HomeMy WebLinkAboutRes 2024-010RESOLUTION NO. 2024-010
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALM DESERT, CALIFORNIA, SETTING FORTH ITS FINDINGS AND
AUTHORIZING THE DESTRUCTION OF PAPER RECORDS FROM THE
FINANCE DEPARTMENT, AS INDICATED ON THE RECORDS
RETENTION SCHEDULE (ADOPTED DECEMBER 15, 2022). RECORDS
FROM 1988-2018 (EXHIBIT A)
WHEREAS, the Finance Department of the City of Palm Desert, California, has
records that have met or exceeded the retention period caused by the official files,
records, exhibits, and other documents of said office pursuant to the Retention
Schedule set forth on City Council Resolution No. 2022-98; and
WHEREAS, said files are not the subject of any claim, litigation, investigation, or
audit.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Palm Desert, California, as follows:
Section 1. That the above recitations are true and correct and constitute the
findings of the City Council in this matter.
Section 2. That it does hereby approve the destruction of all documents and
records from files as set forth in Exhibit “A,” attached hereto, which have met or
exceeded their retention period.
Section 3. That the reports mentioned on Exhibit “A” for the Finance
Department from 1988 to 2018 have exceeded their retention period. Both paper and
digital records will be destroyed.
ADOPTED ON MARCH 28, 2024.
KARINA QUINTANILLA
MAYOR
ATTEST:
ANTHONY J. MEJIA
CITY CLERK
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Resolution No. 2024-010 Page 2
I, Anthony J. Mejia, City Clerk of the City of Palm Desert, hereby certify that
Resolution No. 2024-010 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 March 28, 2024, by the following
vote:
AYES: HARNIK, KELLY, NESTANDE, TRUBEE, AND QUINTANILLA
NOES: NONE
ABSENT: NONE
ABSTAIN: NONE
RECUSED: NONE
IN WITNESS WHEROF, I have hereunto set my hand and affixed the official seal of the City
of Palm Desert, California, on __________________.
ANTHONY J. MEJIA
CITY CLERK
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3/29/2024
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Resolution No. 2024-010 Page 3
EXHIBIT A
Request to Destroy Obsolete Records
CITY OF PALM DESERT
AUTHORITY TO DESTROY OBSOLETE RECORDS
Dept. Retention
No.
Description
of Record Years Covered Retention
Period
Shred or
Discard
Finance/
General FN-027
MuniFinancial Arbitrage Rebate
Calculation Reports & Audit
Reports
1988-2000 5 years
Shred/
Destroy
electronic
records
Finance/
Admin FN-001
Community Facilities Districts
Uni. Park 2005-1) – Request for
Repayment & Financial Records
2004-2009
5 years
Shred/
Destroy
electronic
recordsAssessmentDistricts (87-1)(94-1
1997) – Financial Records 1988,1999-2000
Finance/A
dmin FN-007
Fixed Assets-Inventory Backups,
Journal Backups, Purchase
Agreements
2017-2018 5 years
Shred/
Destroy
electronic
records
Finance/
Accounting FN-015 Accounts Payable
Wires, Bond Payments) 2017-2018 5 years
Shred/
Destroy
electronic
records
Finance/
Accounting FN-016 Accounts Receivable / TOT 2015-2018 5 years
Shred/
Destroy
electronic
records
Finance/
Accounting FN-017
Bank Statements and Trustee
Statements, Fiscal Agent
Statements, Investment Account
Statements, Bank
Reconciliations, Bank Deposits,
Bank Transmittal Advice Bank
Receipts, Trustee Statements,
NSF
2017 7 years
Shred/
Destroy
electronic
records
Finance/
Accounting FN-021
Cash Receipts / Daily Cash
Summaries / Cashiers Reports /
Treasurers Receipts (TRs)
1979-1889, 2000,
2015-2018 5 years
Shred/
Destroy
electronic
records
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Resolution No. 2024-010 Page 4
I consent to the destruction of these obsolete records according to accepted policies and
procedures.
City Clerk Date City Attorney Date
Approved by City Council:
Original: City Clerk’s Office
Copy: Department
Finance/
Accounting FN-022 Warrant Register 2004-2014 10 years
Shred/
Destroy
electronic
records
Finance/
Accounting FN-026 Treasurer's Reports/ Investment
Reports 2001-2018 5 years
Shred/
Destroy
electronic
records
Finance/
Accounting FN-028 Journal Entries/ Journal
Vouchers 1998, 2016-2018 5 years
Shred/
Destroy
electronic
records
Finance/
Accounting FN-030 State Controller's Report 2014-2018 5 years
Shred/
Destroy
electronic
records
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8/14/2024 8/17/2024