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Home My WebLink AboutRes 2025-068RESOLUTION NO. 2025-068 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PALM DESERT, CALIFORNIA, SETTING FORTH ITS FINDINGS AND AUTHORIZING THE DESTRUCTION OF OBSOLETE RECORDS LOCATED IN THE FINANCE DEPARTMENT INDICATED ON THE RECORDS RETENTION SCHEDULE (JUNE 12, 2025). RECORDS FROM 1975 THROUGH 2020 (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 o fficial files, records, exhibits, and other documents of said office pursuant to the Retention Schedule set forth on City Council Resolution No. 2025-035; 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 1975 to 2020 have exceeded their retention period. Both paper and digital records will be destroyed. ADOPTED ON OCTOBER 23, 2025. JAN C. HARNIK MAYOR ATTEST: ANTHONY J. MEJIA CITY CLERK Docusign Envelope ID: 68FF4EDB-1D05-485C-83A8-3BF523299D7F Resolution No. 2025-068 Page 2 I, Anthony J. Mejia, City Clerk of the City of Palm Desert, hereby certify that Resolution No. 2025-068 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 October 23, 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 October 23, 2025. ANTHONY J. MEJIA CITY CLERK Docusign Envelope ID: 68FF4EDB-1D05-485C-83A8-3BF523299D7F Resolution No. 2025-068 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-001 Assessment Districts/Community Facilities Districts – Financial Records 2018-2020 5 Years Shred Physical Documents/Destroy Electronic Files FIN FN-004 Audit Work papers 2018-2020 5 Years Shred Physical Documents/Destroy Electronic Files FIN FN-006 Budgets – Preliminary, Backup Documents 2018-2023 2 Years Shred Physical Documents/Destroy Electronic Files FIN FN-007 Fixed Assets 2018-2020 5 Years Shred Physical Documents/Destroy Electronic Files FIN FN-009 Subrecipient Grants, Reports to Grant Funding Agencies 2018-2020 5 Years Shred Physical Documents/Destroy Electronic Files FIN FN-014 1096’s/1099’s 2018-2020 5 Years Shred Physical Documents/Destroy Electronic Files FIN FN-015 Accounts Payable/Invoices and Backup 2018-2020 5 Years Shred Physical Documents/Destroy Electronic Files FIN FN-016 Accounts Receivable/Revenue, Transient Occupancy Tax 2018-2020 5 Years Shred Physical Documents/Destroy Electronic Files FIN FN-017 Bank Statements and Trustee Statements, Fiscal Agent Statements, Bank Reconciliations, Bank Deposits 2016-2018 7 Years Shred Physical Documents/Destroy Electronic Files FIN FN-019 Bankruptcies 2018-2020 5 Years Shred Physical Documents/Destroy Electronic Files Docusign Envelope ID: 68FF4EDB-1D05-485C-83A8-3BF523299D7F Resolution No. 2025-068 Page 4 FIN FN-021 Cash Receipts, Treasurers Receipts 2018-2020 5 Years Shred Physical Documents/Destroy Electronic Files Dept. Retention No. Description of Record Years Covered Retention Period Shred or Discard FIN FN-023 Checks/Warrants for AP and AR 2018-2020 5 Years Shred Physical Documents/Destroy Electronic Files FIN FN-026 Investment Reports/Treasurer’s Reports 2018-2020 5 Years Shred Physical Documents/Destroy Electronic Files FIN FN-028 Journal Entries/Journal Vouchers 2016-2020 5 Years Shred Physical Documents/Destroy Electronic Files FIN FN-033 CalPERS Reports 2016-2020 5 Years Shred Physical Documents/Destroy Electronic Files FIN FN-035 Deferred Compensation (City Statements) 2016-2020 5 Years Shred Physical Documents/Destroy Electronic Files FIN FN-036 Payroll Reports 2016-2020 5 Years Shred Physical Documents/Destroy Electronic Files FIN FN-037 Time Sheets/Time Cards/Overtime Sheets/Payroll Changes 2016-2020 5 Years Shred Physical Documents/Destroy Electronic Files FIN FN-038 W-2’s 2016-2020 5 Years Shred Physical Documents/Destroy Electronic Files FIN FN-039 W-4’s 2016-2020 No Longer in Effect + 4 Years Shred Physical Documents/Destroy Electronic Files FIN FN-043 Garnishments 2016-2020 5 Years Shred Physical Documents/Destroy Electronic Files SARDA - Econ. Dev. Admin Files ED-001 Economic Development where Redevelopment was the Lead 1975-2012 2 Years Shred Physical Documents Docusign Envelope ID: 68FF4EDB-1D05-485C-83A8-3BF523299D7F Resolution No. 2025-068 Page 5 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: ______________________ 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 Dept. Retention No. Description of Record Years Covered Retention Period Shred or Discard SARDA - Econ. Dev. Admin Files ED-007 Redevelopment Plans & Associated Environmental Reports 1975-2012 Department Preference Shred Physical Documents SARDA - Econ. Dev. Admin Files ED-008 Redevelopment Project Files & Project Plans 1975-2012 Department Preference Shred Physical Documents SARDA - Econ. Dev. Admin Files ED-009 Relocation Files Where Redevelopment was the Lead 1975-2012 Settle + 5 Years Shred Physical Documents Docusign Envelope ID: 68FF4EDB-1D05-485C-83A8-3BF523299D7F