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Home My WebLink AboutCC RES 08-076RESOLUTION 08-76 A RESOLUTION OF THE CITY COUNCIL FOR THE CITY OF PALM DESERT, CALIFORNIA, SETTING FORTH ITS FINDINGS AUTHORIZING THE DESTRUCTION OF FILES FROM THE OFFICE OF THE DIRECTOR OF FINANCE THAT HAVE BEEN DIGITALLY IMAGED. WHEREAS, the Office of the Director of Finance of the City of Palm Desert, California, has digitally imaged official files, records, exhibits and other documents of said office; and WHEREAS, said digitally imaged files may be stored and retained for substantially less cost than the original documents and with fewer hazards from fire and water damage. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Palm Desert, California, as follows: 1. That the above recitations are true and correct and constitute the findings of the City Council of this case; and 2. That it does hereby approve the destruction of all documents and records of files as set forth in Exhibit "A" (attached hereto), which have been digitally imaged. PASSED, APPROVED AND ADOPTED at a regular meeting of the City of Palm Desert, California, held on this 28th day of August, 2008, by the following vote to wit: AYES: FERGUSON, FINERTY, KELLY, SPIEGEL, AND BENSON NOES: NONE ABSENT: NONE ABSTAIN: NONE 'e- J AN BENSON, ATTEST: RAG`HELLE D. KL SE CITYlirlYAR YOR [This page has intentionally been left blank.] Files to be Destroyed August 28, 2008 Page 1 of 2 Resolution No. 08-76 Exhibit A Accounts Payable FY 2003/2004 - 2005/2006 Accounts Receivable Invoices FY 2002/2003 to FY 2004/2005 Assessment District Bond Payoffs - Assessment District Bond Payoff by APN Bank Reconciliations FY 01/02 - 04/05 Business Licensing FY 2000/2001 to 2005/2006 Cash Receipts FY 2003/2004 - 2005/2006 Confidential AP Files FY 2003/2004 & FY 2004/2005 County Reports: Assessment Charges 88/89 — 96/97 Financial Plans FY 91/92 — 2004/2005 Fixed Assets FY 90/91 — 00/01 Franchise Receipts FY 83/84 — 88/89 Investment Committee FY 00/01 — 05/06 Journal Entries FY 02/03 Outside Agencies FY 99/00 — 04/05 Payroll Changes Calendar Years 1995, 2002 — 2006 Payroll Registers 95/96, 01/02 Riverside County Receipts FY 85/86 — 99/00 State Controller's Reports (City) FY 87/88 — 98/99 State Controller's Reports (RDA) FY92/93 — 99/00 State Receipts FY 83/84 — 99/00 Various revenue refunding bond books (duplicates) Deferred Comp & F.C.I. and Self Help Loans B of A Bank Rec. Self Help Loans FY 90/91 - FY 98/99 Deferred Comp Statements QTR Ending 9/00 - 6/05 Mileage Reports to Council 1996 Retention Reconciliation 1993/94 -05/06, no 03/04 Self Help Loans B of A Rec. / F.C.I. HIP Loans FY 99/00 through FY 05/06 Travel Advance Reconciliation 1995/96 — 04/05, no 03/ 04 Revenue Folders C.O.D. FY 1995/1996 - FY 1999/2000 Franchise Receipts FY 1999/2000 - FY 2000/2001 Marriott's Time Share Mitigation FY 1990/1993 - FY 1999/2000 Misc. Revenue/ Other Revenue FY 1995/1996 - FY 2000/2001 RCTC FY 1995/1996 - FY 1999/2000 Recycling Revenue FY 1996/1997 - FY 1999/2000 Sunline Transit — Shelter Rev. FY 1995/1996 - FY1999/2000 Closed Leases and Notes Lease Agreement- City of Riverside Library Rent Lease Agreement- McCallum Theater/ RDA/ COD Lease Agreement- Portola Comm. - Barbara Sinatra Children's center Lease Agreement- Portola Comm. - C.V. Park & Recreation Lease Agreement- Portola Comm. — DSRT MTN. CNSRV Files to be Destroyed August 28, 2008 Page 2 of 2 Resolution No. 08-76 Exhibit A Lease Agreement- Portola Comm. Center Desert Aids. Lease Agreement- Portola Comm. Ctr- Episcopal Comm. Sry Lease Agreement- Portola Comm. Ctr-Big Brothers & Big Sisters Lease Agreement- Sunline Transit Agency Loan — P.S. Desert Resorts Convention Visitors Bureau Loan — Save Most — Underground Utilites Loan - Servico Inc. / Howard Johnson Promissory Note — C.V. Mountain Conservancy Promissory Note - C2130 Saint Margaret's Episcopal Church Promissory Note — Friends of the Cultural Center, INC. — McCallum Theatre Promissory Note - Friends of the Desert Mountains Promissory Note — Richard Weber Water Truck SVC Promissory Note — Sunline Transit Agency Files to be Scanned August 28, 2008 Page 1 of 2 Resolution No. 08-76 Exhibit A Business Licensing FY 2005/2006 Cash Receipts FY 2005/2006 Accounts Payable FY 2005/2006 Confidential AP Files FY 2003/2004 & FY 2004/2005 Accounts Receivable Invoices FY 2002/2003 to FY 2004/2005 Payroll Changes Pay Period Ending 1/6/06 - 12/22/06, Pay Date 1/11/06 - 12/27/06 Assessment District Bond Payoffs Assessment District Bond Payoff by APN Bank Reconciliation FY 03/04, 04/05 Bank Reconciliation FY 03/04, 04/05 Bank Reconciliation Signed Copies FY 03/04, 04/05 Payroll FY 00/01 to 03/04 Merchant Statement Visitor's CTR. Credit Card PYMT 1999 W 9's Deferred Comp & F.C.I. and Self Help Loans Deferred Comp Statements QTR Ending 9/00 - 6/05 Mileage Reports to Council 1996 Retention Reconciliation 1993/94 -05/06, no 03/04 Travel Advance Reconciliation 1995/96 — 04/05, no 03/ 04 B of A Bank Rec. Self Help Loans FY 90/91 - FY 98/99 Self Help Loans B of A Rec. / F.C.I. HIP Loans FY 99/00 through FY 05/06 Revenue Folders C.O.D. FY 1995/1996 - FY 1999/2000 RCTC FY 1995/1996 - FY 1999/2000 Recycling Revenue FY 1996/1997 - FY 1999/2000 Misc. Revenue/ Other Revenue FY 1995/1996 - FY 2000/2001 Sunline Transit — Shelter Rev. FY 1995/1996 - FY1999/2000 Marriott's Time Share Mitigation FY 1990/1993 - FY 1999/2000 Franchise Receipts FY 1999/2000 - FY 2000/2001 Closed Leases and Notes Lease Agreement- Portola Comm. Center Desert Aids. Lease Agreement- Portola Comm. Ctr-Big Brothers & Big Sisters Lease Agreement- Portola Comm. Ctr- Episcopar Comm. Sry Lease Agreement- Portola Comm. - Barbara Sinatra Children's center Lease Agreement- McCallum Theater/ RDA/ COD Lease Agreement-Portola Comm. - C.V. Park & Recreation Files to be Scanned August 28, 2008 Page 2of2 Resolution No. 08-76 Exhibit A Lease Agreement- Portola Comm. — DSRT MTN. CNSRV Lease Agreement- City of Riverside Library Rent Promissory Note C2130 Saint Margaret's Episcopal Church Lease Agreement- Sunline Transit Agency Promissory Note - C.V. Mountain Conservancy Promissory Note — Richard Weber Water Truck SVC Promissory Note — Friends of the Cultural Center, INC. — McCallum Theatre Promissory Note- Friends of the Desert Mountains Loan — P.S. Desert Resorts Convention Visitors Bureau Promissory Note — Sunline Transit Agency Loan — Save Most — Underground Utilites Loan - Servico Inc. / Howard Johnson