checks / Daily Vehicle Inspections / Daily Equipment Checks 2 years 13 CCR 1234(c); GC §34090 Ops / Corp Yard / Streets PW-049.1 Safety Meeting Topic, Sign-in, Minutes 7 years Department preference; Statewide guidelines propose 7 years; Calif. Labor Division is required to keep their OSHA records 7 years; 8 CCR §3203 et seq., 29 CFR 1627.3(b)(1), LC §6429(c); GC §§12946, 12960, 34090, 53235.2(b) Ops / Corp Yard / Streets PW-050 Sidewalk Inspections 10 years Department Preference; GC §34090 Ops / Corp Yard / Streets PW-051 Used Oil Disposal 3 years 22 CCR 66266.130(c)(5), H&S §25250.18(b), 25250.19(a)(3) et seq. Ops / Corp Yard / Streets PW-052 Vehicle & Equipment Database Indefinite Data Fields / Records are interrelated; GC §34090 Ops / Corp Yard / Streets PW-053 Vehicle & Equipment History Files Maintenance, Smog Certificates, Registrations Disposal of Vehicle or Equipment + 2 years Department Preference; If a motor carrier, required for 18 months after vehicle is sold; CHP requires life of vehicle; OSHA requires 1 year; 8 CCR § 3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR 396.3(c); CCP §337 et. seq., 13 CCR 1234(f); GC §340900 Ops / Corp Yard / Streets PW-054 Work Orders / Service Requests / Civica - CMMS DATABASE (Computerized Maintenance Management System) Indefinite Data is interrelated; GC §34090 Ops / Corp Yard / Streets PW-055 Work Orders / Service Requests / Civica - All Information Entered in CMMS Database (Paper drafts) When No Longer Required Preliminary drafts (the database is the original); GC §34090 Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-57 Ver. 25.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Ops / Corp Yard / Streets PW-056 Work Orders / Service Requests Civica - NOT entered in CMMS Database (or partial information entered into CMMS Database) (Division providing service retains originals; Division requesting service is considered a copy) 5 years City Preference; CCP §§338 et seq., 340 et seq., 342; GC §34090 PW / LANDSCAPE Landscape PW-059 Community Gardens Agreements Expiration + 2 years GC §34090 Landscape PW-060 Community Gardens General Files 2 years GC §34090 Landscape PW-030 Tree Keeper Database Indefinite Data Fields / Records are interrelated; GC §34090 PW / TRAFFIC & TRANSPORTATION ENGINEERING Traffic & Transportation Engineering PW-034 Street Closures P Department Preference; GC §34090 Traffic & Transportation Engineering PW-035 Studies - Transportation 10 years Drafts / source records entered into database and not retained in the ordinary course of business; GC §34090 Traffic & Transportation Engineering PW-036 SWITRS - Statewide Integrated Traffic Records System When No Longer Required Non-Records (Sheriff) Traffic & Transportation Engineering PW-037 Traffic Signals P Department preference; Drafts should be destroyed; GC §34090 Traffic & Transportation Engineering PW-038 Traffic Speed Surveys 10 years Department preference (required every 5 years, but can be extended to 7 or 10 years); GC §34090 Traffic & Transportation Engineering PW-039 Traffic Studies / Traffic Counts 10 years Department preference; GC §34090 Traffic & Transportation Engineering PW-040 Transportation Master Plans / Traffic Master Plans P Department preference; Drafts should be destroyed; GC §34090 Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-58 Ver. 25.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). Traffic & Transportation Engineering PW-041 Underground Service Alerts (USA's) / Dig Alerts - Our Locate and Marks Only 3 years Department Preference (required for 3 years); GC §§4216.2(f) & 4216.3(d), 60201 Palm Desert, CA. ©1995-2014 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-59 Ver. 14.0 RECORDS RETENTION SCHEDULE: RISK MANAGEMENT Page RM-1 Office of Record (OFR) Retention No.Records Description Total Retention Comments / Reference If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder. HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion). RISK MANAGEMENT Risk Manage. RM-001 Accident Reports - Vehicle Accident Report (City Vehicles)2 years Department Preference; GC §34090 Risk Manage. RM-002 Insurance Claims 2 years Department Preference; GC §34090 Risk Manage. RM-003 Insurance Policies (City-owned) - Auto, Fire Expiration + 2 years Department Preference; GC §34090 Risk Manage. RM-004 Insurance Policies (City-owned) - General Liability, Property P Department Preference; GC §34090 Palm Desert, CA ©1995-2022 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Adopted: 12/15/2022 Approved Conversion of Hard Copy to Electronic Record Item 7C-60 Palm Desert Housing Authority Project Report April 2023 1 California Villas - 141 Units 77-107 California Drive • Completed one (1) make ready unit which includes painting, cleaning and maintenance • Refinished kitchen counter, tub and enclosure in units #B-12 and #D-13 • Installed gas regulator to the gas line outside of units #I-3 and #I-4 • Replaced three (3) trees near the pool area • Repaired slab leak in the bathroom of unit #H-1 • Cleaned and detailed pool, exterior light fixtures, dumpsters and enclosures • Cleaned debris and leaves around sidewalks, parking lots and carports 03/31/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 39 0 / 0 1 / 0 0 0 Candlewood - 30 Units 74-000 Shadow Mountain Drive • Replaced seasonal color plants by the main entrance and pool area • Repaired pool heater, replaced header gasket and cleaned burner tray • Checked all fire extinguishers • Cleaned debris and leaves around parking lots and carports • Cleaned and detailed top railings, elevator, pools, laundry room, dumpsters and enclosures 03/31/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 22 0 / 0 0 / 0 0 0 Carlos Ortega Villas – 73 Units 77-915 Avenue of the States • Completed two (2) make ready units which include painting, cleaning and maintenance • Annual cleaning of Carlos Ortega mosaic mural • Replaced shower tiles separating at grout joints in the shower of units #106 and #1002 due to improper installation • Installed fire alarm with strobe light in unit #106, reasonable accommodation • Added refrigerant for A/C in unit #402, coil was leaking and needed to be replaced • Painted red curbs • Detailed clubhouse, office, pool and laundry rooms • Cleaned debris and leaves around sidewalks, parking lots and carports 03/31/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 57 0 / 0 2 / 0 0 0 Item 8A.1-1 Palm Desert Housing Authority Project Report April 2023 2 Catalina Gardens - 72 Units 73-600 Catalina Way • Installed a new gas valve pilot assembly kit in unit #C-1 • Annual inspection of all fire extinguishers • Installed new pool signage • Installed new security lights at the mailboxes • Detailed office, clubhouse, pool, restrooms, mailboxes and laundry room • Cleaned debris and leaves around walkways, carports, dumpster and enclosures 03/31/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 30 0 / 0 1 / 0 3 1 Desert Pointe - 64 Units 43-805 Monterey Avenue • Detailed laundry rooms • Refinished vanity and tub in unit #8 • Replaced failing concrete in step for stairs to units #53 and #55 • Replaced sliding glass door in unit #37 • Repaired broken washing machine door for laundry room A • Cleaned and detailed workshop, mailbox area, pool area and furniture • Cleaned debris and leaves around walkways, dumpster area, parking lots and carports 03/31/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 8 0 / 0 0 / 0 0 0 Laguna Palms - 48 Units 73-875 Santa Rosa Way • Repaired and refinished tub and enclosure in the bathroom of occupied unit #43 • Adjusted pressure regulator due to low water pressure in unit #24 • Replaced missing plants throughout the property • Cleaned and checked all light fixtures throughout the property • Cleaned and detailed laundry, pool area, dumpsters and enclosures 03/31/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 4 0 / 0 0 / 0 0 0 Item 8A.1-2 Palm Desert Housing Authority Project Report April 2023 3 La Rocca Villas - 27 Units 72-135 Golden Eagle Lane • Detailed clubhouse, restrooms and laundry room • Cleaned walkways, benches, lamp posts, exterior light fixtures and carports throughout the property • Cleaned debris and leaves around walkways, dumpster areas, parking lots and carports 03/31/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 17 0 / 0 0 / 0 0 0 Las Serenas - 150 Units 73-315 Country Club Drive • Completed one (1) make ready unit which includes painting, cleaning and maintenance • Removed acoustic ceiling in units #134, #166 and #190. Renovations are still in progress • Replaced water heater for unit #177 • Annual fire safety inspection • Painted exterior of the office entrance • Cleaned office, clubhouse, pool furniture, laundry and restrooms • Cleaned debris and leaves in carports and throughout the property • Cleaned and detailed lamp posts, exterior light fixtures, dumpsters and enclosures 03/31/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 60 0 / 0 0 / 1 1 2 Neighbors - 24 Units 73-535 Santa Rosa Way • Completed one (1) make ready unit which includes painting, cleaning, and maintenance • Unclogged main drains to units #14, #16 and #17 • Touch-up painted stairs and railings throughout the property • Cleaned and detailed pool, stairs, exterior light fixtures, dumpsters and enclosures • De-webbed, cleaned debris and leaves throughout the property 03/31/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 3 0 / 0 0 / 0 0 0 Item 8A.1-3 Palm Desert Housing Authority Project Report April 2023 4 One Quail Place - 384 Units 72-600 Fred Waring Dr. • Completed three (3) make ready units which include painting, cleaning, and maintenance • Repaired and refinished kitchen counter, tub and enclosure in units #2710, #3408 and #4002 • A/C repair in unit #2403, replaced blower motor • Installed new joist in the bedroom and living room of unit #1914 due to sagging and failing roof framing • Installed a grab bar in the bathroom of unit #902, reasonable accommodation • Water damage remediation in unit #403 and temporarily transferred the resident from unit #401 to unit #2710 • Installed new recessed LED lighting, kitchen cabinet and counter top at Headstart building • Installed shades for the windows in the leasing office • Replaced circulation pump motor for spa #2 • Installed missing plants throughout the property • Replaced wheel stops around the parking areas • Installed eight (8) new mailboxes on location #2, which were previously vandalized • Detailed laundry rooms • De-webbed, cleaned debris and leaves throughout the property • Cleaned and detailed boiler area, pools, sidewalks, parking areas, dumpsters and enclosures 03/31/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 132 0 / 0 3 / 2 5 4 Palm Village - 36 Units 73-650 Santa Rosa Way • Detailed laundry • Replaced old pad and carpet in the living room of occupied unit #318 • Five year inspection for all fire sprinklers • Annual maintenance for all fire extinguishers • Replaced missing plants throughout the property • Cleaned and checked all light fixtures throughout the property • Cleaned and detailed stairs, dumpster areas and enclosures 03/31/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 15 1 / 0 0 / 0 0 0 Item 8A.1-4 Palm Desert Housing Authority Project Report April 2023 5 Pueblos - 15 Units 73-695 Santa Rosa Way • Detailed laundry room • Repaired slab leak in the living room of unit #111, capped off the leak that was coming from the irrigation line and replaced the malfunctioned valve. Replaced water damaged drywall and padding in the living room and steam cleaned the carpet • Painted pool decks and fencing • Irrigation repair by the laundry room • Checked all fire extinguishers • Cleaned and detailed pool, pool furniture, dumpster area and enclosures • De-webbed and cleaned debris and leaves throughout property 03/31/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 50 0 / 1 0 / 0 0 0 Sage Crest Senior - 14 Units 73-811 Santa Rosa Way • Detailed elevator and 10 year service oil change • Checked all fire extinguishers • Power washed dumpster area and enclosures • De-webbed and cleaned debris and leaves throughout the property 03/31/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 5 0 / 0 0 / 0 0 0 Santa Rosa – 20 Units 73-625 Santa Rosa Way • Completed one (1) make ready unit which includes painting, cleaning, and maintenance • Detailed laundry room • Repaired and refinished kitchen counter, vanity, tub and enclosure in unit #8 • Replaced broken laundry door room knob and lock • Repaired leak behind the shower wall in unit #2. Moisture remediation in unit #2 after the repair job was completed and test result came clear • Cleaned stairs throughout property • De-webbed, cleaned debris and leaves around parking lots, dumpster area and enclosures 03/31/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 10 0 / 0 0 / 0 1 0 Item 8A.1-5 Palm Desert Housing Authority Project Report April 2023 6 Taos Palms - 16 Units 44-830 Las Palmas • Exterior renovation replacing trellis, restucco and paint in progress • Replaced sections of pool fencing due to deterioration and installed three (3) post base plates and anchor bolts • Cleaned and checked all light fixtures throughout the property • Cleaned and detailed roofs, dumpster areas and enclosures • De-webbed, cleaned debris and leaves throughout the property 03/31/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 7 0 / 0 0 / 0 0 0 03/31/23 TOTALS # of Service Request(s) TOTALS #Carpet/Vinyl Replacement Service Request(s) TOTALS #Carpet/Vinyl Replacement Move Out(s) TOTALS #Appliance(s) Replacement Service Request(s) TOTALS #Appliance(s) Replacement Move Out(s) 459 1 / 1 7 / 3 10 7 Item 8A.1-6 MONTHLY OCCUPANCY AND AVERAGE RENT SUMMARY SHEET APRIL 2023 AMI %Ann. Income Mo. Rent Ann. Income Mo. Rent Ann. Income Mo. Rent Ann. Income Mo. Rent 20%12,240 255 13,980 291 15,730 328 17,480 364 25%15,300 319 17,475 364 19,663 410 21,850 455 30%18,500 385 21,150 441 23,800 496 27,750 578 35%21,420 446 24,465 510 27,528 573 30,590 637 40%24,480 510 27,960 583 31,460 655 34,960 728 45%27,540 574 31,455 655 35,393 737 39,330 819 50%30,800 642 35,200 733 39,600 825 44,000 917 55%33,660 701 38,445 801 43,258 901 48,070 1,001 60%36,720 765 41,940 874 47,190 983 52,440 1,093 65%39,780 829 45,435 947 51,123 1,065 56,810 1,184 70%42,840 1,071 48,930 1,223 55,055 1,376 61,180 1,530 75%45,900 1,148 52,425 1,311 58,988 1,475 65,550 1,639 80%49,300 1,233 56,350 1,409 63,400 1,585 70,400 1,760 85%52,020 1,301 59,415 1,485 66,853 1,671 74,290 1,857 90%55,080 1,377 62,910 1,573 70,785 1,770 78,660 1,967 95%58,140 1,454 66,405 1,660 74,718 1,868 83,030 2,076 100%61,200 1,530 69,900 1,748 78,650 1,966 87,400 2,185 105%64,260 1,607 73,395 1,835 82,583 2,065 91,770 2,294 110%67,320 1,683 76,890 1,922 86,515 2,163 96,140 2,404 115%70,380 1,760 80,385 2,010 90,448 2,261 100,510 2,513 120%73,440 1,836 83,880 2,097 94,380 2,360 104,880 2,622 Riverside County Income Eligibility as of 7/1/2022. Monthly rent is exclusive of Utility Allowance. Extremely Low 0-30%Very Low 31-50%Low 51-80%Moderate 81%-120%Total 718 307 595 960 1,294 789 176 190 215 137 Average Mo. RentNo. of UnitsMulti-Family Complexes HOUSEHOLD SIZE 1 2 3 4 Extremely Low 0-30%Very Low 31-50%Low 51-80%Moderate 81%-120% Total 122 161 65 Senior Complexes Average Mo. RentNo. of Units 18 366 311 542 920 1,222 749 05/01/2023 Page 1 of 1 Summary Rpt #1 4.23Item 8A.1-7 REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT REPORTING MONTH: REPORT DATE:REPORTED BY:TERESA VAKILI "MULTI-FAMILY"141 UNITS 64 UNITS 48 UNITS 24 UNITS 384 UNITS 36 UNITS 20 UNITS 16 UNITS 733 UNITS OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR 1. VERY LOW: 20% OF MEDIAN a. Studio 1 211 1 211 b. 1 BR, 1 BA 5 237 4 221 13 220 22 224 c. 2 BR, 1 BA 3 196 3 253 4 264 3 217 13 235 d. 2 BR, 2 BA 2 243 2 253 4 248 e. Totals 20%5 5 3 2 18 4 3 0 40 2. VERY LOW: 21-25% OF MEDIAN a. Studio 6 264 6 264 b. 1 BR, 1 BA 14 307 4 295 5 303 36 291 59 296 c. 2 BR, 1 BA 2 325 6 335 2 315 10 329 d. 2 BR, 2 BA 4 315 10 319 14 318 e. Totals 21-25%14 10 7 4 52 2 0 0 89 3. VERY LOW: 26-30% OF MEDIAN a. Studio 2 323 2 323 b. 1 BR, 1 BA 13 390 3 372 2 340 10 379 28 380 c. 2 BR, 1 BA 5 408 2 384 1 374 1 380 9 396 d. 2 BR, 2 BA 2 396 6 410 8 407 e. Totals 26-30%13 5 2 2 21 2 1 1 47 4. VERY LOW: 31-35% OF MEDIAN a. Studio 2 379 2 379 b. 1 BR, 1 BA 5 451 1 441 9 443 15 446 c. 2 BR, 1 BA 1 488 3 475 1 534 5 489 d. 2 BR, 2 BA 2 488 13 494 15 493 e. Totals 31-35%5 3 1 2 25 1 0 0 37 5. VERY LOW: 36-40% OF MEDIAN a. Studio 1 466 1 466 b. 1 BR, 1 BA 8 517 5 517 13 517 c. 2 BR, 1 BA 3 548 7 570 2 565 4 553 16 561 d. 2 BR, 2 BA 2 537 14 565 16 562 e. Totals 36-40%8 1 3 2 26 2 0 4 46 6. VERY LOW: 41-45% OF MEDIAN a. Studio 1 530 1 530 b. 1 BR, 1 BA 8 607 6 560 10 573 24 581 c. 2 BR, 1 BA 3 662 3 621 3 647 1 652 10 644 d. 2 BR, 2 BA 2 652 8 652 10 652 e. Totals 41-45%8 1 6 2 21 3 3 1 45 7. VERY LOW: 46-50% OF MEDIAN a. Studio 5 585 1 598 6 588 b. 1 BR, 1 BA 10 685 2 672 8 661 20 674 c. 2 BR, 1 BA 1 732 2 740 10 727 6 731 5 719 24 727 d. 2 BR, 2 BA 2 702 10 726 12 722 e. Totals 46-50%10 6 5 2 28 6 5 0 62 Total very low =63 31 27 16 191 20 12 6 366 ·Percent of total 45.65%50.82%58.70%66.67%50.40%57.14%63.16%37.50%50.97% 8. LOWER: 51-55% OF MEDIAN a. Studio 0 - b. 1 BR, 1 BA 7 741 1 732 5 730 13 736 c. 2 BR, 1 BA 2 816 6 810 3 828 2 763 13 808 d. 2 BR, 2 BA 4 816 11 800 15 804 e. Totals 51-55%7 1 2 4 22 3 2 0 41 9. LOWER: 56-60% OF MEDIAN a. Studio 1 721 1 721 b. 1 BR, 1 BA 15 807 1 805 10 811 26 808 c. 2 BR, 1 BA 4 872 1 908 4 864 1 893 1 898 11 877 d. 2 BR, 2 BA 10 887 10 887 e. Totals 56-60%15 2 4 0 21 4 1 1 48 NEIGHBORS Apr-23 5/1/2023 CALIFORNIA VILLAS DESERT POINTE LAGUNA PALMS ONE QUAIL PLACE PALM VILLAGE SANTA ROSA TAOS PALMS TOTALS 05/01/2023 Page 1 of 4 Rpt #1 Multi-Family 4.23Item 8A.1-8 REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT "MULTI-FAMILY"141 UNITS 64 UNITS 48 UNITS 24 UNITS 384 UNITS 36 UNITS 20 UNITS 16 UNITS 733 UNITS OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR NEIGHBORS CALIFORNIA VILLAS DESERT POINTE LAGUNA PALMS ONE QUAIL PLACE PALM VILLAGE SANTA ROSA TAOS PALMS TOTALS 10. LOWER: 61-65% OF MEDIAN a. Studio 3 724 1 785 4 739 b. 1 BR, 1 BA 10 868 1 776 1 886 13 845 25 853 c. 2 BR, 1 BA 1 867 7 957 4 975 2 924 14 951 d. 2 BR, 2 BA 14 982 14 982 e. Totals 61-65%10 4 3 0 34 4 0 2 57 11. LOWER: 66-70% OF MEDIAN a. Studio 1 908 1 908 b. 1 BR, 1 BA 5 1,154 1 1,133 4 1,120 10 1,138 c. 2 BR, 1 BA 3 1,153 2 1,161 1 1,286 6 1,178 d. 2 BR, 2 BA 8 1,218 8 1,218 e. Totals 66-70%5 1 1 0 15 2 1 0 25 12. LOWER: 71-75% OF MEDIAN a. Studio 3 949 3 949 b. 1 BR, 1 BA 6 1,154 3 1,117 9 1,142 c. 2 BR, 1 BA 2 1,400 1 1,385 1 1,385 1 1,390 5 1,392 d. 2 BR, 2 BA 1 1,230 5 1,368 6 1,345 e. Totals 71-75%6 3 0 1 10 1 1 1 23 13. LOWER: 76-80% OF MEDIAN a. Studio 2 966 1 908 3 947 b. 1 BR, 1 BA 7 1,115 2 1,056 9 1,102 c. 2 BR, 1 BA 3 1,434 1 1,424 4 1,432 d. 2 BR, 2 BA 5 1,389 5 1,389 e. Totals 76-80%7 2 1 0 10 0 0 1 21 Total lower =50 13 11 5 112 14 5 5 215 ·Percent of total 36.23%21.31%23.91%20.83%29.55%40.00%26.32%31.25%29.94% 14. MODERATE: 81-120% OF MEDIAN a. Studio 5 956 5 956 b. 1 BR, 1 BA 24 1,149 8 1,119 2 1,172 27 1,125 61 1,135 c. 2 BR, 1 BA 1 1,509 3 1,478 6 1,423 19 1,456 1 1,509 2 1,509 5 1,451 37 1,457 d. 2 BR, 2 BA 1 1,509 3 1,452 30 1,448 34 1,450 Total moderate =25 17 8 3 76 1 2 5 137 Percent of total 18.12%27.87%17.39%12.50%20.05%2.86%10.53%31.25%19.08% 15. Total units occupied:138 61 46 24 379 35 19 16 718 16. Occupancy rate =98%95%96%100%99%97%95%100%98% NOTE: For each project, to calculate average rent for a unit type at an income level, divide the total rental income of that unit type at that income level by the number of occupied units of that unit type at that income level.Occ Rate excluding properties under const/renov 98% 05/01/2023 Page 2 of 4 Rpt #1 Multi-Family 4.23Item 8A.1-9 REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT REPORTING MONTH: REPORT DATE:REPORTED BY:TERESA VAKILI "SENIOR PROPERTIES"30 UNITS 73 UNITS 72 UNITS 27 UNITS 150 UNITS 15 UNITS 14 UNITS 381 UNITS OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR 1. VERY LOW: 20% OF MEDIAN a. Studio 1 291 4 198 3 224 8 219 b. 1 BR, 1 BA 2 222 1 328 1 222 5 250 4 238 13 246 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 20%2 2 5 5 7 0 0 21 2. VERY LOW: 21-25% OF MEDIAN a. Studio 8 344 15 256 17 283 40 285 b. 1 BR, 1 BA 3 260 1 295 4 318 5 312 2 297 1 295 16 300 c. 2 BR, 1 BA 1 322 1 322 d. 2 BR, 2 BA 0 - e. Totals 21-25%4 8 16 4 22 2 1 57 3. VERY LOW: 26-30% OF MEDIAN a. Studio 6 419 5 314 14 364 25 367 b. 1 BR, 1 BA 1 372 4 372 4 403 5 400 2 354 2 372 18 385 c. 2 BR, 1 BA 1 408 1 408 d. 2 BR, 2 BA 0 - e. Totals 26-30%2 6 9 4 19 2 2 44 4. VERY LOW: 31-35% OF MEDIAN a. Studio 7 477 4 366 9 425 20 431 b. 1 BR, 1 BA 7 433 2 573 6 432 3 464 6 464 2 417 3 423 29 450 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 31-35%7 9 10 3 15 2 3 49 5. VERY LOW: 36-40% OF MEDIAN a. Studio 6 561 5 453 11 505 22 508 b. 1 BR, 1 BA 2 514 1 655 3 494 2 524 4 565 2 486 14 532 c. 2 BR, 1 BA 1 567 1 567 d. 2 BR, 2 BA 0 - e. Totals 36-40%3 7 8 2 15 2 0 37 6. VERY LOW: 41-45% OF MEDIAN a. Studio 7 634 5 505 12 571 24 575 b. 1 BR, 1 BA 5 531 1 654 1 586 9 604 4 554 1 586 21 578 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 41-45%5 8 6 0 21 4 1 45 7. VERY LOW: 46-50% OF MEDIAN a. Studio 8 714 3 585 4 666 15 676 b. 1 BR, 1 BA 2 629 2 783 2 629 1 706 5 719 3 641 15 687 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 46-50%2 10 5 1 9 0 3 30 Total very low =25 50 59 19 108 12 10 283 ·Percent of total 89.29%71.43%85.51%70.37%75.00%85.71%71.43%77.32% 8. LOWER: 51-55% OF MEDIAN a. Studio 3 771 2 607 3 692 8 700 b. 1 BR, 1 BA 2 732 1 901 1 732 3 811 1 734 8 783 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 51-55%2 4 3 0 6 1 0 16 9. LOWER: 56-60% OF MEDIAN a. Studio 2 874 1 625 4 760 7 773 b. 1 BR, 1 BA 2 805 3 823 1 805 6 814 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 56-60%0 2 3 0 7 0 1 13 Apr-23 5/1/2023 PUEBLOS TOTALS SAGE CREST SR.CANDLEWOOD LAS SERENASCARLOS ORTEGA LA ROCCA VILLASCATALINA 05/01/2023 Page 3 of 4 Rpt #1 Senior 4.23Item 8A.1-10 REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT "SENIOR PROPERTIES"30 UNITS 73 UNITS 72 UNITS 27 UNITS 150 UNITS 15 UNITS 14 UNITS 381 UNITS OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR PUEBLOS TOTALS SAGE CREST SR.CANDLEWOOD LAS SERENASCARLOS ORTEGA LA ROCCA VILLASCATALINA 10. LOWER: 61-65% OF MEDIAN a. Studio 6 929 3 880 9 913 b. 1 BR, 1 BA 1 776 2 815 1 975 1 778 1 878 6 840 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 61-65%0 6 1 2 4 1 1 15 11. LOWER: 66-70% OF MEDIAN a. Studio 4 1,173 1 1,005 3 1,135 8 1,138 b. 1 BR, 1 BA 1 1,021 1 1,133 2 1,077 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 66-70%0 4 2 0 3 0 1 10 12. LOWER: 71-75% OF MEDIAN a. Studio 2 1,154 1 1,135 3 1,148 b. 1 BR, 1 BA 2 1,175 1 1,385 1 1,133 4 1,217 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 71-75%0 2 0 2 2 0 1 7 13. LOWER: 76-80% OF MEDIAN a. Studio 3 1,135 3 1,135 b. 1 BR, 1 BA 1 1,419 1 1,419 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 76-80%0 0 0 0 4 0 0 4 Total lower =2 18 9 4 26 2 4 65 Percent of total 7.14%25.71%13.04%14.81%18.06%14.29%28.57%17.76% 14. MODERATE: 81-120% OF MEDIAN a. Studio 1 1,202 1 1,062 8 1,132 10 1,132 b. 1 BR, 1 BA 4 1,182 2 1,464 6 1,276 c. 2 BR, 1 BA 1 1,509 1 1,509 d. 2 BR, 2 BA 1 1,509 1 1,509 Total moderate =1 2 1 4 10 0 0 18 Percent of total 3.57%2.86%1.45%14.81%6.94%0.00%0.00%4.92% 15. Total units occupied:28 70 69 27 144 14 14 366 16. Occupancy rate =93%96%96%100% 96%93%100%96%NOTE: For each project, to calculate average rent for a unit type at an income level, divide the total rental income of that unit typeat that income level by the number of occupied units of that unit type at that income level.Occ Rate excluding properties under const/renov 98% 05/01/2023 Page 4 of 4 Rpt #1 Senior 4.23Item 8A.1-11 REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT: REPORTING MONTH:Apr-23 "MULTI-FAMILY PROPERTIES"REPORTED BY: Teresa Vakili REPORT DATE: 5/1/2023 CALIFORNIA DESERT LAGUNA ONE QUAIL PALM SANTA TAOS MONTHLY INCOME LEVEL AVAILABLE VILLAS POINTE PALMS PLACE VILLAGE ROSA PALMS TOTALS OF OCCUPANT UNITS 141 64 48 24 384 36 20 16 733 REVENUE VERY LOW Up to 50% Occupied units 63 31 27 16 191 20 12 6 366 Total rental income 28,650 11,473 12,347 7,296 87,160 10,367 6,561 3,244 167,098 Per occupied unit 455 370 457 456 456 518 547 541 457 LOWER: 51% --> 80% Occupied units 50 13 11 5 112 14 5 5 215 Total rental income 46,471 11,118 9,474 4,494 110,663 13,547 5,090 5,560 206,417 Per occupied unit 929 855 861 899 988 968 1,018 1,112 960 MODERATE: 81% --> 120% Occupied units 25 17 8 3 76 1 2 5 137 Total rental income 29,085 19,675 10,882 4,356 101,479 1,509 3,018 7,255 177,259 Per occupied unit 1,163 1,157 1,360 1,452 1,335 1,509 1,509 1,451 1,294 Summary Income: Rental 104,206 42,266 32,704 16,146 299,302 25,423 14,669 16,059 550,775 Other Income: Laundry - 856 344 241 3,352 484 148 140 5,565 Other (1,561) (5,658) (1,325) (2,241) 9,965 (755) (1,266) (1,158) (4,000) Total Operating Income 102,645 37,464 31,723 14,146 312,619 25,152 13,551 15,041 552,340 Occupied Units 138 61 46 24 379 35 19 16 718 Income per occupied unit 744 614 690 589 825 719 713 940 769 EXPENSES Operating Expenses: Payroll 20,055 10,737 10,674 3,755 76,854 5,911 4,180 3,068 135,235 Per occupied unit 145 176 232 156 203 169 220 192 188 Administrative 7,342 3,350 2,912 1,697 22,523 4,153 1,952 806 44,737 Per occupied unit 53 55 63 71 59 119 103 50 62 Advertising/Promotion - - - - 91 - - - 91 Per occupied unit - - - - 0 - - - 0 Contract Services 5,753 2,662 2,826 2,004 12,343 2,156 1,951 2,726 32,422 Per occupied unit 42 44 61 84 33 62 103 170 45 Utility Services 8,556 5,910 5,466 1,878 15,673 2,530 1,422 1,167 42,602 Per occupied unit 62 97 119 78 41 72 75 73 59 Maintenance 13,970 4,723 7,130 1,053 51,540 3,366 6,638 4,309 92,729 Per occupied unit 101 77 155 44 136 96 349 269 129 Replacement expense 716 8,533 645 - 20,919 224 645 191,832 223,515 Per occupied unit 5 140 14 - 55 6 34 11,990 311 Capital expense - - - - - - - - - Per occupied unit - - - - - - - - - Total Operating Expenses 56,392 35,917 29,653 10,387 199,941 18,340 16,789 203,909 571,330 Per occupied unit 409 589 645 433 528 524 884 12,744 796 Summary Revenue and Expenses Total Operating Income 102,645 37,464 31,723 14,146 312,619 25,152 13,551 15,041 552,340 Total Operating Expenses 56,392 35,917 29,653 10,387 199,941 18,340 16,789 203,909 571,330 Monthly Net Operating Income 46,253 1,547 2,070 3,759 112,677 6,811 (3,239) (188,868) (18,990) Per occupied unit 335 25 45 157 297 195 (170) (11,804) (26) FYTD Net Operating Income* 323,112 97,444 749 34,963 1,066,271 70,113 2,142 24,775 1,619,568 Previous Fiscal Year NOI (6/30/2022)*332,813 91,677 51,871 26,170 1,055,463 81,422 (1,445) 8,946 1,646,918 NEIGHBORS * For comparison purposes, Net Operating Income YTD excludes all capital expenditures and corresponding reimbursement, as those are typically paid from replacement reserve funds and/or bond funds at this time (not PDHA revenue). 05/01/2023 Page 1 of 2 Rpt #2 Multi-Family 4.23 Item 8A.1-12 REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT: REPORTING MONTH:Apr-23 "SENIOR PROPERTIES"REPORTED BY: Teresa Vakili REPORT DATE: 5/1/2023 CANDLEWOOD CARLOS CATALINA LA ROCCA LAS PUEBLOS SAGECREST MONTHLY INCOME LEVEL AVAILABLE ORTEGA GARDENS VILLAS SERENAS SR.TOTALS OF OCCUPANT UNITS 30 73 72 27 150 15 14 381 REVENUE VERY LOW: Up to 50% Occupied units 25 50 59 19 108 12 10 283 Total rental income 10,865 26,761 22,134 7,280 48,062 5,324 4,817 125,243 Per occupied unit 435 535 375 383 445 444 482 443 LOWER: 51% --> 80% Occupied units 2 18 9 4 26 2 4 65 Total rental income 1,464 17,536 6,983 3,980 24,382 1,512 3,949 59,806 Per occupied unit 732 974 776 995 938 756 987 920 MODERATE: 81% --> 120% Occupied units 1 2 1 4 10 - - 18 Total rental income 1,509 2,711 1,062 4,728 11,984 21,994 Per occupied unit 1,509 1,356 1,062 1,182 1,198 1,222 Summary Income: Rental 13,838 47,008 30,179 15,988 84,428 6,836 8,766 207,043 Other Income: Laundry - 10 153 - 571 - - 735 Other 283 (1,374) (949) (322) 2,397 216 - 250 Total operating income 14,121 45,644 29,383 15,666 87,396 7,052 8,766 208,027 Occupied Units 28 70 69 27 144 14 14 366 Income per occupied unit 504 652 426 580 607 504 626 568 EXPENSES Operating Expenses: Payroll 5,743 14,624 13,079 5,769 16,753 3,327 2,449 61,744 Per occupied unit 205 209 190 214 116 238 175 169 Administrative 1,789 4,235 4,993 1,366 7,742 1,144 1,229 22,498 Per occupied unit 64 61 72 51 54 82 88 61 Advertising/promotion - - (1,044) 10 - - - (1,034) Per occupied unit - - (15) 0 - - - (3) Contract services 1,568 3,650 3,790 2,168 6,455 1,303 1,045 19,979 Per occupied unit 56 52 55 80 45 93 75 55 Utility services 2,478 8,774 5,052 3,458 10,170 941 1,056 31,930 Per occupied unit 89 125 73 128 71 67 75 87 Maintenance 4,549 4,382 7,259 1,599 11,552 5,338 252 34,931 Per occupied unit 162 63 105 59 80 381 18 95 Replacement expense - - 2,362 - 5,800 - - 8,161 Per occupied unit - - 34 - 40 - - 22 Capital expense - - - - - - - - Per occupied unit - - - - - - - - Total Operating Expenses 16,128 35,665 35,490 14,369 58,472 12,053 6,031 178,209 Per occupied unit 576 510 514 532 406 861 431 487 Summary Revenue and Expenses Total Operating Income 14,121 45,644 29,383 15,666 87,396 7,052 8,766 208,027 Total Operating Expenses 16,128 35,665 35,490 14,369 58,472 12,053 6,031 178,209 Monthly Net Operating Income (2,007) 9,979 (6,108) 1,297 28,924 (5,001) 2,735 29,819 Per occupied unit (72) 143 (89) 48 201 (357) 195 81 FYTD Net Operating Income* (25,067) 60,921 (56,163) (33,691) 265,482 (15,580) 7,301 203,203 Previous Fiscal Year NOI (6/30/2022)* (22,296) 123,967 (43,854) (16,993) 246,684 (18,760) 6,905 275,653 * For comparison purposes, Net Operating Income YTD excludes all capital expenditures and corresponding reimbursement, as those are typically paid from replacement reserve funds and/or bond funds at this time (not PDHA revenue) 05/01/2023 Page 2 of 2 Rpt #2 Senior 4.23 Item 8A.1-13 MONTHLY OCCUPANCY STATUS REPORT REPORTING MONTH: APR-23 REPORT DATE: 5/1/2023 TERESA VAKILI "MULTI-FAMILY PROPERTIES"Apr-22 May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 California Villas a.Total Units in Complex 141 141 141 141 141 141 141 141 141 141 141 141 141 b.Vacant Units 5 5 4 5 8 7 5 2 3 4 2 1 3 c.Occupied Units 136 136 137 136 133 134 136 139 138 137 139 140 138 d.Pending Leases 3 3 2 1 5 5 6 5 6 5 2 3 3 e.Ending Occupied & Pre-leased 139 139 139 137 138 139 142 144 144 142 141 143 141 f.Down Units 0 0 0 1 1 1 0 0 0 0 0 0 0 g.Number of Wait List Contactees 50 40 35 75 52 30 40 50 40 50 40 40 40 h.Re-Cert Pkts Sent Out During Month 9 10 11 11 8 10 11 6 12 9 3 9 5 i.Number of Traffic Qualified 12 10 16 14 10 12 15 10 15 25 20 18 20 j.Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Desert Pointe a.Total Units in Complex 64 64 64 64 64 64 64 64 64 64 64 64 64 b.Vacant Units 4 3 3 2 1 2 2 1 1 1 2 2 3 c.Occupied Units 60 61 61 62 63 62 62 63 63 63 62 62 61 d.Pending Leases 2 2 2 1 0 0 1 0 0 0 0 2 1 e.Ending Occupied & Pre-leased 62 63 63 63 63 62 63 63 63 63 62 64 62 f.Down Units 2 1 1 1 1 1 1 1 1 1 1 1 1 g.Number of Wait List Contactees 37 23 19 12 0 15 10 0 0 0 16 15 68 h.Re-Cert Pkts Sent Out During Month 2 5 6 5 4 2 7 3 3 6 4 6 2 i.Number of Traffic Qualified 9 8 7 33 16 10 9 7 13 9 15 30 15 j.Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Laguna Palms a.Total Units in Complex 48 48 48 48 48 48 48 48 48 48 48 48 48 b.Vacant Units 0 1 1 2 3 6 5 6 5 1 1 2 2 c.Occupied Units 48 47 47 46 45 42 43 42 43 47 47 46 46 d.Pending Leases 0 1 1 1 1 3 5 6 4 1 1 0 1 e.Ending Occupied & Pre-leased 48 48 48 47 46 45 48 48 47 48 48 46 47 f.Down Units 0 0 0 1 1 1 0 1 1 0 0 1 1 g.Number of Wait List Contactees 35 35 30 45 55 60 55 50 45 50 35 25 20 h.Re-Cert Pkts Sent Out During Month 2 3 6 1 8 3 3 3 4 3 2 1 4 i.Number of Traffic Qualified 7 8 5 4 7 5 8 10 7 9 8 12 10 j.Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Neighbors a.Total Units in Complex 24 24 24 24 24 24 24 24 24 24 24 24 24 b.Vacant Units 0 0 0 0 0 0 0 0 0 0 0 1 0 c.Occupied Units 24 24 24 24 24 24 24 24 24 24 24 23 24 d.Pending Leases 0 0 0 0 0 0 0 0 0 0 0 1 0 e.Ending Occupied & Pre-leased 24 24 24 24 24 24 24 24 24 24 24 24 24 f.Down Units 0 0 0 0 0 0 0 0 0 0 0 0 0 g.Number of Wait List Contactees 0 0 0 0 0 0 0 0 0 0 7 10 0 h.Re-Cert Pkts Sent Out During Month 2 0 2 1 4 1 0 4 3 0 1 2 3 i.Number of Traffic Qualified 8 4 3 15 9 5 7 5 7 4 8 27 9 j.Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 One Quail Place a.Total Units in Complex 384 384 384 384 384 384 384 384 384 384 384 384 384 b.Vacant Units 8 3 6 9 9 11 10 14 13 9 7 6 5 c.Occupied Units 376 381 378 375 375 373 374 370 371 375 377 378 379 d.Pending Leases 10 4 9 9 9 8 4 4 6 4 6 6 5 e.Ending Occupied & Pre-leased 386 385 387 384 384 381 378 374 377 379 383 384 384 f.Down Units 1 1 1 0 1 3 3 5 5 6 2 1 1 g.Number of Wait List Contactees 186 210 179 181 196 150 110 128 123 211 98 133 110 h.Re-Cert Pkts Sent Out During Month 17 30 23 23 24 23 11 29 37 29 32 25 22 i.Number of Traffic Qualified 40 84 54 77 63 46 34 12 19 93 38 93 46 j.Number of Traffic Non-Qualified 26 7 12 3 5 2 4 1 2 1 1 3 3 05/01/2023 Page 1 of 4 MOS Multi-Family 4.23Item 8A.1-14 MONTHLY OCCUPANCY STATUS REPORT "MULTI-FAMILY PROPERTIES"Apr-22 May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 Palm Village a. Total Units in Complex 36 36 36 36 36 36 36 36 36 36 36 36 36 b. Vacant Units 1 1 1 1 2 2 2 0 0 2 2 1 1 c. Occupied Units 35 35 35 35 34 34 34 36 36 34 34 35 35 d. Pending Leases 1 1 1 1 2 0 0 0 0 1 1 0 0 e. Ending Occupied & Pre-leased 36 36 36 36 36 34 34 36 36 35 35 35 35 f. Down Units 0 0 0 0 0 0 0 0 0 1 1 1 1 g. Number of Wait List Contactees 35 35 30 45 55 60 55 50 45 50 15 25 20 h. Re-Cert Pkts Sent Out During Month 1 4 2 4 4 2 2 4 3 2 3 3 2 i. Number of Traffic Qualified 4 6 3 2 4 4 6 4 3 4 4 7 5 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Santa Rosa a. Total Units in Complex 20 20 20 20 20 20 20 20 20 20 20 20 20 b. Vacant Units 4 4 4 5 5 3 3 2 4 2 1 1 1 c. Occupied Units 16 16 16 15 15 17 17 18 16 18 19 19 19 d. Pending Leases 0 0 0 0 1 1 1 0 2 1 0 1 1 e. Ending Occupied & Pre-leased 16 16 16 15 16 18 18 18 18 19 19 20 20 f. Down Units 4 4 4 4 4 2 2 2 1 1 1 0 0 g. Number of Wait List Contactees 33 35 30 45 55 60 15 50 45 50 10 25 25 h. Re-Cert Pkts Sent Out During Month 3 0 1 1 2 1 1 1 1 1 1 0 2 i. Number of Traffic Qualified 4 2 3 0 2 0 5 3 2 3 3 5 5 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Taos Palms a. Total Units in Complex 16 16 16 16 16 16 16 16 16 16 16 16 16 b. Vacant Units 0 0 0 0 0 1 0 0 0 0 0 0 0 c. Occupied Units 16 16 16 16 16 15 16 16 16 16 16 16 16 d. Pending Leases 0 0 0 0 0 0 0 0 0 0 0 0 0 e. Ending Occupied & Pre-leased 16 16 16 16 16 15 16 16 16 16 16 16 16 f. Down Units 0 0 0 0 0 0 0 0 0 0 0 0 0 g. Number of Wait List Contactees 0 0 0 0 0 10 0 0 0 0 0 0 0 h. Re-Cert Pkts Sent Out During Month 2 1 0 2 2 1 1 1 1 2 1 2 0 i. Number of Traffic Qualified 6 3 3 4 6 3 3 5 3 4 3 4 5 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 SUMMARY MULTI-FAMILY PROPERTIES Apr-22 May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 a. Total Units in Complex 733 733 733 733 733 733 733 733 733 733 733 733 733 b. Vacant Units 22 17 19 24 28 32 27 25 26 19 15 14 15 c. Occupied Units 711 716 714 709 705 701 706 708 707 714 718 719 718 d. Pending Leases 16 11 15 13 18 17 17 15 18 12 10 13 11 e. Ending Occupied & Pre-leased 727 727 729 722 723 718 723 723 725 726 728 732 729 f. Down Units 7 6 6 7 8 8 6 9 8 9 5 4 4 g. Number of Wait List Contactees 376 378 323 403 413 385 285 328 298 411 221 273 283 h. Re-Cert Pkts Sent Out During Month 38 53 51 48 56 43 36 51 64 52 47 48 40 i. Number of Traffic Qualified 90 125 94 149 117 85 87 56 69 151 99 196 115 j. Number of Traffic Non-Qualified 26 7 12 3 5 2 4 1 2 1 1 3 3 05/01/2023 Page 2 of 4 MOS Multi-Family 4.23Item 8A.1-15 MONTHLY OCCUPANCY STATUS REPORT REPORTING MONTH: APR-23 REPORT DATE: 5/1/2023 TERESA VAKILI "SENIOR PROPERTIES"Apr-22 May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 Candlewood a. Total Units in Complex 30 30 30 30 30 30 30 30 30 30 30 30 30 b. Vacant Units 0 0 1 1 0 0 0 0 1 1 2 2 2 c. Occupied Units 30 30 29 29 30 30 30 30 29 29 28 28 28 d. Pending Leases 0 0 0 1 0 0 0 0 0 0 0 0 0 e. Ending Occupied & Pre-leased 30 30 29 30 30 30 30 30 29 29 28 28 28 f. Down Units 0 0 0 0 0 0 0 0 0 1 2 2 2 g. Number of Wait List Contactees 32 15 23 36 0 0 0 0 10 10 5 19 16 h. Re-Cert Pkts Sent Out During Month 1 2 6 6 3 3 2 4 4 4 3 1 5 i. Number of Traffic Qualified 9 3 8 2 12 8 13 8 4 11 10 8 4 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Carlos Ortega a. Total Units in Complex 73 73 73 73 73 73 73 73 73 73 73 73 73 b. Vacant Units 1 3 3 2 0 0 1 1 2 1 3 3 3 c. Occupied Units 72 70 70 71 73 73 72 72 71 72 70 70 70 d. Pending Leases 1 2 1 2 1 2 2 0 1 1 0 3 2 e. Ending Occupied & Pre-leased 73 72 71 73 74 75 74 72 72 73 70 73 72 f. Down Units 0 0 0 0 0 0 0 0 0 1 2 2 1 g. Number of Wait List Contactees 38 83 101 85 117 81 89 76 95 50 14 42 72 h. Re-Cert Pkts Sent Out During Month 12 4 12 1 5 3 3 2 3 12 5 7 7 i. Number of Traffic Qualified 9 2 5 4 4 7 2 3 1 2 6 2 1 j. Number of Traffic Non-Qualified 3 1 0 0 0 1 2 0 1 2 1 0 0 Catalina Gardens a. Total Units in Complex 72 72 72 72 72 72 72 72 72 72 72 72 72 b. Vacant Units 2 2 2 1 2 2 2 2 2 3 2 3 3 c. Occupied Units 70 70 70 71 70 70 70 70 70 69 70 69 69 d. Pending Leases 1 1 1 0 2 0 1 1 0 1 1 0 1 e. Ending Occupied & Pre-leased 71 71 71 71 72 70 71 71 70 70 71 69 70 f. Down Units 0 0 0 0 0 0 0 0 0 0 0 0 0 g. Number of Wait List Contactees 75 87 111 92 81 88 101 96 83 89 76 68 71 h. Re-Cert Pkts Sent Out During Month 2 2 9 12 9 4 4 3 6 2 6 12 10 i. Number of Traffic Qualified 31 29 25 18 6 21 13 27 14 37 21 17 8 j. Number of Traffic Non-Qualified 1 0 0 0 0 1 1 1 1 1 1 2 0 La Rocca Villas a. Total Units in Complex 27 27 27 27 27 27 27 27 27 27 27 27 27 b. Vacant Units 0 0 0 0 0 0 0 0 0 0 0 0 0 c. Occupied Units 27 27 27 27 27 27 27 27 27 27 27 27 27 d. Pending Leases 0 0 0 0 1 0 0 0 0 0 0 0 0 e. Ending Occupied & Pre-leased 27 27 27 27 28 27 27 27 27 27 27 27 27 f. Down Units 0 0 0 0 0 0 0 0 0 0 0 0 0 g. Number of Wait List Contactees 0 0 0 0 15 0 0 0 0 0 0 0 10 h. Re-Cert Pkts Sent Out During Month 2 1 4 1 2 0 4 2 1 1 2 4 2 i. Number of Traffic Qualified 17 20 22 20 20 41 7 4 10 4 10 3 11 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Las Serenas a. Total Units in Complex 150 150 150 150 150 150 150 150 150 150 150 150 150 b. Vacant Units 5 3 5 3 3 6 4 4 4 8 7 7 6 c. Occupied Units 145 147 145 147 147 144 146 146 146 142 143 143 144 d. Pending Leases 2 2 3 2 0 2 1 2 3 4 4 2 2 e. Ending Occupied & Pre-leased 147 149 148 149 147 146 147 148 149 146 147 145 146 f. Down Units 3 2 2 2 3 4 4 3 3 4 4 4 4 g. Number of Wait List Contactees 45 12 50 12 15 149 130 61 33 54 15 33 31 h. Re-Cert Pkts Sent Out During Month 9 14 18 15 12 18 10 9 8 10 3 4 8 i. Number of Traffic Qualified 36 42 48 47 22 48 27 25 30 41 35 37 34 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 05/01/2023 Page 3 of 4 MOS Senior 4.23Item 8A.1-16 MONTHLY OCCUPANCY STATUS REPORT "SENIOR PROPERTIES"Apr-22 May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 Pueblos a. Total Units in Complex 15 15 15 15 15 15 15 15 15 15 15 15 15 b. Vacant Units 0 0 0 0 0 0 0 0 0 1 1 1 1 c. Occupied Units 15 15 15 15 15 15 15 15 15 14 14 14 14 d. Pending Leases 0 0 0 0 0 0 0 0 0 0 1 1 1 e. Ending Occupied & Pre-leased 15 15 15 15 15 15 15 15 15 14 15 15 15 f. Down Units 0 0 0 0 0 0 0 0 0 0 0 0 0 g. Number of Wait List Contactees 0 6 4 17 8 0 0 10 15 18 9 17 9 h. Re-Cert Pkts Sent Out During Month 1 1 1 3 0 0 0 0 0 1 1 3 3 i. Number of Traffic Qualified 2 5 4 1 2 3 2 3 4 11 5 4 2 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Sage Crest Sr. a. Total Units in Complex 14 14 14 14 14 14 14 14 14 14 14 14 14 b. Vacant Units 0 1 2 2 2 1 2 0 0 0 0 0 0 c. Occupied Units 14 13 12 12 12 13 12 14 14 14 14 14 14 d. Pending Leases 0 0 0 0 2 0 1 0 0 0 0 0 0 e. Ending Occupied & Pre-leased 14 13 12 12 14 13 13 14 14 14 14 14 14 f. Down Units 0 0 0 0 0 0 0 0 0 0 0 0 0 g. Number of Wait List Contactees 18 12 8 7 10 5 16 12 5 4 0 0 0 h. Re-Cert Pkts Sent Out During Month 0 2 2 2 1 0 0 0 2 2 2 1 1 i. Number of Traffic Qualified 2 0 3 2 2 3 2 6 5 1 3 3 1 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 SUMMARY SENIOR PROPERTIES Apr-22 May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 a. Total Units in Complex 381 381 381 381 381 381 381 381 381 381 381 381 381 b. Vacant Units 8 9 13 9 7 9 9 7 9 14 15 16 15 c. Occupied Units 373 372 368 372 374 372 372 374 372 367 366 365 366 d. Pending Leases 4 5 5 5 6 4 5 3 4 6 6 6 6 e. Ending Occupied & Pre-leased 377 377 373 377 380 376 377 377 376 373 372 371 372 f. Down Units 3 2 2 2 3 4 4 3 3 6 8 8 7 g. Number of Wait List Contactees 208 215 297 249 246 323 336 255 241 225 119 179 209 h. Re-Cert Pkts Sent Out During Month 27 26 52 40 32 28 23 20 24 32 22 32 36 i. Number of Traffic Qualified 106 101 115 94 68 131 66 76 68 107 90 74 61 j. Number of Traffic Non-Qualified 4 1 0 0 0 2 3 1 2 3 2 2 0 05/01/2023 Page 4 of 4 MOS Senior 4.23Item 8A.1-17 [This page has intentionally been left blank.] Palm Desert Housing Authority Project Report May 2023 1 California Villas - 141 Units 77-107 California Drive • Completed two (2) make ready units which include painting, cleaning and maintenance • Refinished tub and enclosure in unit #F-17 • Installed gas regular to the gas line outside of units #H-6 and #H-10 • Replaced deteriorated pool base plates to repair pool handrail • Put two (2) new pool umbrellas • Irrigation repair by Building A, C, F, G and I • Installed two (2) sheet metal light shields on light post fixtures by Building H • Cleaned and detailed pool, exterior light fixtures, dumpsters and enclosures • Cleaned debris and leaves around sidewalks, parking lots and carports 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 104 0 / 0 1 / 0 0 0 Candlewood - 30 Units 74-000 Shadow Mountain Drive • Put new pool umbrella • Removed and replaced aged and rusted spa handrail • Irrigation repair by Building A and B • Replaced failing beam hangers and ledger near the South entrance • Checked all fire extinguishers • Cleaned debris and leaves around parking lots and carports • Cleaned and detailed top railings, elevator, pools, laundry room, dumpsters and enclosures 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 12 0 / 0 0 / 0 0 0 Carlos Ortega Villas – 73 Units 77-915 Avenue of the States • Completed one (1) make ready unit which includes painting, cleaning and maintenance • Replaced missing or dead plants front entrance • Detailed clubhouse, office, pool and laundry rooms • Cleaned debris and leaves around sidewalks, parking lots and carports 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 9 0 / 0 2 / 0 0 0 Item 8A.2-1 Palm Desert Housing Authority Project Report May 2023 2 Catalina Gardens - 72 Units 73-600 Catalina Way • Completed one (1) make ready unit which includes painting, cleaning and maintenance • Replaced leaking A/C line set in unit #D-4 • Replaced missing plants throughout the property • Irrigation repair by Building A, B and P • Detailed office, clubhouse, pool, restrooms, mailboxes and laundry room • Cleaned debris and leaves around walkways, carports, dumpster and enclosures 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 45 0 / 0 0 / 0 1 0 Desert Pointe - 64 Units 43-805 Monterey Avenue • Completed one (1) make ready unit which includes painting, cleaning and maintenance • Detailed laundry rooms • Repaired and refinished kitchen counter, vanity, tub and enclosure in unit #10 • Replaced failing trellis beam in unit #25 • Removed two trip hazards on sidewalks near unit #6 and #56 • Cleaned and detailed workshop, mailbox area, pool area and furniture • Cleaned debris and leaves around walkways, dumpster area, parking lots and carports 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 7 0 / 0 0 / 0 0 0 Laguna Palms - 48 Units 73-875 Santa Rosa Way • Repaired and refinished tub and enclosure in the bathroom of unit #5 • Repaired leaking water line in the kitchen of unit #29 • Repaired leaking hot and cold water line in the kitchen of unit #29 • Annual inspection for all fire extinguishers • Irrigation repair by unit #33 • Cleaned and checked all light fixtures throughout the property • Cleaned and detailed laundry, pool area, dumpsters and enclosures 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 23 0 / 0 0 / 0 0 0 Item 8A.2-2 Palm Desert Housing Authority Project Report May 2023 3 La Rocca Villas - 27 Units 72-135 Golden Eagle Lane • Detailed clubhouse, restrooms and laundry room • Annual inspection for all fire extinguishers • Cleaned walkways, benches, lamp posts, exterior light fixtures and carports throughout the property • Cleaned debris and leaves around walkways, dumpster areas, parking lots and carports 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 8 0 / 0 0 / 0 0 0 Las Serenas - 150 Units 73-315 Country Club Drive • Completed one (1) make ready unit which includes painting, cleaning and maintenance • Installed new building letter signs • Repaired and refinished kitchen counter, vanity, tub and enclosure in unit #164 • Replaced water heater for units #136 and #147 • Replaced gas valve and pilot assembly for unit #212 • Put new umbrellas for pool #1 and #3 • Replaced main water supply valves by Building D • Cleaned office, clubhouse, pool furniture, laundry and restrooms • Cleaned debris and leaves in carports and throughout the property • Cleaned and detailed lamp posts, exterior light fixtures, dumpsters and enclosures 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 51 0 / 0 0 / 0 1 0 Neighbors - 24 Units 73-535 Santa Rosa Way • Completed one (1) make ready unit which includes painting, cleaning, and maintenance • Replaced broken window glass in unit #23 • Replaced one section of damaged carport trim • Replaced missing plants throughout the property • Cleaned and detailed pool, stairs, exterior light fixtures, dumpsters and enclosures • De-webbed, cleaned debris and leaves throughout the property 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 8 0 / 0 0 / 0 0 0 Item 8A.2-3 Palm Desert Housing Authority Project Report May 2023 4 One Quail Place - 384 Units 72-600 Fred Waring Dr. • Completed one (2) make ready unit which includes painting, cleaning, and maintenance • Repaired and refinished kitchen counter, tub and enclosure in units #1914 and #2110 • Replaced A/C condenser for unit #807 • Plumbing repair, redid leaking ABS line under the sink in unit #2501 • Repaired lifting carpet in unit #3316 due to tripping hazard • Water damage remediation in units #3703 and #3704 and temporarily transferred the residents while their units are being restored from the water damage • Irrigation repair by unit #607 and by the leasing office • Gate repair, replaced belt for the Southeast entrance gate • Removed all shopping carts from the property • Detailed laundry rooms • De-webbed, cleaned debris and leaves throughout the property • Cleaned and detailed boiler area, pools, sidewalks, parking areas, dumpsters and enclosures 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 182 0 / 0 3 / 3 3 1 Palm Village - 36 Units 73-650 Santa Rosa Way • Detailed laundry • Repaired and refinished tub and enclosure in the bathroom of occupied units #221 and #324 • Repaired and refinished tub and enclosure in the bathroom of unit #112, make ready unit • Installed new front door, jamb and door casing for unit #224 • Cleaned and checked all light fixtures throughout the property • Cleaned and detailed stairs, dumpster areas and enclosures 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 9 0 / 0 0 / 0 0 0 Pueblos - 15 Units 73-695 Santa Rosa Way • Detailed laundry room • Repaired and refinished kitchen counter in unit #115 • Checked all fire extinguishers • Cleaned and detailed pool, pool furniture, dumpster area and enclosures • De-webbed and cleaned debris and leaves throughout property 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 9 0 / 0 0 / 0 0 0 Item 8A.2-4 Palm Desert Housing Authority Project Report May 2023 5 Sage Crest Senior - 14 Units 73-811 Santa Rosa Way • Elevator 10 year oil change service complete and detailed elevator • Checked all fire extinguishers • Power washed dumpster area and enclosures • De-webbed and cleaned debris and leaves throughout the property 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 2 0 / 0 0 / 0 0 0 Santa Rosa – 20 Units 73-625 Santa Rosa Way • Detailed laundry room • Installed new door to the storage room • Replaced a section of damaged concrete between units #17 and #18 • Repaired and refinished kitchen counter, vanity, tub and enclosure in unit #9 • Cleaned stairs throughout property • De-webbed, cleaned debris and leaves around parking lots, dumpster area and enclosures 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 13 0 / 0 0 / 0 1 0 Taos Palms - 16 Units 44-830 Las Palmas • Renovation of landscape at the main entrance, installed decorative pots with self-watering system for plants, small gravel as a border to sidewalk and new sod • Cleaned and checked all light fixtures throughout the property • Cleaned and detailed roofs, dumpster areas and enclosures • De-webbed, cleaned debris and leaves throughout the property 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 6 0 / 0 0 / 0 0 0 04/30/23 TOTALS # of Service Request(s) TOTALS #Carpet/Vinyl Replacement Service Request(s) TOTALS #Carpet/Vinyl Replacement Move Out(s) TOTALS #Appliance(s) Replacement Service Request(s) TOTALS #Appliance(s) Replacement Move Out(s) 488 0 / 0 6 / 3 6 1 Item 8A.2-5 MONTHLY OCCUPANCY AND AVERAGE RENT SUMMARY SHEET MAY 2023 AMI %Ann. Income Mo. Rent Ann. Income Mo. Rent Ann. Income Mo. Rent Ann. Income Mo. Rent 20%12,240 255 13,980 291 15,730 328 17,480 364 25%15,300 319 17,475 364 19,663 410 21,850 455 30%18,500 385 21,150 441 23,800 496 27,750 578 35%21,420 446 24,465 510 27,528 573 30,590 637 40%24,480 510 27,960 583 31,460 655 34,960 728 45%27,540 574 31,455 655 35,393 737 39,330 819 50%30,800 642 35,200 733 39,600 825 44,000 917 55%33,660 701 38,445 801 43,258 901 48,070 1,001 60%36,720 765 41,940 874 47,190 983 52,440 1,093 65%39,780 829 45,435 947 51,123 1,065 56,810 1,184 70%42,840 1,071 48,930 1,223 55,055 1,376 61,180 1,530 75%45,900 1,148 52,425 1,311 58,988 1,475 65,550 1,639 80%49,300 1,233 56,350 1,409 63,400 1,585 70,400 1,760 85%52,020 1,301 59,415 1,485 66,853 1,671 74,290 1,857 90%55,080 1,377 62,910 1,573 70,785 1,770 78,660 1,967 95%58,140 1,454 66,405 1,660 74,718 1,868 83,030 2,076 100%61,200 1,530 69,900 1,748 78,650 1,966 87,400 2,185 105%64,260 1,607 73,395 1,835 82,583 2,065 91,770 2,294 110%67,320 1,683 76,890 1,922 86,515 2,163 96,140 2,404 115%70,380 1,760 80,385 2,010 90,448 2,261 100,510 2,513 120%73,440 1,836 83,880 2,097 94,380 2,360 104,880 2,622 Riverside County Income Eligibility as of 7/1/2022. Monthly rent is exclusive of Utility Allowance. Extremely Low 0-30%Very Low 31-50%Low 51-80%Moderate 81%-120%Total 710 312 597 974 1,289 793 175 190 212 133 Average Mo. RentNo. of UnitsMulti-Family Complexes HOUSEHOLD SIZE 1 2 3 4 Extremely Low 0-30%Very Low 31-50%Low 51-80%Moderate 81%-120% Total 125 161 66 Senior Complexes Average Mo. RentNo. of Units 16 368 313 547 919 1,233 753 06/01/2023 Page 1 of 1 Summary Rpt #1 5.23Item 8A.2-6 REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT REPORTING MONTH: REPORT DATE:REPORTED BY:TERESA VAKILI "MULTI-FAMILY"141 UNITS 64 UNITS 48 UNITS 24 UNITS 384 UNITS 36 UNITS 20 UNITS 16 UNITS 733 UNITS OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR 1. VERY LOW: 20% OF MEDIAN a. Studio 1 211 1 211 b. 1 BR, 1 BA 5 243 4 221 13 222 22 227 c. 2 BR, 1 BA 3 196 4 253 4 264 2 223 13 238 d. 2 BR, 2 BA 2 243 2 253 4 248 e. Totals 20%5 5 3 2 19 4 2 0 40 2. VERY LOW: 21-25% OF MEDIAN a. Studio 6 270 6 270 b. 1 BR, 1 BA 14 307 4 295 5 303 34 295 57 299 c. 2 BR, 1 BA 2 325 6 335 2 315 10 329 d. 2 BR, 2 BA 4 315 8 330 12 325 e. Totals 21-25%14 10 7 4 48 2 0 0 85 3. VERY LOW: 26-30% OF MEDIAN a. Studio 2 323 2 323 b. 1 BR, 1 BA 13 390 3 372 2 360 10 379 28 382 c. 2 BR, 1 BA 5 408 2 384 1 406 1 380 9 399 d. 2 BR, 2 BA 2 396 9 414 11 411 e. Totals 26-30%13 5 2 2 24 2 1 1 50 4. VERY LOW: 31-35% OF MEDIAN a. Studio 2 379 2 379 b. 1 BR, 1 BA 5 451 1 441 11 450 17 450 c. 2 BR, 1 BA 1 488 3 475 1 534 5 489 d. 2 BR, 2 BA 2 488 14 494 16 493 e. Totals 31-35%5 3 1 2 28 1 0 0 40 5. VERY LOW: 36-40% OF MEDIAN a. Studio 1 466 1 466 b. 1 BR, 1 BA 8 526 4 529 12 527 c. 2 BR, 1 BA 3 548 6 580 2 565 4 553 15 564 d. 2 BR, 2 BA 2 537 15 566 17 563 e. Totals 36-40%8 1 3 2 25 2 0 4 45 6. VERY LOW: 41-45% OF MEDIAN a. Studio 1 530 1 530 b. 1 BR, 1 BA 8 607 6 560 9 585 23 586 c. 2 BR, 1 BA 3 662 3 621 3 647 1 652 10 644 d. 2 BR, 2 BA 1 652 7 662 8 661 e. Totals 41-45%8 1 6 1 19 3 3 1 42 7. VERY LOW: 46-50% OF MEDIAN a. Studio 5 585 1 598 6 588 b. 1 BR, 1 BA 11 685 2 672 9 671 22 678 c. 2 BR, 1 BA 1 732 2 740 10 727 6 752 5 719 24 733 d. 2 BR, 2 BA 1 740 10 726 11 728 e. Totals 46-50%11 6 5 1 29 6 5 0 63 Total very low =64 31 27 14 192 20 11 6 365 ·Percent of total 46.72%51.67%58.70%60.87%51.20%57.14%57.89%40.00%51.41% 8. LOWER: 51-55% OF MEDIAN a. Studio 0 - b. 1 BR, 1 BA 7 741 1 732 6 747 14 743 c. 2 BR, 1 BA 2 816 8 826 3 828 3 779 16 816 d. 2 BR, 2 BA 4 816 10 816 14 816 e. Totals 51-55%7 1 2 4 24 3 3 0 44 9. LOWER: 56-60% OF MEDIAN a. Studio 1 721 1 721 b. 1 BR, 1 BA 15 807 1 805 9 809 25 808 c. 2 BR, 1 BA 4 872 2 908 3 868 1 893 2 898 12 883 d. 2 BR, 2 BA 9 896 9 896 e. Totals 56-60%15 2 4 0 20 3 1 2 47 NEIGHBORS May-23 6/1/2023 CALIFORNIA VILLAS DESERT POINTE LAGUNA PALMS ONE QUAIL PLACE PALM VILLAGE SANTA ROSA TAOS PALMS TOTALS 06/01/2023 Page 1 of 4 Rpt #1 Multi-Family 5.23Item 8A.2-7 REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT "MULTI-FAMILY"141 UNITS 64 UNITS 48 UNITS 24 UNITS 384 UNITS 36 UNITS 20 UNITS 16 UNITS 733 UNITS OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR NEIGHBORS CALIFORNIA VILLAS DESERT POINTE LAGUNA PALMS ONE QUAIL PLACE PALM VILLAGE SANTA ROSA TAOS PALMS TOTALS 10. LOWER: 61-65% OF MEDIAN a. Studio 3 724 1 785 4 739 b. 1 BR, 1 BA 10 868 1 886 11 862 22 866 c. 2 BR, 1 BA 1 867 6 971 4 975 1 980 12 964 d. 2 BR, 2 BA 15 982 15 982 e. Totals 61-65%10 3 3 0 32 4 0 1 53 11. LOWER: 66-70% OF MEDIAN a. Studio 0 - b. 1 BR, 1 BA 5 1,154 2 1,133 4 1,120 11 1,138 c. 2 BR, 1 BA 4 1,190 2 1,161 1 1,286 7 1,195 d. 2 BR, 2 BA 7 1,308 7 1,308 e. Totals 66-70%5 2 0 0 15 2 1 0 25 12. LOWER: 71-75% OF MEDIAN a. Studio 2 966 2 966 b. 1 BR, 1 BA 5 1,154 4 1,102 9 1,131 c. 2 BR, 1 BA 1 1,390 2 1,400 2 1,385 1 1,385 1 1,390 7 1,391 d. 2 BR, 2 BA 1 1,230 6 1,373 7 1,353 e. Totals 71-75%5 2 1 1 12 2 1 1 25 13. LOWER: 76-80% OF MEDIAN a. Studio 2 966 2 966 b. 1 BR, 1 BA 6 1,123 1 1,056 7 1,114 c. 2 BR, 1 BA 3 1,434 1 1,424 4 1,432 d. 2 BR, 2 BA 5 1,389 5 1,389 e. Totals 76-80%6 2 0 0 9 0 0 1 18 Total lower =48 12 10 5 112 14 6 5 212 ·Percent of total 35.04%20.00%21.74%21.74%29.87%40.00%31.58%33.33%29.86% 14. MODERATE: 81-120% OF MEDIAN a. Studio 5 1,038 1 1,018 6 1,035 b. 1 BR, 1 BA 24 1,148 8 1,130 2 1,141 28 1,137 62 1,141 c. 2 BR, 1 BA 1 1,509 3 1,447 6 1,441 15 1,449 1 1,509 2 1,509 4 1,437 32 1,453 d. 2 BR, 2 BA 1 1,509 4 1,445 28 1,454 33 1,455 Total moderate =25 17 9 4 71 1 2 4 133 Percent of total 18.25%28.33%19.57%17.39%18.93%2.86%10.53%26.67%18.73% 15. Total units occupied:137 60 46 23 375 35 19 15 710 16. Occupancy rate =97%94%96%96%98%97%95%94%97% NOTE: For each project, to calculate average rent for a unit type at an income level, divide the total rental income of that unit type at that income level by the number of occupied units of that unit type at that income level.Occ Rate excluding properties under const/renov 98% 06/01/2023 Page 2 of 4 Rpt #1 Multi-Family 5.23Item 8A.2-8 REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT REPORTING MONTH: REPORT DATE:REPORTED BY:TERESA VAKILI "SENIOR PROPERTIES"30 UNITS 73 UNITS 72 UNITS 27 UNITS 150 UNITS 15 UNITS 14 UNITS 381 UNITS OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR 1. VERY LOW: 20% OF MEDIAN a. Studio 1 291 4 198 3 224 8 219 b. 1 BR, 1 BA 2 222 1 328 1 222 5 256 4 238 13 248 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 20%2 2 5 5 7 0 0 21 2. VERY LOW: 21-25% OF MEDIAN a. Studio 8 349 16 256 17 283 41 285 b. 1 BR, 1 BA 3 260 1 295 4 318 6 313 2 297 1 295 17 301 c. 2 BR, 1 BA 1 322 1 322 d. 2 BR, 2 BA 0 - e. Totals 21-25%4 8 17 4 23 2 1 59 3. VERY LOW: 26-30% OF MEDIAN a. Studio 7 422 5 321 14 364 26 371 b. 1 BR, 1 BA 1 372 4 372 4 403 5 400 2 354 2 372 18 385 c. 2 BR, 1 BA 1 408 1 408 d. 2 BR, 2 BA 0 - e. Totals 26-30%2 7 9 4 19 2 2 45 4. VERY LOW: 31-35% OF MEDIAN a. Studio 6 491 4 389 9 425 19 438 b. 1 BR, 1 BA 7 433 2 573 7 433 3 464 6 464 3 425 3 423 31 449 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 31-35%7 8 11 3 15 3 3 50 5. VERY LOW: 36-40% OF MEDIAN a. Studio 7 559 5 453 11 505 23 510 b. 1 BR, 1 BA 2 514 1 655 2 514 2 524 4 565 2 486 13 538 c. 2 BR, 1 BA 1 567 1 567 d. 2 BR, 2 BA 0 - e. Totals 36-40%3 8 7 2 15 2 0 37 6. VERY LOW: 41-45% OF MEDIAN a. Studio 7 634 4 502 12 571 23 578 b. 1 BR, 1 BA 4 552 1 654 1 586 9 613 3 588 1 586 19 595 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 41-45%4 8 5 0 21 3 1 42 7. VERY LOW: 46-50% OF MEDIAN a. Studio 9 725 3 585 4 666 16 684 b. 1 BR, 1 BA 3 641 2 783 2 629 1 706 4 735 1 666 3 664 16 691 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 46-50%3 11 5 1 8 1 3 32 Total very low =25 52 59 19 108 13 10 286 ·Percent of total 89.29%73.24%85.51%73.08%74.48%86.67%71.43%77.72% 8. LOWER: 51-55% OF MEDIAN a. Studio 3 801 2 607 3 692 8 712 b. 1 BR, 1 BA 2 732 1 901 2 732 1 774 3 811 2 734 11 773 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 51-55%2 4 4 1 6 2 0 19 9. LOWER: 56-60% OF MEDIAN a. Studio 2 874 1 625 3 776 6 783 b. 1 BR, 1 BA 2 805 1 847 3 823 1 805 7 819 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 56-60%0 2 3 1 6 0 1 13 May-23 6/1/2023 PUEBLOS TOTALS SAGE CREST SR.CANDLEWOOD LAS SERENASCARLOS ORTEGA LA ROCCA VILLASCATALINA 06/01/2023 Page 3 of 4 Rpt #1 Senior 5.23Item 8A.2-9 REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT "SENIOR PROPERTIES"30 UNITS 73 UNITS 72 UNITS 27 UNITS 150 UNITS 15 UNITS 14 UNITS 381 UNITS OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR PUEBLOS TOTALS SAGE CREST SR.CANDLEWOOD LAS SERENASCARLOS ORTEGA LA ROCCA VILLASCATALINA 10. LOWER: 61-65% OF MEDIAN a. Studio 5 947 5 880 10 914 b. 1 BR, 1 BA 1 776 1 815 1 975 1 878 4 861 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 61-65%0 5 1 1 6 0 1 14 11. LOWER: 66-70% OF MEDIAN a. Studio 5 1,179 1 1,005 3 1,135 9 1,145 b. 1 BR, 1 BA 1 1,133 1 1,133 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 66-70%0 5 1 0 3 0 1 10 12. LOWER: 71-75% OF MEDIAN a. Studio 1 1,202 1 1,135 2 1,169 b. 1 BR, 1 BA 2 1,175 1 1,385 1 1,133 4 1,217 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 71-75%0 1 0 2 2 0 1 6 13. LOWER: 76-80% OF MEDIAN a. Studio 3 1,135 3 1,135 b. 1 BR, 1 BA 1 1,419 1 1,419 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 76-80%0 0 0 0 4 0 0 4 Total lower =2 17 9 5 27 2 4 66 Percent of total 7.14%23.94%13.04%19.23%18.62%13.33%28.57%17.93% 14. MODERATE: 81-120% OF MEDIAN a. Studio 1 1,202 1 1,062 8 1,143 10 1,141 b. 1 BR, 1 BA 2 1,189 2 1,464 4 1,326 c. 2 BR, 1 BA 1 1,509 1 1,509 d. 2 BR, 2 BA 1 1,509 1 1,509 Total moderate =1 2 1 2 10 0 0 16 Percent of total 3.57%2.82%1.45%7.69%6.90%0.00%0.00%4.35% 15. Total units occupied:28 71 69 26 145 15 14 368 16. Occupancy rate =93%97%96%96% 97%100%100%97%NOTE: For each project, to calculate average rent for a unit type at an income level, divide the total rental income of that unit typeat that income level by the number of occupied units of that unit type at that income level.Occ Rate excluding properties under const/renov 98% 06/01/2023 Page 4 of 4 Rpt #1 Senior 5.23Item 8A.2-10 REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT: REPORTING MONTH:May-23 "MULTI-FAMILY PROPERTIES"REPORTED BY: Teresa Vakili REPORT DATE: 6/1/2023 CALIFORNIA DESERT LAGUNA ONE QUAIL PALM SANTA TAOS MONTHLY INCOME LEVEL AVAILABLE VILLAS POINTE PALMS PLACE VILLAGE ROSA PALMS TOTALS OF OCCUPANT UNITS 141 64 48 24 384 36 20 16 733 REVENUE VERY LOW Up to 50% Occupied units 64 31 27 14 192 20 11 6 365 Total rental income 29,437 11,509 12,387 5,980 88,471 10,493 6,388 3,244 167,909 Per occupied unit 460 371 459 427 461 525 581 541 460 LOWER: 51% --> 80% Occupied units 48 12 10 5 112 14 6 5 212 Total rental income 44,250 10,560 9,048 4,494 112,594 14,080 5,901 5,590 206,517 Per occupied unit 922 880 905 899 1,005 1,006 984 1,118 974 MODERATE: 81% --> 120% Occupied units 25 17 9 4 71 1 2 4 133 Total rental income 29,061 20,080 11,946 5,780 94,283 1,509 3,018 5,748 171,425 Per occupied unit 1,162 1,181 1,327 1,445 1,328 1,509 1,509 1,437 1,289 Summary Income: Rental 102,748 42,149 33,382 16,254 295,348 26,082 15,307 14,582 545,852 Other Income: Laundry 556 - 397 - 6,878 1,133 269 - 9,233 Other 1,950 (2,772) (1,442) 248 12,364 418 (2,341) (2,097) 6,327 Total Operating Income 105,253 39,377 32,337 16,502 314,590 27,633 13,235 12,485 561,412 Occupied Units 137 60 46 23 375 35 19 15 710 Income per occupied unit 768 656 703 717 839 790 697 832 791 EXPENSES Operating Expenses: Payroll 21,363 10,697 10,596 3,819 77,817 5,665 2,936 3,208 136,101 Per occupied unit 156 178 230 166 208 162 155 214 192 Administrative 9,930 4,192 2,934 1,309 27,766 1,846 1,072 2,055 51,104 Per occupied unit 72 70 64 57 74 53 56 137 72 Advertising/Promotion 237 258 224 210 393 190 190 190 1,891 Per occupied unit 2 4 5 9 1 5 10 13 3 Contract Services 5,523 2,587 2,913 1,767 12,934 1,256 1,641 1,376 29,998 Per occupied unit 40 43 63 77 34 36 86 92 42 Utility Services 8,956 5,190 5,292 1,915 32,731 2,441 1,442 1,569 59,536 Per occupied unit 65 86 115 83 87 70 76 105 84 Maintenance 13,329 6,944 6,495 2,495 45,629 3,085 3,039 8,265 89,281 Per occupied unit 97 116 141 108 122 88 160 551 126 Replacement expense 3,749 1,291 5,513 - 5,119 1,076 817 425,682 443,247 Per occupied unit 27 22 120 - 14 31 43 28,379 624 Capital expense - - - - - - - - - Per occupied unit - - - - - - - - - Total Operating Expenses 63,087 31,159 33,968 11,515 202,389 15,560 11,136 442,345 811,159 Per occupied unit 460 519 738 501 540 445 586 29,490 1,142 Summary Revenue and Expenses Total Operating Income 105,253 39,377 32,337 16,502 314,590 27,633 13,235 12,485 561,412 Total Operating Expenses 63,087 31,159 33,968 11,515 202,389 15,560 11,136 442,345 811,159 Monthly Net Operating Income 42,166 8,218 (1,631) 4,987 112,201 12,073 2,099 (429,860) (249,747) Per occupied unit 308 137 (35) 217 299 345 110 (28,657) (352) FYTD Net Operating Income* 369,027 106,953 4,631 39,950 1,183,591 83,263 5,058 20,597 1,813,069 Previous Fiscal Year NOI (6/30/2022)*332,813 91,677 51,871 26,170 1,055,463 81,422 (1,445) 8,946 1,646,918 NEIGHBORS * For comparison purposes, Net Operating Income YTD excludes all capital expenditures and corresponding reimbursement, as those are typically paid from replacement reserve funds and/or bond funds at this time (not PDHA revenue). 06/01/2023 Page 1 of 2 Rpt #2 Multi-Family 5.23 Item 8A.2-11 REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT: REPORTING MONTH:May-23 "SENIOR PROPERTIES"REPORTED BY: Teresa Vakili REPORT DATE: 6/1/2023 CANDLEWOOD CARLOS CATALINA LA ROCCA LAS PUEBLOS SAGECREST MONTHLY INCOME LEVEL AVAILABLE ORTEGA GARDENS VILLAS SERENAS SR.TOTALS OF OCCUPANT UNITS 30 73 72 27 150 15 14 381 REVENUE VERY LOW: Up to 50% Occupied units 25 52 59 19 108 13 10 286 Total rental income 11,083 28,208 21,985 7,310 47,806 5,979 4,887 127,258 Per occupied unit 443 542 373 385 443 460 489 445 LOWER: 51% --> 80% Occupied units 2 17 9 5 27 2 4 66 Total rental income 1,464 16,884 6,694 4,786 25,430 1,468 3,949 60,675 Per occupied unit 732 993 744 957 942 734 987 919 MODERATE: 81% --> 120% Occupied units 1 2 1 2 10 - - 16 Total rental income 1,509 2,711 1,062 2,378 12,072 19,732 Per occupied unit 1,509 1,356 1,062 1,189 1,207 1,233 Summary Income: Rental 14,056 47,803 29,741 14,474 85,308 7,447 8,836 207,665 Other Income: Laundry - - 85 - 384 3 - 472 Other 281 153 (642) (131) 2,451 (30) - 2,081 Total operating income 14,337 47,956 29,184 14,343 88,143 7,420 8,836 210,218 Occupied Units 28 71 69 26 145 15 14 368 Income per occupied unit 512 675 423 552 608 495 631 571 EXPENSES Operating Expenses: Payroll 5,753 13,359 12,877 5,795 16,480 3,479 2,434 60,176 Per occupied unit 205 188 187 223 114 232 174 164 Administrative 1,484 4,025 4,322 1,871 7,883 781 757 21,123 Per occupied unit 53 57 63 72 54 52 54 57 Advertising/promotion 190 425 271 190 317 190 190 1,772 Per occupied unit 7 6 4 7 2 13 14 5 Contract services 1,568 3,760 3,416 2,168 5,395 1,453 1,045 18,805 Per occupied unit 56 53 50 83 37 97 75 51 Utility services 1,639 6,739 2,725 1,474 5,090 524 537 18,728 Per occupied unit 59 95 39 57 35 35 38 51 Maintenance 8,621 6,520 5,294 616 15,203 1,143 1,479 38,876 Per occupied unit 308 92 77 24 105 76 106 106 Replacement expense - 1,789 - - 6,426 - - 8,215 Per occupied unit - 25 - - 44 - - 22 Capital expense - - - - - - - - Per occupied unit - - - - - - - - Total Operating Expenses 19,254 36,617 28,905 12,115 56,794 7,569 6,441 167,695 Per occupied unit 688 516 419 466 392 505 460 456 Summary Revenue and Expenses Total Operating Income 14,337 47,956 29,184 14,343 88,143 7,420 8,836 210,218 Total Operating Expenses 19,254 36,617 28,905 12,115 56,794 7,569 6,441 167,695 Monthly Net Operating Income (4,917) 11,339 278 2,228 31,349 (149) 2,395 42,523 Per occupied unit (176) 160 4 86 216 (10) 171 116 FYTD Net Operating Income* (29,985) 74,049 (55,885) (31,463) 303,257 (15,729) 9,696 253,942 Previous Fiscal Year NOI (6/30/2022)* (22,296) 123,967 (43,854) (16,993) 246,684 (18,760) 6,905 275,653 * For comparison purposes, Net Operating Income YTD excludes all capital expenditures and corresponding reimbursement, as those are typically paid from replacement reserve funds and/or bond funds at this time (not PDHA revenue) 06/01/2023 Page 2 of 2 Rpt #2 Senior 5.23 Item 8A.2-12 MONTHLY OCCUPANCY STATUS REPORT REPORTING MONTH: MAY-23 REPORT DATE: 6/1/2023 TERESA VAKILI "MULTI-FAMILY PROPERTIES"May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 May-23 California Villas a. Total Units in Complex 141 141 141 141 141 141 141 141 141 141 141 141 141 b. Vacant Units 5 4 5 8 7 5 2 3 4 2 1 3 4 c. Occupied Units 136 137 136 133 134 136 139 138 137 139 140 138 137 d. Pending Leases 3 2 1 5 5 6 5 6 5 2 3 3 4 e. Ending Occupied & Pre-leased 139 139 137 138 139 142 144 144 142 141 143 141 141 f. Down Units 0 0 1 1 1 0 0 0 0 0 0 0 1 g. Number of Wait List Contactees 40 35 75 52 30 40 50 40 50 40 40 40 30 h. Re-Cert Pkts Sent Out During Month 10 11 11 8 10 11 6 12 9 3 9 5 8 i. Number of Traffic Qualified 10 16 14 10 12 15 10 15 25 20 18 20 15 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Desert Pointe a. Total Units in Complex 64 64 64 64 64 64 64 64 64 64 64 64 64 b. Vacant Units 3 3 2 1 2 2 1 1 1 2 2 3 4 c. Occupied Units 61 61 62 63 62 62 63 63 63 62 62 61 60 d. Pending Leases 2 2 1 0 0 1 0 0 0 0 2 1 1 e. Ending Occupied & Pre-leased 63 63 63 63 62 63 63 63 63 62 64 62 61 f. Down Units 1 1 1 1 1 1 1 1 1 1 1 1 1 g. Number of Wait List Contactees 23 19 12 0 15 10 0 0 0 16 15 68 46 h. Re-Cert Pkts Sent Out During Month 5 6 5 4 2 7 3 3 6 4 6 2 4 i. Number of Traffic Qualified 8 7 33 16 10 9 7 13 9 15 30 15 21 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Laguna Palms a. Total Units in Complex 48 48 48 48 48 48 48 48 48 48 48 48 48 b. Vacant Units 1 1 2 3 6 5 6 5 1 1 2 2 2 c. Occupied Units 47 47 46 45 42 43 42 43 47 47 46 46 46 d. Pending Leases 1 1 1 1 3 5 6 4 1 1 0 1 1 e. Ending Occupied & Pre-leased 48 48 47 46 45 48 48 47 48 48 46 47 47 f. Down Units 0 0 1 1 1 0 1 1 0 0 1 1 1 g. Number of Wait List Contactees 35 30 45 55 60 55 50 45 50 35 25 20 25 h. Re-Cert Pkts Sent Out During Month 3 6 1 8 3 3 3 4 3 2 1 4 3 i. Number of Traffic Qualified 8 5 4 7 5 8 10 7 9 8 12 10 30 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Neighbors a. Total Units in Complex 24 24 24 24 24 24 24 24 24 24 24 24 24 b. Vacant Units 0 0 0 0 0 0 0 0 0 0 1 0 1 c. Occupied Units 24 24 24 24 24 24 24 24 24 24 23 24 23 d. Pending Leases 0 0 0 0 0 0 0 0 0 0 1 0 0 e. Ending Occupied & Pre-leased 24 24 24 24 24 24 24 24 24 24 24 24 23 f. Down Units 0 0 0 0 0 0 0 0 0 0 0 0 0 g. Number of Wait List Contactees 0 0 0 0 0 0 0 0 0 7 10 0 33 h. Re-Cert Pkts Sent Out During Month 0 2 1 4 1 0 4 3 0 1 2 3 2 i. Number of Traffic Qualified 4 3 15 9 5 7 5 7 4 8 27 9 16 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 One Quail Place a. Total Units in Complex 384 384 384 384 384 384 384 384 384 384 384 384 384 b. Vacant Units 3 6 9 9 11 10 14 13 9 7 6 5 9 c. Occupied Units 381 378 375 375 373 374 370 371 375 377 378 379 375 d. Pending Leases 4 9 9 9 8 4 4 6 4 6 6 5 7 e. Ending Occupied & Pre-leased 385 387 384 384 381 378 374 377 379 383 384 384 382 f. Down Units 1 1 0 1 3 3 5 5 6 2 1 1 3 g. Number of Wait List Contactees 210 179 181 196 150 110 128 123 211 98 133 110 149 h. Re-Cert Pkts Sent Out During Month 30 23 23 24 23 11 29 37 29 32 25 22 31 i. Number of Traffic Qualified 84 54 77 63 46 34 12 19 93 38 93 46 46 j. Number of Traffic Non-Qualified 7 12 3 5 2 4 1 2 1 1 3 3 4 06/01/2023 Page 1 of 4 MOS Multi-Family 5.23Item 8A.2-13 MONTHLY OCCUPANCY STATUS REPORT "MULTI-FAMILY PROPERTIES"May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 May-23 Palm Village a. Total Units in Complex 36 36 36 36 36 36 36 36 36 36 36 36 36 b. Vacant Units 1 1 1 2 2 2 0 0 2 2 1 1 1 c. Occupied Units 35 35 35 34 34 34 36 36 34 34 35 35 35 d. Pending Leases 1 1 1 2 0 0 0 0 1 1 0 0 0 e. Ending Occupied & Pre-leased 36 36 36 36 34 34 36 36 35 35 35 35 35 f. Down Units 0 0 0 0 0 0 0 0 1 1 1 1 1 g. Number of Wait List Contactees 35 30 45 55 60 55 50 45 50 15 25 20 20 h. Re-Cert Pkts Sent Out During Month 4 2 4 4 2 2 4 3 2 3 3 2 4 i. Number of Traffic Qualified 6 3 2 4 4 6 4 3 4 4 7 5 10 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Santa Rosa a. Total Units in Complex 20 20 20 20 20 20 20 20 20 20 20 20 20 b. Vacant Units 4 4 5 5 3 3 2 4 2 1 1 1 1 c. Occupied Units 16 16 15 15 17 17 18 16 18 19 19 19 19 d. Pending Leases 0 0 0 1 1 1 0 2 1 0 1 1 2 e. Ending Occupied & Pre-leased 16 16 15 16 18 18 18 18 19 19 20 20 21 f. Down Units 4 4 4 4 2 2 2 1 1 1 0 0 0 g. Number of Wait List Contactees 35 30 45 55 60 15 50 45 50 10 25 25 15 h. Re-Cert Pkts Sent Out During Month 0 1 1 2 1 1 1 1 1 1 0 2 0 i. Number of Traffic Qualified 2 3 0 2 0 5 3 2 3 3 5 5 10 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Taos Palms a. Total Units in Complex 16 16 16 16 16 16 16 16 16 16 16 16 16 b. Vacant Units 0 0 0 0 1 0 0 0 0 0 0 0 1 c. Occupied Units 16 16 16 16 15 16 16 16 16 16 16 16 15 d. Pending Leases 0 0 0 0 0 0 0 0 0 0 0 0 0 e. Ending Occupied & Pre-leased 16 16 16 16 15 16 16 16 16 16 16 16 15 f. Down Units 0 0 0 0 0 0 0 0 0 0 0 0 0 g. Number of Wait List Contactees 0 0 0 0 10 0 0 0 0 0 0 0 0 h. Re-Cert Pkts Sent Out During Month 1 0 2 2 1 1 1 1 2 1 2 0 2 i. Number of Traffic Qualified 3 3 4 6 3 3 5 3 4 3 4 5 14 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 SUMMARY MULTI-FAMILY PROPERTIES May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 May-23 a. Total Units in Complex 733 733 733 733 733 733 733 733 733 733 733 733 733 b. Vacant Units 17 19 24 28 32 27 25 26 19 15 14 15 23 c. Occupied Units 716 714 709 705 701 706 708 707 714 718 719 718 710 d. Pending Leases 11 15 13 18 17 17 15 18 12 10 13 11 15 e. Ending Occupied & Pre-leased 727 729 722 723 718 723 723 725 726 728 732 729 725 f. Down Units 6 6 7 8 8 6 9 8 9 5 4 4 7 g. Number of Wait List Contactees 378 323 403 413 385 285 328 298 411 221 273 283 318 h. Re-Cert Pkts Sent Out During Month 53 51 48 56 43 36 51 64 52 47 48 40 54 i. Number of Traffic Qualified 125 94 149 117 85 87 56 69 151 99 196 115 162 j. Number of Traffic Non-Qualified 7 12 3 5 2 4 1 2 1 1 3 3 4 06/01/2023 Page 2 of 4 MOS Multi-Family 5.23Item 8A.2-14 MONTHLY OCCUPANCY STATUS REPORT REPORTING MONTH: MAY-23 REPORT DATE: 6/1/2023 TERESA VAKILI "SENIOR PROPERTIES"May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 May-23 Candlewood a. Total Units in Complex 30 30 30 30 30 30 30 30 30 30 30 30 30 b. Vacant Units 0 1 1 0 0 0 0 1 1 2 2 2 2 c. Occupied Units 30 29 29 30 30 30 30 29 29 28 28 28 28 d. Pending Leases 0 0 1 0 0 0 0 0 0 0 0 0 0 e. Ending Occupied & Pre-leased 30 29 30 30 30 30 30 29 29 28 28 28 28 f. Down Units 0 0 0 0 0 0 0 0 1 2 2 2 2 g. Number of Wait List Contactees 15 23 36 0 0 0 0 10 10 5 19 16 0 h. Re-Cert Pkts Sent Out During Month 2 6 6 3 3 2 4 4 4 3 1 5 3 i. Number of Traffic Qualified 3 8 2 12 8 13 8 4 11 10 8 4 0 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Carlos Ortega a. Total Units in Complex 73 73 73 73 73 73 73 73 73 73 73 73 73 b. Vacant Units 3 3 2 0 0 1 1 2 1 3 3 3 2 c. Occupied Units 70 70 71 73 73 72 72 71 72 70 70 70 71 d. Pending Leases 2 1 2 1 2 2 0 1 1 0 3 2 2 e. Ending Occupied & Pre-leased 72 71 73 74 75 74 72 72 73 70 73 72 73 f. Down Units 0 0 0 0 0 0 0 0 1 2 2 1 0 g. Number of Wait List Contactees 83 101 85 117 81 89 76 95 50 14 42 72 91 h. Re-Cert Pkts Sent Out During Month 4 12 1 5 3 3 2 3 12 5 7 7 7 i. Number of Traffic Qualified 2 5 4 4 7 2 3 1 2 6 2 1 7 j. Number of Traffic Non-Qualified 1 0 0 0 1 2 0 1 2 1 0 0 0 Catalina Gardens a. Total Units in Complex 72 72 72 72 72 72 72 72 72 72 72 72 72 b. Vacant Units 2 2 1 2 2 2 2 2 3 2 3 3 3 c. Occupied Units 70 70 71 70 70 70 70 70 69 70 69 69 69 d. Pending Leases 1 1 0 2 0 1 1 0 1 1 0 1 1 e. Ending Occupied & Pre-leased 71 71 71 72 70 71 71 70 70 71 69 70 70 f. Down Units 0 0 0 0 0 0 0 0 0 0 0 0 0 g. Number of Wait List Contactees 87 111 92 81 88 101 96 83 89 76 68 71 20 h. Re-Cert Pkts Sent Out During Month 2 9 12 9 4 4 3 6 2 6 12 10 1 i. Number of Traffic Qualified 29 25 18 6 21 13 27 14 37 21 17 8 4 j. Number of Traffic Non-Qualified 0 0 0 0 1 1 1 1 1 1 2 0 0 La Rocca Villas a. Total Units in Complex 27 27 27 27 27 27 27 27 27 27 27 27 27 b. Vacant Units 0 0 0 0 0 0 0 0 0 0 0 0 1 c. Occupied Units 27 27 27 27 27 27 27 27 27 27 27 27 26 d. Pending Leases 0 0 0 1 0 0 0 0 0 0 0 0 0 e. Ending Occupied & Pre-leased 27 27 27 28 27 27 27 27 27 27 27 27 26 f. Down Units 0 0 0 0 0 0 0 0 0 0 0 0 0 g. Number of Wait List Contactees 0 0 0 15 0 0 0 0 0 0 0 10 38 h. Re-Cert Pkts Sent Out During Month 1 4 1 2 0 4 2 1 1 2 4 2 1 i. Number of Traffic Qualified 20 22 20 20 41 7 4 10 4 10 3 11 13 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Las Serenas a. Total Units in Complex 150 150 150 150 150 150 150 150 150 150 150 150 150 b. Vacant Units 3 5 3 3 6 4 4 4 8 7 7 6 5 c. Occupied Units 147 145 147 147 144 146 146 146 142 143 143 144 145 d. Pending Leases 2 3 2 0 2 1 2 3 4 4 2 2 2 e. Ending Occupied & Pre-leased 149 148 149 147 146 147 148 149 146 147 145 146 147 f. Down Units 2 2 2 3 4 4 3 3 4 4 4 4 4 g. Number of Wait List Contactees 12 50 12 15 149 130 61 33 54 15 33 31 63 h. Re-Cert Pkts Sent Out During Month 14 18 15 12 18 10 9 8 10 3 4 8 14 i. Number of Traffic Qualified 42 48 47 22 48 27 25 30 41 35 37 34 32 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 06/01/2023 Page 3 of 4 MOS Senior 5.23Item 8A.2-15 MONTHLY OCCUPANCY STATUS REPORT "SENIOR PROPERTIES"May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 May-23 Pueblos a. Total Units in Complex 15 15 15 15 15 15 15 15 15 15 15 15 15 b. Vacant Units 0 0 0 0 0 0 0 0 1 1 1 1 0 c. Occupied Units 15 15 15 15 15 15 15 15 14 14 14 14 15 d. Pending Leases 0 0 0 0 0 0 0 0 0 1 1 1 0 e. Ending Occupied & Pre-leased 15 15 15 15 15 15 15 15 14 15 15 15 15 f. Down Units 0 0 0 0 0 0 0 0 0 0 0 0 0 g. Number of Wait List Contactees 6 4 17 8 0 0 10 15 18 9 17 9 0 h. Re-Cert Pkts Sent Out During Month 1 1 3 0 0 0 0 0 1 1 3 3 1 i. Number of Traffic Qualified 5 4 1 2 3 2 3 4 11 5 4 2 0 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Sage Crest Sr. a. Total Units in Complex 14 14 14 14 14 14 14 14 14 14 14 14 14 b. Vacant Units 1 2 2 2 1 2 0 0 0 0 0 0 0 c. Occupied Units 13 12 12 12 13 12 14 14 14 14 14 14 14 d. Pending Leases 0 0 0 2 0 1 0 0 0 0 0 0 0 e. Ending Occupied & Pre-leased 13 12 12 14 13 13 14 14 14 14 14 14 14 f. Down Units 0 0 0 0 0 0 0 0 0 0 0 0 0 g. Number of Wait List Contactees 12 8 7 10 5 16 12 5 4 0 0 0 0 h. Re-Cert Pkts Sent Out During Month 2 2 2 1 0 0 0 2 2 2 1 1 2 i. Number of Traffic Qualified 0 3 2 2 3 2 6 5 1 3 3 1 0 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 SUMMARY SENIOR PROPERTIES May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 May-23 a. Total Units in Complex 381 381 381 381 381 381 381 381 381 381 381 381 381 b. Vacant Units 9 13 9 7 9 9 7 9 14 15 16 15 13 c. Occupied Units 372 368 372 374 372 372 374 372 367 366 365 366 368 d. Pending Leases 5 5 5 6 4 5 3 4 6 6 6 6 5 e. Ending Occupied & Pre-leased 377 373 377 380 376 377 377 376 373 372 371 372 373 f. Down Units 2 2 2 3 4 4 3 3 6 8 8 7 6 g. Number of Wait List Contactees 215 297 249 246 323 336 255 241 225 119 179 209 212 h. Re-Cert Pkts Sent Out During Month 26 52 40 32 28 23 20 24 32 22 32 36 29 i. Number of Traffic Qualified 101 115 94 68 131 66 76 68 107 90 74 61 56 j. Number of Traffic Non-Qualified 1 0 0 0 2 3 1 2 3 2 2 0 0 06/01/2023 Page 4 of 4 MOS Senior 5.23Item 8A.2-16 Palm Desert Housing Authority Project Report May 2023 1 California Villas - 141 Units 77-107 California Drive • Completed two (2) make ready units which include painting, cleaning and maintenance • Refinished tub and enclosure in unit #F-17 • Installed gas regular to the gas line outside of units #H-6 and #H-10 • Replaced deteriorated pool base plates to repair pool handrail • Put two (2) new pool umbrellas • Irrigation repair by Building A, C, F, G and I • Installed two (2) sheet metal light shields on light post fixtures by Building H • Cleaned and detailed pool, exterior light fixtures, dumpsters and enclosures • Cleaned debris and leaves around sidewalks, parking lots and carports 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 104 0 / 0 1 / 0 0 0 Candlewood - 30 Units 74-000 Shadow Mountain Drive • Put new pool umbrella • Removed and replaced aged and rusted spa handrail • Irrigation repair by Building A and B • Replaced failing beam hangers and ledger near the South entrance • Checked all fire extinguishers • Cleaned debris and leaves around parking lots and carports • Cleaned and detailed top railings, elevator, pools, laundry room, dumpsters and enclosures 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 12 0 / 0 0 / 0 0 0 Carlos Ortega Villas – 73 Units 77-915 Avenue of the States • Completed one (1) make ready unit which includes painting, cleaning and maintenance • Replaced missing or dead plants front entrance • Detailed clubhouse, office, pool and laundry rooms • Cleaned debris and leaves around sidewalks, parking lots and carports 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 9 0 / 0 2 / 0 0 0 Item 8A.2-17 Palm Desert Housing Authority Project Report May 2023 2 Catalina Gardens - 72 Units 73-600 Catalina Way • Completed one (1) make ready unit which includes painting, cleaning and maintenance • Replaced leaking A/C line set in unit #D-4 • Replaced missing plants throughout the property • Irrigation repair by Building A, B and P • Detailed office, clubhouse, pool, restrooms, mailboxes and laundry room • Cleaned debris and leaves around walkways, carports, dumpster and enclosures 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 45 0 / 0 0 / 0 1 0 Desert Pointe - 64 Units 43-805 Monterey Avenue • Completed one (1) make ready unit which includes painting, cleaning and maintenance • Detailed laundry rooms • Repaired and refinished kitchen counter, vanity, tub and enclosure in unit #10 • Replaced failing trellis beam in unit #25 • Removed two trip hazards on sidewalks near unit #6 and #56 • Cleaned and detailed workshop, mailbox area, pool area and furniture • Cleaned debris and leaves around walkways, dumpster area, parking lots and carports 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 7 0 / 0 0 / 0 0 0 Laguna Palms - 48 Units 73-875 Santa Rosa Way • Repaired and refinished tub and enclosure in the bathroom of unit #5 • Repaired leaking water line in the kitchen of unit #29 • Repaired leaking hot and cold water line in the kitchen of unit #29 • Annual inspection for all fire extinguishers • Irrigation repair by unit #33 • Cleaned and checked all light fixtures throughout the property • Cleaned and detailed laundry, pool area, dumpsters and enclosures 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 23 0 / 0 0 / 0 0 0 Item 8A.2-18 Palm Desert Housing Authority Project Report May 2023 3 La Rocca Villas - 27 Units 72-135 Golden Eagle Lane • Detailed clubhouse, restrooms and laundry room • Annual inspection for all fire extinguishers • Cleaned walkways, benches, lamp posts, exterior light fixtures and carports throughout the property • Cleaned debris and leaves around walkways, dumpster areas, parking lots and carports 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 8 0 / 0 0 / 0 0 0 Las Serenas - 150 Units 73-315 Country Club Drive • Completed one (1) make ready unit which includes painting, cleaning and maintenance • Installed new building letter signs • Repaired and refinished kitchen counter, vanity, tub and enclosure in unit #164 • Replaced water heater for units #136 and #147 • Replaced gas valve and pilot assembly for unit #212 • Put new umbrellas for pool #1 and #3 • Replaced main water supply valves by Building D • Cleaned office, clubhouse, pool furniture, laundry and restrooms • Cleaned debris and leaves in carports and throughout the property • Cleaned and detailed lamp posts, exterior light fixtures, dumpsters and enclosures 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 51 0 / 0 0 / 0 1 0 Neighbors - 24 Units 73-535 Santa Rosa Way • Completed one (1) make ready unit which includes painting, cleaning, and maintenance • Replaced broken window glass in unit #23 • Replaced one section of damaged carport trim • Replaced missing plants throughout the property • Cleaned and detailed pool, stairs, exterior light fixtures, dumpsters and enclosures • De-webbed, cleaned debris and leaves throughout the property 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 8 0 / 0 0 / 0 0 0 Item 8A.2-19 Palm Desert Housing Authority Project Report May 2023 4 One Quail Place - 384 Units 72-600 Fred Waring Dr. • Completed one (2) make ready unit which includes painting, cleaning, and maintenance • Repaired and refinished kitchen counter, tub and enclosure in units #1914 and #2110 • Replaced A/C condenser for unit #807 • Plumbing repair, redid leaking ABS line under the sink in unit #2501 • Repaired lifting carpet in unit #3316 due to tripping hazard • Water damage remediation in units #3703 and #3704 and temporarily transferred the residents while their units are being restored from the water damage • Irrigation repair by unit #607 and by the leasing office • Gate repair, replaced belt for the Southeast entrance gate • Removed all shopping carts from the property • Detailed laundry rooms • De-webbed, cleaned debris and leaves throughout the property • Cleaned and detailed boiler area, pools, sidewalks, parking areas, dumpsters and enclosures 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 182 0 / 0 3 / 3 3 1 Palm Village - 36 Units 73-650 Santa Rosa Way • Detailed laundry • Repaired and refinished tub and enclosure in the bathroom of occupied units #221 and #324 • Repaired and refinished tub and enclosure in the bathroom of unit #112, make ready unit • Installed new front door, jamb and door casing for unit #224 • Cleaned and checked all light fixtures throughout the property • Cleaned and detailed stairs, dumpster areas and enclosures 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 9 0 / 0 0 / 0 0 0 Pueblos - 15 Units 73-695 Santa Rosa Way • Detailed laundry room • Repaired and refinished kitchen counter in unit #115 • Checked all fire extinguishers • Cleaned and detailed pool, pool furniture, dumpster area and enclosures • De-webbed and cleaned debris and leaves throughout property 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 9 0 / 0 0 / 0 0 0 Item 8A.2-20 Palm Desert Housing Authority Project Report May 2023 5 Sage Crest Senior - 14 Units 73-811 Santa Rosa Way •Elevator 10 year oil change service complete and detailed elevator •Checked all fire extinguishers •Power washed dumpster area and enclosures •De-webbed and cleaned debris and leaves throughout the property 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 2 0 / 0 0 / 0 0 0 Santa Rosa – 20 Units 73-625 Santa Rosa Way •Detailed laundry room •Installed new door to the storage room •Replaced a section of damaged concrete between units #17 and #18 •Repaired and refinished kitchen counter, vanity, tub and enclosure in unit #9 •Cleaned stairs throughout property •De-webbed, cleaned debris and leaves around parking lots, dumpster area and enclosures 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 13 0 / 0 0 / 0 1 0 Taos Palms - 16 Units 44-830 Las Palmas •Renovation of landscape at the main entrance, installed decorative pots with self-watering system for plants, small gravel as a border to sidewalk and new sod •Cleaned and checked all light fixtures throughout the property •Cleaned and detailed roofs, dumpster areas and enclosures •De-webbed, cleaned debris and leaves throughout the property 04/30/23 # of Service Request(s) #Carpet/Vinyl Replacement Service Request(s) #Carpet/Vinyl Replacement Move Out(s) #Appliance(s) Replacement Service Request(s) #Appliance(s) Replacement Move Out(s) 6 0 / 0 0 / 0 0 0 04/30/23 TOTALS # of Service Request(s) TOTALS #Carpet/Vinyl Replacement Service Request(s) TOTALS #Carpet/Vinyl Replacement Move Out(s) TOTALS #Appliance(s) Replacement Service Request(s) TOTALS #Appliance(s) Replacement Move Out(s) 488 0 / 0 6 / 3 6 1 Item 8A.2-21 MONTHLY OCCUPANCY STATUS REPORT REPORTING MONTH: MAY-23 REPORT DATE: 6/1/2023 TERESA VAKILI "MULTI-FAMILY PROPERTIES"May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 May-23 California Villas a.Total Units in Complex 141 141 141 141 141 141 141 141 141 141 141 141 141 b.Vacant Units 5 4 5 8 7 5 2 3 4 2 1 3 4 c. Occupied Units 136 137 136 133 134 136 139 138 137 139 140 138 137 d.Pending Leases 3 2 1 5 5 6 5 6 5 2 3 3 4 e.Ending Occupied & Pre-leased 139 139 137 138 139 142 144 144 142 141 143 141 141 f. Down Units 0 0 1 1 1 0 0 0 0 0 0 0 1 g.Number of Wait List Contactees 40 35 75 52 30 40 50 40 50 40 40 40 30 h.Re-Cert Pkts Sent Out During Month 10 11 11 8 10 11 6 12 9 3 9 5 8 i.Number of Traffic Qualified 10 16 14 10 12 15 10 15 25 20 18 20 15 j.Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Desert Pointe a.Total Units in Complex 64 64 64 64 64 64 64 64 64 64 64 64 64 b.Vacant Units 3 3 2 1 2 2 1 1 1 2 2 3 4 c. Occupied Units 61 61 62 63 62 62 63 63 63 62 62 61 60 d.Pending Leases 2 2 1 0 0 1 0 0 0 0 2 1 1 e.Ending Occupied & Pre-leased 63 63 63 63 62 63 63 63 63 62 64 62 61 f. Down Units 1 1 1 1 1 1 1 1 1 1 1 1 1 g.Number of Wait List Contactees 23 19 12 0 15 10 0 0 0 16 15 68 46 h.Re-Cert Pkts Sent Out During Month 5 6 5 4 2 7 3 3 6 4 6 2 4 i.Number of Traffic Qualified 8 7 33 16 10 9 7 13 9 15 30 15 21 j.Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Laguna Palms a.Total Units in Complex 48 48 48 48 48 48 48 48 48 48 48 48 48 b.Vacant Units 1 1 2 3 6 5 6 5 1 1 2 2 2 c. Occupied Units 47 47 46 45 42 43 42 43 47 47 46 46 46 d.Pending Leases 1 1 1 1 3 5 6 4 1 1 0 1 1 e.Ending Occupied & Pre-leased 48 48 47 46 45 48 48 47 48 48 46 47 47 f. Down Units 0 0 1 1 1 0 1 1 0 0 1 1 1 g.Number of Wait List Contactees 35 30 45 55 60 55 50 45 50 35 25 20 25 h.Re-Cert Pkts Sent Out During Month 3 6 1 8 3 3 3 4 3 2 1 4 3 i.Number of Traffic Qualified 8 5 4 7 5 8 10 7 9 8 12 10 30 j.Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Neighbors a.Total Units in Complex 24 24 24 24 24 24 24 24 24 24 24 24 24 b.Vacant Units 0 0 0 0 0 0 0 0 0 0 1 0 1 c. Occupied Units 24 24 24 24 24 24 24 24 24 24 23 24 23 d.Pending Leases 0 0 0 0 0 0 0 0 0 0 1 0 0 e.Ending Occupied & Pre-leased 24 24 24 24 24 24 24 24 24 24 24 24 23 f. Down Units 0 0 0 0 0 0 0 0 0 0 0 0 0 g.Number of Wait List Contactees 0 0 0 0 0 0 0 0 0 7 10 0 33 h.Re-Cert Pkts Sent Out During Month 0 2 1 4 1 0 4 3 0 1 2 3 2 i.Number of Traffic Qualified 4 3 15 9 5 7 5 7 4 8 27 9 16 j.Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 One Quail Place a.Total Units in Complex 384 384 384 384 384 384 384 384 384 384 384 384 384 b.Vacant Units 3 6 9 9 11 10 14 13 9 7 6 5 9 c. Occupied Units 381 378 375 375 373 374 370 371 375 377 378 379 375 d.Pending Leases 4 9 9 9 8 4 4 6 4 6 6 5 7 e.Ending Occupied & Pre-leased 385 387 384 384 381 378 374 377 379 383 384 384 382 f. Down Units 1 1 0 1 3 3 5 5 6 2 1 1 3 g.Number of Wait List Contactees 210 179 181 196 150 110 128 123 211 98 133 110 149 h.Re-Cert Pkts Sent Out During Month 30 23 23 24 23 11 29 37 29 32 25 22 31 i.Number of Traffic Qualified 84 54 77 63 46 34 12 19 93 38 93 46 46 j.Number of Traffic Non-Qualified 7 12 3 5 2 4 1 2 1 1 3 3 4 Palm Village a.Total Units in Complex 36 36 36 36 36 36 36 36 36 36 36 36 36 b.Vacant Units 1 1 1 2 2 2 0 0 2 2 1 1 1 c. Occupied Units 35 35 35 34 34 34 36 36 34 34 35 35 35 d.Pending Leases 1 1 1 2 0 0 0 0 1 1 0 0 0 e.Ending Occupied & Pre-leased 36 36 36 36 34 34 36 36 35 35 35 35 35 f. Down Units 0 0 0 0 0 0 0 0 1 1 1 1 1 g.Number of Wait List Contactees 35 30 45 55 60 55 50 45 50 15 25 20 20 h.Re-Cert Pkts Sent Out During Month 4 2 4 4 2 2 4 3 2 3 3 2 4 i.Number of Traffic Qualified 6 3 2 4 4 6 4 3 4 4 7 5 10 j.Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Santa Rosa a.Total Units in Complex 20 20 20 20 20 20 20 20 20 20 20 20 20 b.Vacant Units 4 4 5 5 3 3 2 4 2 1 1 1 1 c. Occupied Units 16 16 15 15 17 17 18 16 18 19 19 19 19 06/01/2023 Page 1 of 11 MOS Multi-Family 5.23Item 8A.2-22 MONTHLY OCCUPANCY STATUS REPORT "MULTI-FAMILY PROPERTIES"May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 May-23 d. Pending Leases 0 0 0 1 1 1 0 2 1 0 1 1 2 e. Ending Occupied & Pre-leased 16 16 15 16 18 18 18 18 19 19 20 20 21 f. Down Units 4 4 4 4 2 2 2 1 1 1 0 0 0 g. Number of Wait List Contactees 35 30 45 55 60 15 50 45 50 10 25 25 15 h. Re-Cert Pkts Sent Out During Month 0 1 1 2 1 1 1 1 1 1 0 2 0 i. Number of Traffic Qualified 2 3 0 2 0 5 3 2 3 3 5 5 10 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Taos Palms a. Total Units in Complex 16 16 16 16 16 16 16 16 16 16 16 16 16 b. Vacant Units 0 0 0 0 1 0 0 0 0 0 0 0 1 c. Occupied Units 16 16 16 16 15 16 16 16 16 16 16 16 15 d. Pending Leases 0 0 0 0 0 0 0 0 0 0 0 0 0 e. Ending Occupied & Pre-leased 16 16 16 16 15 16 16 16 16 16 16 16 15 f. Down Units 0 0 0 0 0 0 0 0 0 0 0 0 0 g. Number of Wait List Contactees 0 0 0 0 10 0 0 0 0 0 0 0 0 h. Re-Cert Pkts Sent Out During Month 1 0 2 2 1 1 1 1 2 1 2 0 2 i. Number of Traffic Qualified 3 3 4 6 3 3 5 3 4 3 4 5 14 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 SUMMARY MULTI-FAMILY PROPERTIES May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 May-23 a. Total Units in Complex 733 733 733 733 733 733 733 733 733 733 733 733 733 b. Vacant Units 17 19 24 28 32 27 25 26 19 15 14 15 23 c. Occupied Units 716 714 709 705 701 706 708 707 714 718 719 718 710 d. Pending Leases 11 15 13 18 17 17 15 18 12 10 13 11 15 e. Ending Occupied & Pre-leased 727 729 722 723 718 723 723 725 726 728 732 729 725 f. Down Units 6 6 7 8 8 6 9 8 9 5 4 4 7 g. Number of Wait List Contactees 378 323 403 413 385 285 328 298 411 221 273 283 318 h. Re-Cert Pkts Sent Out During Month 53 51 48 56 43 36 51 64 52 47 48 40 54 i. Number of Traffic Qualified 125 94 149 117 85 87 56 69 151 99 196 115 162 j. Number of Traffic Non-Qualified 7 12 3 5 2 4 1 2 1 1 3 3 4 06/01/2023 Page 2 of 11 MOS Multi-Family 5.23Item 8A.2-23 MONTHLY OCCUPANCY STATUS REPORT REPORTING MONTH: MAY-23 REPORT DATE: 6/1/2023 TERESA VAKILI "SENIOR PROPERTIES"May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 May-23 Candlewood a. Total Units in Complex 30 30 30 30 30 30 30 30 30 30 30 30 30 b. Vacant Units 0 1 1 0 0 0 0 1 1 2 2 2 2 c. Occupied Units 30 29 29 30 30 30 30 29 29 28 28 28 28 d. Pending Leases 0 0 1 0 0 0 0 0 0 0 0 0 0 e. Ending Occupied & Pre-leased 30 29 30 30 30 30 30 29 29 28 28 28 28 f. Down Units 0 0 0 0 0 0 0 0 1 2 2 2 2 g. Number of Wait List Contactees 15 23 36 0 0 0 0 10 10 5 19 16 0 h. Re-Cert Pkts Sent Out During Month 2 6 6 3 3 2 4 4 4 3 1 5 3 i. Number of Traffic Qualified 3 8 2 12 8 13 8 4 11 10 8 4 0 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Carlos Ortega a. Total Units in Complex 73 73 73 73 73 73 73 73 73 73 73 73 73 b. Vacant Units 3 3 2 0 0 1 1 2 1 3 3 3 2 c. Occupied Units 70 70 71 73 73 72 72 71 72 70 70 70 71 d. Pending Leases 2 1 2 1 2 2 0 1 1 0 3 2 2 e. Ending Occupied & Pre-leased 72 71 73 74 75 74 72 72 73 70 73 72 73 f. Down Units 0 0 0 0 0 0 0 0 1 2 2 1 0 g. Number of Wait List Contactees 83 101 85 117 81 89 76 95 50 14 42 72 91 h. Re-Cert Pkts Sent Out During Month 4 12 1 5 3 3 2 3 12 5 7 7 7 i. Number of Traffic Qualified 2 5 4 4 7 2 3 1 2 6 2 1 7 j. Number of Traffic Non-Qualified 1 0 0 0 1 2 0 1 2 1 0 0 0 Catalina Gardens a. Total Units in Complex 72 72 72 72 72 72 72 72 72 72 72 72 72 b. Vacant Units 2 2 1 2 2 2 2 2 3 2 3 3 3 c. Occupied Units 70 70 71 70 70 70 70 70 69 70 69 69 69 d. Pending Leases 1 1 0 2 0 1 1 0 1 1 0 1 1 e. Ending Occupied & Pre-leased 71 71 71 72 70 71 71 70 70 71 69 70 70 f. Down Units 0 0 0 0 0 0 0 0 0 0 0 0 0 g. Number of Wait List Contactees 87 111 92 81 88 101 96 83 89 76 68 71 20 h. Re-Cert Pkts Sent Out During Month 2 9 12 9 4 4 3 6 2 6 12 10 1 i. Number of Traffic Qualified 29 25 18 6 21 13 27 14 37 21 17 8 4 j. Number of Traffic Non-Qualified 0 0 0 0 1 1 1 1 1 1 2 0 0 La Rocca Villas a. Total Units in Complex 27 27 27 27 27 27 27 27 27 27 27 27 27 b. Vacant Units 0 0 0 0 0 0 0 0 0 0 0 0 1 c. Occupied Units 27 27 27 27 27 27 27 27 27 27 27 27 26 d. Pending Leases 0 0 0 1 0 0 0 0 0 0 0 0 0 e. Ending Occupied & Pre-leased 27 27 27 28 27 27 27 27 27 27 27 27 26 f. Down Units 0 0 0 0 0 0 0 0 0 0 0 0 0 g. Number of Wait List Contactees 0 0 0 15 0 0 0 0 0 0 0 10 38 h. Re-Cert Pkts Sent Out During Month 1 4 1 2 0 4 2 1 1 2 4 2 1 i. Number of Traffic Qualified 20 22 20 20 41 7 4 10 4 10 3 11 13 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Las Serenas a. Total Units in Complex 150 150 150 150 150 150 150 150 150 150 150 150 150 b. Vacant Units 3 5 3 3 6 4 4 4 8 7 7 6 5 c. Occupied Units 147 145 147 147 144 146 146 146 142 143 143 144 145 d. Pending Leases 2 3 2 0 2 1 2 3 4 4 2 2 2 e. Ending Occupied & Pre-leased 149 148 149 147 146 147 148 149 146 147 145 146 147 f. Down Units 2 2 2 3 4 4 3 3 4 4 4 4 4 g. Number of Wait List Contactees 12 50 12 15 149 130 61 33 54 15 33 31 63 h. Re-Cert Pkts Sent Out During Month 14 18 15 12 18 10 9 8 10 3 4 8 14 i. Number of Traffic Qualified 42 48 47 22 48 27 25 30 41 35 37 34 32 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Pueblos a. Total Units in Complex 15 15 15 15 15 15 15 15 15 15 15 15 15 b. Vacant Units 0 0 0 0 0 0 0 0 1 1 1 1 0 c. Occupied Units 15 15 15 15 15 15 15 15 14 14 14 14 15 d. Pending Leases 0 0 0 0 0 0 0 0 0 1 1 1 0 e. Ending Occupied & Pre-leased 15 15 15 15 15 15 15 15 14 15 15 15 15 f. Down Units 0 0 0 0 0 0 0 0 0 0 0 0 0 g. Number of Wait List Contactees 6 4 17 8 0 0 10 15 18 9 17 9 0 h. Re-Cert Pkts Sent Out During Month 1 1 3 0 0 0 0 0 1 1 3 3 1 i. Number of Traffic Qualified 5 4 1 2 3 2 3 4 11 5 4 2 0 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 Sage Crest Sr. a. Total Units in Complex 14 14 14 14 14 14 14 14 14 14 14 14 14 b. Vacant Units 1 2 2 2 1 2 0 0 0 0 0 0 0 c. Occupied Units 13 12 12 12 13 12 14 14 14 14 14 14 14 06/01/2023 Page 3 of 11 MOS Senior 5.23Item 8A.2-24 MONTHLY OCCUPANCY STATUS REPORT "SENIOR PROPERTIES"May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 May-23 d. Pending Leases 0 0 0 2 0 1 0 0 0 0 0 0 0 e. Ending Occupied & Pre-leased 13 12 12 14 13 13 14 14 14 14 14 14 14 f. Down Units 0 0 0 0 0 0 0 0 0 0 0 0 0 g. Number of Wait List Contactees 12 8 7 10 5 16 12 5 4 0 0 0 0 h. Re-Cert Pkts Sent Out During Month 2 2 2 1 0 0 0 2 2 2 1 1 2 i. Number of Traffic Qualified 0 3 2 2 3 2 6 5 1 3 3 1 0 j. Number of Traffic Non-Qualified 0 0 0 0 0 0 0 0 0 0 0 0 0 SUMMARY SENIOR PROPERTIES May-22 Jun-22 Jul-22 Aug-22 Sep-22 Oct-22 Nov-22 Dec-22 Jan-23 Feb-23 Mar-23 Apr-23 May-23 a. Total Units in Complex 381 381 381 381 381 381 381 381 381 381 381 381 381 b. Vacant Units 9 13 9 7 9 9 7 9 14 15 16 15 13 c. Occupied Units 372 368 372 374 372 372 374 372 367 366 365 366 368 d. Pending Leases 5 5 5 6 4 5 3 4 6 6 6 6 5 e. Ending Occupied & Pre-leased 377 373 377 380 376 377 377 376 373 372 371 372 373 f. Down Units 2 2 2 3 4 4 3 3 6 8 8 7 6 g. Number of Wait List Contactees 215 297 249 246 323 336 255 241 225 119 179 209 212 h. Re-Cert Pkts Sent Out During Month 26 52 40 32 28 23 20 24 32 22 32 36 29 i. Number of Traffic Qualified 101 115 94 68 131 66 76 68 107 90 74 61 56 j. Number of Traffic Non-Qualified 1 0 0 0 2 3 1 2 3 2 2 0 0 06/01/2023 Page 4 of 11 MOS Senior 5.23Item 8A.2-25 MONTHLY OCCUPANCY AND AVERAGE RENT SUMMARY SHEET MAY 2023 AMI %Ann. Income Mo. Rent Ann. Income Mo. Rent Ann. Income Mo. Rent Ann. Income Mo. Rent 20%12,240 255 13,980 291 15,730 328 17,480 364 25%15,300 319 17,475 364 19,663 410 21,850 455 30%18,500 385 21,150 441 23,800 496 27,750 578 35%21,420 446 24,465 510 27,528 573 30,590 637 40%24,480 510 27,960 583 31,460 655 34,960 728 45%27,540 574 31,455 655 35,393 737 39,330 819 50%30,800 642 35,200 733 39,600 825 44,000 917 55%33,660 701 38,445 801 43,258 901 48,070 1,001 60%36,720 765 41,940 874 47,190 983 52,440 1,093 65%39,780 829 45,435 947 51,123 1,065 56,810 1,184 70%42,840 1,071 48,930 1,223 55,055 1,376 61,180 1,530 75%45,900 1,148 52,425 1,311 58,988 1,475 65,550 1,639 80%49,300 1,233 56,350 1,409 63,400 1,585 70,400 1,760 85%52,020 1,301 59,415 1,485 66,853 1,671 74,290 1,857 90%55,080 1,377 62,910 1,573 70,785 1,770 78,660 1,967 95%58,140 1,454 66,405 1,660 74,718 1,868 83,030 2,076 100%61,200 1,530 69,900 1,748 78,650 1,966 87,400 2,185 105%64,260 1,607 73,395 1,835 82,583 2,065 91,770 2,294 110%67,320 1,683 76,890 1,922 86,515 2,163 96,140 2,404 115%70,380 1,760 80,385 2,010 90,448 2,261 100,510 2,513 120%73,440 1,836 83,880 2,097 94,380 2,360 104,880 2,622 Riverside County Income Eligibility as of 7/1/2022. Monthly rent is exclusive of Utility Allowance. Extremely Low 0-30%Very Low 31-50%Low 51-80%Moderate 81%-120%Total 710 312 597 974 1,289 793 175 190 212 133 Average Mo. RentNo. of UnitsMulti-Family Complexes HOUSEHOLD SIZE 1 2 3 4 Extremely Low 0-30%Very Low 31-50%Low 51-80%Moderate 81%-120% Total 125 161 66 Senior Complexes Average Mo. RentNo. of Units 16 368 313 547 919 1,233 753 06/01/2023 Page 5 of 11 Summary Rpt #1 5.23Item 8A.2-26 REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT REPORTING MONTH: REPORT DATE:REPORTED BY:TERESA VAKILI "MULTI-FAMILY"141 UNITS 64 UNITS 48 UNITS 24 UNITS 384 UNITS 36 UNITS 20 UNITS 16 UNITS 733 UNITS OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR 1. VERY LOW: 20% OF MEDIAN a. Studio 1 211 1 211 b. 1 BR, 1 BA 5 243 4 221 13 222 22 227 c. 2 BR, 1 BA 3 196 4 253 4 264 2 223 13 238 d. 2 BR, 2 BA 2 243 2 253 4 248 e. Totals 20%5 5 3 2 19 4 2 0 40 2. VERY LOW: 21-25% OF MEDIAN a. Studio 6 270 6 270 b. 1 BR, 1 BA 14 307 4 295 5 303 34 295 57 299 c. 2 BR, 1 BA 2 325 6 335 2 315 10 329 d. 2 BR, 2 BA 4 315 8 330 12 325 e. Totals 21-25%14 10 7 4 48 2 0 0 85 3. VERY LOW: 26-30% OF MEDIAN a. Studio 2 323 2 323 b. 1 BR, 1 BA 13 390 3 372 2 360 10 379 28 382 c. 2 BR, 1 BA 5 408 2 384 1 406 1 380 9 399 d. 2 BR, 2 BA 2 396 9 414 11 411 e. Totals 26-30%13 5 2 2 24 2 1 1 50 4. VERY LOW: 31-35% OF MEDIAN a. Studio 2 379 2 379 b. 1 BR, 1 BA 5 451 1 441 11 450 17 450 c. 2 BR, 1 BA 1 488 3 475 1 534 5 489 d. 2 BR, 2 BA 2 488 14 494 16 493 e. Totals 31-35%5 3 1 2 28 1 0 0 40 5. VERY LOW: 36-40% OF MEDIAN a. Studio 1 466 1 466 b. 1 BR, 1 BA 8 526 4 529 12 527 c. 2 BR, 1 BA 3 548 6 580 2 565 4 553 15 564 d. 2 BR, 2 BA 2 537 15 566 17 563 e. Totals 36-40%8 1 3 2 25 2 0 4 45 6. VERY LOW: 41-45% OF MEDIAN a. Studio 1 530 1 530 b. 1 BR, 1 BA 8 607 6 560 9 585 23 586 c. 2 BR, 1 BA 3 662 3 621 3 647 1 652 10 644 d. 2 BR, 2 BA 1 652 7 662 8 661 e. Totals 41-45%8 1 6 1 19 3 3 1 42 7. VERY LOW: 46-50% OF MEDIAN a. Studio 5 585 1 598 6 588 b. 1 BR, 1 BA 11 685 2 672 9 671 22 678 c. 2 BR, 1 BA 1 732 2 740 10 727 6 752 5 719 24 733 d. 2 BR, 2 BA 1 740 10 726 11 728 e. Totals 46-50%11 6 5 1 29 6 5 0 63 Total very low =64 31 27 14 192 20 11 6 365 ·Percent of total 46.72%51.67%58.70%60.87%51.20%57.14%57.89%40.00%51.41% 8. LOWER: 51-55% OF MEDIAN a. Studio 0 - b. 1 BR, 1 BA 7 741 1 732 6 747 14 743 c. 2 BR, 1 BA 2 816 8 826 3 828 3 779 16 816 d. 2 BR, 2 BA 4 816 10 816 14 816 e. Totals 51-55%7 1 2 4 24 3 3 0 44 9. LOWER: 56-60% OF MEDIAN a. Studio 1 721 1 721 b. 1 BR, 1 BA 15 807 1 805 9 809 25 808 c. 2 BR, 1 BA 4 872 2 908 3 868 1 893 2 898 12 883 d. 2 BR, 2 BA 9 896 9 896 e. Totals 56-60%15 2 4 0 20 3 1 2 47 10. LOWER: 61-65% OF MEDIAN a. Studio 3 724 1 785 4 739 b. 1 BR, 1 BA 10 868 1 886 11 862 22 866 c. 2 BR, 1 BA 1 867 6 971 4 975 1 980 12 964 d. 2 BR, 2 BA 15 982 15 982 e. Totals 61-65%10 3 3 0 32 4 0 1 53 11. LOWER: 66-70% OF MEDIAN a. Studio 0 - b. 1 BR, 1 BA 5 1,154 2 1,133 4 1,120 11 1,138 c. 2 BR, 1 BA 4 1,190 2 1,161 1 1,286 7 1,195 d. 2 BR, 2 BA 7 1,308 7 1,308 e. Totals 66-70%5 2 0 0 15 2 1 0 25 12. LOWER: 71-75% OF MEDIAN a. Studio 2 966 2 966 b. 1 BR, 1 BA 5 1,154 4 1,102 9 1,131 c. 2 BR, 1 BA 1 1,390 2 1,400 2 1,385 1 1,385 1 1,390 7 1,391 d. 2 BR, 2 BA 1 1,230 6 1,373 7 1,353 e. Totals 71-75%5 2 1 1 12 2 1 1 25 NEIGHBORS May-23 6/1/2023 CALIFORNIA VILLAS DESERT POINTE LAGUNA PALMS ONE QUAIL PLACE PALM VILLAGE SANTA ROSA TAOS PALMS TOTALS 06/01/2023 Page 6 of 11 Rpt #1 Multi-Family 5.23Item 8A.2-27 REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT "MULTI-FAMILY"141 UNITS 64 UNITS 48 UNITS 24 UNITS 384 UNITS 36 UNITS 20 UNITS 16 UNITS 733 UNITSOCCAROCCAROCCAROCCAROCCAROCCAROCCAROCCAROCCAR NEIGHBORS CALIFORNIA VILLAS DESERT POINTE LAGUNA PALMS ONE QUAIL PLACE PALM VILLAGE SANTA ROSA TAOS PALMS TOTALS 13. LOWER: 76-80% OF MEDIAN a. Studio 2 966 2 966 b. 1 BR, 1 BA 6 1,123 1 1,056 7 1,114 c. 2 BR, 1 BA 3 1,434 1 1,424 4 1,432 d. 2 BR, 2 BA 5 1,389 5 1,389 e. Totals 76-80%6 2 0 0 9 0 0 1 18 Total lower =48 12 10 5 112 14 6 5 212 ·Percent of total 35.04%20.00%21.74%21.74%29.87%40.00%31.58%33.33%29.86% 14. MODERATE: 81-120% OF MEDIAN a. Studio 5 1,038 1 1,018 6 1,035 b. 1 BR, 1 BA 24 1,148 8 1,130 2 1,141 28 1,137 62 1,141 c. 2 BR, 1 BA 1 1,509 3 1,447 6 1,441 15 1,449 1 1,509 2 1,509 4 1,437 32 1,453 d. 2 BR, 2 BA 1 1,509 4 1,445 28 1,454 33 1,455 Total moderate =25 17 9 4 71 1 2 4 133 Percent of total 18.25%28.33%19.57%17.39%18.93%2.86%10.53%26.67%18.73% 15. Total units occupied:137 60 46 23 375 35 19 15 710 16. Occupancy rate =97%94%96%96%98%97%95%94%97% NOTE: For each project, to calculate average rent for a unit type at an income level, divide the total rental income of that unit type at that income level by the number of occupied units of that unit type at that income level.Occ Rate excluding properties under const/renov 98% 06/01/2023 Page 7 of 11 Rpt #1 Multi-Family 5.23Item 8A.2-28 REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT REPORTING MONTH: REPORT DATE:REPORTED BY:TERESA VAKILI "SENIOR PROPERTIES"30 UNITS 73 UNITS 72 UNITS 27 UNITS 150 UNITS 15 UNITS 14 UNITS 381 UNITS OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR 1. VERY LOW: 20% OF MEDIAN a. Studio 1 291 4 198 3 224 8 219 b. 1 BR, 1 BA 2 222 1 328 1 222 5 256 4 238 13 248 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 20%2 2 5 5 7 0 0 21 2. VERY LOW: 21-25% OF MEDIAN a. Studio 8 349 16 256 17 283 41 285 b. 1 BR, 1 BA 3 260 1 295 4 318 6 313 2 297 1 295 17 301 c. 2 BR, 1 BA 1 322 1 322 d. 2 BR, 2 BA 0 - e. Totals 21-25%4 8 17 4 23 2 1 59 3. VERY LOW: 26-30% OF MEDIAN a. Studio 7 422 5 321 14 364 26 371 b. 1 BR, 1 BA 1 372 4 372 4 403 5 400 2 354 2 372 18 385 c. 2 BR, 1 BA 1 408 1 408 d. 2 BR, 2 BA 0 - e. Totals 26-30%2 7 9 4 19 2 2 45 4. VERY LOW: 31-35% OF MEDIAN a. Studio 6 491 4 389 9 425 19 438 b. 1 BR, 1 BA 7 433 2 573 7 433 3 464 6 464 3 425 3 423 31 449 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 31-35%7 8 11 3 15 3 3 50 5. VERY LOW: 36-40% OF MEDIAN a. Studio 7 559 5 453 11 505 23 510 b. 1 BR, 1 BA 2 514 1 655 2 514 2 524 4 565 2 486 13 538 c. 2 BR, 1 BA 1 567 1 567 d. 2 BR, 2 BA 0 - e. Totals 36-40%3 8 7 2 15 2 0 37 6. VERY LOW: 41-45% OF MEDIAN a. Studio 7 634 4 502 12 571 23 578 b. 1 BR, 1 BA 4 552 1 654 1 586 9 613 3 588 1 586 19 595 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 41-45%4 8 5 0 21 3 1 42 7. VERY LOW: 46-50% OF MEDIAN a. Studio 9 725 3 585 4 666 16 684 b. 1 BR, 1 BA 3 641 2 783 2 629 1 706 4 735 1 666 3 664 16 691 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 46-50%3 11 5 1 8 1 3 32 Total very low =25 52 59 19 108 13 10 286 ·Percent of total 89.29%73.24%85.51%73.08%74.48%86.67%71.43%77.72% 8. LOWER: 51-55% OF MEDIAN a. Studio 3 801 2 607 3 692 8 712 b. 1 BR, 1 BA 2 732 1 901 2 732 1 774 3 811 2 734 11 773 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 51-55%2 4 4 1 6 2 0 19 9. LOWER: 56-60% OF MEDIAN a. Studio 2 874 1 625 3 776 6 783 b. 1 BR, 1 BA 2 805 1 847 3 823 1 805 7 819 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 56-60%0 2 3 1 6 0 1 13 10. LOWER: 61-65% OF MEDIAN a. Studio 5 947 5 880 10 914 b. 1 BR, 1 BA 1 776 1 815 1 975 1 878 4 861 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 61-65%0 5 1 1 6 0 1 14 11. LOWER: 66-70% OF MEDIAN a. Studio 5 1,179 1 1,005 3 1,135 9 1,145 b. 1 BR, 1 BA 1 1,133 1 1,133 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 66-70%0 5 1 0 3 0 1 10 12. LOWER: 71-75% OF MEDIAN a. Studio 1 1,202 1 1,135 2 1,169 b. 1 BR, 1 BA 2 1,175 1 1,385 1 1,133 4 1,217 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 71-75%0 1 0 2 2 0 1 6 May-23 6/1/2023 PUEBLOS TOTALS SAGE CREST SR.CANDLEWOOD LAS SERENASCARLOS ORTEGA LA ROCCA VILLASCATALINA 06/01/2023 Page 8 of 11 Rpt #1 Senior 5.23Item 8A.2-29 REPORT #1 - MONTHLY OCCUPANCY AND AVERAGE RENT STATEMENT "SENIOR PROPERTIES"30 UNITS 73 UNITS 72 UNITS 27 UNITS 150 UNITS 15 UNITS 14 UNITS 381 UNITS OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR OCC AR PUEBLOS TOTALS SAGE CREST SR.CANDLEWOOD LAS SERENASCARLOS ORTEGA LA ROCCA VILLASCATALINA 13. LOWER: 76-80% OF MEDIAN a. Studio 3 1,135 3 1,135 b. 1 BR, 1 BA 1 1,419 1 1,419 c. 2 BR, 1 BA 0 - d. 2 BR, 2 BA 0 - e. Totals 76-80%0 0 0 0 4 0 0 4 Total lower =2 17 9 5 27 2 4 66 Percent of total 7.14%23.94%13.04%19.23%18.62%13.33%28.57%17.93% 14. MODERATE: 81-120% OF MEDIAN a. Studio 1 1,202 1 1,062 8 1,143 10 1,141 b. 1 BR, 1 BA 2 1,189 2 1,464 4 1,326 c. 2 BR, 1 BA 1 1,509 1 1,509 d. 2 BR, 2 BA 1 1,509 1 1,509 Total moderate =1 2 1 2 10 0 0 16 Percent of total 3.57%2.82%1.45%7.69%6.90%0.00%0.00%4.35% 15. Total units occupied:28 71 69 26 145 15 14 368 16. Occupancy rate =93%97%96%96% 97%100%100%97%NOTE: For each project, to calculate average rent for a unit type at an income level, divide the total rental income of that unit typeat that income level by the number of occupied units of that unit type at that income level.Occ Rate excluding properties under const/renov 98% 06/01/2023 Page 9 of 11 Rpt #1 Senior 5.23Item 8A.2-30 REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT: REPORTING MONTH:May-23 "MULTI-FAMILY PROPERTIES"REPORTED BY: Teresa Vakili REPORT DATE: 6/1/2023 CALIFORNIA DESERT LAGUNA ONE QUAIL PALM SANTA TAOS MONTHLY INCOME LEVEL AVAILABLE VILLAS POINTE PALMS PLACE VILLAGE ROSA PALMS TOTALS OF OCCUPANT UNITS 141 64 48 24 384 36 20 16 733 REVENUE VERY LOW Up to 50% Occupied units 64 31 27 14 192 20 11 6 365 Total rental income 29,437 11,509 12,387 5,980 88,471 10,493 6,388 3,244 167,909 Per occupied unit 460 371 459 427 461 525 581 541 460 LOWER: 51% --> 80% Occupied units 48 12 10 5 112 14 6 5 212 Total rental income 44,250 10,560 9,048 4,494 112,594 14,080 5,901 5,590 206,517 Per occupied unit 922 880 905 899 1,005 1,006 984 1,118 974 MODERATE: 81% --> 120% Occupied units 25 17 9 4 71 1 2 4 133 Total rental income 29,061 20,080 11,946 5,780 94,283 1,509 3,018 5,748 171,425 Per occupied unit 1,162 1,181 1,327 1,445 1,328 1,509 1,509 1,437 1,289 Summary Income: Rental 102,748 42,149 33,382 16,254 295,348 26,082 15,307 14,582 545,852 Other Income: Laundry 556 - 397 - 6,878 1,133 269 - 9,233 Other 1,950 (2,772) (1,442) 248 12,364 418 (2,341) (2,097) 6,327 Total Operating Income 105,253 39,377 32,337 16,502 314,590 27,633 13,235 12,485 561,412 Occupied Units 137 60 46 23 375 35 19 15 710 Income per occupied unit 768 656 703 717 839 790 697 832 791 EXPENSES Operating Expenses: Payroll 21,363 10,697 10,596 3,819 77,817 5,665 2,936 3,208 136,101 Per occupied unit 156 178 230 166 208 162 155 214 192 Administrative 9,930 4,192 2,934 1,309 27,766 1,846 1,072 2,055 51,104 Per occupied unit 72 70 64 57 74 53 56 137 72 Advertising/Promotion 237 258 224 210 393 190 190 190 1,891 Per occupied unit 2 4 5 9 1 5 10 13 3 Contract Services 5,523 2,587 2,913 1,767 12,934 1,256 1,641 1,376 29,998 Per occupied unit 40 43 63 77 34 36 86 92 42 Utility Services 8,956 5,190 5,292 1,915 32,731 2,441 1,442 1,569 59,536 Per occupied unit 65 86 115 83 87 70 76 105 84 Maintenance 13,329 6,944 6,495 2,495 45,629 3,085 3,039 8,265 89,281 Per occupied unit 97 116 141 108 122 88 160 551 126 Replacement expense 3,749 1,291 5,513 - 5,119 1,076 817 425,682 443,247 Per occupied unit 27 22 120 - 14 31 43 28,379 624 Capital expense - - - - - - - - - Per occupied unit - - - - - - - - - Total Operating Expenses 63,087 31,159 33,968 11,515 202,389 15,560 11,136 442,345 811,159 Per occupied unit 460 519 738 501 540 445 586 29,490 1,142 Summary Revenue and Expenses Total Operating Income 105,253 39,377 32,337 16,502 314,590 27,633 13,235 12,485 561,412 Total Operating Expenses 63,087 31,159 33,968 11,515 202,389 15,560 11,136 442,345 811,159 Monthly Net Operating Income 42,166 8,218 (1,631) 4,987 112,201 12,073 2,099 (429,860) (249,747) Per occupied unit 308 137 (35) 217 299 345 110 (28,657) (352) FYTD Net Operating Income* 369,027 106,953 4,631 39,950 1,183,591 83,263 5,058 20,597 1,813,069 Previous Fiscal Year NOI (6/30/2022)*332,813 91,677 51,871 26,170 1,055,463 81,422 (1,445) 8,946 1,646,918 NEIGHBORS * For comparison purposes, Net Operating Income YTD excludes all capital expenditures and corresponding reimbursement, as those are typically paid from replacement reserve funds and/or bond funds at this time (not PDHA revenue). 06/01/2023 Page 10 of 11 Rpt #2 Multi-Family 5.23 Item 8A.2-31 REPORT #2 - MONTHLY NET OPERATING INCOME STATEMENT: REPORTING MONTH:May-23 "SENIOR PROPERTIES"REPORTED BY: Teresa Vakili REPORT DATE: 6/1/2023 CANDLEWOOD CARLOS CATALINA LA ROCCA LAS PUEBLOS SAGECREST MONTHLY INCOME LEVEL AVAILABLE ORTEGA GARDENS VILLAS SERENAS SR.TOTALS OF OCCUPANT UNITS 30 73 72 27 150 15 14 381 REVENUE VERY LOW: Up to 50% Occupied units 25 52 59 19 108 13 10 286 Total rental income 11,083 28,208 21,985 7,310 47,806 5,979 4,887 127,258 Per occupied unit 443 542 373 385 443 460 489 445 LOWER: 51% --> 80% Occupied units 2 17 9 5 27 2 4 66 Total rental income 1,464 16,884 6,694 4,786 25,430 1,468 3,949 60,675 Per occupied unit 732 993 744 957 942 734 987 919 MODERATE: 81% --> 120% Occupied units 1 2 1 2 10 - - 16 Total rental income 1,509 2,711 1,062 2,378 12,072 19,732 Per occupied unit 1,509 1,356 1,062 1,189 1,207 1,233 Summary Income: Rental 14,056 47,803 29,741 14,474 85,308 7,447 8,836 207,665 Other Income: Laundry - - 85 - 384 3 - 472 Other 281 153 (642) (131) 2,451 (30) - 2,081 Total operating income 14,337 47,956 29,184 14,343 88,143 7,420 8,836 210,218 Occupied Units 28 71 69 26 145 15 14 368 Income per occupied unit 512 675 423 552 608 495 631 571 EXPENSES Operating Expenses: Payroll 5,753 13,359 12,877 5,795 16,480 3,479 2,434 60,176 Per occupied unit 205 188 187 223 114 232 174 164 Administrative 1,484 4,025 4,322 1,871 7,883 781 757 21,123 Per occupied unit 53 57 63 72 54 52 54 57 Advertising/promotion 190 425 271 190 317 190 190 1,772 Per occupied unit 7 6 4 7 2 13 14 5 Contract services 1,568 3,760 3,416 2,168 5,395 1,453 1,045 18,805 Per occupied unit 56 53 50 83 37 97 75 51 Utility services 1,639 6,739 2,725 1,474 5,090 524 537 18,728 Per occupied unit 59 95 39 57 35 35 38 51 Maintenance 8,621 6,520 5,294 616 15,203 1,143 1,479 38,876 Per occupied unit 308 92 77 24 105 76 106 106 Replacement expense - 1,789 - - 6,426 - - 8,215 Per occupied unit - 25 - - 44 - - 22 Capital expense - - - - - - - - Per occupied unit - - - - - - - - Total Operating Expenses 19,254 36,617 28,905 12,115 56,794 7,569 6,441 167,695 Per occupied unit 688 516 419 466 392 505 460 456 Summary Revenue and Expenses Total Operating Income 14,337 47,956 29,184 14,343 88,143 7,420 8,836 210,218 Total Operating Expenses 19,254 36,617 28,905 12,115 56,794 7,569 6,441 167,695 Monthly Net Operating Income (4,917) 11,339 278 2,228 31,349 (149) 2,395 42,523 Per occupied unit (176) 160 4 86 216 (10) 171 116 FYTD Net Operating Income* (29,985) 74,049 (55,885) (31,463) 303,257 (15,729) 9,696 253,942 Previous Fiscal Year NOI (6/30/2022)* (22,296) 123,967 (43,854) (16,993) 246,684 (18,760) 6,905 275,653 * For comparison purposes, Net Operating Income YTD excludes all capital expenditures and corresponding reimbursement, as those are typically paid from replacement reserve funds and/or bond funds at this time (not PDHA revenue) 06/01/2023 Page 11 of 11 Rpt #2 Senior 5.23 Item 8A.2-32 Homeless Coordination Update Jason Austin, MA, LMFT Social Services Coordinator Item 8D.1-1 Three Month Update •Homeless Providers and System Assessment •Develop City Website for Unhoused Resources and Information for the Community •Conduct Homeless Outreach and Care Team Engagements for Community Response 5/1/23 HTF Update 2Item 8D.1-2 Homeless Services Assessment Meetings and Tours •County Behavioral Health and Animal Services Departments •Coachella Valley Association of Governments (CVAG) •Telecare •Marthas Village and Kitchen •Coachella Valley Rescue Mission (CVRM) •Inland Empire Health Plan (IEHP) •El Paseo Business District •City Homeless Task Force •County Continuum of Care (CoC) •City Housing Department •City Departments •Find Food Bank •Sheriff and Code Department Ride Alongs •Joslyn Senior Center •Mama’s House 5/1/23 HTF Update 3Item 8D.1-3 City of Palm Desert Homeless Task Force Strategic Priorities and Work Plan Components include: 1) Identifying Mental Health, Substance Use and Medical Services 2) Promoting Affordable Housing Opportunities 3)Identify Housing Programs and Services Item 8D.1-4 City Homeless and Health Web Site Supportive Services and Resources Business and Resident Information Learning About Homelessness Public Safety 5/1/23 HTF Update 5Item 8D.1-5 City System of Care through Outreach Response CARE TEAMS City Hall Walk-Ins Homeless Support Calls and Email Response Street Response Increased response to those experiencing homelessness or at- risk of homelessness, business- owners and operators, and residents County HOPE, CVAG, CVRM, Sheriff and Code Depts with Social Services Coordinator Mental Health and/or Homeless Response Requests for help via phone, email and city app Support for those at street locations Item 8D.1-6 Service Data March – May 2023 Street Outreach Engagements 140 Requests for Service by Phone 26 Requests for Service by Email/City App 49 Number linked to shelter/housing 13 Item 8D.1-7 Questions?Jason Austin, MA, LMFT Social Services Coordinator Jaustin@palmdesert.gov 5/1/23 HTF Update 8Item 8D.1-8