HomeMy WebLinkAboutRes 2024-014RESOLUTION NO. 2024-014
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALM DESERT, CALIFORNIA, SETTING FORTH ITS FINDINGS AND
AUTHORIZING THE DESTRUCTION OF PAPER RECORDS FROM THE
CITY CLERK AND CITY MANAGER DIVISIONS, AS INDICATED ON THE
RECORDS RETENTION SCHEDULE (ADOPTED DECEMBER 15, 2022).
RECORDS FROM 2005 THROUGH 2020
WHEREAS, the Office of the City Clerk of the City of Palm Desert, California, has
records that have met or exceeded the retention period caused by the official files,
records, exhibits, and other documents of said office pursuant to the Retention Schedule
set forth on City Council Resolution No. 2022-98; and
WHEREAS, said files are not the subject of any claim, litigation, investigation, or
audit.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of
Palm Desert, California, as follows:
SECTION 1. That the above recitations are true and correct and constitute the
findings of the City Council in this matter.
SECTION 2. That it does hereby approve the destruction of all documents and
records from files as set forth in Exhibit “A,” attached hereto, which have met or exceeded
their retention period.
SECTION 3. That the City Clerk Correspondence, Election administrative file,
unsuccessful Candidate information, unsuccessful candidate campaign disclosure filings,
Library Promotion Committee agenda packets, civil subpoenas, Statements of Economic
Interest (Form 700), Closed Claims Against the City, Claim Runs, and City Manager
correspondence have exceeded their retention period (Exhibit A). Digital and paper
records will be destroyed.
ADOPTED ON APRIL 25, 2024.
KARINA QUINTANILLA
MAYOR
ATTEST:
ANTHONY J. MEJIA
CITY CLERK
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Resolution No. 2024-014 Page 2
I, Anthony J. Mejia, City Clerk of the City of Palm Desert, hereby certify that
Resolution No. 2024-014 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 April 25, 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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4/29/2024
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Resolution No. 2024-014 Page 3
EXHIIT A
CITY OF PALM DESERT
AUTHORITY TO DESTROY OBSOLETE RECORDS
Dept. Retention
No.
Description
of Record
Years
Covered
Retention
Period
Shred or
Discard
City Clerk CC-026
Unsuccessful
Candidates – 2016
General Municipal
Election
Election + 4 yrs. Shred
City Clerk CC-024
Elections
General – Working file
2020 General
Municipal Election
2020 Election + 2 yrs. Shred
City Clerk CC-003
Contract No. C19510
Littler Mendelson –
Special Legal
Services
2001-2010 Completion + 10 Shred
City Clerk CC-003
Contract No. C22160
D.W. Nicholson LLC
dba Desert Building
Services
2008-2012 Completion + 10 yrs. Shred
City Clerk CC-003
Contract No. C26860
Eisenhower Medical
Center – Funding
Agreement
2007-2009 Completion + 10 Shred
City Clerk CC-003
Contract No. HA28380
RPM Company
Property Management
2009-2012 Completion + 10 Shred
City Clerk CC-003
Contract C22510
Greines, Martin, Stein
Richland LLP
2004-2005 Completion + 10 Shred
City Clerk CC-003
Contract No. C22850
ACOM Solutions
iSeries 400 Division
2004-2010 Completion + 10 Shred
City Clerk CC-003
C29400
Family YMCA of the
Desert – Management
and Operations
Services
2011-2014 Completion + 10 Shred
City Clerk CC-003
C22780
SSD Systems
DW Golf Academy
Security System
2004 Completion + 10 Shred
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Resolution No. 2024-014 Page 4
City Clerk CC-003
Contract No. C22460B
Friends of the Desert
Mountains – Lease
Portola Community
Center Office Space
2003-2009 Completion + 10 Shred
City Clerk CC-003
Contract No. C24380
Special Counsel
Services – Kavanau
Hearing
2006-2013 Completion + 10 Shred
City Clerk CC-003
Contract No. C25060
Consultant Services –
Kavanau Hearirng
2006-2013 Completion + 10 Shred
City Clerk CC-003
Contract No. C23160
Microcool Outdoor
Cooling Systems, Inc.
Civic Center Park
Misting Systems
2005 Completion + 10 Shred
City Clerk CC-003
Contract No. C23140
GroggWorks, Inc.
AudioVisual Upgrades
CVAG Conference
Room (Parkview)
2005 Completion + 10 Shred
City
Manager CM-002 COPS Unsuccessful
Applicants 2021 3 yrs. Shred
City Clerk CC-046 Request for Public
Records
2010 -
2021 2 yrs. Shred
City Clerk CC-000 City Council/Mayor
Correspondence 1985-2019 2 yrs. Shred
City Clerk CC-011
Claim Transaction
Reports
Claims Transaction
Reports
Claim Transaction
Reports
Works Striping &
Marking Service
Report
1988-1993
1998
2011-2018
1986-1997
Final Resolution + 5
years Shred
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Resolution No. 2024-014 Page 5
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
Citywide Records Management Policy Resolution No. 2022-71
City Clerk CC-015
Contract File:
Unsuccessful
Proposals/Bids
HA4090
C41560
C38100
C36570B
C41200
C37040A
C38390
C39260
C38790
2020-2021 2yrs. Shred
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