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Home My WebLink AboutRES HA-119 (2)RESOLUTION NO. HA - 119 A RESOLUTION OF THE PALM DESERT HOUSING AUTHORITY SETTING FORTH ITS FINDINGS AND AUTHORIZING THE DESTRUCTION OF RECORDS OF THE PALM DESERT HOUSING AUTHORITY FROM 1988-2021 (AS IDENTIFIED ON EXHIBIT “A”), AS INDICATED ON THE RECORDS RETENTION SCHEDULE (ADOPTED BY THE PALM DESERT HOUSING AUTHORITY ON JULY 13, 2023) WHEREAS, the Palm Desert Housing Authority in the City of Palm Desert, California has records that have met or exceeded the applicable retention period for the official files, records, exhibits, and other documents of said office pursuant to the Retention Schedule set forth on City Council Resolution 2022-98 (as adopted by the Palm Desert Housing Authority pursuant to Resolution No. HA 117); and WHEREAS, said files are not the subject of any claim, litigation, investigation, or audit and are no longer required by the Palm Desert Housing Authority. NOW, THEREFORE, BE IT RESOLVED by the Housing Authority Board as follows: Section 1. That the above recitations are true and correct and constitute the findings of the Housing Authority Board 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 documents mentioned on Exhibit “A” from the Palm Desert Housing Authority Records from 1988 to 2021 have exceeded their retention period and are no longer required. These paper records will be destroyed and are not electronically captured. ADOPTED ON DECEMBER 14, 2023. ____________________________ KARINA QUINTANILLA CHAIRMAN ATTEST: ________________________________ ANTHONY J. MEJIA SECRETARY DocuSign Envelope ID: E2B1D690-FAF1-4597-B6F0-07485C549A24 Resolution No. Ha 2023-119 Page 2 2 I, Anthony J. Mejia, Secretary of the Palm Desert Housing Authority, hereby certify that Resolution No. HA-119 is a full, true, and correct copy, and was duly adopted at a regular meeting of the Authority Board on December 14, 2023, 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 Palm Desert Housing Authority, in the City of Palm Desert, California, on ________________. ________________________________ ANTHONY J. MEJIA SECRETARY DocuSign Envelope ID: E2B1D690-FAF1-4597-B6F0-07485C549A24 12/27/2023 EXHIBIT A PALM DESERT HOUSING AUTHORITY AUTHORITY TO DESTROY OBSOLETE RECORDS Dept. Retention No. Description of Record Years Cover ed Retention Period Shred or Discard City Clerk CC-015 Unsuccessful Proposals for Property Management RFP issued in 1997 1997 2 Years Shred City Clerk CC-015 Unsuccessful Proposals for Property Management RFP issued in 2016 2016 2 Years Shred City Wide CW-025 Routine Correspondence with RPM 1998- 2012 2 Years Shred City Wide CW-025 Country Village Tax Bill Correspondence with Riverside County 2001- 2002 2 Years Shred City Wide CW-025 Working / Admin File for R13771 1999 2 Years Shred City Wide CW-025 Hovely Gardens Working File for DDA 2001 2 Years Shred Resolution No. Ha 2023-119 Page 2 DocuSign Envelope ID: E2B1D690-FAF1-4597-B6F0-07485C549A24 City Wide CW-025 Admin File re: Flag Display at Property 2002 2 Years Shred City Wide CW-025 Memo re: Property Vandalism 2004 2 Years Shred City Wide CW-025 Working File for Housing Project Status Update Report 2005- 2009 2 Years Shred City Wide CW-025 Working File RDA Annual Report (Housing Element) 2005 2 Years Shred Public Works PW-005 Laguna Palms Admin file re: Utility Underground (R24710) Completed 8/30/06 2005- 2006 Completion + 10 Years Shred City Wide CW-025 Palm Village Admin File: PDRA vs Taylor 2008 2 Years Shred City Wide CW-025 Catalina / Pueblos Community Room Admin File Claim: Diversified Commercial Settlement vs PDRA 2008 2 Years Shred City Wide CW-025 Country Village Correspondence re: termination of cable service 2008 2 Years Shred City Wide CW-025 Admin File re: Capital Replacement Study 2009 2 Years Shred Resolution No. Ha 2023-119 Page 2 DocuSign Envelope ID: E2B1D690-FAF1-4597-B6F0-07485C549A24 City Wide CW-025 Admin File re: Senior Property Age Restrictions 2012 2 Years Shred City Wide CW-025 Admin File re: Smoking Policy 2014 2 Years Shred City Wide CW-025 Admin File for Rental Rate Policy HA-62 2014 2 Years Shred City Wide CW-028 Drafts and Correspondence re: Fair Housing Plan 2017 No Longer Needed Shred City Wide CW-047 Country Village Estates Property Appraisal 1994 5 Years Shred City Wide CW-047 Updated Property Appraisal for Country Club Estates 2001 5 Years Shred City Wide CW-049 Property Brochures 2007- 2008 2 Years Shred City Wide CW-049 January - December Newsletters of the Properties 2011- 2012 2 Years Shred City Wide CW-053 Property Management (RPM) Policy Manual 1998 10 Years Shred City Wide CW-053 Riverside County Housing Authority Subsidy Analysis 1995 10 Years Shred Resolution No. Ha 2023-119 Page 2 DocuSign Envelope ID: E2B1D690-FAF1-4597-B6F0-07485C549A24 City Wide CW-054 Property Management (RPM) Payroll Procedures 2004 10 Years Shred City Wide CW-025 Working fie for Housing Project Status Update Report 2005- 2009 10 Years Shred City Wide CW-053 Property Management (RPM) Procedure Manual 2008 10 Years Shred City Wide CW-053 Country Village Relocation Plan 2008 10 Years Shred City Wide CW-057 Survey Re: RPM Performance 2006- 2008 2 Years Shred Finance FN-015 Vendor Invoices and Backup 1998- 2018 5 Years Shred Finance FN-016 Accounts Receivable 2010- 2014 5 Years Shred Finance FN-017 Bank Receipts, Bank Statements, Trustee Statements, NSF 2001- 2014 5 Years Shred Finance FN-021 Cash Receipts, Daily Cash Summaries, Cashier Reports, Treasurer Receipt 2005- 2012 5 Years Shred Finance FN-022 Warrant Register 2010- 2013 10 Years Shred Finance FN-023 Checks / Warrants (Cashed/Deposited) for AP and AR 2008- 2013 5 Years Shred Resolution No. Ha 2023-119 Page 2 DocuSign Envelope ID: E2B1D690-FAF1-4597-B6F0-07485C549A24 I consent to the destruction of these obsolete records according to accepted policies and procedures. Secretary Date City Attorney Date Approved by Authority Board: Original: City Clerk’s Office Copy: Housing Division Housing HS-022 Canceled Prospective Tenant Applications 1998- 2020 3 years after application withdrawn or cancelled or applicant determined ineligible and expiration of appeal period and conclusion of appeal, if filed Shred Housing HS-027 Rates- Rent Setting 1998- 2019 4 Years Shred Housing HS-029 Service Requests (by Tenant) 1998- 2021 2 Years Shred Housing HS-030 Tenant/ Participant Files - Clients 1988- 2018 5 years after termination of lease or subsidy, whichever is later and expiration of appeal period and conclusion of appeal, if filed Shred Housing HS-032 Prospective Tenant Wait List 2007- 2010 2 Years Shred Resolution No. Ha 2023-119 Page 2 DocuSign Envelope ID: E2B1D690-FAF1-4597-B6F0-07485C549A24