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Home My WebLink AboutRes 2025-023RESOLUTION 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. JAN C. HARNIK MAYOR ATTEST: 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 ___________________. ANTHONY J. MEJIA CITY CLERK Docusign Envelope ID: 36A720EA-9D50-4449-8541-0CDB29D78E66 4/29/2025 Resolution No. 2025-023 Page 3 EXHIBIT A CITY OF PALM DESERT AUTHORITY TO DESTROY OBSOLETE RECORDS Dept. Retention No. Description of Record Years Covered Retention Period Shred or Discard FIN FN-023 A/P Vendor Checks 1974-1977; 1989-1990; 1992-2019 5 years Shred/Destroy Electronic Files FIN FN-021 Cash Receipts 1975-1976; 1980-1981; 1983-2018 5 years Shred/Destroy Electronic Files FIN FN-028 Journal Entries 1983-1984; 1988-2012; 2014-2015 5 years Shred/Destroy Electronic Files FIN FN-022 Warrant Registers 1998-2003; 2005-2014 10 years Shred/Destroy Electronic Files FIN FN-015 PO’s 1992-1993; 2010-2018 5 years Shred/Destroy Electronic Files FIN FN-015 A/P Invoices and Backup 1992-1993 5 years Shred/Destroy Electronic Files FIN FN-015 Confidential A/P Legal Invoices 2003; 2005- 2012; 2015- 2018 5 years Shred/Destroy Electronic Files FIN FN-030 State Controller Report 1984-1985; 1987-1988; 1990-1993; 1999-2000; 2006-2007 5 years Shred/Destroy Electronic Files FIN FN-030 HCD Report 2004-2005 5 years Shred/Destroy Electronic Files FIN FN-017 Bank Statements 1996 7 years Shred/Destroy Electronic Files FIN FN-017 Financial Agent Statement 1987-1991 7 years Shred/Destroy Electronic Files FIN FN-006 Budgets – Preliminary, Backup Documents 1991-1993; 1996-1997 2 years Shred/Destroy Electronic Files Docusign Envelope ID: 36A720EA-9D50-4449-8541-0CDB29D78E66 Resolution No. 2025-023 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: 4/24/25 Original: City Clerk’s Office Copy: Department Dept. Retention No. Description of Record Years Covered Retention Period Shred or Discard FIN FN-004 Audit Work Papers 1986-1987; 1990-1992; 1995-1996 5 years Shred/Destroy Electronic Files CIP PW -005 C24100 Administrative File (NOC 2008) R29420A Administrative File (NOC 2011) R23390A Administrative File (NOC 2008) C24100 Administrative File (NOC 2008) N/A Completion +10 years Shred/Destroy Electronic Files CC CC-015 Unsuccessful Proposal C10380 (1997) 1997 2 years Shred/Destroy Electronic Files Docusign Envelope ID: 36A720EA-9D50-4449-8541-0CDB29D78E66