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Home My WebLink AboutRes 02-01 Records Transfer and Retention Schedule He- r , 7-E'". Resolution No. 02-1 CITY OF PALM DESERT COMMUNITY SERVICES DIVISION CITY CLERK OPERATIONS STAFF REPORT REQUEST: REQUEST FOR APPROVAL OF THE RECORDS TRANSFER AND RETENTION SCHEDULE FOR THE CITY CLERK'S OFFICE. DATE: January 10, 2002 CONTENTS: I. Staff Report II. Resolution No. 02- 1 (Retention Schedule) Recommendation: Waive further reading and adopt Resolution No. 02- 1 , approving the Records Transfer and Retention Schedule for the Office of the City Clerk. Executive Summary: The last time the City Clerk's Retention Schedule was addressed was in 1994. Within the records management field, and specifically City Clerk Offices, it is recommended that retention schedules be reviewed and adopted every two years. In 1998-99 the City Clerks Association of California, after extensive research and review, developed Local Government Records Retention Guidelines, which was endorsed by the Secretary of State and approved by State Legislature as SB 742 in the 1998-99 Session. Since that time, numerous California cities have updated their retention schedules based upon this legislation. City staff has spent considerable time studying these guidelines in order to tailor a retention schedule that incorporates appropriate legal requirements while reflecting the practices that have become accepted and expected during Palm Desert's 28-year history. Background: With the ever-increasing amount of documents that constitute Palm Desert's official City records, the City Clerk's Office has found it necessary to review and update its Records Transfer and Retention Schedule, last adopted in 1994. A Records Retention Schedule is the key element in an effective records management program; it is the legal t r Staff Report - City Clerks Kecords Transfer and Retention Sc Jule Resolution NO. 02-1 Page 2 January 10, 2002 authority to receive, create, retain, and dispose of official public records. Adoption of Resolution No. 02- will provide the City Clerk's Office with a schedule to document which records require office or temporary storage, which records have historic or research value, and which records should be destroyed because they no longer have any administrative, fiscal, or legal value. In the event of litigation, courts accept a retention schedule as establishing an agency's "normal course of doing business."' Additionally, it should be noted that AB 1014 (Papan) passed in 2001 and effective January 1, 2002, requires City staff to assume more responsibility in assisting citizens to make focused requests for information. An up-to-date retention schedule will be a ready resource that can be provided to help identify records sought. Following the filming of records presently identified for transfer, staff will return to the City Council with a resolution of destruction for those records that have been evaluated against the subject schedule and been determined for disposal in such a manner. Based on the above, your approval of the requested action is recommended. Staff stands ready to answer questions in this regard. Submitted by: A G7 5 RACHELLE D. KLASSEN, CMC SHEILA R. GILLIGAN, CMC DEPUTY CITY CLERK ASST. CITY MANAGER FOR COMMUNITY SERVICES/CITY CLERK Reviewed and concur: Approved: DAVID J. ERWIN CARLOS L. ORTEGA CITY ATTORNEY CITY MANAGER rdk CITY COUNCI ACTION: APPROVED DENIED Attachment (as noted) RECEIVED OTHER MEETI - - NOES: N��. Y 1 0 S: ABSENT: ABSTAIN: AIN ,( VERIFIED BY: > �6 ri n-� Original on File 4ith City Clerk's Office 'California Secretary of State Bill Jones, Local Government Records Management Guidelines, August 2001, p. 5. H:Vklassen\WPdataIWPDOCSIStaff ReportsVetention schedule.wpd r f 1 RESOLUTION NO. 02- 1 1 1 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM DESERT, i CALIFORNIA, RESCINDING RESOLUTION NO.94-91 AND APPROVING THE RECORDS TRANSFER AND RETENTION SCHEDULE FOR THE OFFICE OF THE CITY CLERK WHEREAS, on August 25, 1994, the City Council of the City of Palm Desert, California, adopted Resolution No. 94-91, approving a Records Transfer and Retention Schedule for the City Clerk's Office; and WHEREAS,a Records Transfer and Retention Schedule has been prepared for the City Clerk's Office (attached hereto and made a part hereof as Exhibit "A") based on Government Code Sections 34090, 34090.5, and 34090.7, and the Secretary of State's Local Government Records Management Guidelines; and WHEREAS,the purpose of the Records Transfer and Retention Schedule is to establish a pattern for the orderly transfer or destruction of records on a continuing basis; and WHEREAS, the City Attorney has reviewed and approved the Records Transfer and Retention Schedule for the City Clerk's Office. NOW,THEREFORE, BE IT RESOLVED by the City Council of the City of Palm Desert, California, that the attached Records Transfer and Retention Schedule (Exhibit "A") is hereby approved. PASSED, APPROVED,AND ADOPTED by the City Council of the City of Palm Desert, California at its regular meeting held on the loth day of January , 2002, by the following vote, to wit: AYES: BENSON, CRITES, FERGUSON, SPEIGEL, KELLY NOES: NONE ABSENT: NONE ABSTAIN: NONE IC ARD S. KELLY, OR ATT T: / — 1 . ik.') er- e/—).// SHEILA R. GILL GAN, CITY C ERK CITY OF PALM DESERT, CA IFORNIA Resolution No. 02-1 EXHIBIT "A" City of Palm Desert Records Transfer and Retention Schedule January 2002 Resolution No. 02-1 Although all records will have a Retention Schedule attached, how those records are purged from the active filing system indicates the retention period. Retention Schedule The retention schedule indicates that once the retention date has passed, those files may be purged from the active filing system. Microfilm/Imaging Schedule If a film schedule has been assigned, this indicates that once the microfilm date has passed, those files may be microfilmed or scanned. Destruction Schedule If a destruction schedule has been assigned, this indicates that the file may be destroyed. (Once microfilmed or scanned, the microfilmed/scanned copy would then be used as the "original.") Destruction includes all copies of these documents, whether in the City Clerk's Records Center or any other office within the Civic Center. If there is not a Destruction Schedule assigned, the record will be kept either in the City Clerk's Records Center or another location approved by the City Clerk. Resolution No. 02-1 Legend AA = After Approved AU = Audit CL = Closed/Completion CU = Current Year L = Life P = Permanent S = Supersede T = Termination AF = After Microfilmed/Imaged NM = Not Microfilmed ND = Not Destroyed Resolution No. 02-1 CHART OF ACCOUNTS TRANSFER AND RETENTION SCHEDULE Retention Microfilm Destruction File Number Description Schedule Schedule Schedule CU+4 CU+4 AF 20 LEGAL ADVERTISING P NM ND 21 ANNEXATIONS P NM ND 22 AUDITS 23 COMMITTEE/COMMISSIONS T+5 T+5 AF Selected Applicants CL+3 NM CL+3 Applications Not Selected CU+2 CU+2 CU+2 Agendas P AA ND Minutes P AA ND Resolutions 24 BUDGET P AA ND Original CU+2 CU+2 AF Proposed Budget CU+2 CU+2 AF Departmental Copies 25 BUILDING & SAFETY CU+3 CU+3 AF 25-001 Building & Safety — General P NM ND 25-002 Condemnations CU+2 CU+2 AF 25-003 Development Coordinating Center AU+4 AU+4 AF 25-004 Refunds _ P AA ND 25-005 Destruction of Files P CU+2 ND 25-006 Securing of Sub-Standard Buildings P CU+2 ND 25-007 Plan Check Extension _ P CL+1 Mo ND 25-008 Permits P CU+2 ND 25-009 WRCOG's Balanced Development Proposal — BIA 26 BUSINESS LICENSES/CODE COMPLIANCE CU+3 CU+3 AF 26-001 Business License/Code Compliance— General T+4 T+4 AF Business Licenses AU+4 AU+4 AF 26-002 Business License Refunds CU+3 CU+3 AF 26-003 Business License Exemptions CU+2 CU+2 AF 26-004 Bingo Permits _ CU+2 CU+2 AF 26-005 Dog Licenses CU+2 CU+2 AF 26-006 Psychic Activities CU+2 CU+2 AF 26-007 Solicitations L L+2 ND 26-008 Massage Establishment Licenses CU+3 CU+3 ND 26-008-1001 Massage License Appeals CU+2 CU+2 AF 26-009 Skateboards CU+2 CU+2 AF 26-010 Abandoned Vehicles CU+2 CU+2 AF 26-011 Home Occupation Permits P AA ND 26-012 No Smoking Ordinance CL+2 CL+2 AF 26-013 Weed Abatement/Lot Cleaning CU+2 CU+2 AF 26-014 Leaf Blowers CU+2 CU+2 AF 26-015 Recreational Vehicles P AA ND 26-016 Littering Ordinance CU+2 CU+2 AF 26-017 Public Nuisance CU+2 CU+2 AF 26-017-1001 Towing 1 Resolution No. 02-1 City of Palm Desert Records Transfer Retention Schedule Retention Microfilm Destruction File Number Description Schedule Schedule Schedule CU+2 CU+2 AF 26-018 Waiver of Fees CU+2 CU+2 AF 26-019 Cat Traps CU+2 CU+2 AF 26-020 Water Conservation Cards CU+2 CU+2 AF 26-021 Wobbler Ordinance CU+2 CU+2 AF 26-022 Graffiti CU+2 CU+2 AF 26-023 Motion Picture Code CU+2 CU+2 AF 26-024 Day Care/Nurseries CU+2 CU+2 AF 26-025 Blinder Rack Ordinance CU+2 CU+2 AF 26-026 Trespassing CU+2 CU+2 AF 26-027 Noise Control CU+2 CU+2 AF 26-028 Vending Vehicles/Push Carts CU+2 CU+2 AF _ 26-029 Adult Entertainment CU+2 CU+2 AF 26-030 Restaurants/Food Handler& Fast Food Ordinance CL+2 CL+2 AF 26-031 Parade Permits P AA ND 26-032 Destruction of Files CU+2 NM CU+2 26-033 Business Support Center Activity 27 STATE OF CALIFORNIA CU+2 CU+2 AF 27-001 State of California - General L+2 L+2 AF 27-002 Alcoholic Beverage Control CU+2 CU+2 AF 27-003 Public Utilities Commission CU+2 CU+2 AF 27-003-1001 Electrical Deregulation CU+2 CU+2 AF 27-004 Division of Labor Statistics & Research CU+2 CU+2 AF 27-005 State Integrated Waste Management Board CU+2 CU+2 AF 27-006 Reappointment CU+2 CU+2 AF 27-007 Educational Revenue Augmentation Fund 28 CENSUS CU+2 CU+2 AF 28-001 Census— General CU+2 CU+2 AF 28-002 Census — Federal 29 CHAMBER OF COMMERCE CU+2 CU+2 AF 29-001 Chamber of Commerce — General CU+3 CU+3 AF 29-002 Golf Cart Parade 30 CITY ATTORNEY CU+2 CU+2 AF 30-001 City Attorney— General CL+3 CL+3 AF 30-002 Litigation CL+3 CL+3 AF 30-003 Eminent Domain —Transferred to 68-006 P CL+3 AF 30-004 Subpoenas P CL+3 AF 30-005 Gifts of Public Funds , P S+2 AF 30-006 Public Records — Legal Guidelines 31 CITY CLERK CU+2 CU+2 AF 31-001 City Clerk— General CU+2 NM CU+2 31-001-1001 Reorganizations— Other Cities CU+2 CU+2 AF 31-001-1002 City Clerk Correspondence CU+2 NM CU+2 31-002 City Clerk Organizations (IIMC, CCAC, CAPIO, SCCCA) CU+2 CU+2 AF 31-003 Press Releases CU+2 CU+2 AF 31-004 Radio Shows CU+2 NM CU+2 31-005 Newsletter/Other Cities 2 Resolution No. 02-1 City of Palm Desert Records Transfer Retention Schedule Retention Microfilm Destruction File Number Description Schedule Schedule Schedule P CU+2 ND 31-006 Newsletter/Palm Desert _ CU+2 NM CU+2 31-007 Fees/Other Cities P NM ND 31-008 Destruction of Files CL+2 CL+2 AF 31-009 Student Mentor Program CU+2 CU+2 AF 31-010 Boy Scout Citizenship Merit Badge P NM AF 31-011 Retention Schedule CU+2 NM CU+2 31-012 City Clerk's Council Newsletter P CU+2 AF 31-013 Community Arts Manager P CU+2 AF 31-014 Visitor Center CU+2 CU+2 AF 31-015 Flags P CU+2 AF 31-016 Community Affairs Specialist 32 CITY COUNCIL CU+2 CU+2 AF 32-001 City Council — General CU+2 CU+2 AF 32-002 Town Hall Meetings CU+2 CU+2 AF 32-003 Jean Benson Correspondence CU+2 CU+2 AF 32-004 Buford Crites Correspondence CU+2 CU+2 AF 32-005 Phyllis Jackson Correspondence CU+2 CU+2 AF 32-006 Richard Kelly Correspondence CU+2 CU+2 AF 32-007 Walter Snyder Correspondence CU+2 CU+2 AF 32-008 Roy Wilson Correspondence CU+2 CU+2 AF 32-009 Youth in Government Day CU+2 NM CU+2 32-010 City Council — Other Cities CU+2 CU+2 AF 32-011 City Council Applications CU+2 CU+2 AF 32-012 Robert Spiegel Correspondence P AA ND 32-013 Charter City _ P AA ND 32-014 City Philosophy P NM ND 32-015 Historical Video CU+2 CU+2 AF 32-016 Jim Ferguson Correspondence 33 CITY MANAGER CU+2 CU+2 AF 33-001 City Manager— General P NM ND 33-002 Destruction of Files P NM ND 33-003 Staff Reorganization 34 CIVIC CENTER CU+2 CU+2 AF 34-001 Civic Center— General P NM ND 34-002 City Seal P NM ND 34-003 City Flower _ P CL+3 ND 34-004 Council Chamber P CL+3 ND 34-005 Civic Center Remodel _ -- -- -- 34-006 (No File) _ P CL+3 ND 34-007 Ernie Hah Amphitheater— General CL+2 CL+2 AF 34-008 Use of Facilities 35 CLAIMS AGAINST THE CITY CU+2 CU+2 AF 35-001 Claims Against the City— General CL+2 CL+2 AF 35-002 Claims Filed Against the City CU+2 CU+2 AF 35 Claim Reports 36 COMMENDATIONS P NM ND 36-001 Commendations — General CL+2 CL+2 AF 36-002 Commendations— Plaques, Service Awards 3 Resolution No. 02-1 City of Palm Desert Records Transfer Retention Schedule Retention Microfilm Destruction File Number Description Schedule Schedule Schedule CU+2 NM CU+2 36-003 Condolences CU+2 CU+2 AF 36-004 Environmental Award of Excellence CU+2 CU+2 AF 36-004-1001 Environmental Action Award P CU+2 ND 36-005 Founders Plaque P CU+2 ND 36-006 Vietnam War Memorial P CU+2 ND 36-007 Colonnade of Honor P CU+2 ND 36-008 Peace Memorial CU+2 CU+2 AF 36-009 Living for Your 90's CU+2 CU+2 AF 36-010 Skins Game — Bighorn 37 CONSULTANTS 38 CONTRACTS CU+2 CU+2 AF 38-001 Contracts — General P CL+3 ND All Capital Improvement Contracts T+5 T+5 AF All Contracts (other than capital improvement) 39 CONDITIONAL USE PERMITS CU+2 CU+2 AF 39-001 Conditional Use Permits — General P CU+3 ND 39-002 Conditional Use Permits — (Alpha files) 40 ELECTIONS CU+2 CU+2 AF 40-001 Elections — General P CU+2 ND 40-001-1001 Voluntary Expenditure Ceiling P CU+2 ND 40-002 Conflict of Interest— General CU+2 CU+2 AF 40-003 Registrar of Voters CU+2 NM CU+2 40-004 Oath of Affirmation Forms P CL+4 ND 40-005 November 1988 Election CU+3 NM CU+3 40-006 Fair Political Practices Commission _ CU+3 NM CU+3 40-006-1001 Bipartisan Commission of the Political Reform Act P CL+2 ND 40-007 Certificates of Election P T ND 40-008 Statement of Organization P CU+6 ND 40-009 Conflict of Interest P CL+4 ND 40-010 November 1990 Election P CL+4 ND 40-011 November 1992 Election P T+6 ND 40-012 Oath of Office — Elected Officials _ P CL+4 ND 40-013 November 1995 General Election P CL+2 ND 40-014 November 1996 General Election P CL+4 ND 40-015 November 1997 General Municipal Election P CL+2 ND 40-016 1998 44th Congressional Dist. Special Election P CL+2 ND 40-017 1998 General Election P CL+2 ND 40-018 1999 General Consolidated Election P CL+4 ND 40-019 2000 General Municipal Election P CL+2 ND 40-020 2000 Statewide General Election P CL+4 ND 40-021 2002 General Municipal Election 41 FINANCE CU+2 CU+2 AF 41-001 Finance — General AU+2 AU+2 AF 41-002 Claims and Demands P CU+2 ND 41-003 Finance Reports P CU+2 ND 41-004 Outside Agency Funding 4 a) a) N c -o p I N C c c C a) >, > k O O N LL a) c O al C U O N w O O a) Es U a 0- • n w N a> E w cn ❑ C_ 1 E E co C C cL p U H O O X O c a) cv `cp C LL (6 Q a) 'C w p 0 0 0 U U Q) E P-- O C +w-. C a) N Q) L fl U ."c-. 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LL LL LL LL LL LL LL LL LL W 0 0 0 LL LL 0 0 LL 0 LL LL + 0 0 0 0 0 LL U C Z < Z Z Z I Z Z Z U < < < < < < < < < < < < < Z Z Z < < Z Z < Z < < U Z Z Z Z Z < O 0 _N C N N N N N N N N N N N N N N N N CO N N N N N N N N M et N N N N N N N N N N 7 45 'C + + + + I + + + + + + + + + + + + + + + + + + + + + + + N + + + + + + + + + + N o L a) D D 0 0 I 0 0 J z 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 + 0 0 0 0 0 0 0 0 0 0 z )CD - ( 0 0 0 U 0 0 U U U U U U U U U U U U U U U U U 0 U U U U U U U U U U U U U U E om C a) a O N N NNNNNNNNNCONN N N N N N N N 0 p C + + + + + + + + + + + + + + + + + + + + + +I aad ao U C) U UUUUUUUUUUUU 0 C) U CD C) U Resolution No. 02-1 City of Palm Desert Records Transfer Retention Schedule Retention Microfilm Destruction File Number Description Schedule Schedule Schedule P CU+2 ND 57-009 Civic Center Park P CU+2 ND 57-009-1001 Aquatic Center CU+2 CU+2 ND 57-009-1002 Civic Center Parks —Swans _ P CU+2 ND 57-009-1003 Civic Center Park Recreation Facilities P CU+2 ND 57-009-1004 Ironwood Park P CU+2 ND 57-010 Civic Center Park— Pedestrian Bridge P CU+2 ND 57-011 Cahuilla Hills Park P CU+2 ND 57-012 Ice Rink P CU+2 ND 57-013 Palm Desert Soccer Park P CU+2 ND 57-014 Bike Routes 58 PARKING _ P CU+2 ND 58-001 Parking — General CU+2 CU+2 AF 58-002 Off Street & City Lots _ P S+2 ND 58-003 Restricted Zones CU+2 CU+2 AF 58-004 Valet Parking CU+2 CU+2 AF 58-005 Handicap Parking 60 PERMITS CU+2 CU+2 AF 60-001 Permits— General CU+2 CU+2 AF 60-002 Desert Off Road Adventures 61 PERSONNEL/SALARIES CU+2 CU+2 AF 61-001 Personnel — General P CU+2 ND 61-001-1001 Personnel —Staffing P CU+2 ND 61-002 Deferred Compensation P NM ND 61-003 Oaths of Office — Employees P CU+2 ND 61-004 Palm Desert Employees Organization P CU+2 ND 61-005 Salaries P NM ND 61-006 Public Employees Retirement System CL+2 CL+2 AF 61-007 Commendations P NM ND 61-008 Workers Compensation P NM ND 61-009 Performance Evaluation for Appointed Officials CL+2 CL+2 AF 61-010 Employees Picnic/Holiday Party CL+2 CL+2 AF 61-011 Employee Assistance Program P AA ND 61-012 Destruction of Files P NM ND 61-013 Ethics Policy T+2 T+2 AF 61-014 Interdisciplinary Resource Services P NM ND 61-015 Americans With Disability Act P CL+2 ND 61-016 Medical Insurance — Principal P CL+2 ND 61-016-1001 Medical Insurance — Pacificare P CL+2 ND 61-016-1002 Medical Insurance— Kaiser Permanente P NM ND 61-017 Long Term Disability P CL+2 ND 61-018 Vision Insurance —VSP P CL+2 ND 61-019 Life Insurance (Principal — Optional Election) P CL+2 ND 61-020 Dental Insurance— Phoenix Mutual P CU+2 ND 61-021 Classification Study— 1995 P NM ND 61-022 Job Descriptions CL+2 CL+2 AF 61-023 Student Work Program CL+2 CL+2 AF 61-024 United Way Campaign 7 Resolution No. 02-1 City of Palm Desert Records Transfer Retention Schedule Retention Microfilm Destruction File Number Description Schedule Schedule Schedule P CL+2 ND 61-025 Medical Insurance— Cafeteria Plan T+7 T+7 AF Original Personnel Files CU+2 CU+2 AF Copies of Personnel Files CL+3 CL+3 AF Recruitments 62 PLANNING COMMISSION CU+2 CU+2 AF 62-001 Planning Commission — General P CL+2 AF 62-002 Appeals 63 PLANNING P CU+2 ND 63-001 Planning — General P CL+3 ND 63-001A Environmental Impact Reports P NM ND 63-001-1001 Landscape Maintenance Agreements P CL+3 ND 63-002 Planning Files 64 POLICIES & PROCEDURES P S+2 ND 64-002 Personnel Procedures P S+2 ND 64-003 City Council Salaries P S+2 ND 64-004 Planning Commission Salaries S+2 S+2 AF 64-005 Conference Reimbursement S+2 S+2 AF 64-005-1001 Travel Agency Services S+2 S+2 AF 64-006 Motor Vehicle Collision Control S+2 S+2 AF 64-007 Bulk Propane Storage S+2 S+2 AF 64-007-1001 Bulk Storage of Flammable Fuels P S+2 ND 64-008 Sexual Harassment Policy S+2 S+2 AF 64-009 Committee/Commission Member Vacancy P S+2 ND 64-010 Donated Items Policy P S+2 ND 64-011 Amphitheater Policy P S+2 ND 64-012 Alternative Energy/Purchasing Policy P S+2 ND 64-013 Public/Private Partnerships P NM ND 64-014 The Brown Act P NM ND 64-015 Mello-Roos Local Goals & Policies P S+2 ND 64-016 Drug & Alcohol Testing Policy— Employees P S+2 ND 64-017 Investment Policy P S+2 ND 64-018 Tow Services & Storage Policy P S+2 ND 64-019 Electronic Mail/Internet Policy P S+2 ND 64-020 Relocation Assistance & Prop. Acq. Guidelines P S+2 ND 64-021 Treasury Policies & Procedures 65 PUBLIC SAFETY CU+2 CU+2 AF 65-001 Public Safety— General P CU+2 ND 65-002 Palm Desert Police Department CU+2 CU+2 AF 65-003 Sheriffs Department P CU+2 ND 65-003-1001 Palm Desert Sheriff Station CU+2 CU+2 AF 65-004 Carrier Alert Program CU+2 CU+2 AF 65-005 Ambulances CU+2 CU+2 AF 65-006 Golf Carts P S+2 ND 65-006-1001 Golf Cart Transportation Program CU+2 CU+2 AF 65-007 Seat Belt Safety Program CU+2 CU+2 AF 65-008 Disaster Medical Cache CU+2 CU+2 AF 65-009 Water Safety & Drowning Prevention Program 8 Resolution No. 02-1 City of Palm Desert Records Transfer Retention Schedule Retention Microfilm Destruction File Number Description Schedule Schedule Schedule P CU+2 ND 65-010 State Financial Assistance (Flood 1993) P S+2 ND 65-011 Emergency Cold Weather Shelter Program P CU+2 ND 65-012 Low Power Radio Station P S+2 ND 65-013 Disaster/Earthquake Preparedness & EOC CU+2 CU+2 AF 65-014 Curfew/Truancy S+2 S+2 AF 66 PROCLAMATIONS 67 PROTESTS/COMPLAINTS CL+2 CL+2 AF 67-001 Protest/Complaints— General CL+2 CL+2 AF 67-002 Cook Street Closure 68 PROPERTY P NM ND 68-002 Property Acquisitions — General P CL+3 ND 68-002 Deeds AU+2 AU+2 AF 68-003 Surplus of City Property— Listing AU+4 AU+4 AF 68-003 Surplus of City Property— Bids L CU+2 ND 68-004 Certificates of Compliance P CU+2 ND 68-005 Easements P CU+2 ND 68-006 Eminent Domain P CU+2 ND 68-007 Future Improvement Agreements P CU+2 ND 68-008 Declarations of Covenants & Conditions P CU+2 ND 68-011 Declarations of Subordination P NM ND 68-010 Parkview Professional Building — General CL+2 CL+2 AF 68-010-1001 Parkview Building Leases P CU+2 ND 68-012 Desert Willow Golf Course— North Course S+2 S+2 AF 68-012-1001 Green Fees/Resident Card S+2 S+2 AF 68-012-1002 Summer Schedule P CU+2 ND 68-013 Desert Willow Golf Course—South Course P CU+2 ND 68-014 Palm Desert Visitor Information Center 69 PUBLIC WORKS DEPARTMENT CU+2 CU+2 AF 69-001 Public Works — General CU+2 CU+2 AF 69-002 Flood/Drainage CU+2 CU+2 AF 69-003 Grading P AA ND 69-004 Kelly Ordinance Street Widening S+2 S+2 AF 69-005 Prevailing Wages P CU+2 ND 69-006 City Vehicles P CU+2 ND 69-006-1001 Alternative Fuels P AA ND 69-007 Destruction of Files CU+2 CU+2 AF 69-008 Disadvantaged Business Enterprise Zone CU+2 CU+2 AF 69-009 Paved Roads CU+2 CU+2 AF 69-010 Sand Mitigation CU+2 CU+2 AF 69-011 Soil Jazz Material P CU+2 ND 69-012 City's Property Report P NM ND 69-013 Master Drainage Plan CU+2 CU+2 AF 69-014 Public Works Strike Team P AA ND 69-015 Destruction of Files CU+2 CU+2 AF 69-016 California Conservation Corps — General Projects P ND 69-017 PM10/Fugitive Dust Control Ordinance CU+2 CU+2 AF 69-018 HWY 111 Corridor Improvement Plan 9 Resolution No. 02-1 City of Palm Desert Records Transfer Retention Schedule Retention Microfilm Destruction File Number Description Schedule Schedule Schedule CU+2 CU+2 AF 69-019 Portola Ave./Fairway Dr. Intersection Control Mod. CU+2 CU+2 AF 69-020 Deb. Truax Property (Minority Business Ent.) S+2 S+2 AF 69-021 Palm Desert Landscape Guideline Book 70 PURCHASING CU+2 CU+2 AF 70-001 Purchasing — General AU+4 AU+4 AF 70-002 Purchase Orders AU+4 AU+4 AF 70-002-1001 Purchase Orders— Desert Willow AU+4 AU+4 AF RFP's/Bid Requests AU+5 AU+5 AF RFP's/Bids — Successful AU+2 AU+2 AF RFP's/Bids — Unsuccessful 71 REPORTS/STUDIES/ANALYSES CU+2 CU+2 AF 71-001 Reports/Studies/Analyses — General CU+2 CU+2 AF 71-002 Waste Generation Study CU+2 CU+2 AF 71-003 Golf Industry Report CU+2 CU+2 AF 72 REQUESTS CU+3 NM CU+3 73 RESOLUTIONS — OTHER CITIES CU+3 NM CU+3 73-002 Peninsular Big Horn Sheep P CU+3 ND 74 RENT CONTROL P CU+2 ND 74-001 Rent Control General CU+4 CU+4 CU+4 76 RIVERSIDE COUNTY CU+4 CU+4 AF 79 SCHOOLS 80 SANITATION CU+2 CU+2 AF 80-001 Sanitation —General CU+2 CU+2 AF 80-002 Eagle Mountain Mine Fill CU+2 NM CU+2 80-003 Riverside Co. Solid Waste Advisory Committee CU+2 CU+2 AF 80-004 Long Range Municipal Solid Waste Disposal 81 SEWERS CU+2 CU+2 AF 81-001 Sewers — General CU+2 CU+2 AF 81-002 Storm Drains CU+2 CU+2 AF 81-003 Flood Control/Drainage P CU+2 ND 81-004 1976 Flood P CL+3 ND 81-005 1979 Flood _ P CL+3 ND 81-006 NPDES Stormwater Permit Program CU+2 CU+2 AF 81-007 NPDES Program (Area 152) 82 SIDEWALKS CU+2 CU+2 AF 82-001 Sidewalks— General CU+2 CU+2 AF 82-005 Parkways & Trees CU+2 CU+2 AF 82-005-1001 Parking Lot Tree Program CU+2 CU+2 AF 82-006 Bikepaths CU+2 CU+2 AF 82-007 Hedges CU+2 CU+2 AF 82-008 Walls/Sidewalks CU+2 CU+2 AF 82-009 Pathway Development 83 SIGNALS & SIGNS P CL+3 ND Various Projects 84 STREET IMPROVEMENTS P CL+3 ND 84-002-023 Various Street Improvement Projects 10 Resolution No. 02-1 City of Palm Desert Records Transfer Retention Schedule Retention Microfilm Destruction File Number Description Schedule Schedule Schedule P AA ND 85 STREET NAMES/NUMBERING P CL+4 ND 86 SUBDIVISIONS/TRACTS 87 TAXES/FEES P AU+3 ND 87-002 Sales Tax P AU+3 ND 87-003 Transient Occupancy Tax P AU+3 ND 87-004 Business License Tax P AU+3 ND 87-005 Use Tax P AU+3 ND 87-006 Fire Tax P AU+3 ND 87-007 Transportation Uniform Mitigation Fee P AU+3 ND 87-008 School Development Fees P AU+3 ND 87-009 Developers Fees P AU+3 ND 87-010 Low Income Housing Mitigation Fee 88 TRAFFIC/SPEED LIMITS _ CU+2 CU+2 AF 88-001 Traffic/Speed Limits — General L+2 NM ND 88-002 Truck Routes P CL+2 ND 88-003 Fairway Drive Traffic Study P NM ND 88-004 Speed Limit Changes P CL+2 ND 88-005 Traffic Studies — General P CL+2 ND 88-006 San Gorgonio Traffic Study CU+2 NM CU+2 88-007 CalTrans P CL+2 ND 88-008 San Pascual Avenue Traffic Study P CU+3 ND 88-009 Traffic— General Surveys P CL+2 ND 88-010 Monterey Avenue Traffic Study -- -- -- 88-011 (No File) P CL+2 ND 88-012 Portola Avenue Intersection Channelization P S+2 ND 88-013 Old Prospector Trail Traffic Mgmt. Plan P S+2 ND 88-014 Mesa View Drive Traffic Improvement Plan CU+2 CU+2 AF 88-015 Traffic Safety CU+2 CU+2 AF 88-016 Road Closure (Due to Rain Storm) P S+2 ND 88-017 South Palm Desert Traffic Control Plan CL+3 CL+3 AF 88-018 San Marino Circle Closure _ -- -- -- 88-019 (No File) P CU+2 ND 88-020 Black Rabbit Rd/Old Prospector Trail/Covered Wagon Trail P S+2 ND 88-021 Neighborhood Traffic Management Program P CL+2 ND 88-021-1001 Palm Dell Estates CL+2 CL+2 AF 88-022 Palm Desert Country Club Estates Trfc. Study CL+2 CL+2 AF 88-023 Palm Desert High School Traffic Study 89 TRANSPORTATION CU+2 CU+2 AF 89-001 Transportation — General P CU+2 ND 89-001-1001 Palm Springs Regional Airport P CU+2 ND 89-001-1002 CV Regional Airport Authority P S+2 ND 89-002 Interstate Truck Ordinance CU+2 CU+2 AF 89-003 Bus Shelters CL+2 CL+2 AF 89-004 Coachella Valley Area Transportation Study CU+2 CU+2 AF 89-005 Heliport T+4 T+4 AF 89-006 SunLine Transit T+4 T+4 AF 89-007 Taxis 11 Resolution No. 02-1 City of Palm Desert Records Transfer Retention Schedule Retention Microfilm Destruction File Number Description Schedule Schedule Schedule T+4 T+4 AF 89-008 Tour Buses T+4 T+4 AF 89-009 Palm Desert/Indian Wells Resort Express/Shuttle CU+2 CU+2 AF 89-010 Peoplemover S+2 S+2 AF 89-011 Traffic System Management Program P CU+2 ND 89-012 Transportation Demand Center P CU+2 ND 89-013 Zero Emissions Center P CU+2 ND 89-014 Metrolink Train Service _ P CU+2 ND 89-015 Railroad/Rail Service 90 UNITED STATES GOVERNMENT CU+2 CU+2 AF 90-001 United States Government— General S+2 NM S+2 90-002 Federal Disaster Assistance -- -- -- 90-003 (No File) -- -- -- 90-004 (No File) CU+2 CU+2 AF 90-005 Bureau of Land Management CU+2 CU+2 AF 90-006 Palm Desert Post Office CU+2 CU+2 AF 90-007 Housing & Urban Development CU+2 CU+2 AF 90-008 US Department of Justice CU+2 CU+2 AF 90-009 Federal Communications Commission 91 UTILITIES P CL+3 ND 91-002-010 Utility Undergrounding 92 VACATIONS P CU+3 ND 92-002 Vacation of Street Right of Way P CU+3 ND 92-003 Public Utility Vacations P CU+3 ND 92-004 Roadway Easement Vacations 93 VARIANCES CU+2 CU+2 AF 93-001 Variances — General _ -- -- -- 93-002 (No File) P NM ND 93-003 Pad Height Variances P NM ND 93-004 Sign Variances 94 WAIVERS, DEFERMENTS, ASSESSMENTS P CU+4 ND All Assessment District Files 95 WATER CU+2 CU+2 AF 95-001 Water— General CU+2 NM CU+2 95-002 Federal/State Districts CU+2 NM CU+2 95-003 Coachella Valley Water District P CU+3 ND 95-004 Palm Desert Water & Service District CU+2 CU+2 AF 95-005 Water Wells P S+2 ND 95-006 Water Efficient Landscape Guidelines for Devel. P NM ND 95-007 Silver Sands Water Reclamation Dist. P AA ND 95-008 Model Water Closet Retrofit Ordinance 96 ZONING P CU+2 ND 96-002 Zone Amendments P CU+2 ND 96-003 Zone Changes P CU+2 ND 96-004 Appeals CU+2 CU+2 AF 96-005 COD Swap Meet/Street Fair P CU+2 ND 96-006 Color Control Ordinance 12 Resolution No. 02-1 City of Palm Desert Records Transfer Retention Schedule Retention Microfilm Destruction File Number Description Schedule Schedule Schedule 97 HOT AIR BALLOONS CU+2 CU+2 AF 97-001 Hot Air Balloons — General CU+2 CU+2 AF 97-002 Advertising Balloons 99 • ECONOMIC DEVELOPMENT CU+2 CU+2 AF 99-001 Economic Development— General CU+2 CU+2 AF 99-002 EDAC — CSUPD P CU+2 ND 99-003 Regional Business Assistance Center P CU+2 ND 99-004 Softball Oriented Sports Complex P CU+2 ND 99-005 El Paseo Improvement Plan P CU+2 ND 99-006 Fuel Cell Technology Program CU+2 CU+2 AF 99-006-1001 P.D. Power Development, Inc. 100 REDEVELOPMENT— GENERAL 110 PROJECT AREAS P CU+4 ND All Project Area Files P NM ND 122 AUDITS 124 BUDGET P AA ND Original CU+2 CU+2 AF Proposed Budget CU+2 CU+2 AF Departmental Copies 130 LITIGATION/CITY ATTORNEY 134 CIVIC CENTER See 40 (City) 140 ELECTIONS See 40 (City) Conflict of Interest Statements 141 FINANCE P CL+2 ND 141 Finance— Bonds P CL+2 ND State/Federal Funded Programs P CU+2 ND Schedule of Investments See 61 (City) 161 PERSONNEL 163 PLANNING P CL+3 ND All Planning Files 168 PROPERTY ACQUISITIONS (Purchase & Sale Agreements) P CL+3 ND All Property files See 69 (City) 169 PUBLIC WORKS (RDA) 170 PURCHASING (RDA) AU+4 AU+4 AF RFP's, Bid Requests AU+5 AU+5 AF RFP's/Bids —Successful AU+2 NM AU+2 RFP's/Bids — Unsuccessful 176 RIVERSIDE COUNTY (RDA) P NM ND 176-002 Housing Authority— General CL+3 CL+3 AF 176-002-1001 Community Liaison Program CU+4 CU+4 AF 179 SCHOOLS 187 TAXES/FEES P AU+3 ND 187-002 Tax Increment (Low/Moderate Income Housing) 188 TRAFFIC/SPEED LIMITS P CL+3 ND 188 Portola/Highway 111 Intersection Improvements 13 • Resolution No. 02-1 City of Palm Desert Records Transfer Retention Schedule Retention Microfilm Destruction File Number Description Schedule Schedule Schedule 194 WAIVERS, DEFERMENTS, ASSESSMENTS P CU+4 ND 194 All Assessment Files 196 ZONING P CU+2 ND 196 All Zoning Files 199 HOUSING P CL+4 ND 199 All Housing Files 200 AUTHORITIES P NM ND 200 All Authority Files 210 FINANCING AUTHORITY P NM ND 210-041 Financing Authority Bonds P NM ND 210-002 Reimbursement of Projects 220 PARKING AUTHORITY P NM ND 220 All Parking Authority Files P AA ND 300 ARTICLES OF INCORPORATION CL+2 NM CL+2 -- REQUESTS FOR PUBLIC RECORDS P AA ND -- ORDINANCES P AA ND -- RESOLUTIONS P AA ND -- AGENDAS P AA ND -- MINUTES AA+1 N/A AA+1 -- TAPES —when used for minute preparation and may have historical value 14