HomeMy WebLinkAboutRes 2025-062
RESOLUTION NO. 2025-062
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM
DESERT, CALIFORNIA, SETTING FORTH ITS FINDINGS AND
AUTHORIZING THE DESTRUCTION OF RECORDS FROM THE
COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM
WHEREAS, the City of Palm Desert maintains records related to its Community
Development Block Grant (CDBG) Program, which are subject to federal retention
requirements under 2 CFR § 200.333, 24 CFR § 570.490, and related laws and
regulations; and
WHEREAS, federal regulations require that CDBG records be retained for at least
three years following grant closeout, or longer if they are subject to audit, litigation, or other
regulatory review; and
WHEREAS, the City Council adopted Resolution No. 2025-035 on June 12, 2025,
establishing the City’s Records Retention Schedule; and
WHEREAS, the City’s schedule (category FN-009) specifies that CDBG project
records must be retained for a minimum of five years following any required funding agency
audit, consistent with state and federal requirements; and
WHEREAS, staff has identified CDBG records from Fiscal Year 1992/1993 through
Fiscal Year 2017/2018 that relate only to closed and completed projects, are not subject
to any pending audit or investigation, and have met or exceeded all applicable retention
standards.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Palm
Desert, California, as follows:
SECTION 1. The City Council finds that the records listed in Exhibit A have met or
exceeded the retention periods required by federal and state law and the City’s adopted
Records Retention Schedule.
SECTION 2. The City Council authorizes the destruction of records listed in Exhibit A,
dated from Fiscal Years 1992/1993 through 2017/2018, in accordance with Government
Code § 34090, federal requirements, and the City’s Records Retention Schedule (Resolution
No. 2025-035).
SECTION 3. Destruction shall not occur until the Records Destruction Certificate
has been reviewed and signed by both the City Attorney and City Clerk.
Docusign Envelope ID: D61B6E48-0E17-4DF6-847E-7B027D818776
Resolution No. 2025-062 Page 2
ADOPTED ON AUGUST 28, 2025.
JAN C. HARNIK
MAYOR
ATTEST:
ANTHONY J. MEJIA
CITY CLERK
I, Anthony J. Mejia, City Clerk of the City of Palm Desert, hereby certify that
Resolution No. 2025-062 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 August 28, 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: D61B6E48-0E17-4DF6-847E-7B027D818776
9/9/2025
Resolution No. 2025-062 Page 3
EXHIBIT A
CITY OF PALM DESERT
AUTHORITY TO DESTROY OBSOLETE RECORDS/
CERTIFICATE OF DESTRUCTION
I consent to the destruction of these obsolete records according to accepted policies and
procedures.
Records Liaison Date
City Clerk Date City Attorney Date
Approved by City Council: 8/28/2025
Dept. Retention
No.
Description
of Record
Years
Covered
Retention
Period
Shred or
Discard
DEV
SERVICES FN-009
Project Files (setup,
environmental, completion –
paper and locally stored digital
copies)
FY
1992/1993 –
FY
2017/2018
5 Years Shred
DEV
SERVICES FN-009
Subrecipient Agreements &
Program Docs (paper and
digital copies not retained in
IDIS)
FY
1992/1993 –
FY
2017/2018
5 Years Shred
DEV
SERVICES FN-009
Financial Support Docs
(invoices, draw logs – paper
and local digital copies; IDIS
data retained)
FY
1992/1993 –
FY
2017/2018
5 Years Shred
DEV
SERVICES FN-009
Monitoring & Compliance Files
(paper and digital, excluding
HUD records stored in IDIS)
FY
1992/1993 –
FY
2017/2018
5 Years Shred
DEV
SERVICES FN-009
General Correspondence &
Planning Notes (non-
substantive – paper and digital
email/archive copies)
FY
1992/1993 –
FY
2017/2018
5 Years Shred
Docusign Envelope ID: D61B6E48-0E17-4DF6-847E-7B027D818776
Resolution No. 2025-062 Page 4
Administrative Procedures Manual CLRK-001
AFFIDAVIT OF DESTRUCTION
I hereby certify that the records described above have been destroyed.
Records Liaison Date Records Coordinator Date
Original: City Clerk’s Office
Copy: Department
Docusign Envelope ID: D61B6E48-0E17-4DF6-847E-7B027D818776