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HomeMy WebLinkAboutRes 2025-023Docusign Envelope ID: 36A720EA-9D50-4449-8541-0CDB29D78E66 RESOLUTION NO. 2025-023 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 INDICATED ON THE RECORDS RETENTION SCHEDULE (ADOPTED DECEMBER 15, 2022). RECORDS FROM 1974 THROUGH 2019 (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 1974 to 2019 have exceeded their retention period. Both paper and digital records will be destroyed. ADOPTED ON APRIL 24, 2025. Signed by: LF)('37n0O20CC44D4 JAN C. HARNIK K MAYOR ATTEST: Signed by: al�t�u,01iu1 ,�, 4�Lc�ia anFz o1o7)nnz7 ANTHONY J. MEJIA CITY CLERK Docusign Envelope ID: 36A720EA-9D50-4449-8541-0CDB29D78E66 Resolution No. 2025-023 Page 2 I, Anthony J. Mejia, City Clerk of the City of Palm Desert, hereby certify that Resolution No. 2025-023 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 24, 2025, by the following vote: AYES: NESTANDE, PRADETTO, QUINTANILLA, TRUBEE, 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 4/29/2025 Signed by: ANTHONY J. MEJIA CITY CLERK Docusign Envelope ID: 36A720EA-9D50-4449-8541-0CDB29D78E66 Resolution No. 2025-023 Page 3 EXHIBIT A CITY OF PALM DESERT AUTHORITY TO DESTROY OBSOLETE RECORDS Dept. Retention Description Years Retention Shred or No. of Record Covered Period Discard A/P Vendor 1974-1977; Shred/Destroy FIN FN -023 Checks 1989-1990; 5 years Electronic 1992-2019 Files 1975-1976; Shred/Destroy FIN FN -021 Cash Receipts 1980-1981; 5 years Electronic 1983-2018 Files Journal 1983-1984; Shred/Destroy FIN FN -028 Entries 1988-2012; 5 years Electronic 2014-2015 Files Warrant 1998-2003; Shred/Destroy FIN FN -022 Registers 2005-2014 10 years Electronic Files 1992-1993; Shred/Destroy FIN FN -015 PO's 2010-2018 5 years Electronic Files A/P Invoices Shred/Destroy FIN FN -015 and Backup 1992-1993 5 years Electronic Files Confidential 2003; 2005- Shred/Destroy FIN FN -015 A/P Legal 2012; 2015- 5 years Electronic Invoices 2018 Files 1984-1985; State 1987-1988; Shred/Destroy FIN FN -030 Controller 1990-1993; 5 years Electronic Report 1999-2000; Files 2006-2007 Shred/Destroy FIN FN -030 HCD Report 2004-2005 5 years Electronic Files Bank Shred/Destroy FIN FN -017 Statements 1996 7 years Electronic Files Financial Shred/Destroy FIN FN -017 Agent 1987-1991 7 years Electronic Statement Files Budgets — Shred/Destroy FIN FN -006 Preliminary, 1991-1993; 2 years Electronic Backup 1996-1997 Files Documents Docusign Envelope ID: 36A720EA-9D50-4449-8541-0CDB29D78E66 Resolution No. 2025-023 Page 4 Dept. Retention Description Years Retention Shred or No. of Record Covered Period Discard Audit Work 1986-1987; Shred/Destroy FIN FN -004 Papers 1990-1992; 5 years Electronic 1995-1996 Files C24100 Administrative File (NOC 2008) R29420A Administrative File (NOC 2011) Completion Shred/Destroy CIP PW-005 N/A +10 years Electronic R23390A Files Administrative File (NOC 2008) C24100 Administrative File (NOC 2008) Unsuccessful Shred/Destroy CC CC -015 Proposal 380 CFiles 1997 2 years Electronic (1997) 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: 4/24/25 Original: City Clerk's Office Copy: Department