86 This page intentionally left blank.
Item Number: 9.
REQUIRED SUPPLEMENTARY
INFORMATION (UNAUDITED)
87 Item Number: 9.
This page intentionally left blank.
88 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Taxes $ 20,911,885 $ 21,538,885 $ 20,850,307 $ (688,578) Permits and fees 3,880,951 4,878,951 5,100,189 221,238
Intergovernmental 113,141 314,111 479,907 165,796
Licenses 257,500 257,500 249,801 (7,699)
Investment earning 200,000 200,000 386,312 186,312
Miscellaneous 715,564 799,696 757,685 (42,011)
Total revenues 26,079,041 27,989,143 27,824,201 (164,942) EXPENDITURES:
Current:
General government 5,664,235 6,744,600 7,767,924 (1,023,324) Public safety 1,187,841 1,368,037 1,444,071 (76,034)
Public works 957,583 922,213 816,280 105,933
Economic development 2,171,317 2,494,094 1,808,989 685,105 Culture and leisure 2,852,296 3,427,271 2,936,139 491,132 Capital outlay 100,000 518,305 319,232 199,073
Debt service:
Principal retirement 117,753 120,608 120,608 -
Interest and fiscal charges 5,779 2,924 2,924 -
Total expenditures 13,056,804 15,598,052 15,216,167 381,885
EXCESS OF REVENUES OVER
(UNDER) EXPENDITURES 13,022,237 12,391,091 12,608,034 216,943 OTHER FINANCING SOURCES (USES):
Transfers in 100,000 100,000 100,000 -
Transfers out (1,944,193) (11,922,030) (11,931,523) (9,493) Total other financing sources (uses) (1,844,193) (11,822,030) (11,831,523) (9,493) NET CHANGES IN FUND BALANCE $ 11,178,044 $ 569,061 776,511 $ 207,450 FUND BALANCE:
Beginning of year 7,498,561
End of year $ 8,275,072
Required Supplementary Information (Unaudited)
Budgetary Comparison Schedules - General Fund
City of Desert Hot Springs
For the Year Ended June 30, 2025
89 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Taxes $ 6,335,373 $ 6,435,373 $ 6,716,399 $ 281,026
Permits and fees 469,030 475,030 1,453,791 978,761
Intergovernmental 148,000 338,860 156,798 (182,062)
Licenses 17,000 17,000 18,357 1,357
Miscellaneous 330,000 355,500 439,333 83,833
Total revenues 7,299,403 7,621,763 8,784,678 1,162,915
EXPENDITURES:
Current:
Public safety 18,463,958 17,896,711 17,938,002 (41,291) Capital outlay - 306,771 170,179 136,592
Total expenditures 18,463,958 18,203,482 18,108,181 95,301
EXCESS OF REVENUES OVER
(UNDER) EXPENDITURES (11,164,555) (10,581,719) (9,323,503) 1,258,216 OTHER FINANCING SOURCES (USES):
Transfers in 150,000 9,217,566 9,262,871 45,305
Transfers out (193,348) (193,348) - 193,348
Total other financing sources (uses) (43,348) 9,024,218 9,262,871 238,653 NET CHANGES IN FUND BALANCE $ (11,207,903) $ (1,557,501) (60,632) $ 1,496,869 FUND BALANCE:
Beginning of year 107,835
End of year $ 47,203
City of Desert Hot Springs
Required Supplementary Information (Unaudited)
Budgetary Comparison Schedules - Public Safety Special Revenue Fund For the Year Ended June 30, 2025
90 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Intergovernmental $ - $ - $ 3,151,341 $ 3,151,341
Investment earning - - 93,230 93,230
Total revenues - - 3,244,571 3,244,571
EXPENDITURES:
Current:
General government 485,950 500,000 96,720 389,230
Public safety 25,930 - - 25,930
Capital outlay 4,471,303 2,000,000 3,054,622 1,416,681
Total expenditures 4,983,183 2,500,000 3,151,342 1,831,841 NET CHANGES IN FUND BALANCE $ (2,500,000) $ (4,983,183) 5,076,412 93,229 $ FUND BALANCE:
Beginning of year 125,608
End of year $ 218,837
City of Desert Hot Springs
Required Supplementary Information (Unaudited)
Budgetary Comparison Schedules - American Rescue Act Special Revenue Fund For the Year Ended June 30, 2025
91 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Investment earning $ - $ - $ 30,161 $ 30,161
Total revenues - - 30,161 30,161
EXPENDITURES:
Current:
Economic development 391,499 411,499 154,928 256,571
Total expenditures 391,499 411,499 154,928 256,571
NET CHANGES IN FUND BALANCE $ (391,499) $ (411,499) (124,767) $ 286,732 FUND BALANCE:
Beginning of year 6,051,763
End of year $ 5,926,996
City of Desert Hot Springs
Required Supplementary Information (Unaudited)
Budgetary Comparison Schedules - Housing Authority Special Revenue Fund For the Year Ended June 30, 2025
92 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Permits and fees $ 3,463,657 $ 3,463,657 $ 5,885,773 $ 2,422,116 Investment earning - - 62,528 62,528
Total revenues 3,463,657 3,463,657 5,948,301 2,484,644
EXPENDITURES:
Current:
Public works 144,091 93,661 40,773 103,318
Capital outlay 2,288,276 2,273,200 136,482 2,151,794
Total expenditures 2,432,367 2,366,861 177,255 2,255,112
EXCESS OF REVENUES OVER
(UNDER) EXPENDITURES 1,031,290 1,096,796 5,771,046 4,739,756 OTHER FINANCING USES:
Transfers out (100,000) (100,000) (100,000) -
Total other financing uses (100,000) (100,000) (100,000) - NET CHANGES IN FUND BALANCE $ 996,796 $ 931,290 4,739,756 5,671,046 $ FUND BALANCE:
Beginning of year 2,384,934
End of year $ 8,055,980
City of Desert Hot Springs
Required Supplementary Information (Unaudited)
Budgetary Comparison Schedules - Capital Improvement Deposits Special Revenue Fund For the Year Ended June 30, 2025
93 Item Number: 9.
This page intentionally left blank.
94 Item Number: 9.
On June 20, 2023, the City Council approved and adopted the bi-annual budget for fiscal years 2023-2024 and 2024- 2025.
C. Encumbrances
Encumbrances are estimations of costs related to unperformed contracts for goods and services. These commitments are recorded for budgetary control purposes in the General, special revenue, and similar governmental funds.
Encumbrances outstanding at year-end represent the estimated amount of the expenditure ultimately to result if unperformed contracts in-process at year-end are completed. They do not constitute expenditures or estimated liabilities.
B. Continuing Appropriations
At fiscal year-end, all unencumbered appropriations lapse, however, certain unexpended capital funds are carried over into the next fiscal year’s budget.
A. General Budget Policies
The City adopts an annual budget prepared on the modified accrual basis for all of its governmental funds. Budgets are developed in accordance with U.S. GAAP. The City Council approves each year’s budget, submitted by the City Manager, prior to the beginning of the new fiscal year. Public hearings are conducted prior to its adoption by the City Council. Budgeted amounts transferred between accounts are approved by the Administrative Services Director.
Budgeted amounts transferred between departments are approved by the City Manager. Supplemental appropriations, where required during the period, are approved by the City Council. The level of budgetary control (that is, the level at which expenditures cannot legally exceed the appropriated amount) is established at the fund level. At fiscal yearend, all unencumbered operating budget appropriations lapse, with the exception of continuing appropriations. All adopted budgets are presented for the year ended June 30, 2025. In fiscal year 2024-2025, no budget was adopted for the Department of Cannabis Control Special Revenue Fund and Assessment District 91-1 Capital Projects Fund.
City of Desert Hot Springs
Required Supplementary Information (Unaudited)
Notes to the Budgetary Comparison Schedules
For the Year Ended June 30, 2025
Budgetary Information
95 Item Number: 9.
Measurement Date June 30, 2024 June 30, 2023 June 30, 2022 June 30, 2021 June 30, 2020 City's Proportion of the Net Pension Liability 0.03708% 0.03719% 0.03658% 0.03479% 0.03390% City's Proportionate Share of the Net Pension Liability $ 4,496,445 $ 4,639,875 $ 4,224,808 $ 1,881,356 $ 3,688,124 City's Covered Payroll $ 6,955,340 $ 5,075,657 $ 4,937,410 $ 4,127,066 $ 3,761,101 City's Proportionate Share of the Net Pension Liability as a Percentage of its Covered Payroll 64.65% 91.41% 85.57% 45.59% 98.06% Plan's Proportionate Share of the Fiduciary Net Position as a Percentage of the Total Pension Liability 79.38% 76.82% 76.83% 88.46% 75.03% Measurement Date June 30, 2024 June 30, 2023 June 30, 2022 June 30, 2021 June 30, 2020 City's Proportion of the Net Pension Liability 0.09327% 0.09334% 0.09439% 0.10628% 0.08801% City's Proportionate Share of the Net Pension Liability $ 11,310,693 $ 11,644,705 $ 10,902,302 $ 5,747,900 $ 9,575,470 City's Covered Payroll $ 3,557,931 $ 3,244,819 $ 2,954,027 $ 2,680,518 $ 2,589,732 City's Proportionate Share of the Net Pension Liability as a Percentage of its Covered Payroll 317.90% 358.87% 369.07% 214.43% 369.75% Plan's Proportionate Share of the Fiduciary Net Position as a Percentage of the Total Pension Liability 73.24% 71.14% 71.76% 84.05% 71.79% California Public Employees' Retirement System ("CalPERS") Miscellaneous Plan California Public Employees' Retirement System ("CalPERS") Safety Plan City of Desert Hot Springs
Required Supplementary Information (Unaudited)
Schedule of the City's Proportionate Share of the Net Pension Liability and Related Ratios For the Year Ended June 30, 2025
Last Ten Fiscal Years
Notes to Schedule:
Changes of Benefit Terms: The figures above generally include any liability impact that may have resulted from voluntary benefit changes that occurred on or before the Measurement Date. However, offers of Two Years Additional Service Credit (a.k.a. Golden Handshakes) that occurred after the Valuation Date are not included in the figures above, unless the liability impact is deemed to be material by the plan actuary.
Changes of Assumptions: There were no assumption changes in 2023 or 2024. Effective with the June 30, 2021, valuation date (June 30, 2022, measurement date), the accounting discount rate was reduced from 7.15% to 6.90%. In determining the long-term expected rate of return, CalPERS took into account long-term market return expectations as well as the expected pension fund cash flows. In addition, demographic assumptions and the price inflation assumption were changed in accordance with the 2021 CalPERS Experience Study and Review of Actuarial Assumptions. The accounting discount rate was 7.15% for measurement dates June 30, 2017, through June 30, 2021, and 7.65% for measurement dates June 30, 2015, through June 30, 2016.
96 Item Number: 9.
Measurement Date June 30, 2019 June 30, 2018 June 30, 2017 June 30, 2016 June 30, 2015 City's Proportion of the Net Pension Liability 0.03394% 0.03393% 0.03493% 0.03497% 0.03782% City's Proportionate Share of the Net Pension Liability $ 3,477,949 $ 3,269,715 $ 3,401,088 $ 3,025,986 $ 2,595,635 City's Covered Payroll $ 3,055,544 $ 2,388,548 $ 2,120,646 $ 1,539,232 $ 1,377,634 City's Proportionate Share of the Net Pension Liability as a Percentage of its Covered Payroll 113.82% 136.89% 160.38% 196.59% 188.41% Plan's Proportionate Share of the Fiduciary Net Position as a Percentage of the Total Pension Liability 74.42% 73.33% 69.89% 70.33% 73.82% Measurement Date June 30, 2019 June 30, 2018 June 30, 2017 June 30, 2016 June 30, 2015 City's Proportion of the Net Pension Liability 0.08634% 0.08605% 0.08372% 0.08489% 0.09036% City's Proportionate Share of the Net Pension Liability $ 8,847,411 $ 8,292,081 $ 8,302,607 $ 7,345,645 $ 6,202,312 City's Covered Payroll $ 2,201,137 $ 2,107,816 $ 1,834,204 $ 1,749,649 $ 1,523,928 City's Proportionate Share of the Net Pension Liability as a Percentage of its Covered Payroll 401.95% 393.40% 452.65% 419.84% 407.00% Plan's Proportionate Share of the Fiduciary Net Position as a Percentage of the Total Pension Liability 72.27% 72.00% 69.58% 69.57% 73.79% California Public Employees' Retirement System ("CalPERS") Miscellaneous Plan California Public Employees' Retirement System ("CalPERS") Safety Plan City of Desert Hot Springs
Required Supplementary Information (Unaudited)
Schedule of the City's Proportionate Share of the Net Pension Liability and Related Ratios (Continued) For the Year Ended June 30, 2025
Last Ten Fiscal Years
97 Item Number: 9.
Fiscal year 2024-251 2023-24 2022-23 2021-22 2020-21
Actuarially Determined Contribution1 $ 466,313 $ 735,063 $ 978,819 $ 793,811 $ 692,622 Contribution in Relation to the
Actuarially Determined Contribution1 (466,313) (735,063) (978,819) (793,811) (692,622) Contribution Deficiency (Excess) $ - $ - $ - $ - $ -
Covered Payroll2 $ 7,150,090 $ 6,955,340 $ 6,481,183 $ 4,937,410 $ 4,127,066 Contributions as a Percentage of Covered Payroll 6.52% 10.57% 15.10% 16.08% 16.78% Fiscal year 2024-251 2023-24 2022-23 2021-22 2020-21
Actuarially Determined Contribution1 $ 1,234,134 $ 1,633,840 $ 1,502,631 $ 1,348,612 $ 1,269,835 Contribution in Relation to the
Actuarially Determined Contribution1 (1,633,840) (1,234,134) (1,502,631) (1,348,612) (1,269,835) Contribution Deficiency (Excess) $ - $ - $ - $ - $ -
Covered Payroll2 $ 3,657,553 $ 3,557,931 $ 3,244,819 $ 2,954,027 $ 2,680,518 Contributions as a Percentage of Covered Payroll 33.74% 45.92% 46.31% 45.65% 47.37% Actuarial cost method
Amortization method/period
Asset valuation method
Inflation
Salary increases
Payroll Growth
Investment rate of return
Retirement age
Mortality
2.30%
Fair Value of Assets. For details, see June 30, 2021, funding valuation report.
For details, see June 30, 2021, funding valuation report.
Entry Age Normal
The probabilities of mortality are based on the 2021 CalPERS Experience Study and Review of Actuarial Assumptions. Mortality rates incorporate full generational mortality improvement using 80% of Scale MP-2020 published by the Society of Actuaries.
The probabilities of retirement are based on the 2021 CalPERS Experience Study and Review of Actuarial Assumptions.
6.80% net of pension plan investment and administrative expenses; includes inflation.
2.80%
Varies by entry age and service
California Public Employees' Retirement System ("CalPERS") Miscellaneous Plan City of Desert Hot Springs
Required Supplementary Information (Unaudited)
Schedule of Contributions - Pensions
For the Year Ended June 30, 2025
Last Ten Fiscal Years
California Public Employees' Retirement System ("CalPERS") Safety Plan The actuarial methods and assumptions used to set the actuarially determined contributions for Fiscal Year 2023-24 were derived from the June 30, 2021 funding valuation report.
1 Employers are assumed to make contributions equal to the actuarially determined contributions. However, some employers may choose to make additional contributions towards their unfunded liability. Employer contributions for such plans exceed the actuarially determined contributions.
Notes to Schedule:
2 Includes one year’s payroll growth using 2.80% payroll growth assumption for fiscal years ended June 30, 2022 through 2025; 2.75% payroll growth assumption for fiscal years ended in 2018 through 2021; 3.00% payroll growth assumption for fiscal years ended in 2015 through 2017.
Methods and assumptions used to determine contribution rates:
98 Item Number: 9.
Fiscal year 2019-20 2018-19 2017-18 2016-17 2015-16
Actuarially Determined Contribution1 $ 611,957 $ 496,387 $ 423,598 $ 355,494 $ 313,565 Contribution in Relation to the
Actuarially Determined Contribution1 (611,957) (496,387) (423,598) (355,494) (313,565) Contribution Deficiency (Excess) $ - $ - $ - $ - $ -
Covered Payroll2 $ 3,761,101 $ 3,055,544 $ 2,388,548 $ 2,120,646 $ 1,539,232 Contributions as a Percentage of Covered Payroll 16.27% 16.25% 17.73% 16.76% 20.37% Fiscal year 2019-20 2018-19 2017-18 2016-17 2015-16
Actuarially Determined Contribution1 $ 1,093,535 $ 911,294 $ 769,408 $ 688,645 $ 639,246 Contribution in Relation to the
Actuarially Determined Contribution1 (911,294) (1,093,535) (769,408) (688,645) (639,246) Contribution Deficiency (Excess) $ - $ - $ - $ - $ -
Covered Payroll2 $ 2,589,732 $ 2,201,137 $ 2,107,816 $ 1,834,204 $ 1,749,649 Contributions as a Percentage of Covered Payroll 42.23% 41.40% 36.50% 37.54% 36.54% California Public Employees' Retirement System ("CalPERS") Miscellaneous Plan City of Desert Hot Springs
Required Supplementary Information (Unaudited)
For the Year Ended June 30, 2025
Last Ten Fiscal Years
Schedule of Contributions - Pensions (Continued)
California Public Employees' Retirement System ("CalPERS") Safety Plan 1 Employers are assumed to make contributions equal to the actuarially determined contributions. However, some employers may choose to make additional contributions towards their unfunded liability. Employer contributions for such plans exceed the actuarially determined contributions. 2 Includes one year’s payroll growth using 2.80% payroll growth assumption for fiscal years ended June 30, 2022 through 2025; 2.75% payroll growth assumption for fiscal years ended in 2018 through 2021; 3.00% payroll growth assumption for fiscal years ended in 2015 through 2017. 99 Item Number: 9.
This page intentionally left blank.
100 Item Number: 9.
SUPPLEMENTARY INFORMATION
101 Item Number: 9.
This page intentionally left blank.
102 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Taxes $ 1,545,000 $ 1,627,500 $ 1,923,713 $ 296,213
Investment earning 25,000 25,000 654,468 629,468
Total revenues 1,652,500 1,570,000 2,578,181 925,681
EXPENDITURES:
Current:
General government 5,000 5,000 8,000 (3,000)
Debt service:
Principal retirement 1,035,000 1,035,000 1,035,000 -
Interest and fiscal charges 1,358,894 1,358,894 1,471,146 (112,252) Total expenditures 2,398,894 2,398,894 2,514,146 (115,252)
EXCESS OF REVENUES OVER
(UNDER) EXPENDITURES (746,394) (828,894) 64,035 810,429 OTHER FINANCING SOURCES (USES):
Transfers in 696,489 830,218 696,489 -
Transfers out (13,631,282) - (10,805,303) 2,825,979
Total other financing sources (uses) (12,934,793) 830,218 (10,108,814) 2,825,979 NET CHANGES IN FUND BALANCE $ 1,324 $ (13,681,187) 3,636,408 (10,044,779) $ FUND BALANCE:
Beginning of year 17,752,431
End of year $ 7,707,652
City of Desert Hot Springs
Required Supplementary Information (Unaudited)
Budgetary Comparison Schedules - Debt Service Fund
For the Year Ended June 30, 2025
103 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Intergovernmental $ 20,566,548 $ 23,792,711 $ 1,200,516 $ (22,592,195) Investment earning - - 98,016 98,016
Total revenues 23,792,711 20,566,548 1,298,532 (22,494,179) EXPENDITURES:
Current:
Public works 240,728 193,804 12,475 228,253
Capital outlay 39,256,312 33,804,567 10,376,127 28,880,185 Total expenditures 39,497,040 33,998,371 10,388,602 29,108,438
EXCESS OF REVENUES OVER
(UNDER) EXPENDITURES (15,704,329) (13,431,823) (9,090,070) 6,614,259 OTHER FINANCING SOURCES:
Transfers in 14,331,282 13,631,282 11,505,303 (2,825,979) Total other financing sources 14,331,282 13,631,282 11,505,303 (2,825,979) NET CHANGES IN FUND BALANCE $ 199,459 $ (1,373,047) 3,788,280 2,415,233 $ FUND BALANCE (DEFICIT):
Beginning of year (1,659,126)
End of year 756,107
City of Desert Hot Springs
Required Supplementary Information (Unaudited)
Budgetary Comparison Schedules - Capital Improvement Capital Projects Fund For the Year Ended June 30, 2025
104 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Intergovernmental $ - $ - $ 5,478,902 $ 5,478,902
Total revenues - 5,478,902 - 5,478,902
EXPENDITURES:
Current:
Public works - 47,295 8,010 39,285
Debt service:
Principal retirement - 3,750,000 - (3,750,000)
Total expenditures - 47,295 3,758,010 (3,710,715)
EXCESS OF REVENUES OVER
(UNDER) EXPENDITURES - (47,295) 1,720,892 1,768,187
OTHER FINANCING SOURCES:
Transfers in - - 328,164 328,164
Total other financing sources - - 328,164 328,164
NET CHANGES IN FUND BALANCE $ - $ (47,295) 2,049,056 $ 2,096,351 FUND BALANCE (DEFICIT):
Beginning of year (2,918,682)
Error corrections (658,820)
Beginning of year, as restated (Note 15) (3,577,502)
End of year $ (1,528,446)
City of Desert Hot Springs
Required Supplementary Information (Unaudited)
Budgetary Comparison Schedules - RCTC Loan Capital Projects Fund For the Year Ended June 30, 2025
105 Item Number: 9.
This page intentionally left blank.
106 Item Number: 9.
NONMAJOR
GOVERNMENTAL FUNDS
Art in Public Places Special Revenue Fund - To account for development fees paid in lieu of acquisition and installation of approved artworks in a development with expenditures restricted to acquisition, installation, maintenance and repair or artworks at approved sites.
Quimby Act Special Revenue Fund - To account for the accumulation of developer fees received under the provision of the Quimby Act for park development and improvements.
SB1 Road Maintenance and Rehabilitation Special Revenue Fund - To account for revenue received from the State under the Road Repair and Accountability Act of 2017. The funding is used for street maintenance and rehabilitation needs.
Air Quality Control Special Revenue Fund - To account for resources designated by South Coast Air Quality Management District through the collection of motor vehicle registration fees in accordance with the California Assembly Bill 2766 (AB2766). These funds can be used for equipment, street sweeping and purchase of vehicles as related to the reduction of air pollution.
Cabot's Museum Special Revenue Fund - To account for various fees and operational costs associated with a museum that was gifted to the City.
Measure A Special Revenue Fund - To account for one-half cent sales tax collected in Riverside County and distributed to local agencies. Funds are restricted and can only be used for street maintenance and the construction of new streets.
Municipal Lighting / Landscaping Assessment District Special Revenue Fund - To account for street lighting activity and landscaping maintenance. Financing is provided by special assessments taxes against all parcels of real property within the City and landscape assessment district. Expenditures provide for street and palm tree lights citywide, maintenance of park buildings and equipment, and maintenance of all city parkland as designated.
Special Gas Tax Special Revenue Fund - To account for street maintenance activity. The source of funds is the State gasoline tax and related sales tax under the Streets and Highways Code of the State of California. Expenditures are restricted to construction, improvement and maintenance of public streets.
SPECIAL REVENUE FUNDS:
County Service Area 152 (CSA-152) Special Revenue Fund - To account for funding received through the collection of property tax collected on parcels within the assessment district. Expenditures relate to the EPA requirements for storm water monitoring and the protection of the underground water for all cities in the County of Riverside.
Drainage Assessment District Special Revenue Fund - To account for taxes assessed on property owners within the drainage assessment districts for the maintenance of the drainage systems.
CAPITAL PROJECTS FUND:
Assessment District 91-1 Capital Projects Fund - To account for improvements to the Assessment District 91-1, which are financed from bond proceeds. Debt service payments are paid from special assessed revenues.
Supplemental Law Enforcement Service (SLESF) Special Revenue Fund - To account for funds received in connection with the Citizens Option for Public Safety Program (COPS), which supplements expenditures for "front line municipal police services." Abandoned Vehicle Abatement Special Revenue Fund - To account for a portion of DMV registration fees that the City receives from the Riverside County Abandoned Vehicle Abatement Service Authority as reimbursement to the City for costs incurred for the administration, removal, and abatement of nuisance vehicles within city limits.
Community Development Block Grant (CDBG) Special Revenue Fund - To account for resources that are restricted for a wide variety of unique community development needs.
Department of Cannabis Control Special Revenue Fund - To account for State grant funds to help cannabis facilities fulfill the obligations to transition from State provisional cannabis permits to permanent cannabis permits. 107 Item Number: 9.
This page intentionally left blank.
108 Item Number: 9.
Municipal
SB1 Road Lighting /
Maintenance Landscaping
Special and Assessment Air Quality
Gas Tax Rehabilitation District Measure A Control
ASSETS
Cash and investments $ 43,515 $ 1,740,454 $ 1,619,358 $ 1,071,659 $ 17,194 Receivables:
Accounts 78,589 74,684 67,833 108,473 11,366
Interest 123 3,995 1,927 2,984 21
Total assets $ 122,227 $ 1,819,133 $ 1,689,118 $ 1,183,116 $ 28,581
LIABILITIES,
DEFERRED INFLOWS OF RESOURCES,
AND FUND BALANCES
Liabilities:
Accounts payable and accrued liabilities $ 69,434 $ - $ 321,626 $ 143,654 $ 25,211 Due to other funds - - 127,037 - -
Total liabilities - 69,434 448,663 143,654 25,211
Deferred Inflows of Resources:
Unavailable revenue - - 50,563 - -
Total deferred inflows of resources - - 50,563 - -
Fund Balances:
Restricted 1,819,133 52,793 1,189,892 1,039,462 3,370
Committed - - - - -
Total fund balances 1,819,133 52,793 1,189,892 1,039,462 3,370 Total liabilities, deferred inflows
of resources, and fund balances $ 122,227 $ 1,819,133 $ 1,689,118 $ 1,183,116 $ 28,581 (Continued)
Special Revenue Funds
City of Desert Hot Springs
Combining Balance Sheet
Nonmajor Governmental Funds
June 30, 2025
109 Item Number: 9.
Art in Drainage County
Public Quimby Assessment Service Cabot's
Places Act District Area 152 Museum
ASSETS
Cash and investments $ 454,332 $ 1,654,705 $ 597,991 $ 62,339 $ 92,994 Receivables:
Accounts - - 2,910 68,644 -
Interest 1,111 4,058 1,670 114 -
Total assets $ 455,443 $ 1,658,763 $ 602,571 $ 131,097 $ 92,994
LIABILITIES,
DEFERRED INFLOWS OF RESOURCES,
AND FUND BALANCES
Liabilities:
Accounts payable and accrued liabilities $ - $ 3,221 $ 39,788 $ 9,110 $ 6,145 Due to other funds - - - - -
Total liabilities 3,221 - 39,788 9,110 6,145
Deferred Inflows of Resources:
Unavailable revenue - - - 68,644 -
Total deferred inflows of resources - - - 68,644 -
Fund Balances:
Restricted 1,655,542 - 562,783 53,343 -
Committed - 455,443 - - 86,849
Total fund balances 1,655,542 455,443 562,783 53,343 86,849 Total liabilities, deferred inflows
of resources, and fund balances $ 455,443 $ 1,658,763 $ 602,571 $ 131,097 $ 92,994 (Continued)
City of Desert Hot Springs
Combining Balance Sheet (Continued)
Nonmajor Governmental Funds
June 30, 2025
Special Revenue Funds
110 Item Number: 9.
Capital Projects
Fund
Supplemental
Law
Enforcement Abandoned Community Department of Assessment Service Vehicle Development Cannabis District
Fund Abatement Block Grant Control 91-1
ASSETS
Cash and investments $ - $ 257,248 $ 6,495 $ - $ 126,551 Receivables:
Accounts - 90,095 - - -
Interest 120 - - 642 310
Total assets $ 120 $ 347,343 $ 6,495 $ 642 $ 126,861
LIABILITIES,
DEFERRED INFLOWS OF RESOURCES,
AND FUND BALANCES
Liabilities:
Accounts payable and accrued liabilities $ - $ 5,981 $ - $ - $ - Due to other funds - - - 642 -
Total liabilities 5,981 - - 642 -
Deferred Inflows of Resources:
Unavailable revenue 90,095 - - - -
Total deferred inflows of resources 90,095 - - - -
Fund Balances:
Restricted 251,267 120 6,495 - 126,861
Committed - - - - -
Total fund balances 251,267 120 6,495 - 126,861
Total liabilities, deferred inflows
of resources, and fund balances $ 120 $ 347,343 $ 6,495 $ 642 $ 126,861 (Continued)
City of Desert Hot Springs
Combining Balance Sheet (Continued)
Nonmajor Governmental Funds
June 30, 2025
Special Revenue Funds
111 Item Number: 9.
Total
ASSETS
Cash and investments $ 7,744,835
Receivables:
Accounts 502,594
Interest 17,075
Total assets $ 8,264,504
LIABILITIES,
DEFERRED INFLOWS OF RESOURCES,
AND FUND BALANCES
Liabilities:
Accounts payable and accrued liabilities $ 624,170
Due to other funds 127,679
Total liabilities 751,849
Deferred Inflows of Resources:
Unavailable revenue 209,302
Total deferred inflows of resources 209,302
Fund Balances:
Restricted 6,761,061
Committed 542,292
Total fund balances 7,303,353
Total liabilities, deferred inflows
of resources, and fund balances $ 8,264,504
(Concluded)
City of Desert Hot Springs
Combining Balance Sheet (Continued)
Nonmajor Governmental Funds
June 30, 2025
112 Item Number: 9.
Municipal
SB1 Road Lighting /
Maintenance Landscaping
Special and Assessment Air Quality
Gas Tax Rehabilitation District Measure A Control
REVENUES:
Taxes $ - $ - $ 922,357 $ - $ 43,525
Permits and fees - - - - -
Intergovernmental 1,535,393 924,702 - 622,111 -
Licenses - - - - -
Investment earning 15,299 279 8,726 13,486 64
Total revenues 1,550,692 924,981 931,083 635,597 43,589 EXPENDITURES:
Current:
Public safety - - - - -
Public works - 744,966 1,866,715 299,082 43,374
Culture and leisure - - - - -
Capital outlay 633,155 - 11,150 209,351 -
Total expenditures 633,155 744,966 1,877,865 508,433 43,374
EXCESS OF REVENUES OVER
(UNDER) EXPENDITURES 917,537 180,015 (946,782) 127,164 215 OTHER FINANCING SOURCES (USES):
Transfers in - - 1,247,696 - -
Transfers out - (161,084) - (161,084) -
Total other financing sources (uses) - (161,084) 1,247,696 (161,084) - NET CHANGES IN FUND BALANCES 18,931 917,537 300,914 (33,920) 215 FUND BALANCES (DEFICIT):
Beginning of year, as previously reported 33,862 901,596 888,978 1,073,382 3,155 Change in the financial reporting entity
(nonmajor to major fund) - - - - -
Beginning of year, as restated (Note 15) 33,862 901,596 888,978 1,073,382 3,155 End of year $ 52,793 $ 1,819,133 $ 1,189,892 $ 1,039,462 $ 3,370 (Continued)
City of Desert Hot Springs
Combining Statement of Revenues, Expenditures, and Changes in Fund Balances Special Revenue Funds
Nonmajor Governmental Funds
For the Year Ended June 30, 2025
113 Item Number: 9.
Art in Drainage County
Public Quimby Assessment Service Cabot's
Places Act District Area 152 Museum
REVENUES:
Taxes $ - $ - $ 227,843 $ - $ -
Permits and fees - 336,647 - - -
Intergovernmental - - - 207,762 -
Licenses 22,205 - - - -
Investment earning 33,434 6,434 7,670 527 -
Total revenues 55,639 343,081 235,513 208,289 -
EXPENDITURES:
Current:
Public safety - - - - -
Public works 1,563 - 242,096 149,228 -
Culture and leisure - 278,960 - - 120,345
Capital outlay 85,248 - - - -
Total expenditures 86,811 278,960 242,096 149,228 120,345
EXCESS OF REVENUES OVER
(UNDER) EXPENDITURES (31,172) 64,121 (6,583) 59,061 (120,345) OTHER FINANCING SOURCES (USES):
Transfers in - - - - 142,547
Transfers out - - - - -
Total other financing sources (uses) - - - - 142,547
NET CHANGES IN FUND BALANCES 64,121 (31,172) (6,583) 59,061 22,202 FUND BALANCES (DEFICIT):
Beginning of year, as previously reported 391,322 1,686,714 569,366 (5,718) 64,647 Change in the financial reporting entity
(nonmajor to major fund) - - - - -
Beginning of year, as restated (Note 15) 391,322 1,686,714 569,366 (5,718) 64,647 End of year $ 455,443 $ 1,655,542 $ 562,783 $ 53,343 $ 86,849 (Continued)
City of Desert Hot Springs
Combining Statement of Revenues, Expenditures, and Changes in Fund Balances (Continued) Special Revenue Funds
Nonmajor Governmental Funds
For the Year Ended June 30, 2025
114 Item Number: 9.
Supplemental Formerly
Law Nonmajor Fund
Enforcement Abandoned Community Department of Capital
Service Vehicle Development Cannabis Improvement
Fund Abatement Block Grant Control Deposits
REVENUES:
Taxes $ - $ - $ - $ -
Permits and fees - - - -
Intergovernmental 81,046 194,663 - 164,403
Licenses - - - -
Investment earning - 767 - 5,779
Total revenues 81,046 195,430 - 170,182
EXPENDITURES:
Current:
Public safety 42,806 - - -
Public works - - - 251,880
Culture and leisure - - - -
Capital outlay - - - -
Total expenditures 42,806 - - 251,880
EXCESS OF REVENUES OVER
(UNDER) EXPENDITURES 38,240 195,430 - (81,698)
OTHER FINANCING SOURCES (USES):
Transfers in - - - 71,329
Transfers out - (195,405) - -
Total other financing sources (uses) (195,405) - 71,329 - NET CHANGES IN FUND BALANCES 25 38,240 (10,369) -
FUND BALANCES (DEFICIT):
Beginning of year, as previously reported 213,027 95 6,495 10,369 2,384,934 Change in the financial reporting entity
(nonmajor to major fund) - - - (2,384,934) -
Beginning of year, as restated (Note 15) 213,027 95 6,495 10,369 - End of year $ 120 $ 251,267 $ 6,495 $ - $ -
(Continued)
City of Desert Hot Springs
Combining Statement of Revenues, Expenditures, and Changes in Fund Balances (Continued) Nonmajor Governmental Funds
For the Year Ended June 30, 2025
Special Revenue Funds
115 Item Number: 9.
Capital Projects
Fund
d
Assessment
District
91-1 Total
REVENUES:
Taxes $ - $ 1,193,725
Permits and fees 336,647 -
Intergovernmental 3,730,080 -
Licenses 22,205 -
Investment earning 93,950 1,485
Total revenues 5,376,607 1,485
EXPENDITURES:
Current:
Public safety 42,806 -
Public works 3,598,904 -
Culture and leisure 399,305 -
Capital outlay 938,904 -
Total expenditures 4,979,919 -
EXCESS OF REVENUES OVER
(UNDER) EXPENDITURES 396,688 1,485
OTHER FINANCING SOURCES (USES):
Transfers in 1,461,572 -
Transfers out (517,573) -
Total other financing sources (uses) 943,999 -
NET CHANGES IN FUND BALANCES 1,340,687 1,485
FUND BALANCES (DEFICIT):
Beginning of year, as previously reported 8,347,600 125,376 Change in the financial reporting entity
(nonmajor to major fund) (2,384,934) -
Beginning of year, as restated (Note 15) 5,962,666 125,376 End of year $ 126,861 $ 7,303,353
(Concluded)
City of Desert Hot Springs
Combining Statement of Revenues, Expenditures, and Changes in Fund Balances (Continued) For the Year Ended June 30, 2025
Nonmajor Governmental Funds
116 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Intergovernmental $ 894,000 $ 894,000 $ 924,702 $ 30,702 Investment earning - - 279 279
Total revenues 894,000 894,000 924,981 30,981
EXPENDITURES:
Current:
Public works 679,470 679,470 744,966 (65,496)
Total expenditures 679,470 679,470 744,966 (65,496)
EXCESS OF REVENUES OVER
EXPENDITURES 214,530 214,530 180,015 (34,515)
OTHER FINANCING USES:
Transfers out (161,084) (161,084) (161,084) -
Total other financing uses (161,084) (161,084) (161,084) - NET CHANGES IN FUND BALANCE $ 53,446 $ 53,446 (34,515) 18,931 $ FUND BALANCE:
Beginning of year 33,862
End of year $ 52,793
City of Desert Hot Springs
Schedule of Revenues, Expenditures, and Changes in Fund Balance - Budget and Actual Special Gas Tax Special Revenue Fund
For the Year Ended June 30, 2025
117 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Intergovernmental $ 700,000 $ 700,000 $ 1,535,393 $ 835,393 Investment earning - - 15,299 15,299
Total revenues 700,000 700,000 1,550,692 850,692
EXPENDITURES:
Capital outlay 933,894 930,000 633,155 300,739
Total expenditures 933,894 930,000 633,155 300,739
NET CHANGES IN FUND BALANCE $ (230,000) $ (233,894) 1,151,431 917,537 $ FUND BALANCE:
Beginning of year 901,596
End of year $ 1,819,133
City of Desert Hot Springs
Schedule of Revenues, Expenditures, and Changes in Fund Balance - Budget and Actual SB1 Road Maintenance and Rehabilitation Special Revenue Fund For the Year Ended June 30, 2025
118 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Taxes $ 895,101 $ 895,101 $ 922,357 $ 27,256
Investment earning 3,500 3,500 8,726 5,226
Total revenues 898,601 898,601 931,083 32,482
EXPENDITURES:
Current:
Public works 2,524,087 2,562,994 1,866,715 657,372
Capital outlay 83,007 - 11,150 71,857
Total expenditures 2,607,094 2,562,994 1,877,865 729,229
EXCESS OF REVENUES OVER
(UNDER) EXPENDITURES (1,708,493) (1,664,393) (946,782) 761,711 OTHER FINANCING SOURCES:
Transfers in 1,247,696 1,203,596 1,247,696 -
Total other financing sources 1,247,696 1,203,596 1,247,696 - NET CHANGES IN FUND BALANCE $ (460,797) $ (460,797) 761,711 300,914 $ FUND BALANCE:
Beginning of year 888,978
End of year $ 1,189,892
City of Desert Hot Springs
Schedule of Revenues, Expenditures, and Changes in Fund Balance - Budget and Actual Municipal Lighting / Landscaping Assessment District Special Revenue Fund For the Year Ended June 30, 2025
119 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Intergovernmental $ 630,000 $ 630,000 $ 622,111 $ (7,889) Investment earning - - 13,486 13,486
Total revenues 630,000 630,000 635,597 5,597
EXPENDITURES:
Current:
Public works 403,575 129,600 299,082 104,493
Capital outlay 592,870 721,656 209,351 383,519
Total expenditures 996,445 851,256 508,433 488,012
EXCESS OF REVENUES OVER
(UNDER) EXPENDITURES (366,445) (221,256) 127,164 493,609 OTHER FINANCING USES:
Transfers out (161,084) (161,084) (161,084) -
Total other financing uses (161,084) (161,084) (161,084) - NET CHANGES IN FUND BALANCE $ (382,340) $ (527,529) 493,609 (33,920) $ FUND BALANCE:
Beginning of year 1,073,382
End of year $ 1,039,462
City of Desert Hot Springs
Schedule of Revenues, Expenditures, and Changes in Fund Balance - Budget and Actual Measure A Special Revenue Fund
For the Year Ended June 30, 2025
120 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Taxes $ 38,500 $ 38,500 $ 43,525 $ 5,025
Investment earning - - 64 64
Total revenues 38,500 38,500 43,589 5,089
EXPENDITURES:
Current:
Public works 35,730 35,730 43,374 (7,644)
Total expenditures 35,730 35,730 43,374 (7,644)
NET CHANGES IN FUND BALANCE $ 2,770 $ 2,770 (2,555) 215 $ FUND BALANCE:
Beginning of year 3,155
End of year $ 3,370
City of Desert Hot Springs
Schedule of Revenues, Expenditures, and Changes in Fund Balance - Budget and Actual Air Quality Control Special Revenue Fund
For the Year Ended June 30, 2025
121 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Permits and fees $ 80,000 $ 80,000 $ 336,647 $ 256,647
Intergovernmental 14,070 14,070 - (14,070)
Investment earning - - 6,434 6,434
Total revenues 94,070 94,070 343,081 249,011
EXPENDITURES:
Current:
Culture and leisure 304,063 78,141 278,960 25,103
Total expenditures 304,063 78,141 278,960 25,103
NET CHANGES IN FUND BALANCE $ 15,929 $ (209,993) 274,114 64,121 $ FUND BALANCE:
Beginning of year 391,322
End of year $ 455,443
City of Desert Hot Springs
Schedule of Revenues, Expenditures, and Changes in Fund Balance - Budget and Actual Art in Public Places Special Revenue Fund
For the Year Ended June 30, 2025
122 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Licenses $ 600,000 $ 600,000 $ 22,205 $ (577,795)
Investment earning - - 33,434 33,434
Total revenues 600,000 600,000 55,639 (544,361)
EXPENDITURES:
Current:
Public works 71,961 71,961 1,563 70,398
Capital outlay 521,621 521,621 85,248 436,373
Total expenditures 593,582 593,582 86,811 506,771
NET CHANGES IN FUND BALANCE $ 6,418 $ 6,418 (37,590) (31,172) $ FUND BALANCE:
Beginning of year 1,686,714
End of year $ 1,655,542
City of Desert Hot Springs
Schedule of Revenues, Expenditures, and Changes in Fund Balance - Budget and Actual Quimby Act Special Revenue Fund
For the Year Ended June 30, 2025
123 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Taxes $ 220,755 $ 220,755 $ 227,843 $ 7,088
Investment earning 3,700 3,700 7,670 3,970
Total revenues 224,455 224,455 235,513 11,058
EXPENDITURES:
Current:
Public works 692,124 692,124 242,096 450,028
Total expenditures 692,124 692,124 242,096 450,028
NET CHANGES IN FUND BALANCE $ (467,669) $ (467,669) 461,086 (6,583) $ FUND BALANCE:
Beginning of year 569,366
End of year $ 562,783
City of Desert Hot Springs
Schedule of Revenues, Expenditures, and Changes in Fund Balance - Budget and Actual Drainage Assessment District Special Revenue Fund
For the Year Ended June 30, 2025
124 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Intergovernmental $ 187,390 $ 187,390 $ 207,762 $ 20,372 Investment earning - - 527 527
Total revenues 187,390 187,390 208,289 20,899
EXPENDITURES:
Current:
Public works 187,390 187,390 149,228 38,162
Total expenditures 187,390 187,390 149,228 38,162
NET CHANGES IN FUND BALANCE $ - $ - 59,061 59,061 $
FUND BALANCE (DEFICIT):
Beginning of year (5,718)
End of year $ 53,343
City of Desert Hot Springs
Schedule of Revenues, Expenditures, and Changes in Fund Balance - Budget and Actual County Service Area 152 (CSA-152) Special Revenue Fund
For the Year Ended June 30, 2025
125 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
EXPENDITURES:
Current:
Culture and leisure $ 142,547 $ 142,547 $ 120,345 $ 22,202 Total expenditures 142,547 142,547 120,345 22,202
EXCESS OF REVENUES OVER
(UNDER) EXPENDITURES (142,547) (142,547) (120,345) 22,202 OTHER FINANCING SOURCES:
Transfers in 142,547 142,547 142,547 -
Total other financing sources 142,547 142,547 142,547 - NET CHANGES IN FUND BALANCE $ - $ - 22,202 22,202 $
FUND BALANCE:
Beginning of year 64,647
End of year $ 86,849
City of Desert Hot Springs
Schedule of Revenues, Expenditures, and Changes in Fund Balance - Budget and Actual Cabot's Museum Special Revenue Fund
For the Year Ended June 30, 2025
126 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Intergovernmental $ 150,000 $ 150,000 $ 194,663 $ 44,663 Investment earning 100 100 767 667
Total revenues 150,100 150,100 195,430 45,330
EXCESS OF REVENUES OVER
EXPENDITURES 150,100 150,100 195,430 45,330
OTHER FINANCING USES:
Transfers out (150,100) (150,100) (195,405) (45,305)
Total other financing uses (150,100) (150,100) (195,405) (45,305) NET CHANGES IN FUND BALANCE $ - $ - 25 25 $
FUND BALANCE:
Beginning of year 95
End of year $ 120
City of Desert Hot Springs
Schedule of Revenues, Expenditures, and Changes in Fund Balance - Budget and Actual Supplemental Law Enforcement Service (SLESF) Special Revenue Fund For the Year Ended June 30, 2025
127 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Intergovernmental $ 51,050 $ 51,050 $ 81,046 $ 29,996
Total revenues 51,050 51,050 81,046 29,996
EXPENDITURES:
Current:
Public safety 41,000 51,050 42,806 (1,806)
Total expenditures 41,000 51,050 42,806 (1,806)
NET CHANGES IN FUND BALANCE $ - $ 10,050 28,190 38,240 $ FUND BALANCE:
Beginning of year 213,027
End of year $ 251,267
City of Desert Hot Springs
Schedule of Revenues, Expenditures, and Changes in Fund Balance - Budget and Actual Abandoned Vehicle Abatement Special Revenue Fund
For the Year Ended June 30, 2025
128 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Intergovernmental $ 1,320,000 $ 1,320,000 $ - $ (1,320,000) Total revenues 1,320,000 1,320,000 - (1,320,000)
EXPENDITURES:
Capital outlay 1,320,000 1,320,000 - 1,320,000
Total expenditures 1,320,000 1,320,000 - 1,320,000
NET CHANGES IN FUND BALANCE $ - $ - - - $
FUND BALANCE:
Beginning of year 6,495
End of year $ 6,495
City of Desert Hot Springs
Schedule of Revenues, Expenditures, and Changes in Fund Balance - Budget and Actual Community Development Block Grant (CDBG) Special Revenue Fund For the Year Ended June 30, 2025
129 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Intergovernmental $ - $ - $ 164,403 $ 164,403
Investment earning - - 5,779 5,779
Total revenues - - 170,182 170,182
EXPENDITURES:
Current:
General government - - 251,880 (251,880)
Total expenditures - - 251,880 (251,880)
EXCESS OF REVENUES OVER
EXPENDITURES - - (81,698) (81,698)
OTHER FINANCING SOURCES:
Transfers in - - 71,329 71,329
Total other financing sources - - 71,329 71,329
NET CHANGES IN FUND BALANCE $ - $ - (10,369) (10,369) $ FUND BALANCE:
Beginning of year 10,369
End of year $ -
City of Desert Hot Springs
Schedule of Revenues, Expenditures, and Changes in Fund Balance - Budget and Actual Department of Cannabis Control Special Revenue Fund
For the Year Ended June 30, 2025
130 Item Number: 9.
Original Final Variance with
Budget Budget Actual Final Budget
REVENUES:
Investment earning $ - $ - $ 1,485 $ 1,485
Total revenues - - 1,485 1,485
EXPENDITURES:
Current:
Public safety 123,000 123,000 123,000 -
Total expenditures 123,000 123,000 - 123,000
NET CHANGES IN FUND BALANCE $ (123,000) $ (123,000) 124,485 1,485 $ FUND BALANCE:
Beginning of year 125,376
End of year $ 126,861
City of Desert Hot Springs
Schedule of Revenues, Expenditures, and Changes in Fund Balance - Budget and Actual Assessment District 91-1 Capital Projects Fund
For the Year Ended June 30, 2025
131 Item Number: 9.
This page intentionally left blank.
132 Item Number: 9.
INTERNAL SERVICE FUNDS
The Internal Service Fund accounts for financing of goods and services provided by one department to other departments of the City on a cost-reimbursement basis.
Risk Management Fund - To account for payment of the City's different types of insurance for general liability, workers' compensation, property, automobile, and earthquake coverage.
Equipment Replacement Fund - To account for equipment purchases. 133 Item Number: 9.
This page intentionally left blank.
134 Item Number: 9.
Risk Equipment
Management Replacement Total
ASSETS
Current assets:
Cash and investments $ 788,443 $ 401,289 $ 1,189,732
Total current assets 788,443 401,289 1,189,732
Noncurrent assets:
Capital assets, being depreciated, net - 281,253 281,253 Intangible capital assets, being amortized, net - 262,756 262,756 Total capital assets - 544,009 544,009
Total noncurrent assets - 544,009 544,009
Total assets 788,443 945,298 1,733,741
LIABILITIES
Current liabilities:
Accounts payable - 15,637 15,637
Claims payable - due within one year 394,221 - 394,221
Financing purchase payable - due within one year - 31,167 31,167 Lease liabilities - due within one year - 76,754 76,754 Total current liabilities 394,221 123,558 517,779
Noncurrent liabilities:
Claims payable - due in more than one year 394,222 - 394,222 Lease liabilities - due in more than one year - 208,849 208,849 Total noncurrent liabilities 394,222 208,849 603,071
Total liabilities 788,443 332,407 1,120,850
NET POSITION
Net investment in capital assets - 227,239 227,239
Unrestricted - 385,652 385,652
Total net position $ - $ 612,891 $ 612,891
City of Desert Hot Springs
Combining Statement of Net Position
Internal Service Funds
June 30, 2025
135 Item Number: 9.
Risk Equipment
Management Replacement Total
OPERATING REVENUES:
Charges for services $ 200,368 $ 583,348 $ 783,716
Insurance recovery 10,771 71,890 82,661
Total operating revenues 211,139 655,238 866,377
OPERATING EXPENSES:
Insurance and claims 211,139 - 211,139
Depreciation and amortization - 229,059 229,059
Other expense - 33,863 33,863
Total operating expenses 211,139 262,922 474,061
OPERATING INCOME - 392,316 392,316
NONOPERATING EXPENSES:
Interest expense - (33,913) (33,913)
Gain on sale of property - 36,801 36,801
Total nonoperating expenses - 2,888 2,888
Changes in net position - 395,204 395,204
NET POSITION:
Beginning of year - 217,687 217,687
End of year $ - $ 612,891 $ 612,891
City of Desert Hot Springs
Combining Statement of Revenues, Expenses, and Changes in Net Position Internal Service Funds
June 30, 2025
136 Item Number: 9.
Risk Equipment
Management Replacement Total
CASH FLOWS FROM OPERATING ACTIVITIES:
Receipts from use departments $ 200,368 $ 583,348 $ 783,716 Receipts from insurance recovery 10,771 71,890 82,661
Payments for vendor for goods and services - (33,863) (33,863) Payments for insurance claims (59,392) - (59,392)
Net cash provided by operating activities 151,747 621,375 773,122
CASH FLOWS FROM CAPITAL AND
RELATED FINANCING ACTIVITIES:
Acquisition and construction of capital assets - (91,244) (91,244) Principal paid on long-term liabilities - (253,840) (253,840) Interest paid on long-term liabilities - (33,913) (33,913) Proceeds from sales of capital assets - 36,801 36,801
Net cash (used in) capital and
related financing activities - (342,196) (342,196)
Net increase in cash and cash equivalents 151,747 279,179 430,926 CASH AND CASH EQUIVALENTS:
Beginning of year 636,696 122,110 758,806
End of year $ 788,443 $ 401,289 $ 1,189,732
RECONCILIATION OF OPERATING INCOME TO NET
CASH PROVIDED BY OPERATING ACTIVITIES:
Operating income $ - $ 392,316 $ 392,316
Adjustments to reconcile operating income to
net cash provided by provided by operating activities:
Amortization and depreciation expenses 229,059 - 229,059 Changes in assets and liabilities:
Increase/(decrease) in claims payable - 151,747 151,747 Total adjustments 229,059 151,747 380,806
Net cash provided by operating activities $ 151,747 $ 621,375 $ 773,122 City of Desert Hot Springs
Combining Statement of Cash Flows
Internal Service Funds
June 30, 2025
137 Item Number: 9.
This page intentionally left blank.
138 Item Number: 9.
CUSTODIAL FUNDS
Community Services Fund - this fund was established to account for the Transportation Uniform Mitigation Fee & Multiple Species Habitat Conservation Plan pass-through deposits for permits. The City holding funds for permits per developer agreements and for cash payments in lieu of bonds for permit work and the deposits are returned to the developers upon issuance of the permits.
Community Facilities District Skyborne Fund - this fund was established to account for payments of principal and interest for the Community Facilities District municipal bonds related to the Skyborne area of the City.
Community Facilities District Fund - these funds are established to account for special tax funding that allows for the financing of the installation, operation and maintenance of public improvements. There are a total of 31 zones.
Gang Task Force Fund - this fund was established to account for all revenues and expenses received from various agencies supporting the Gang Task Force. The City is only working with the task force to manage their funding for a period of time. The asset are accumulated for the benefit of he Gang Task Force and the Gang Task Force is not part of the City. 139 Item Number: 9.
This page intentionally left blank.
140 Item Number: 9.
Community
Community Facilities Community
Services District Facilities Gang Task
Fund Skyborne Fund District Fund Force Fund Total
ASSETS
Cash and investments $ 309,417 $ 782,816 $ 2,629,902 $ - $ 3,722,135 Cash with fiscal agent 314,793 - - - 314,793
Accounts receivable 1,534 - 119,700 - 121,234
Interest receivable 1,743 - 6,375 91 8,209
Total assets 309,417 1,100,886 2,755,977 91 4,166,371
LIABILITIES
Accounts payable 72,400 1,785 2,214 - 76,399
Due to other governments 11,087 - - - 11,087
Deposits payable 97,938 112,892 33,873 - 244,703
Total liabilities 181,425 114,677 36,087 - 332,189
NET POSITION
Restricted for:
Individuals, organization and
other governments $ 127,992 $ 986,209 $ 2,719,890 $ 91 $ 3,834,182 City of Desert Hot Springs
Combining Statement of Fiduciary Net Position
Custodial Funds
June 30, 2025
141 Item Number: 9.
Community
Community Facilities Community
Services District Facilities Gang Task
Fund Skyborne Fund District Fund Force Fund Total
ADDITIONS:
Assessment revenue collected $ - $ 576,854 $ 385,407 $ - $ 962,261 Use of money and property - 65,297 28,607 803 94,707
Total additions 576,854 65,297 414,014 803 1,056,968
DEDUCTIONS:
Interest expenses 152,308 - - - 152,308
Administration 31,500 - 12,713 1,908 46,121
Payment of special assessment
district expenses 158,251 - 9,211 - 167,462
Payment of other organization
expense - - - 76,175 76,175
Total deductions 342,059 - 21,924 78,083 442,066
Change in net position 234,795 65,297 392,090 (77,280) 614,902 NET POSITION:
Beginning of year 751,414 62,695 2,327,800 77,371 3,219,280 End of year $ 127,992 $ 986,209 $ 2,719,890 $ 91 $ 3,834,182 City of Desert Hot Springs
Combining Statement of Changes in Fiduciary Net Position Custodial Funds
For the Year Ended June 30, 2025
142 Item Number: 9.
Desert Hot Springs Housing Authority
Desert Hot Springs, California
Compliance as the Housing Authority and
Independent Auditor’s Report
For the Year Ended June 30, 2025
Item Number: 9.
Desert Hot Springs Housing Authority
Table of Contents
Page
Independent Auditor’s Report:
Report on Compliance as the Housing Authority; Report on Internal Control Over Compliance; and Report on the Schedule of Excess Surplus ......................................................... 1 Schedule of Excess Surplus ........................................................................................................................................ 4 Schedule of Findings and Management Views .......................................................................................................... 5 Item Number: 9.
6 Hutton Centre Drive, Suite 1200
Santa Ana, California 92707
REPORT ON COMPLIANCE AS THE HOUSING AUTHORITY; REPORT ON INTERNAL CONTROL OVER COMPLIANCE; AND REPORT ON THE SCHEDULE OF EXCESS SURPLUS Independent Auditor’s Report
To the Board of Directors
of the Desert Hot Springs Housing Authority
Desert Hot Springs, California
Report on Compliance as the Housing Authority
Opinion on Compliance
We have audited the Desert Hot Springs Housing Authority’s (the “Housing Authority”), a component unit of the City of Desert Hot Springs, California (the “City”), compliance with the type of compliance requirements described in the California Health and Safety Code sections applicable to the former Redevelopment Agency’s Housing Successor for the year ended June 30, 2025 that could have a direct and material effect on each of the Housing Authority’s government programs for the year ended June 30, 2025. The Housing Authority’s government programs are identified in the summary of auditor’s results section of the accompanying schedule of finding and management views.
In our opinion, the Housing Authority complied, in all material respects, with the types of compliance requirements referred to above that could have a direct and material effect on the Housing Authority for the year ended June 30, 2025.
Basis for Opinion
We conducted our audit of compliance in accordance with auditing standards generally accepted in the United States of America (“GAAS”); the standards applicable to financial audits contained in the Government Auditing Standards issued by the Comptroller General of the United States (“Government Auditing Standards”); and California Health and Safety Code sections applicable to the Housing Authority (the “Healthy and Safety Codes”). Our responsibilities under those standards and the Health and Safety Codes are further described in the Auditor’s Responsibilities for the Audit of Compliance section of our report.
We are required to be independent of the Housing Authority and to meet our other ethical responsibilities, in accordance with relevant ethical requirements relating to our audit. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our opinion on compliance for each government program.
Our audit does not provide a legal determination of the Housing Authority’s compliance with the compliance requirements referred to above.
Item Number: 9.
To the Board of Directors
of the Desert Hot Springs Housing Authority
Desert Hot Springs, California
2 Responsibilities of Management for Compliance
Management is responsible for compliance with the requirements referred to above and for the design, implementation, and maintenance of effective internal control over compliance with the requirements of laws, statutes, regulations, rules, and provisions of contracts or grant agreements applicable to the Housing Authority's government programs.
Auditor’s Responsibilities for the Audit of Compliance
Our objectives are to obtain reasonable assurance about whether material noncompliance with the compliance requirements referred to above occurred, whether due to fraud or error, and express an opinion on the Housing Authority’s compliance based on our audit. Reasonable assurance is a high level of assurance but is not absolute assurance and therefore is not a guarantee that an audit conducted in accordance with GAAS, Government Auditing Standards, and the Health and Safety Codes will always detect material noncompliance when it exists. The risk of not detecting material noncompliance resulting from fraud is higher than for that resulting from error, as fraud may involve collusion, forgery, intentional omissions, misrepresentations, or the override of internal control.
Noncompliance with the compliance requirements referred to above is considered material if there is a substantial likelihood that, individually or in the aggregate, it would influence the judgment made by a reasonable user of the report on compliance about the Housing Authority's compliance with the requirements of the government program as a whole.
In performing an audit in accordance with GAAS, Government Auditing Standards, and the Health and Safety Codes, we
exercise professional judgment and maintain professional skepticism throughout the audit. identify and assess the risks of material noncompliance, whether due to fraud or error, and design and perform audit procedures responsive to those risks. Such procedures include examining, on a test basis, evidence regarding the Housing Authority's compliance with the compliance requirements referred to above and performing such other procedures as we considered necessary in the circumstances. obtain an understanding of the Housing Authority's internal control over compliance relevant to the audit in order to design audit procedures that are appropriate in the circumstances and to test and report on internal control over compliance in accordance with the Health and Safety Codes, but not for the purpose of expressing an opinion on the effectiveness of the Housing Authority's internal control over compliance.
Accordingly, no such opinion is expressed.
We are required to communicate with those charged with governance regarding, among other matters, the planned scope and timing of the audit and any significant deficiencies and material weaknesses in internal control over compliance that we identified during the audit.
Report on Internal Control Over Compliance
A deficiency in internal control over compliance exists when the design or operation of a control over compliance does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, noncompliance with a type of compliance requirement of a federal program on a timely basis. A material weakness in internal control over compliance is a deficiency, or a combination of deficiencies, in internal control over compliance, such that there is a reasonable possibility that material noncompliance with a type of compliance requirement of a federal program will not be prevented, or detected and corrected, on a timely basis.
Item Number: 9.
To the Board of Directors
of the Desert Hot Springs Housing Authority
Desert Hot Springs, California
3 A significant deficiency in internal control over compliance is a deficiency, or a combination of deficiencies, in internal control over compliance with a type of compliance requirement of a federal program that is less severe than a material weakness in internal control over compliance, yet important enough to merit attention by those charged with governance.
Our consideration of internal control over compliance was for the limited purpose described in the Auditor’s Responsibilities for the Audit of Compliance section above and was not designed to identify all deficiencies in internal control over compliance that might be material weaknesses or significant deficiencies in internal control over compliance. Given these limitations, during our audit we did not identify any deficiencies in internal control over compliance that we consider to be material weaknesses, as defined above. However, material weaknesses or significant deficiencies in internal control over compliance may exist that were not identified.
Our audit was not designed for the purpose of expressing an opinion on the effectiveness of internal control over compliance. Accordingly, no such opinion is expressed.
Government Auditing Standards requires the auditor to perform limited procedures on Housing Authority’s response to the internal control over compliance findings identified in our compliance audit described in the accompanying schedule of findings and questioned costs. Housing Authority’s response was not subjected to the other auditing procedures applied in the audit of compliance and, accordingly, we express no opinion on the response.
The purpose of this report on internal control over compliance is solely to describe the scope of our testing of internal control over compliance and the results of that testing based on the requirements of the Health and Safety Codes.
Accordingly, this report is not suitable for any other purpose.
Report on the Schedule of Excess Surplus
We have audited the financial statements of the governmental activities, each major fund, and the aggregate remaining fund information of the City of Desert Hot Springs, California as of and for the year ended June 30, 2025, and the related notes to the basic financial statements, which collectively comprise the City’s basic financial statements. We issued our report thereon dated July 30, 2026, which contained unmodified opinions on those financial statements. Our audit was conducted for the purpose of forming opinions on the financial statements that collectively comprise the basic financial statements. The accompanying the Schedule of Excess Surplus is presented for purposes of additional analysis and is not a required part of the basic financial statements. Such information is the responsibility of management and was derived from and relates directly to the underlying accounting and other records used to prepare the basic financial statements. The information has been subjected to the auditing procedures applied in the audit of the financial statements and certain other procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the basic financial statements or to the basic financial statements themselves, and other additional procedures in accordance with GAAS. In our opinion, the Schedule of Excess Surplus is fairly stated in all material respects in relation to the basic financial statements as a whole.
Santa Ana, California
July 30, 2026
Item Number: 9.
Desert Hot Springs Housing Authority
Schedule of Excess Surplus
For the Year Ended June 30, 2025
4 Opening fund balance $ 6,051,763
Less: notes receivables (3,334,172)
Less: land held for resale (85,090)
Available housing funds 2,632,501
Limitation (greater of $1,000,000 or four years deposits) Aggregate amount deposited for last four years:
2023-2024 $ 551,827
2022-2023 1,110,544
2021-2022 761,846
2020-2021 727,722
Total $ 3,151,939
Greater amount 3,151,939
Computed Excess Surplus $ (519,438)
Low and Moderate
Housing Funds
July 1, 2024
Item Number: 9.
Desert Hot Springs Housing Authority
Schedule of Findings and Management Views
For the Year Ended June 30, 2025
5 A. Current Year Findings
None noted.
B. Prior Year Findings
Finding 2024-002 Internal Control Over Compliance and Compliance with Monitoring Eligible Expenditures and Reporting of Affordable Housing
Condition:
During the fiscal year ended June 30, 2024, we noted the following the Housing Authority expended more than $200,000 on monitoring and related expenses, exceeding the statutory cap set forth in Section 34176.1(a)(1). A review of expenditure details for the fiscal year revealed that program expenditures were limited to payroll, contract services, and Community Development Block Grant reallocation of funds to the Riverside County Home Enhancement Program. No expenditures were made for homeless prevention and rapid rehousing services for individuals and families, as permitted under Section 34176.1(a)(2).
Further, during our audit for the year ended June 30, 2024, we noted that the City did not prepare a consolidated SB341 Report that includes all the required component pursuant to the Health and Safety Code Section 34176.1(f)(1) to (13).
Recommendation:
We recommended that the Housing Authority implement processes to monitor, evaluate, and track Health and Safety Code compliances to ensure compliance with the statutory requirements related to the Housing Authority’s activities. We further recommended, the City prepare a single consolidated SB341 Report that includes all the required components and submit to the City Council within six months after the end of each fiscal year for approval and post on the City’s website.
Status:
Finding was resolved during the year ended June 30, 2025.
Item Number: 9.
City of Desert Hot Springs
Desert Hot Springs, California
Independent Accountant’s Report on
Applying Agreed-Upon Procedures to
Utility User Tax
For the Year Ended June 30, 2025
Item Number: 9.
Item Number: 9.
6 Hutton Centre Drive, Suite 1200
Santa Ana, California 92707
INDEPENDENT ACCOUNTANT’S REPORT ON
APPLYING AGREED-UPON PROCEDURES
To the Honorable Mayor and Members of City Council
of the City of Desert Hot Springs
Desert Hot Springs, California
We have performed the procedures enumerated below on User Utility Tax (“UUT”) of the City of Desert Hot Springs, California (the “City”) for the year ended June 30, 2025. The City’s management is responsible for User Utility Tax.
The City has agreed to and acknowledged that the procedures performed are appropriate to meet the intended purpose, which is to fulfill the requirement of the City’s Municipal Code Chapter 3.28 with respect to the accounting records of the UUT of the City and the service providers within the City that collect UUT (the “Service Providers”). This report may not be suitable for any other purpose. The procedures performed may not address all the items of interest to a user of this report and may not meet the needs of all users of this report and, as such, users are responsible for determining whether the procedures performed are appropriate for their purposes.
The procedures and associated findings are as follows:
1. Recalculated 64.29% and 35.71% of the UUT are deposited in Public Safety Fund and Debt Service Fund, respectively, and reconciled the Schedule of UUT to the general ledger for the year ended June 30, 2025.
Results: See Exhibit A for recalculation of taxes remitted.
2. Selected one Service Provider from each category of services provided and 4 months per Service Provider and performed procedures below:
Category of Services
a. Telecommunications services user tax (3.28.020)
b. Electricity services user tax (3.28.030)
c. Water and sewer services user tax (3.28.040)
d. Gas services user tax (3.28.050)
e. Video services user tax (3.28.060)
Procedures Performed:
a. Obtained from the City the UUT returns/remittance advices submitted by the Service Providers. b. Compared the tax return obtained from the City to the Schedule of UUT prepared by the City and the cash receipt record.
c. Identified the accuracy of the calculation for UUT remitted by performing recalculation. d. Verified whether the returns and tax were timely submitted and calculate late fees owed, if any.
Results: See Exhibit B for the results of the recalculation of UUT for the Service Providers selected for each category. See Exhibit C for the results of submission. Exceptions noted on the recalculation of UUT and submission test.
Item Number: 9.
To the Honorable Mayor and Members of City Council
of the City of Desert Hot Springs
Desert Hot Springs, California
2 3. Scanned the general ledger detail for Public Safety Fund and Debt Service Fund for expenditures incurred other than public safety or debt service purposes.
Results: No exceptions were noted as a result of the procedures.
We were engaged by the City to perform this agreed-upon procedures engagement and conducted our engagement in accordance with attestation standards established by the American Institute of Certified Public Accountants. We were not engaged to and did not conduct an examination or review engagement, the objective of which would be the expression of an opinion or conclusion, respectively, on User Utility Tax. Accordingly, we do not express such an opinion or conclusion. Had we performed additional procedures, other matters might have come to our attention that would have been reported to you.
We are required to be independent of the City and to meet our other ethical responsibilities, in accordance with the relevant ethical requirements related to our agreed-upon procedures engagement.
This report is intended solely for the information and use of City Council and the management of the City and is not intended to be and should not be used by anyone other than those specified parties.
Santa Ana, California
July 30, 2026
Item Number: 9.
City of Desert Hot Springs
Agreed Upon Procedures Applied to Utility User Tax
Exhibit A – Tax Revenue Recalculation
For the Year Ended June 30, 2025
3 Category UUT Revenue
Telecommunications $ 316,891
Electric 3,713,100
Water and Sewer 858,684
Gas 341,021
Video 157,347
Total $ 5,387,043
Recalculation
Amount Reported in
Trial Balance Variance
Public Safety Fund - 64.29% $ 3,463,330 $ 3,463,330 $ - Debt Service Fund - 35.71% 1,923,713 1,923,713 -
Total $ 5,387,043 $ 5,387,043 $ -
Item Number: 9.
City of Desert Hot Springs
Agreed Upon Procedures Applied to Utility User Tax
Exhibit B – Service provider UUT Recalculation
For the Year Ended June 30, 2025
4 Recalculated Reported
Tax Exemption Taxable UUT UUT per
Month Ended Gross Revenue Claimed UUT Revenue @ 7% Tax Return Difference September 2024 $ 26,714 $ - $ 26,714 $ 1,870 $ 1,870 $ - November 2024 - 27,840 27,840 1,949 1,949 -
February 2025 - 28,706 28,706 2,009 2,009 -
June 2025 - 28,374 28,374 1,986 1,986 -
September 2024 $ 16,452 $ - $ 16,452 $ 1,152 $ 1,152 $ - November 2024 - 9,826 9,826 688 688 -
February 2025 - 9,308 9,308 652 652 -
June 2025 - 13,203 13,203 924 924 -
September 2024 $ 658,873 $ - $ 658,873 $ 46,121 $ 46,121 $ - November 2024 - 577,401 577,401 40,418 40,418 -
February 2025 - 438,426 438,426 30,690 30,690 -
June 2025 - 668,319 668,319 46,782 46,762 20 A
September 2024 $ 854 $ - $ 854 $ 60 $ 60 $ -
November 2024 - 818 818 57 57 -
February 2025 - 800 800 56 56 -
June 2025 - 789 789 55 55 -
September 2024 $ 184,343 $ - $ 184,343 $ 12,904 $ 12,904 $ - November 2024 - 174,446 174,446 12,211 12,211 -
February 2025 - 170,859 170,859 11,960 11,960 -
June 2025 - 163,412 163,412 11,439 11,439 -
A. Mission Springs Water District underpaid the City on their June 2025 tax return. The City reached out to Mission Spring Water District and had them correct this underpayment on their February 2026 tax return.
Gas Service Provider
Interstate Gas Supply Inc.
Video Service Provider
Spectrum Pacific West, LLC
Mission Springs Water District
Telecommunication Service Provider
Frontier California, Inc.
Electricity Service Provider
Direct Energy Business, LLC FKA Strategic Energy, LLC
Water and Sewer Service Provider
Item Number: 9.
City of Desert Hot Springs
Agreed Upon Procedures Applied to Utility User Tax
Exhibit C – Submission
For the Year Ended June 30, 2025
5 Delinquent Delinquent Delinquent
Tax Return Tax Return Penalty Penalty Penalty
Month Due Date Filing Date Receipt Date On Time 15% (B) Paid Payable September 2024 October 31, 2024 October 18, 2024 October 23, 2024 Yes $ - $ - $ - November 2024 December 31, 2024 December 20, 2024 January 6, 2025 Yes - - - February 2025 March 31, 2025 March 20, 2025 March 24, 2025 Yes - - - June 2025 July 31, 2025 July 18, 2025 July 23, 2025 Yes - - - September 2024 October 31, 2024 October 10, 2024 October 28, 2024 Yes $ - $ - $ - November 2024 December 31, 2024 December 10, 2024 January 6, 2025 Yes - - - February 2025 March 31, 2025 March 9, 2025 March 27, 2025 Yes - - - June 2025 July 31, 2025 July 11, 2025 July 23, 2025 Yes - - - September 2024 October 31, 2024 November 8, 2024 November 13, 2025 A $ 6,918 $ - $ 6,918 November 2024 December 31, 2024 January 3, 2025 January 21, 2025 A - 6,063 6,063 February 2025 March 31, 2025 March 20, 2025 April 10, 2025 A - 4,603 4,603 June 2025 July 31, 2025 August 6, 2025 August 25, 2025 A - 7,014 7,014 September 2024 October 31, 2024 October 11, 2024 October 23, 2024 Yes $ - $ - $ - November 2024 December 31, 2024 December 12, 2024 January 6, 2025 Yes - - - February 2025 March 31, 2025 March 11, 2025 March 18, 2025 Yes - - - June 2025 July 31, 2025 July 15, 2025 July 23, 2025 Yes - - - September 2024 October 31, 2024 October 10, 2024 October 23, 2024 Yes $ - $ - $ - November 2024 December 31, 2024 December 10, 2024 January 6, 2025 Yes - - - February 2025 March 31, 2025 March 12, 2025 March 24, 2025 Yes - - - June 2025 July 31, 2025 July 11, 2025 July 22, 2025 Yes - - - A. Delinquent penalty was not submitted when the tax return and tax remittance were past due.
B. Municipal Code Section 3.28.070 Delinquency-Interest-Penalty.
Gas Service Provider
Interstate Gas Supply Inc.
Video Service Provider
Spectrum Pacific West, LLC
Telecommunication Service Provider
Frontier California, Inc.
Electricity Service Provider
Direct Energy Business, LLC FKA Strategic Energy, LLC
Water and Sewer Service Provider
Mission Springs Water District
Item Number: 9.
6 This page intentionally left blank. 11
Item Number: 9.
City of Desert Hot Springs
Desert Hot Springs, California
Independent Accountant’s Report on
Applying Agreed-Upon Procedures to
Appropriations Limit Schedule
For the Year Ended June 30, 2025
Item Number: 9.
6 Hutton Centre Drive, Suite 1200
Santa Ana, California 92707
INDEPENDENT ACCOUNTANT’S REPORT ON
APPLYING AGREED-UPON PROCEDURES
To the Honorable Mayor and Members of City Council
of the City of Desert Hot Springs
Desert Hot Springs, California
We have performed the procedures enumerated below on the Appropriation Limit Schedule of the City of Desert Hot Springs, California (the “City”) for the year ended June 30, 2025. The City’s management is responsible for the Appropriations Limit Schedule.
The City has agreed to and acknowledged that the procedures performed are appropriate to meet the intended purpose of meeting the requirements of Section 1.5 of Article XIII-B of the California Constitution, which was agreed by the City and the League of California Cities (as presented in the publication entitled Agreed-upon Procedures Applied to the Appropriations Limitation Prescribed by Article XIII-B of the California Constitution). This report may not be suitable for any other purpose. The procedures performed may not address all the items of interest to a user of this report and may not meet the needs of all users of this report and, as such, users are responsible for determining whether the procedures performed are appropriate for their purposes.
The procedures and associated findings are as follows:
1. We obtained the completed worksheets used by the City to calculate its appropriations limit for the year ended June 30, 2025, and compared that the limit and annual calculation factors were adopted by resolution of the City Council. We also compared that the population and inflation options were selected by a recorded vote of the City Council.
Finding: No exceptions were noted as a result of our procedures.
2. For the accompanying Appropriations Limit Schedule, we added the prior year’s limit to the total adjustments, and verified the resulting amount to the current year’s limit.
Finding: No exceptions were noted as a result of our procedures.
3. We compared the current year information presented in the accompanying Appropriations Limit Schedule to corresponding information in worksheets used by the City.
Finding: No exceptions were noted as a result of our procedures.
4. We compared the appropriations limit presented in the accompanying Appropriations Limit Schedule to the appropriations limit adopted by the City Council.
Finding: No exceptions were noted as a result of our procedures.
Item Number: 9.
To the Honorable Mayor and Members of City Council
of the City of Desert Hot Springs
Desert Hot Springs, California
2 We were engaged by the City to perform this agreed-upon procedures engagement and conducted our engagement in accordance with attestation standards established by the American Institute of Certified Public Accountants. We were not engaged to and did not conduct an examination or review engagement, the objective of which would be the expression of an opinion or conclusion, respectively, on the accompanying Appropriations Limit Schedule.
Accordingly, we do not express such an opinion or conclusion. Had we performed additional procedures, other matters might have come to our attention that would have been reported to you.
We are required to be independent of the City and to meet our other ethical responsibilities, in accordance with the relevant ethical requirements related to our agreed-upon procedures engagement.
This report is intended solely for the information and use of the City Council and management of the City and is not intended to be and should not be used by anyone other than those specified parties. However, this report is a matter of public record and its distribution is not limited.
Santa Ana, California
July 30, 2026
Item Number: 9.
City of Desert Hot Springs
Appropriations Limit Schedule
For the Year Ended June 30, 2025
See accompanying Notes to the Appropriations Limit Schedule. 3 Amount Source
A. Appropriations Limit FY 2023-2024 $ 42,364,878 Prior year appropriations limit adopted by the City
B. Calculation Factors:
1) Population increase % California Department of Finance 1.0085 2) Inflation increase % California Department of Finance 1.0362 3) Total adjustment % (B1 x B2) 1.0450
C. Annual Adjustment Increase {(B3-1) x A} 1,906,420
D. Other Adjustments:
1) Loss responsibility (-) N/A -
2) Transfer to private (-) N/A -
3) Transfer to fees (-) N/A -
E. Total Adjustments (C + D) 1,906,420
F. Appropriations Limit FY 2024-2025 $ 44,271,298 (A + E) Item Number: 9.
City of Desert Hot Springs
Notes to the Appropriations Limit Schedule
For the Year Ended June 30, 2025
4 Note 1 – Purpose of Limited Procedures Review
Under Article XIIIB of the California Constitution (the Gann Spending Limitation Initiative), California governmental agencies are restricted as to the amount of annual appropriations from proceeds of taxes. Effective for years beginning on or after July 1, 1990, under Section 1.5 of Article XIIIB, the annual calculation of the appropriations limit is subject to a limited procedures review in connection with the annual audit.
Note 2 – Method of Calculation
Under Section 10.5 of Article XIIIB, for fiscal years beginning on or after July 1990, the appropriations limit is required to be calculated based on the limit for the fiscal year 1986-87, adjusted for the inflation and population factors discussed in Notes 3 and 4 below.
Note 3 – Population Factors
A California governmental agency may use as its population factor either the annual percentage change of the jurisdiction’s own population or the annual percentage change in population of the county where the jurisdiction is located. The factor adopted by the City for the year ended June 30, 2025, represents the annual percentage change in population for the City of Desert Hot Springs.
Note 4 – Inflation Factors
A California governmental agency may use as its inflation factor either the annual percentage change in the 4th quarter per capita personal income (which percentage is supplied by the California Department of Finance) or the percentage change in the local assessment roll from the preceding year due to the change of local nonresidential construction. The factor adopted by the City for the year ended June 30, 2025, represents the annual percentage change for per capita personal income.
Note 5 – Other Adjustments
A California government agency may be required to adjust its appropriations limit when certain events occur, such as the transfer of responsibility for municipal services to, or from, another government agency or private entity. The City had no such adjustments for the year ended June 30, 2025.
Item Number: 9.
Desert Hot Springs
Audited Financial Statements for
Fiscal Year Ended June 30 ,2025
Item Number: 9.
FY24-25 Audited Financials
Strategic Goal #11 – Financial and Operations
• Continue to provide fiscally sound operations
Item Number: 9.
FY24-25 Audited Financials
CONTENTS
• Scope of Work
• Audit Results
• Overview of the Financial Statements
Item Number: 9.
FY24-25 Audited Financials
Scope of Work
• Audit of the City’s Basic Financial Statements
• Housing Successor Agency Compliance Audit
• Agreed-upon procedures to Appropriation Limit Schedule • Agreed-upon procedures applied to Utility User Tax
Item Number: 9.
FY24-25 Audited Financials
AUDIT RESULTS
• Unmodified Opinion
• Financial Statements are fairly presented in all material respects • Significant accounting policies have been consistently applied • Estimated are reasonable
• Disclosures are properly reflected in the financial statements • Other Results
• Implementation of GASB Statement No. 101 regarding compensated absences resulting in a prior year restatement of Governmental Activities beginning balance in the amount of ($541,135)
• Error correction on the RCTC Loan Capital Fund previously recorded in the American Rescue Act Fund resulting in a restatement of $658,820 but does not impact beginning net position of Governmental Activities
Item Number: 9.
FY24-25 Audited Financials
Item Number: 9.
FY24-25 Audited Financials
Item Number: 9.
FY24-25 Audited Financials
Item Number: 9.
FY24-25 Audited Financials
Item Number: 9.
FY24-25 Audited Financials
Item Number: 9.
FY24-25 Audited Financials
Item Number: 9.
FY24-25 Audited Financials
Questions?
Item Number: 9.
SR-26-205
City of Desert Hot Springs
City Council
AGENDA ITEM REPORT
To: City Council
Date: September 15, 2026
Department: City Manager
Prepared by: Roberta Crncic, Recreation and Community Services Director Subject: Amendment to Resolution No. 2017-096 Regarding Facility Use Agreements and Fees for City-Owned Facilities
RECOMMENDATION:
Adopt a Resolution of the City Council amending Resolution No. 2017-096 to update the process for Facility Use Permits and/or Non-Exclusive License Agreements for City owned, operated, or controlled facilities; establish that applicable facility use fees shall be in accordance with the City’s adopted Fee Schedule; and authorize the City Manager, or designee, to approve fee reductions or waivers under certain circumstances.
BACKGROUND:
On December 6, 2016, the City Council adopted Ordinance No. 594, which allowed the City Council to authorize an officer other than the Mayor to approve Facility Use Agreements and/or NonExclusive License Agreements for City-owned facilities.
Following the adoption of the Ordinance, the City Council adopted Resolution No. 2016-049, giving the City Manager the authority to negotiate, award, and execute these agreements for City-owned, operated, or controlled facilities.
In 2017, the City Council adopted Resolution No. 2017-096, which added provisions for long-term use of the City’s Community Centers. The Resolution established a rental rate of $12.50 per hour for nonprofit organizations and included a process for requesting a reduction in fees based on financial hardship.
Since then, the City’s facility rental process has changed. Facility reservations and Facility Use Permits are now processed through the City’s online reservation system, and facility rental fees are established through the City's adopted Fee Schedule.
DISCUSSION:
Staff is recommending an amendment to Resolution No. 2017-096 to update the City’s facility use process and remove provisions that are no longer consistent with current practices.
Facility reservations and Facility Use Permits are now processed online. Applicants can submit rental requests, provide the required information, and complete the reservation process electronically, making the process easier for both the public and City staff.
Item Number: 10.
SR-26-205
The amendment will also remove the fixed rental fee previously established for certain long-term nonprofit users. Instead, facility rental fees will follow the City’s adopted Fee Schedule. This provides a consistent approach for City-owned facilities and allows fees to be updated through the Fee Schedule without having to amend the Resolution each time.
Under the City’s current Fee Schedule, the hourly facility rental rate is $54.59 for private use and $27.29 for nonprofit organizations. These rates may be adjusted in the future as part of updates to the City’s Fee Schedule.
The Resolution will continue to authorize the City Manager, or the City Manager’s designee, to review and approve Facility Use Permits and/or Non-Exclusive License Agreements for City owned, operated, or controlled facilities, including community centers, through the City’s online reservation process.
The City Manager or the City Manager’s designee will also have the authority to approve a reduction or waiver of facility use fees when a proposed use demonstrates financial hardship or provides a significant community benefit. This allows the City to consider these requests on a case-by-case basis while keeping facility fees consistent with the City’s adopted Fee Schedule.
STRATEGIC ALIGNMENT:
This initiative supports the following goals of the City's Strategic Plan:
Goal 8: Community Services, Engagement and Quality of Life Provide for high-quality programs, events and activities that promote and provide community engagement, pride, quality of life services and arts and culture in the City of Desert Hot Springs.
ATTACHMENTS:
1) Resolution 2016-049 City Manager Authorization to Negotiate, Execute, Award Facility Use Agreements or Non-Exclusive Licenses for City Facilities 2) Resolution 2017-096 Long-Term Facility Use Agreements 3) Amendment Resolution
Item Number: 10.
RESOLUTION NO. 2016- Q4q
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DESERT HOT
SPRINGS AUTHORIZING THE CITY MANAGER TO NEGOTIATE, AWARED
AND EXECUTE AWARD FACILITY USE AGREEMENTS AND/OR OTHER
NON-EXCLUSIVE LICENSES FOR CITY-OWNED, OPERATED OR
CONTROLLED FACILITIES.
WHEREAS, Government Code Section 40602 provides that the mayor shall sign all warrants drawn on the city treasurer, all written contracts and conveyances made or entered into by the city, and all instruments requiring the city seal, but that the legislative body may provide by ordinance that the instruments described above may be signed by an officer other than the mayor; and
WHEREAS, on December 6, 2016, at a duly noticed regular City Council Meeting, the City Council adopted Ordinance No. S<:f4 , which provided that the City Council may, by resolution, provide an officer other than the Mayor the specific authority to negotiate, award, and execute facility use agreements and/or non-exclusive licenses for City-owned, operated or controlled facilities or properties; and
WHEREAS, the City Council desires to provide the City Manager the authority to negotiate, award, and execute facility use agreements and/or non-exclusive licenses for Cityowned, operated or controlled facilities or properties.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DESERT HOT SPRINGS DOES HEREBY RESOLVE AS FOLLOWS:
Section 1. Recitals.
That the Recitals set forth above are true and correct and are hereby incorporated herein by this reference.
Section 2. Facility Use Agreements and/or Non-exclusive Licenses - City Manager Authority.
That the City Council hereby authorizes the City Manager to negotiate, award, and execute facility use agreements and/or non-exclusive licenses for City-owned, operated or controlled property or facilities. The City Manager shall send a courtesy notice to the City Council when the City and applicant cannot agree on the terms of the Facilities Use Agreement, in which case the City Council may agendize the agreement for their consideration.
Section 3. Severability.
That if any provision, section, paragraph, sentence or word of this Resolution be rendered or declared invalid by any final court action in a court of competent jurisdiction or by reason of any preemptive legislation, the remaining provisions, sections, paragraphs, sentences or words of this Resolution as hereby adopted shall remain in full force and effect.
Item Number: 10.
Section 4. Repeal of Conflicting Provisions.
That all the provisions heretofore adopted by the City Council that are in conflict with the provisions of this Resolution are hereby repealed .
Section 5. Certification.
That the City Clerk shall certify to the passage and adoption of this Resolution and enter it into the book of original resolutions.
Section 6. Effective Date.
That this Resolution shall take effect immediately upon its passage.
PASSED AND ADOPTED by the City Council of the City of Desert Hot Springs at a regular meeting held on the 6th day of December, 2016 by the following vote:
AYES: 5 - Betts; McKee; Parks; Zavala; and Mayor Matas.
NAYS: None.
ABSENT: None.
ABSTAIN: None.
[SIGNATURES FOLLOW ON THE NEXT PAGE]
Item Number: 10.
ATTEST: APPROVED:
Scott v~ Matas, Mayor
Item Number: 10.
RESOLUTION NO. 2017-096
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DESERT HOT SPRINGS AMENDING RESOLUTIONNUMBER2016-049 AUTHORIZINGTHE
CITY MANAGER TO NEGOTIATE, AWARD AND EXECUTE FACILITY USE AGREEMENTS AND/OR OTHER NON-EXCLUSIVE LICENSES FOR CITYOWNED, OPERATED OR CONTROLLED FACILITIES, AND PROVIDING
RESTRICTIONS THEREON
WHEREAS, on December 6, 2016, the City Council adopted Ordinance Number 594, which added Section 3.44.170 to the Desert Hot Springs Municipal Code, which currently reads as follows: “
The City Council may, by resolution, provide an officer other than the Mayor the speci?c authority to negotiate, award, and execute Facility Use Agreements and/or NonExclusive License Agreements for certain City-owned, operated, or controlled facilities or properties. City Council may set forth restrictions, limitations, or further prescriptions by City Council Resolution, withthis ordinance being considered as enabling and directive in this regard. ”;and
WHEREAS, pursuant to Section 3.44.170, the City Council adopted Resolution Number 16-049, which authorizes the City Manager to negotiate, award and execute Facility Use Agreements and/or other non-exclusive licenses for City-owned, operated or controlled facilities; and
WHEREAS, the City Council desires to amend Resolution 16-049, which provided the City Manager the authority to negotiate, award, and execute facility use agreements and/or nonexclusive licenses for City-owned, operated or controlled facilities or properties, with certain restrictions for licensees of only the City’s Community Centers; and WHEREAS, City Facilities are designed to fulfil supportive functions related to the residents’ quality of life in the City, and should remain open to the residents to the extent possible; and
WHEREAS, City Facilities play an essential role in providing services to create viable, sustainable, health and cohesive communities; and
WHEREAS, City Facilities are not intended to benefit merely a select few; and WHEREAS, the City Council desires to adopt this Resolution for the benefit of the community.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DESERT HOT SPRINGS DOES HEREBY RESOLVE AS FOLLOWS:
Section 1. Recitals.
That the Recitals set forth above are true and correct and are hereby incorporated herein by this reference.
Item Number: 10.
Section 2. Facility Use Agreements and/or Non-exclusive Licenses — City Manager Authority.
That the City Council hereby authorizes the City Manager to negotiate, award, and execute facility use agreements and/or non-exclusive licenses for City-owned, operated or controlled property or facilities. For long-term users only, Facility Use Agreements for the use of a space in a Community Center, including but not limitedto the Lozano Center and the Wardman Park Center, shall not be for more than one day a week for a period of up to 52 weeks withinone calendar year. A “day” shall include any portion thereof. Legally formed, federally recognized non-pro?t organizations shall pay to the City $12.50 per hour for use of one space within a Community Center. A licensee for a Community Center in compliance with the requirements of a Facility Use Agreement who is experiencing financial hardship may make an appeal to the City Council for a reduction of Community Center Facility Use fees, so long as the licensee provides proof of quantifiable hardship to the City Manager. The City Council has the sole discretion to award any fee waiver to the licensee based upon showing of proof of quantifiable hardship.
Section 3. Severability.
That if any provision, section, paragraph, sentence or word of this Resolution be rendered or declared invalid by any final court action in a court of competent jurisdiction or by reason of any preemptive legislation, the remaining provisions, sections, paragraphs, sentences or words ofthis Resolution as hereby adopted shall remain in fullforce and effect.
Section 4. Repeal of Con?icting Provisions.
That all the provisions heretofore adopted by the City Council that are in conflictwith the provisions of this Resolution are hereby repealed.
Section 5. Certification.
That the City Clerk shall certify to the passage and adoption of this Resolution and enter it into the book of original resolutions.
Section 6. Effective Date.
That this Ordinance shall take effect immediately upon its passage.
PASSED ANDADOPTED by the City Council ofthe City of Desert Hot Springs at a regular meeting held on the 17th day of October, 2017 by the following vote:
AYES: 5 — Betts; McKee; Parks; Zavala; and Mayor Matas.
NAYS: None.
ABSENT: None.
ABSTAIN: None.
Item Number: 10.
ATTEST: APPROVED:
J ryl oriano, Ity Scétt
4%
Matas, Mayor
APPROVED AS TO FORM:
J
Jennifer , rahi, City Attorney
Item Number: 10.
RESOLUTION NO. 2026-___
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DESERT HOT SPRINGS AMENDING RESOLUTION NO. 2017-096 AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER’S DESIGNEE TO NEGOTIATE, AWARD, AND EXECUTE
FACILITY USE AGREEMENTS AND/OR OTHER NON-EXCLUSIVE LICENSES FOR
CITY-OWNED, OPERATED, OR CONTROLLED FACILTIIES, ESTABLISHING THAT
APPLICABLE FEES SHALL BE AS SET FORTH IN THE CITY'S ADOPTED FEE SCHEDULE, AND PROVIDING RESTRICTIONS THEREON.
WHEREAS, on December 6, 2016, the City Council adopted Ordinance No. 594, adding Section 3.44.170 to the Desert Hot Springs Municipal Code, authorizing the City Council to delegate authority to negotiate, award, and execute Facility Use Agreements and/or Non-Exclusive License Agreements for City-owned, operated, or controlled facilities; and
WHEREAS, pursuant to Section 3.44.170, the City Council adopted Resolution No. 2016-049, and later amended it by Resolution No. 2017-096, authorizing the City Manager to negotiate, award, and execute Facility Use Agreements and/or other nonexclusive licenses for certain City-owned, operated, or controlled facilities (“Underlying Resolution”); and
WHEREAS, the Underlying Resolution established a fixed hourly rental fee for long-term nonprofit users of certain community centers; and WHEREAS, the City Council desires to amend the Underlying Resolution to provide consistent authority for the use of all City-owned community centers and to reference the City's adopted Fee Schedule, as amended from time to time, rather than specifying rental rates within the Resolution; and
WHEREAS, City-owned community centers provide valuable recreational, educational, cultural, wellness, and community services that enhance the quality of life for Desert Hot Springs residents; and
WHEREAS, the City Council finds that updating this Resolution will improve administrative efficiency by allowing rental fees to be adjusted through the City's Fee Schedule without requiring future amendments to this Resolution.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DESERT HOT SPRINGS DOES HEREBY RESOLVE AS FOLLOWS:
Section 1. Recitals.
The foregoing recitals are true and correct and are incorporated herein by this reference.
Section 2. Facility Use Agreements and/or Non-Exclusive Licenses – City Manager Authority.
The Underlying Resolution Section 2 shall be amended to read:
Item Number: 10.
The City Council hereby authorizes the City Manager, or the City Manager's designee, to negotiate, award, and execute Facility Use Agreements and/or non-exclusive licenses for the use of City-owned, operated, or controlled facilities, including community centers.
Facility rental fees shall be assessed in accordance with the City's adopted Fee Schedule, as amended from time to time. The City Manager may approve a reduction or waiver of facility use fees upon determining that the proposed use demonstrates either a financial hardship or provides a significant community benefit. The City Manager shall have the sole discretion to approve or deny any requested fee reduction or waiver and may require supporting documentation as deemed necessary.
Section 3. Severability.
If any provision, section, subsection, paragraph, sentence, clause, or phrase of this Resolution is for any reason held to be invalid or unconstitutional, such decision shall not affect the validity of the remaining portions of this Resolution. The City Council declares that it would have adopted this Resolution and each provision thereof irrespective of the fact that any one or more provisions may be declared invalid.
Section 4. Repeal of Conflicting Provisions.
All resolutions or portions of resolutions in conflict with the provisions of this Resolution are hereby repealed to the extent of such conflict.
Section 5. Certification.
The City Clerk shall certify to the adoption of this Resolution and cause it to be entered into the book of original resolutions of the City.
Section 6. Effective Date.
This Resolution shall become effective immediately upon its adoption.
Item Number: 10.
SR-26-204
City of Desert Hot Springs
City Council
AGENDA ITEM REPORT
To: City Council
Date: September 15, 2026
Department: City Manager
Prepared by: Roberta Crncic, Recreation and Community Services Director Subject: Desert Nights on the BLVD. Season 2 Professional Services Agreement with Take Five Entertainment
RECOMMENDATION:
Authorize the City Manager to enter into a Professional Services Agreement with Take Five Entertainment to produce 12 monthly outdoor concerts, five local band performances, and provide monthly marketing and promotional services for Desert Nights on the BLVD. from October 2026 through September 2027.
BACKGROUND:
The City established Desert Nights on the BLVD. in October 2025 as part of its efforts to revitalize the downtown and create a consistent community gathering place. The inaugural season ran from October 2025 through September 2026, bringing residents, visitors, and local businesses together through live entertainment, food, vendors, and community engagement.
The City partnered with Take Five Entertainment to provide professional entertainment programming and event production. The first season followed a twice-monthly format, featuring a DJ or local band and a headline concert. The series offered a variety of musical genres and themed performances that were well received by the community and helped create an active and welcoming atmosphere in downtown Desert Hot Springs. The success of the first season demonstrated strong community interest in continuing live entertainment and events in the downtown area.
DISCUSSION:
Staff proposes continuing Desert Nights on the BLVD. for a second season from October 2026 through September 2027. The series will continue to bring live entertainment, food and artisan vendors, and community activities to downtown Desert Hot Springs, providing opportunities for residents and visitors to gather and support local businesses.
A community survey conducted from May through August 2026 received 63 responses and showed strong support for continuing the series.
During the first season, we offered two events each month, including one featuring a DJ or live local band and one headline concert. While the DJ and local band events provided opportunities for local artists, attendance was lower than at the headline concerts.
Item Number: 11.
SR-26-204
For Season 2, staff proposes five local band performances between October and March, along with 12 monthly concerts from October 2026 through September 2027, for a total of 17 events. Scheduling the local band performances during the cooler months will allow us to continue supporting local artists while focusing resources on the events that have attracted the strongest attendance.
The concert lineup will feature tribute acts, nationally touring artists, and themed entertainment intended to appeal to a wide range of residents, attract visitors, and support downtown businesses.
The proposed schedule is as follows:
Event Date Hours Concert Theme
October 10, 2026 6:00–10:00 p.m. Live Local Band
October 24, 2026 6:00–10:00 p.m. Rock Horror Halloween
November 7, 2026 4:00–8:00 p.m. Live Local Band
November 21, 2026 4:00–8:00 p.m. Classic Rock Legends
December 19, 2026 4:00–8:00 p.m. Holiday Celebration
January 9, 2027 4:00–8:00 p.m. Live Local Band
January 30, 2027 4:00–8:00 p.m. Latin Night
February 13, 2027 4:00–8:00 p.m. Live Local Band
February 27, 2027 4:00–8:00 p.m. Breakup Anthems Night
March 13, 2027 4:00–8:00 p.m. Live Local Band
March 27, 2027 4:00–8:00 p.m. Country Night
April 24, 2027 4:00–8:00 p.m. Indie Rock & Festival Vibes May 29, 2027 4:00–8:00 p.m. Reggae & Island Feels
June 26, 2027 6:00–10:00 p.m. Pop Punk Takeover
July 31, 2027 6:00–10:00 p.m. America Metal
August 28, 2027 6:00–10:00 p.m. Latin Explosion
September 25, 2027 6:00–10:00 p.m. Pop Icons
The proposed entertainment themes are subject to artist availability and final staff approval.
Season 2 will include a dance floor to enhance the event experience and encourage attendees to enjoy the music. We will also continue to offer a beer garden, food and beverage vendors, familyfriendly activities, community partnerships, and opportunities for nonprofit organizations to participate.
Take Five Entertainment will coordinate talent booking, production, staging, sound, lighting, technical crews, show management, and monthly marketing and promotion of the concert series in cooperation with City staff.
The continuation of Desert Nights on the BLVD. aligns with the City’s Strategic Plan by supporting downtown revitalization, community engagement, quality of life, and economic development.
FISCAL IMPACT:
Twelve headline concerts at $11,000 per month $132,000
Digital advertising and promotion at $500 per month $6,000 Five local band performances at $1,320 per event $6,600 Total $144,600
Item Number: 11.
SR-26-204
Funding has been allocated in the approved FY 2025–2026 budget under100-4320-41-64-000.
STRATEGIC ALIGNMENT:
This initiative supports the following goals of the City's Strategic Plan:
Goal 8: Community Services, Engagement and Quality of Life Provide for high-quality programs, events and activities that promote and provide community engagement, pride, quality of life services and arts and culture in the City of Desert Hot Springs.
ATTACHMENTS:
Desert Nights on the BLVD Proposal Season 2
Take Five Entertainment Agreement 26-27
Item Number: 11.
ENTERTAINMENT PROPOSAL
OCTOBER 2026 - SEPTEMBER 2027
CONTACT: ADAM LEV Y
TEL : 760.641.7946
EMAIL : [email protected]
WEBSITE : TAKEFIVEENTERTAINMENT.COM
PREPARED BY
TAKE FIVE ENTERTAINMENT
Item Number: 11.
Based out of Palm Springs, Take Five Entertainment is your go-to partner for premier entertainment, specializing in buzzworthy events that ignite excitement and create lasting memories. As a full-service production company, we offer comprehensive services including talent booking, event programming, management, contracts, staging, and more. No event is too small or too large!
We provide cutting-edge sound, staging, and lighting for casinos, festivals, concerts, corporate events, and more. Our top-notch services include sound reinforcement, LED video walls, video production, and DJ services.
With over a decade of experience, we excel in curating ongoing shows that boost venue revenue. Our artist-direct relationships, professional AV team, and marketing experts save you money, time, and effort. We offer you the extra bandwidth you need, allowing clients to "take five" and relax while we handle the heavy lifting. We've built a dedicated following and a database of over 10,000 local ticket buyers through our website EVENTSPALMSPRINGS.COM.
Notable clients and partners include Diana Ross, Matt Rife, Fortune Feimster, Sugar Ray, Kool and The Gang, Roy Jones Junior Boxing, Deftones, Sublime, Smash Mouth, Jeremy Camp, UFC, iTV, California Association of Public Procurement and various cities like Riverside, Indio, and Corona.
INTRODUCTION
ABOUT US
2
Item Number: 11.
Our core business is our talent booking agency, which represents over 700+ artists and serves clients in Southern California, Arizona, and Florida. Our esteemed clientele includes PGA West, Modernism Week, Mesa Arts Center, Spotlight 29, and Tortoise Rock Casino. In 2023, we orchestrated 490 events, cementing our reputation as industry leaders in the Coachella Valley.
By September 2024, we will be launching a client portal on our website. This portal will provide access to our entire searchable roster of artists, from bands and solo acts to stilt walkers and drumline performances.
SERVICES
BOOKING AGENCY
TALENT BUYING
At Take Five Entertainment, we specialize in talent buying that aligns perfectly with your vision. Our team is dedicated to helping Agua Caliente Casino secure top-tier entertainment that will captivate your guests and elevate your events. With extensive industry connections and expertise, we handle all aspects of talent acquisition—from negotiating contracts to managing logistics—ensuring a seamless experience for you.
Partner with us to bring world-class performers to your casino and create unforgettable moments for your patrons.
Screenshot of our website’s new artist roster database inside the client portal 3
Item Number: 11.
We provide a massive array of sound and audio equipment services. This includes speaker rentals with a variety of sound packages and equipment for any size meeting or event. PA system rentals are optimal for amplifying voice, music, video sound, or multiple microphones. Microphone rentals with a large selection of Shure wired / wireless, handheld, lav, and specialty microphone rentals.
SERVICES
AUDIO
If you’re looking for maximum visual impact, Take Five provides the best and brightest. We’re proud to offer the highest resolution indoor video wall on the market at the most competitive prices. In June 2024, we installed LED video walls at the new outdoor amphitheatre in downtown Indio, and we’ve completed similar projects for showrooms and lounges across the region. In recent years, our video wall has been featured in events such as Super Bowl viewings, enhancing the experience for attendees.
LED VIDEO WALLS
LIGHTING
Lighting is an art all in itself; visibility is the primary function of stage lighting. Take Five focuses on the four qualities of light; intensity, color, direction, and movement. We provide rentals and technicians in the event you are short staffed.
STAGING / TRUSS & RIGGING
Our stages assemble quickly and can be set up almost anywhere, making them perfect for events like presentations, runway shows, and performances. We provide full-service rentals, including delivery, installation, breakdown, and pickup —no heavy lifting required. Whether for concerts, festivals, parties, or conferences, trust us for all your truss needs. 4
Item Number: 11.
Take Five Entertainment is proud to continue our partnership with the City of Desert Hot Springs followinga successful first year of outdoor concert programming that has consistently brought the community together and activated downtown in a meaningful way. What began as a strategic initiative has now evolved into a dependable, recognizable event series that residents and visitors look forward to month after month.
A key component of this success has been the establishment of a clear and sustainable programming rhythm. Every second Saturday, we’ve createda platform for emerging and local talent through our Sublunar showcase—giving regional artists the opportunity to perform in a professional setting while fostering grassroots community engagement. Every last Saturday, we elevate the experience with large-scale, themed headlining concerts featuring high-energy tribute acts and nationally touring performers. This balance has allowed us to support the local creative ecosystem while also delivering marquee experiences that drive attendance.
INTRODUCTION
5 OUR VISION
Item Number: 11.
Over the past year, this model has proven effective across a wide range of programming—from themed community celebrations like our Halloween Block Party and Holiday Concert, to major draw events including tribute experiences honoring Taylor Swift, Madonna, Selena, and No Doubt, as well as genre-driven nights like Motown, Latin, Country, and 90s-themed events. Each event has contributed to building a diverse, inclusive, and multi-generational audience base.
As we move into Year 2, our focus is on scaling this momentum. We aim to increase attendance, enhance production value, and further position Desert Hot Springs as a growing arts and entertainment destination within the Coachella Valley. By continuing to invest in both local talent pipelines and high-quality headline programming, we will strengthen the identity of this series as a signature offering for the city.
This next phase is about long-term sustainability—creating a consistent, highimpact event platform that supports local businesses, engages residents, and attracts new visitors, all while reinforcing a strong sense of community pride.
INTRODUCTION
6 OUR VISION
Item Number: 11.
Building on the success of our first year, the Desert Hot Springs concert series will continue with a clearly defined monthly structure that audiences have come to recognize and anticipate. Each month will feature two distinct Saturday experiences—each serving a different purpose while working together to create a cohesive and sustainable live music ecosystem.
EVENT STRUCTURE & PROGRAMMING
7 SELECT SATURDAYS: SUBLUNAR - LOCAL BAND CONCERT SERIES In partnership with Matt King of the Coachella Valley Independent, Sublunar serves as a dedicated platform for emerging and established local artists. These events are designed to spotlight the Coachella Valley’s homegrown talent, offering a professionally produced stage for local bands to perform in front of engaged community audiences.
Each Sublunar event will feature multiple local acts or a curated lineup, creating a discovery-driven experience that strengthens the regional music scene. This initiative not only supports artist development but also fosters deeper community connection by giving residents a sense of ownership and pride in their local talent.
EVERY LAST SATURDAY: HEADLINER CONCERTS
The final Saturday of each month will continue to serve as the cornerstone of the series, featuring nationally touring artists, high-level tribute acts, and genre-specific programming designed to elevate the overall concertgoing experience.
These performances are curated to deliver broad audience appeal and high energy, typically featuring 90–120 minute headline sets. Programming will span a wide range of themes—pop, rock, Latin, Motown, country, and legacy tribute acts—ensuring consistent variety while maintaining a high production standard that draws both locals and visitors to Desert Hot Springs.
Item Number: 11.
EVENT STRUCTURE & PROGRAMMING
8 EVENT EXPERIENCE
Each event—both Sublunar and Headline Saturdays—will maintain a consistent, highquality guest experience: • Food & Beverage Activation: A curated selection of local food vendors, breweries, and beverage partners will be featured at each event, showcasing regional flavors and supporting local businesses.
• Community Integration: Partnerships with local non-profits will continue, offering opportunities for fundraising through beverage sales and on-site activations, reinforcing the series’ community-first approach.
• Dynamic Programming: While the structure is consistent, the content remains diverse —ranging from full band performances to specialty programming—ensuring each event feels fresh and engaging.
PRODUCTION & OPERATIONS
Take Five Entertainment will continue to manage all aspects of event production in close coordination with the City of Desert Hot Springs. This includes: • Talent booking and programming curation • Production coordination and management • Sponsorship development and media/marketing assistance • On-site production, staffing, and show management
Item Number: 11.
OVERVIEW
9 *Sample
WINTER MONTHS | 4PM - 8PM
(November - April)
4PM - 6PM: Opening act performs
6PM: Announcements / Stage reset
4PM-6PM: Headliner performs
7PM: Food & Drink vendors close
SUMMER MONTHS | 6PM - 10PM
(May - October)
6PM - 8PM: Opening act performs
8PM: Announcements / Stage reset
8PM-10PM: Headliner performs
RUN-OF-SHOW
Item Number: 11.
PROPOSED CONCERT THEMES
10 Genres: Shock Rock, Industrial, Dark Wave, 80s/
90s Alt
Proposed Tribute Bands / Acts:
• Alice Cooper tribute
• Ozzy Osbourne tribute
• KISS Tribute
• Industrial rock (Nine Inch Nails style)
Activations:
• Costume contest (Best / Scariest / Group)
• “Scream Cam” on LED wall
• Haunted photo booth
OCTOBER 24
ROCK HORROR HALLOWEEN: “SHOCK ROCK”
NOVEMBER 21
CLASSIC ROCK LEGENDS
Genres: Classic Rock, Blues Rock, Arena Rock
Proposed Tribute Bands / Acts:
• Led Zeppelin
• Rolling Stones
• Fleetwood Mac
• Eagles
Activations:
• Classic rock trivia
• Best vintage rock outfit
DECEMBER 19
UGLY SWEATER ROCK PARTY
Genres: Pop Rock, Holiday Rock, Dance
Proposed Tribute Bands / Acts:
• Holiday mashup band (Top 40s)
• Mariah Carey
• Jazz/Big Band
• Charlie Brown Xmas Show
Activations:
• Ugly sweater runway
• Crowd voting contest
• Holiday singalong
Item Number: 11.
PROPOSED CONCERT THEMES
11 Genres: Mexican Regional, Banda, Cumbia
Proposed Tribute Bands / Acts:
• Melinda and the Latin Affair
• Nacho Bustillos
• Son Doux
Activations:
• Dance contest
JANUARY 30
LATIN
FEBRUARY 27
ANTI-VALENTNE’S
Genres: Rock, Pop, Alt
Proposed Tribute Bands / Acts:
• Kelly Clarkson
• Alanis Morrisette
• All girl band that covers all these artists “Pulp
Vixen”
Activations:
• Best breakup story
• Best engagement story
• Crowd scream-alongs
MARCH 27
COUNTRY (STAGECOACH TICKETS GIVEAWAY)
Genres: Country
Proposed Tribute Bands / Acts:
• Sarah Winchester Band
• Michael Landingham Band
Activations:
• Line Dance lessons
• Stagecoach tickets giveaway via on cite raffle
Item Number: 11.
PROPOSED CONCERT THEMES
12 Genres: Indie Rock, Alt Pop, Psychedelic
Proposed Tribute Bands / Acts:
• Lineup of all star bands from the Sublunar series
Activations:
• Fest outfit contest
• Social Media photo contest
• Crowd votes on favorite band (Cash winner)
APRIL 24
LOCAL ROCK SUPERSTARS
MAY 29
REGGAE & ISLAND FEELS
Genres: Reggae, Ska, Island, World
Proposed Tribute Bands / Acts:
• Bob Marley tribute
• Sublime
• Reggae fusion
• Steel drum/Island band
Activations:
• Limbo Contest
JUNE 29
POP PUNK/EMO
Genres: Pop punk & Emo
Proposed Tribute Bands / Acts:
• My Chemical Romance
• Blink 182
• Paramore
• Emo Kids (Plays all the hits)
Activations:
• Sing alongs
Item Number: 11.
PROPOSED CONCERT THEMES
13 Genres: Glam Rock, Hard Rock, Arena Rock
Proposed Tribute Bands / Acts:
• Bon Jovi
• Guns N’ Roses
• Motley Crue
Activations:
• Best hair contest
• Rock anthem singalongs
JULY 31
MERICA METAL
AUGUST 28
LATIN EXPLOSION
Genres: Latin Pop, Rock, Reggaeton
Proposed Tribute Bands / Acts:
• Mana Tribute
• Shakira
• Bad Bunny
Activations:
• Dance battle
SEPTEMBER 25
POP ICONS
Genres: Pop
Proposed Tribute Bands / Acts:
• Elton John
• Britney Spears
• Michael Jackson
• The Beatles
Activations:
• Costume contest
Item Number: 11.
CONCERT SERIES SCOPE OF WORK
14 SELECT SATURDAYS: SUBLUNAR - LOCAL BAND CONCERT SERIES INVESTMENT: $1,320
RUNS FOR 5 MONTHS WITH OPTION TO RENEW: OCT 10, NOV 7, JAN 9, FEB 13, MAR 13 Program Overview:
A community-driven live music platform spotlighting Coachella Valley talent, in partnership with Matt King (Coachella Valley Independent).
Scope Includes:
• Talent booking (local bands/artists)
• Artist coordination & management
• Talent fees
• PA system setup & operation
• Load-in / load-out
• Basic sound engineering
Outcome:
Supports local musicians, builds grassroots audience engagement, and creates a consistent cultural touchpoint for residents.
Item Number: 11.
CONCERT SERIES SCOPE OF WORK
15 EVERY LAST SATURDAY: HEADLINE CONCERTS
MONTHLY INVESTMENT: $11,000
Program Overview:
A high-impact concert experience featuring nationally touring artists, tribute acts, and large-scale themed performances designed to drive attendance and elevate the city’s profile.
Scope Includes:
Entertainment:
• Nationally touring band / tribute act
• Talent booking, coordination & management
• DJ / host support
• Live canvas / interactive elements (as applicable)
• Food & beverage vendor coordination
• Misc. supplies, licenses & backstage needs
Production (Sound / Stage / Lighting):
• Full stage (8’x20’) + drum riser
• Line array speaker system + subwoofers
• Stage monitors & digital mixing console
• Microphones, DI boxes, and backline essentials
• Truss system & stage lighting (wash + moving heads)
• LED wall / visual component
• Power distribution + generator
• Optional aerial/photo activation (as applicable)
Operations & Management:
• Load-in / load-out
• Sound check & show calling
• Technical crew & stage management
• Event production oversight
Outcome:
Delivers a premium concert experience that attracts large audiences, increases tourism, and positions Desert Hot Springs as a regional entertainment destination.
Item Number: 11.
CONCERT SERIES SCOPE OF WORK
16 PAID DIGITAL ADS & PROMOTION
MONTHLY INVESTMENT: $500
Program Overview:
A targeted, data-driven marketing strategy designed to consistently drive local awareness, increase attendance, and build long-term audience growth for the Desert Hot Springs concert series.
Scope Includes:
Meta Ads (Facebook & Instagram) • Hyper-local targeting (Desert Hot Springs + Coachella Valley) • Campaigns aligned with each event theme (Sublunar + Headliners) • Conversion-focused optimization driving traffic to ticketing pages • Retargeting past attendees + lookalike audience expansion Creative Development • Custom promotional graphics for each event • Branded assets for ads, social media, and digital distribution Eventbrite Setup & Management • Creation and management of event listings • Ticketing integration with ad campaigns • Ongoing updates and performance tracking
Item Number: 11.
Over the past year, this concert series has evolved from a new initiative into a proven community asset—consistently bringing residents together, activating downtown, and establishing Desert Hot Springs as a destination for live entertainment.
As we move into Year 2, the foundation is firmly in place. With a defined and successful programming structure—Sublunar on Second Saturdays and Headline Concerts on Last Saturdays—we are positioned to build on this momentum with greater consistency, higher attendance, and an elevated overall experience.
This next phase is about scaling what works: deepening community engagement, supporting local artists, increasing regional draw, and continuing to drive economic activity for local businesses. Through strategic programming, professional production, and targeted marketing, this series will continue to grow into a signature offering for the City.
Take Five Entertainment remains committed to deliveringa high-quality, sustainable event platform that reflects the energy, diversity, and potential of Desert Hot Springs. We value this partnership and look forward to continuing to build something that the community can take pride in—month after month, year after year.
CONCLUSION
17
Item Number: 11.
Item Number: 11.
PROFESSIONAL SERVICES AGREEMENT
BY AND BETWEEN
CITY OF DESERT HOT SPRINGS
AND
TAKE FIVE ENTERTAINMENT
This Professional Services Agreement (“Agreement”) is made and entered into this 15th day of September 2026, by and between the City of Desert Hot Springs, a municipal corporation located in the County of Riverside, State of California, hereinafter referred to as the “City,” and Take Five Entertainment, a corporation, hereinafter referred to as “Contractor.”
RECITALS:
WHEREAS, the City desires to utilize the services of Contractor, as an independent contractor, to provide the City with Monthly Concert Series Production (sometimes hereinafter, the “Services”), as described in more particularity in Exhibit “A,” attached hereto and incorporated by reference as the “Scope of Services”; and WHEREAS, Contractor represents that it is fully qualified to perform such services by virtue of its experience and the training, education and expertise of its principals and employees.
NOW THEREFORE, IN CONSIDERATION OF THE COVENANTS, CONDITIONS
AND PROMISES CONTAINED HEREIN AND FOR SUCH OTHER GOOD AND VALUABLE CONSIDERATION, THE PARTIES AGREE AS FOLLOWS:
Section 1. RECITALS
The Recitals set forth above are true and correct and are hereby incorporated into this Agreement by this reference, as though set forth in full herein.
Section 2. SCOPE OF SERVICES
Contractor shall provide to the City the Services on an as-needed and as-directed basis in a manner satisfactory to the City and consistent with that level of care and skill ordinarily exercised by members of the profession currently practicing in the same locality under similar conditions, as described in more detail in the Scope of Services. In the event a conflict exists between this Agreement and the Scope of Services, the former shall supersede. Except where this Agreement specifically provides otherwise, the Contractor is responsible for providing any and all facilities, assets, and resources (including personnel, facilities, equipment, and software) necessary and appropriate for delivery of the Services and to meet the Contractor's obligations under this Agreement.
Any City assets to which access is being provided for use by the Contractor (including equipment, software licenses and third party service contracts) are provided on an “as is, where is” basis, and the City does not provide the Contractor any representations or warranties regarding such assets.
Item Number: 11.
Section 3. TERM
This Agreement shall commence as of the date in the opening paragraph of this Agreement and shall remain in force and effect until September 25, 2027, in accordance with Section 7 of this Agreement, subject to the allocation of funds pursuant to a duly approved City budget.
Section 4. COMPENSATION
The City agrees to pay Contractor for and in consideration of the faithful performance of the Services and duties set forth in this Agreement, and Contractor agrees to accept from the City, as and for compensation for the faithful performance of said Services and duties, an amount not to exceed ONE HUNDRED FORTY-FOUR THOUSAND SIX HUNDRED Dollars and ZERO Cents ($144,600.00).
Section 5. METHOD OF PAYMENT
a. Contractor shall submit invoices to the City, not more often than once a month, describing the work performed. Contractor’s bills shall include a brief description of the services performed, the date the services were performed, the number of hours spent and by whom, and a description of any reimbursable expenditures. The City shall pay Contractor no later than thirty (30) days after approval of the invoice by City staff provided that the services reflected in the invoice were performed to the reasonable satisfaction of the City in accordance with the terms of this Agreement, that the number of hours of service set forth in the invoice reflect the amount of time ordinarily expended for such service by members of the profession currently practicing in the same locality under similar conditions, and that all expenses, rates and other information set forth in the invoice are consistent with the terms and conditions of this Agreement. Review and approval of invoice by City staff will occur within thirty (30) calendar days of receipt of invoice via email.
b. The Contractor shall submit invoices under this Agreement to:
City Manager
City of Desert Hot Springs
11999 Palm Drive
Desert Hot Springs, CA 92240
Telephone: (760) 329-6411
Facsimile: (760) 671-5062
Section 6. EXTRA WORK
At any time during the term of this Agreement, the City may request that Contractor perform Extra Work. As used herein, "Extra Work" means any work which is determined by the City to be necessary for the proper completion of the Services, but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement.
Contractor shall not perform Extra Work without written authorization from the City.
Item Number: 11.
Section 7. TERMINATION
This Agreement may be terminated by the City Manager, in his/her sole discretion, immediately for cause. Either party may terminate this Agreement without cause upon twenty-four hours (24) hours written notice of termination to the other party. Upon termination, Contractor shall be entitled to compensation for services performed up to the effective date of termination, provided that Contractor shall have satisfied all its obligations under this Agreement through and including the effective date of termination and is not otherwise in breach of this Agreement. For clarification, the City Manager in his/her sole discretion shall have the power to terminate this Agreement with or without cause in accordance with this Section.
Section 8. OWNERSHIP OF DOCUMENTS
All plans, studies, documents and other writings, including drafts, prepared by and for Contractor, its officers, employees and agents and subcontractors in the course of implementing this Agreement, except working notes and internal documents, shall become the property of the City upon payment to Contractor for such work, and the City shall have the sole right to use such materials in its discretion without further compensation to Contractor or to any other party. Contractor shall, at its expense, provide such reports, plans, studies, documents and other writings in pdf format to the City upon written request, or such other electronic format as reasonably requested by the City.
Section 9. CONFIDENTIALITY
a. All ideas, memoranda, specifications, plans, procedures, drawings, photographs, descriptions, computer program data, input record data, written information, and other documents and data either created by or provided to Contractor in connection with the performance of this Agreement shall be held confidential by Contractor. Such materials shall not, without prior written consent of the City, be used by Contractor for any purposes other than the performance of the services under this Agreement, nor shall such materials be disclosed to any person or entity not connected with the performance of the services under this Agreement. Contractor will make all reasonable efforts to keep such information confidential and to limit access only to those who require it for performance, Nothing furnished to Contractor that is otherwise known to Contractor, is generally known in the industry, or has become known to the related industry shall be deemed confidential.
b. Contractor shall not use the City’s insignia or photographs relating to Contractor’s Services, or any publicity pertaining to the Contractor’s Services under this Agreement in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of the City.
Section 10. CONTRACTOR’S BOOKS AND RECORDS
a. Contractor shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, or expenditures and disbursements charged to the City for a Item Number: 11.
minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor pursuant to this Agreement. b. Contractor shall maintain all documents and records which demonstrate performance under this Agreement for a minimum of three (3) years, or for any longer period required by law, from the date of termination or completion of this Agreement.
c. Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit, at any time during regular business hours, upon written request by the City Manager, City Attorney, City Auditor or a designated representative of these officers. Copies of such documents shall be provided to the City for inspection at City Hall when it is practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be available at Contractor’s address indicated for receipt of notices in this Agreement. d. Where the City has reason to believe that such records or documents may be lost or discarded due to dissolution, disbandment or termination of Contractor’s business, the City may, by written request of any of the above-named officers, require that custody of the records be given to the City and that the records and documents be maintained at City Hall. Access to such records and documents shall be granted to any party authorized by Contractor, Contractor’s representatives, or Contractor’s successorin-interest.
Section 11. INDEPENDENT CONTRACTOR’S STATUS: NOT AGENT
OF THE CITY
Contractor shall at all times during the term of this Agreement remain, as to the City, a wholly independent contractor and shall perform the services described in this Agreement as an independent contractor and further, hereby waives any claims for any compensation or benefits afforded to City employees and not to independent contractors.
Neither the City nor any of its agents shall have control over the conduct of Contractor or any of Contractor’s employees, except as herein set forth. Contractor shall be entirely responsible for the compensation and control of any assistants, employees, and subcontractors used by Contractor in providing said services. Nothing contained in this Agreement shall be deemed, construed or represented by the City or Contractor or by any third person to create the relationship of principal and agent and Contractor shall not, at any time, or in any manner, represent that it or any of its agents or employees are in any manner agents or employees of the City. Contractor shall have no authority, express or implied, to act on behalf of the City in any capacity whatsoever as an agent, nor shall Contractor have any authority, express or implied, to bind the City to any obligation whatsoever.
Section 12. REPRESENTATIONS AND ACKNOWLEDGMENTS
REGARDING INDEPENDENT CONTRACTOR’S STATUS
OF CONTRACTOR
a. Contractor represents and acknowledges the following:
Item Number: 11.
(1) The City is not required to provide any training or legal counsel to Contractor or its employees for Contractor to perform the services described in this Agreement.
(2) Performance of the services described in this Agreement does not have to be integrated into the daily business operations of the City. (3) The services described in this Agreement can be performed without the use of City equipment, materials, tools or facilities. (4) Nothing in this Agreement shall be interpreted to imply that the City must maintain any contractual relationship with Contractor on a continuing basis after termination of this Agreement.
(5) The City will not be requested or demanded to assume any liability for the direct payment of any salary, wage or other such compensation to any person employed by Contractor to perform the services described in this Agreement. (6) Contractor shall not at any time or in any manner represent that it or any of its officers, employees, or agents are employees of the City and will so instruct its officers, employees and/or agents.
b. The City represents and acknowledges the following:
(1) Contractor is not required to comply with daily instructions from City staff with respect to when, where or how Contractor must perform the services set forth in this Agreement.
(2) Contractor is solely responsible for determining who, under the supervision or direction of Contractor, will perform the services set forth in this Agreement. (3) The City will not hire, supervise or pay any assistants working for Contractor pursuant to this Agreement.
(4) Nothing in this Agreement shall be interpreted to imply that the Contractor must maintain any contractual relationship with the City on a continuing basis after termination of this Agreement.
(5) It is the sole responsibility of Contractor to set the hours in which Contractor performs or plans to perform the services set forth in this Agreement subject to hours of access.
(6) Contractor is not required to devote full time to the business operations of the City to perform the services set forth in this Agreement. (7) Contractor is not required to perform the services set forth in the Agreement in any particular order or sequence.
Item Number: 11.
(8) Nothing in this Agreement shall be interpreted to preclude Contractor from working for other persons or firms, provided that such work does not create a conflict of interest.
(9) Contractor is not required to perform the Services at City-owned property.
(10) Contractor will perform services that are outside the usual course of the City’s business.
Section 13. CIVIL CODE SECTION 1542 WAIVER
Contractor expressly waives any and all rights and benefits conferred upon it by the provisions of section 1542 of the California Civil Code which reads as follows:
“A general release does not extend to claims that the creditor or releasing party does not know or suspect to exist in his or her favor at the time of executing the release and that, if known by him or her, would have materially affected his or her settlement with the debtor or released party.”
This waiver shall be effective as a bar to any and all actions, fees, damages, losses, claims, liabilities and demands of whatsoever character, nature and kind, that are known or unknown, or suspected or unsuspected, including, without limitation, claims of entitlements under the California Public Employees’ Retirement System (“CalPERS”) that are only afforded to employees and not independent contractors. Contractor further represents and warrants that it understands this waiver and that if it does not understand this waiver, it shall seek the advice of a qualified attorney before executing this Agreement.
__________
Initials
Section 14. CONFLICTS OF INTEREST
a. Contractor (including principals, associates and professional employees) covenants and represents that it does not have any investment or interest in real property and shall not acquire any interest, direct or indirect, in the area covered by this Agreement or any other source or income, interest in real property or investment which would be affected in any manner or degree by the performance of Contractor’s services hereunder.
Contractor further covenants and represents that in the performance of its duties hereunder no person having any such interest shall perform any services under this Agreement.
b. Contractor is not a designated employee within the meaning of the Political Reform Act because Contractor:
(1) Does not make or participate in:
Item Number: 11.
(i) the making or any governmental decisions regarding approval of a rate, rule, or regulation, the adoption or enforcement of laws;
(ii) the issuance, denial, suspension or revocation of permits, licenses, applications, certificates, approvals, orders, or similar authorization or entitlement;
(iii) authorizing the City to enter into, modify, or renew a contract; (iv) granting the City approval to a contract that requires City approval and to which the City is a party, or to the
specifications for such a contract;
(v) granting the City approval to a plan, design, report, study, or similar item; or
(vi) adopting, or granting City approval of, policies, standards, or guidelines for the City or for any subdivision thereof. (2) Does not serve in a staff capacity with the City and in that capacity participate in making a governmental decision or otherwise perform the same or substantially all the same duties for the City that would otherwise be performed by an individual holding a position specified in the City’s Conflict of Interest Code under Government Code Section 87302.
c. In the event the City officially determines that Contractor must disclose its financial interests by completing and filing a Fair Political Practices Commission Form 700, Statement of Economic Interests, Contractor shall file the subject Form 700 with the City Clerk’s Office pursuant to the written instructions provided by the Office of the City Clerk.
Section 15. PROFESSIONAL ABILITY OF CONTRACTOR;
WARRANTY; FAMILIARITY WITH WORK; PERMITS AND
LICENSES
a. Contractor warrants that all services will be performed in a competent, professional and satisfactory manner in accordance with the standards prevalent in the industry for such services.
b. By executing this Agreement, Contractor warrants that:
(1) it has thoroughly investigated and considered the work to be performed;
(2) it has investigated the issues, regarding the scope of services to be provided;
Item Number: 11.
(3) it has carefully considered how the work should be performed; and (4) it fully understands the facilities, difficulties and restrictions attending performance of the work under this Agreement.
c. Should Contractor discover any latent or unknown conditions materially differing from those inherent in the work or as represented by the City, it shall immediately inform the City of such fact and shall not proceed except at Contractor’s risk until written instructions are received from the City Manager or appropriate City representative. d. Contractor represents that it and all of its subcontractors, if any, have obtained and will maintain at all times during the term of this Agreement all professional and/or business licenses, certifications and/or permits necessary for performing the services described in this Agreement, including a City business license.
Section 16. COMPLIANCE WITH LAWS
Contractor shall comply with all local, state and federal laws and regulations applicable to the services required hereunder.
Section 17. INDEMNIFICATION
a. Contractor shall defend, indemnify and hold harmless the City, its officials, agents, employees and volunteers from and against any and all claims, demands, actions, losses, damage, injuries, and liability, direct or indirect (including any and all costs, expenses and attorneys’ fees in connection therewith), arising out of this Agreement, except for any such claim arising out of the sole negligence, recklessness, or willful misconduct of the City, its officials, agents, employees or volunteers. b. The City does not, and shall not, waive any rights that it may have against Contractor under this Section because of the acceptance by the City, or the deposit with the City, of any insurance policy or certificate required pursuant to this Agreement. The hold harmless, indemnification and duty to defend provisions of this Section shall apply regardless of whether or not said insurance policies are determined to be applicable to the claim, demand, action, damage, liability, loss, cost or expense described herein. c. Notwithstanding the provisions of subsections a. and b. of this section, Contractor shall not be responsible for damages or be in default or deemed to be in default by reason of delay caused by strikes, lockouts, accidents, or acts of God, or the failure of the City to furnish timely information or to approve or disapprove Contractor’s work promptly, or by reason of delay or faulty performance by the City, construction contractors, or governmental agencies, or by reason of any other delays beyond Contractor’s control, or for which Contractor is without fault. d. In the event that Contractor or any employee, agent, or subcontractor of Contractor providing services under this Agreement is determined by a court of competent jurisdiction or CalPERS to be eligible for enrollment in CalPERS as an employee of the Item Number: 11.
City, Contractor shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of Contractor or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of the City. e. If Contractor should subcontract all or any portion of the work to be performed under this Contract, Contractor shall require each subcontractor to indemnify, hold harmless and defend City and each of its officials, employees, agents and volunteers in accordance with the terms of the preceding paragraph. f. This Section shall survive termination or expiration of this Agreement.
Section 18. INSURANCE REQUIREMENTS
a. Policies. Contractor, at Contractor’s sole cost and expense, shall procure and maintain, for the duration of this Agreement, the following insurance policies:
(1) Worker’s Compensation Coverage. Contractor shall maintain Worker’s Compensation Insurance and Employers’ Liability Insurance for its employees in accordance with the laws of the State of California, of an amount not less than one million dollars ($1,000,000) per accident and for Employers’ Liability Insurance in amounts not less than $1,000,000 each accident for bodily injury by accident, $1,000,000 policy limit for bodily injury by disease, and $1,000,000 each employee for bodily injury by disease. In addition, Contractor shall require each subcontractor to similarly maintain Worker’s Compensation Insurance and Employers’ Liability Insurance in accordance with the laws of the State of California for all of the subcontractor’s employees. If any class of employees employed by Contractor pursuant to this Agreement is not protected by the California State Worker’s Compensation Law, Contractor shall provide adequate insurance for the protection of such employees to the satisfaction of the City. This provision shall not apply if Contractor has no employees performing work under this Agreement. Contractor agrees to waive its statutory immunity under any worker’s compensation or similar statute, as respecting the City, and to require any and all subcontractors and any other person or entity involved in the Services to do the same. (2) General Liability Coverage. Contractor shall maintain commercial general liability insurance in an amount not less than two million dollars ($2,000,000) per occurrence, combined single limit coverage for bodily injury, personal injury and property damage associated with work contemplated in this Agreement. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit. Contractor shall provide insurance on an occurrence, not claims-made basis.
Contractor acknowledges and agrees that, for purposes of clarification with the intention of avoiding gaps in coverage with any umbrella or excess coverage, personal and advertising injury coverage shall be triggered by an “offense” while bodily injury and property damage coverage shall be triggered by an “occurrence” during the policy period.
The coverage required in this paragraph shall provide at least as much coverage as that provided by ISO form CG 00 01 12 07 or any updated form thereof.
Item Number: 11.
(3) Automobile Liability Coverage. Contractor shall maintain commercial automobile liability insurance covering bodily injury, personal injury and property damage for all activities of the Contractor arising out or of in connection with the work to be performed under this Agreement, including coverage for owned, hired and non-owned vehicles, in an amount of not less than one million dollars ($1,000,000) combined single limit for each occurrence, and two million dollars ($2,000,000) in the aggregate. As an alternative, Contractor shall be permitted to obtain a non-owned automobile endorsement to its comprehensive general liability insurance providing the same protection and coverage as though Contractor were to provide separate commercial vehicle liability insurance as set forth in this paragraph. The coverage required in this paragraph shall provide at least as much coverage as that provided by ISO form CA 00 01 or any updated form thereof.
(4) Professional Liability Coverage. Contractor shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors or omissions which may arise from Contractor’s Services, whether such Services are performed by Contractor or by its employees, subcontractors, or subContractors, to the extent such persons other than Contractor are permitted to perform any of the Services under this Agreement. The amount of this insurance shall not be less than one million dollars ($1,000,000) per claim, and two million dollars ($2,000,000) in the aggregate.
b. Endorsements. Unless otherwise specified hereunder, each insurance policy required herein shall be with insurers possessing an A.M. Best’s rating of no less than A:VII and shall be endorsed with the following specific language:
(1) Except as otherwise provided by law, the City, its elected or appointed officers, employees, agents and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the Contractor, including materials, parts or equipment furnished in connection with such work or operations.
(2) This policy shall be considered primary insurance as respects the City, its elected or appointed officers, officials, employees, agents and volunteers. Any insurance maintained by the City, including any self-insured retention the City may have shall be considered excess insurance only and shall not contribute with it. (3) This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company.
(4) The insurer waives all rights of subrogation against the City, its elected or appointed officials, officers, employees or agents. (5) Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its elected or appointed officers, officials, employees, agents or volunteers.
Item Number: 11.
(6) The insurance provided by this policy shall not be suspended, voided, canceled, or reduced in coverage or in limits except after thirty (30) days written notice has been received by the City.
c. Deductibles and Self-Insured Retentions. Contractor shall disclose to and obtain the approval of City for any self-insured retentions and deductibles before beginning any of the services or work called for by any term of this Agreement. During the period covered by this Agreement, only upon the prior express written authorization of the City Manager, Contractor may either reduce or eliminate such deductibles or selfinsured retentions with respect to City, its officers, employees, agents, and volunteers.
The City Manager may condition approval of any reduction or elimination in deductible or self-insured retention levels with a requirement that Contractor procure a bond, guaranteeing payment of losses and related investigations, claim administration, and defense expenses that is satisfactory in all respects to each of them. d. Certificates of Insurance. Contractor shall provide certificates of insurance with original endorsements to the City as evidence of the insurance coverage required herein. Certificates of such insurance shall be filed with the City on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with the City at all times during the term of this Agreement. e. Imposition of Insurance Requirements. Provided the City gives its written consent for any persons other than Contractor to perform any part of the Services, Contractor agrees to require that all parties, including but not limited to subcontractors, architects, engineers or others with whom Contractor enters into contracts or whom Contractor hires or retains pursuant to or in any way related to the performance of this Agreement, provide the insurance coverage required herein, at minimum, and name as additional insureds the parties to this Agreement consistent with Section 18b(1) hereof.
Contractor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that coverage is provided in conformity with the requirements of this Section. f. Maintain Coverages. In the event this Agreement is terminated for any reason prior to the completion of all obligations and requirements of this Agreement, Contractor agrees to maintain all coverages required herein until the City provides written authorization to terminate the coverages following the City’s review and determination that all liability posed under this Agreement has been eliminated. g. Failure to Obtain Coverages. Contractor agrees and acknowledges that if it fails to obtain all of the insurance required in this Agreement in accordance with the requirements herein, or to obtain and ensure that the coverage required herein is maintained by it or any subcontractors or others involved in any way with the performance of Services, to the extent such is permissible under this Agreement, Contractor shall be responsible for any losses, claims, suits, damages, defense obligations, or liability of any kind or nature attributable to the City or its officers, employees, servants, volunteers, agents and independent contractors.
Item Number: 11.
h. Notice of Cancellation or Reduction in Coverage. In the event that any coverage required in this Agreement is canceled, reduced, limited, or materially affected in any other manner, Contractor shall provide written notice to the City either by facsimile and/or via certified mail, at Contractor’s earliest possible opportunity and in no case later than fifteen (15) calendar days after Contractor is notified of the change in coverage.
Section 19. NOTICES
a. Any notice to be provided pursuant to this Agreement shall be in writing, and all such notices shall be delivered by personal service or by deposit in the United States mail, certified or registered, return receipt requested, with postage prepaid, and addressed to the parties as follows:
To the City: City Manager
City of Desert Hot Springs
11999 Palm Drive
Desert Hot Springs, CA 92240
Telephone: (760) 329-6411
Facsimile: (760) 671-5062
To Contractor: Take Five Entertainment
2342 Shannon Way
Palm Springs, CA 92262
Telephone: (760) 341-7946
b. Notices, payments and other documents shall be deemed delivered upon receipt by personal service or as of the second (2nd) day after deposit in the United States mail.
Section 20. DEFAULT
a. Failure or delay by any party to this Agreement to perform any material term or provision of this Agreement shall constitute a default under this Agreement; provided however, that if the party who is otherwise claimed to be in default by the other party commences to cure, correct or remedy the alleged default within fifteen (15) calendar days after receipt of written notice specifying such default and shall diligently complete such cure, correction or remedy, such party shall not be deemed to be in default hereunder.
b. The party which may claim that a default has occurred shall give written notice of default to the party in default, specifying the alleged default. Delay in giving such notice shall not constitute a waiver of any default nor shall it change the time of default; provided, however, the injured party shall have no right to exercise any remedy for a default hereunder without delivering the written default notice, as specified herein.
Item Number: 11.
c. Any failure or delay by a party in asserting any of its rights or remedies as to any default shall not operate as a waiver of any default or of any rights or remedies associated with a default.
d. In the event that a default of any party to this Agreement may remain uncured for more than fifteen (15) calendar days following written notice, as provided above, a "material breach" shall be deemed to have occurred. In the event of a material breach, the injured party shall be entitled to seek any appropriate remedy or damages as otherwise set forth herein and by initiating legal proceedings.
Section 21. REMEDIES
If Contractor materially breaches any of the terms of this Agreement, the City’s remedies shall include, but shall not be limited to, the following:
a. Immediately terminate the Agreement;
b. Retain the plans, specifications, drawings, reports, design documents, and any other work product prepared by Contractor pursuant to this Agreement; c. Retain a different Contractor to complete the Services that are not finished by Contractor.
Section 22. ENTIRE AGREEMENT
a. This Agreement supersedes any and all other agreements, either oral or written, between the City and Contractor with respect to the subject matter of this Agreement.
b. This Agreement contains all of the covenants and agreements between the parties with respect to the subject matter of this Agreement, and each party to this Agreement acknowledges that no representations, inducements, promises, or agreements have been made by or on behalf of any party except those covenants and agreements embodied in this Agreement.
c. No agreement, statement, or promise not contained in this Agreement shall be valid or binding.
Section 23. MODIFICATIONS AND AMENDMENTS
This Agreement may be modified or amended only by a written instrument signed by all parties.
Section 24. ASSIGNMENT AND SUBCONTRACTING
a. The experience, knowledge, capability and reputation of Contractor, its principals and employees were a substantial inducement for the City to enter into this Item Number: 11.
Agreement. Assignments of any or all rights, duties or obligations of the Contractor under this Agreement will be permitted only with the written consent of the City. b. Contractor shall not subcontract any portion of the work to be performed under this Agreement without the advance written consent of the City. If the City consents to such subcontract, Contractor shall be fully responsible to the City for all acts or omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between the City and subcontractor nor shall it create any obligation on the part of the City to pay or to see to the payment of any monies due to any such subcontractor other than as required by law.
Section 25. WAIVER
a. No waiver shall be binding, unless executed in writing by the party making the waiver.
b. No waiver of any provision of this Agreement shall be deemed, or shall constitute, a waiver of any other provision, whether or not similar, nor shall any such waiver constitute a continuing or subsequent waiver of the same provision. c. Failure of either party to enforce any provision of this Agreement shall not constitute a waiver of the right to compel enforcement of the remaining provisions of this Agreement.
Section 26. SEVERABILITY
If any one or more of the sentences, clauses, paragraphs or sections contained herein is declared invalid, void or unenforceable by a court of competent jurisdiction, the same shall be deemed severable from the remainder of this Agreement and shall not affect, impair or invalidate any of the remaining sentences, clauses, paragraphs or sections contained herein.
Section 27. VENUE
All proceedings involving disputes over the terms, provisions, covenants or conditions contained in this Agreement and all proceedings involving any enforcement action related to this Agreement shall be initiated and conducted in the applicable court or forum in Riverside County, California.
Section 28. LITIGATION EXPENSES AND ATTORNEYS’ FEES
In the event any action, suit or proceeding is brought for the enforcement of, or the declaration of any right or obligation pursuant to this Agreement or as a result of any alleged breach of any provision of this Agreement, the prevailing party in such suit or proceeding shall be entitled to recover its costs and expenses, including reasonable attorney's fees, from the losing party, and any judgment or decree rendered in such a proceeding shall include an award thereof. In no instance shall the award of costs and expenses under this section exceed the actual costs and expenses of the City.
Item Number: 11.
Section 29. EXECUTION IN COUNTERPARTS
This Agreement may be executed in several counterparts, each of which shall constitute one and the same instrument and shall become binding upon the parties when at least a copy hereof shall have been signed by both parties hereto. Electronic and facsimile signatures shall be deemed the same as original signatures. In approving this Agreement, it shall not be necessary to produce or account for more than one such counterpart.
Section 30. PROHIBITED INTERESTS
Contractor maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Contractor, to solicit or secure this Agreement. Further, Contractor warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Contractor, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement.
For breach or violation of this warranty, the City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer, or employee of the City, during the term of his or her service with the City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
Section 31. EQUAL OPPORTUNITY EMPLOYMENT
Contractor represents that it is an equal opportunity employer and shall not discriminate against any subcontractor, employee, or applicant (“person”) for employment because of race; denial of family and medical care leave; religious creed (including religious dress and grooming practices); color; national origin (including language use restrictions); ancestry; physical disability or mental disability (including HIV and AIDS); medical condition (cancer and genetic characteristics); genetic information; military or veteran status; marital status; gender, gender identity, and gender expression; sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding); age or sexual orientation. Unless otherwise permitted under the law, Contractor shall not refuse to hire or employ any such person or refuse to select any such person for a training program leading to employment, or bar or discharge any such person from employment or from a training program leading to employment, or otherwise discriminate against any such person in compensation or in terms, conditions, or privileges of employment.
Section 32. TIME OF THE ESSENCE
Time is of the essence in the performance of this Agreement.
Item Number: 11.
Section 33. PRINCIPAL REPRESENTATIVES
a. Adam Levy, shall be Contractor's Principal Representative and the person responsible for undertaking, managing and supervising the performance of all of the Services for this Agreement. Contractor's Principal Representative's experience, knowledge, capability and reputation were a substantial inducement for the City to enter into this Agreement, and as such, for the purposes of performing the Services, the duties of Contractor's Principal Representative shall not be reassigned, without the express written consent of both parties.
b. Roberta Crncic, shall be the Principal Representative of the City for purposes of communicating with Contractor on any matter associated with the performance of the services set forth in this Agreement.
Section 34. NON-LIABILITY OF CITY’S OFFICERS AND EMPLOYEES No officer or employee of the City shall be personally liable to Contractor, or any successor in interest, in the event of any default or breach by the City or for any amount which may become due to Contractor or to its successor, or for any breach of any obligation of the terms of this Agreement.
Section 35. INTERPRETATION
This Agreement shall not be interpreted against either party on the grounds that one of the parties was solely responsible for preparing it or caused it to be prepared as both parties were involved in drafting it.
Section 36. PROTECTION AND CORRECTION OF WORK
a. Contractor shall adopt reasonable methods during the life of the Agreement to furnish continuous protection to the work performed by Contractor, and the equipment, materials, papers and other components thereof to prevent losses or damages. b. The performance of services by Contractor shall not relieve Contractor from any obligation to correct any incomplete, inaccurate or defective work at no further cost to the City, when such inaccuracies are due to the fault of Contractor.
Section 37. CAPTIONS AND HEADINGS
The captions and headings contained in this Agreement are provided for identification purposes only and shall not be interpreted to limit or define the content of the provisions described under the respective caption or heading.
Section 38. GOVERNING LAW
The validity of this Agreement and any of its terms or provisions, as well as the rights and duties of the parties under this Agreement, shall be construed pursuant to and in accordance with California law.
Item Number: 11.
Section 39. CUMULATIVE REMEDIES
Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative and the exercise by either party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other party.
Section 40. NO THIRD PARTY BENEFICIARIES
The parties do not intend the benefits of this Agreement to inure to any third party, nor shall any provision of this Agreement be so construed.
Section 41. OTHER GOVERNMENTAL REGULATIONS
To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Contractor and any subcontractors shall comply with all applicable rules and regulations to which City is bound by the terms of such fiscal assistance program.
Section 42. REPRESENTATIONS OF PARTIES AND PERSONS
EXECUTING AGREEMENT
a. Each of the parties to this Agreement hereby represents that all necessary and appropriate actions of their governing bodies have been taken to make this Agreement a binding obligation of each of the parties hereto. b. The persons executing this Agreement warrant that they are duly authorized to execute this Agreement on behalf of and bind the parties each purports to represent.
Section 43. SUCCESSORS AND ASSIGNS
The provisions of this Agreement shall inure to the benefit of and shall apply to and bind the successors and assigns of the parties hereto.
Section 44. SURVIVAL
All obligations arising prior to any termination of this Agreement and all provisions of this Agreement allocating liability between the City and Contractor shall survive any such termination.
Section 45. USE OF RECYCLED PRODUCTS
Contractor shall prepare and submit all reports, written studies and other printed material on recycled paper to the extent it is available at equal or less cost than virgin paper.
Item Number: 11.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed as of the date first written above.
CITY OF DESERT HOT SPRINGS
_____________________________
Roberta Crncic, Recreation and
Community Services Director
_____________________________
Doria Wilms, City Manager
ATTEST:
_____________________________
Jerryl Soriano, City Clerk
APPROVED AS TO FORM:
_____________________________
Jennifer Mizrahi, City Attorney
_____________________________
_____________________________
Adam Levy, Owner/Executive Producer
N:\DHSO\0001-01 General\Doc\6051
Item Number: 11.
EXHIBIT “A”
SCOPE OF SERVICES
Take Five Entertainment (“Contractor”) shall provide professional event production, entertainment, marketing, coordination, and event management services for the City of Desert Hot Springs (“City”) for the Desert Nights on the BLVD. concert series from October 2026 through September 2027. Services shall include twelve (12) monthly headline concerts, five (5) live local band performances, and monthly marketing and promotional services.
1. PRODUCTION – SOUND, STAGE, LIGHTING & VIDEO
Contractor shall provide complete production services for each of the twelve (12) monthly headline concerts, including equipment, transportation, delivery, load-in, setup, sound check, operation, show technicians, production management, breakdown, and load-out.
Production equipment and services shall include, at a minimum:
28’ x 20’ x 3’ stage
8’ x 8’ x 2’ drum riser
FBT Muse Line Array Speakers – six (6) 1,200-watt line array speakers FBT Dual 18” Subwoofers – four (4) 2x18” 2,000-watt powered subwoofers FBT 12” Stage Monitors – four (4) FBT Ventis 112MA active monitors Midas M32 digital sound board with 40 inputs and 16 outputs Shure microphone package, including instrument, vocal, drum, and condenser microphones
12” x 12” aluminum box truss
Twelve (12) LED light bars
Eight (8) ADJ Focus Spot 4Z moving head spotlights or equivalent Moving head beam lighting
40-channel power distribution system
30KVA generator providing 30,000-watt, 120/208V, three-phase service 16’ x 9’ HD LED video wall, 3mm or equivalent
All necessary cables, rigging, connectors, and related production equipment Qualified sound, lighting, video, stage, and production technicians as necessary Contractor shall coordinate production requirements with each scheduled performer and ensure all equipment is operational and ready prior to the start of each event.
2. HEADLINE ENTERTAINMENT
Contractor shall coordinate and provide entertainment for each of the twelve (12) monthly headline concerts. Services shall include:
Booking and coordination of professional tribute bands, cover bands, nationally touring artists, or other entertainment approved by the City Talent and booking fees
Performer transportation
Pre-production and entertainment coordination
Coordination of performer schedules, technical requirements, arrival times, sound checks, and performance times
Communication with performers regarding event logistics Item Number: 11.
Event-day entertainment management
All proposed entertainment shall be subject to artist availability and final approval by the City.
3. LIVE LOCAL BAND PERFORMANCES
Contractor shall provide and coordinate five (5) live local band performances during the contract term. The local band performances are intended to provide opportunities for local artists. The City’s proposed program includes five local band performances between October and March.
Services shall include:
Identification and booking of local bands
Coordination with the City regarding band selection
Talent and booking fees
Communication and coordination with performers
Coordination of performance schedules and event logistics Coordination of technical and production requirements Event-day artist coordination and management
All local bands shall be subject to final approval by the City.
4. MARKETING & PROMOTIONAL SERVICES
Contractor will provide ongoing marketing and promotional services for Desert Nights on the BLVD. throughout the twelve-month contract period.
Services shall include:
Monthly digital advertising and promotion of Desert Nights on the BLVD. Promotion of upcoming concerts, local band performances, and event activities Coordination with City staff regarding event information, entertainment announcements, and promotional schedules
Use of artist-provided promotional materials, photographs, videos, and media kits when available
Digital and social media promotion designed to increase awareness and attendance
Promotion targeted at residents and visitors within Desert Hot Springs and the surrounding region
Coordination of promotional messaging with the City prior to publication, as requested
Timely promotion of each event in advance of the scheduled event date All marketing materials identifying the City or Desert Nights on the BLVD. shall be subject to City review and approval prior to publication or distribution.
5. LAWN GAMES & FAMILY ACTIVITIES
Contractor shall provide and coordinate lawn games and/or family-friendly activities for headline concerts, as appropriate to the event theme. Contractor shall coordinate setup, operation, supervision, and breakdown of Contractor-provided activities and ensure activities are maintained in a safe and professional manner.
6. EVENT COORDINATION & MANAGEMENT
Item Number: 11.
Contractor shall provide overall coordination and management of the services included under this Agreement and shall:
Coordinate regularly with designated City staff
Participate in pre-event planning meetings as requested Develop and maintain production and entertainment schedules Coordinate load-in, setup, sound check, performances, breakdown, and load-out Provide an on-site representative responsible for Contractor operations Coordinate Contractor staff, performers, technicians, vendors, and activities Immediately communicate significant production, entertainment, vendor, or scheduling issues to City staff
Coordinate talent booking, production, staging, sound, lighting, technical crews, and show management in cooperation with City staff
Ensure Contractor equipment and materials are removed following each event Compensation for the services provided under this Scope of Services shall be as follows:
Twelve (12) Headline Concerts
$11,000 per concert × 12 = $132,000
Monthly Marketing & Promotional Services
$500 per month × 12 months = $6,000
Five (5) Live Local Band Performances
$1,320 per event × 5 = $6,600
Item Number: 11.
SR-26-206
City of Desert Hot Springs
City Council
AGENDA ITEM REPORT
To:
Date: September 15, 2026
Department: Administrative Services
Prepared by: Geoffrey Buchheim, Administrative Services Director Subject: Pension Liability and Surplus Allocation Policy RECOMMENDATION:
1) Adopt a resolution of the City Council of the City of Desert Hot Springs adopting the Pension Liability and Surplus Allocation Policy; and
2) Authorize a transfer in the amount of $155,302 from the General Fund fund balance to the City’s Section 115 Trust with Public Agency Retirement Services (PARS) BACKGROUND:
The City participates in the California Public Employees Retirement System (CalPERS) to provide retirement benefits to its employees and officials. After many years of low-interest rate earnings, most agencies with CalPERS have an unfunded actuarial liability (UAL). An UAL happens when a plan’s retirement liabilities to its current and retired employees exceeds the plan’s actual assets which is also referred to as a Net Pension Liability. CalPERS creates actuarial reports on the City’s retirement plans on an annual basis. The actuarial reports show the net pension liabilities for both the City’s Miscellaneous and Safety plans. The total pension liability, assets, and net liabilities for the last 2 years are shown in the chart below.
Item Number: 12.
SR-26-206
As of June 30, 2025, the City’s net pension liability is over $15.8 million, and the funding ratio sits at 75%.
DISCUSSION:
On February 18, 2025, the City Council approved the establishment of a Section 115 Trust account with PARS. A Section 115 Trust is an irrevocable account to be used for pension related expenses or to pay down the UAL. Since the establishment of the account, staff has created the Pension Liability and Surplus Allocation Policy to start funding the account. For every year the General Fund has an operating surplus, 20% of that surplus will be transferred to the Section 115 Trust. The calculation of the deposit will occur after the year-end financial statement has been audited and accepted by City Council. Once accepted, the City will transfer the funds to the trust within 30 days. If the General Fund does not have a surplus at year-end, the transfer will not occur.
Other Provisions
Once the balance of the trust is at least 75% of the UAL of the most recent audited financial report, the City may use the funds in the trust for certain pension-related expenses. If the CalPERS employer contribution rate increases by over 3% year over year, the City would be able to use the funds in the trust to smooth the budgetary impact. City Council may also be able to direct PARS to send a lump-sum payment to CalPERS to immediately reduce the UAL. The automatic transfer may be temporarily suspended if the City Council declares a local fiscal emergency, the City’s total CalPERS plans funded ratio reaches 100% of more, or if the unassigned portion of the General Fund balance goes below $0.
Fiscal Year 2024-2025 Results
For Fiscal Year 2024-2025, the General Fund had a $776,511 operating surplus per the audited financial statements. At 20%, the transfer to the trust account would be $155,302. Staff is requesting to transfer $155,302 from the General Fund fund balance to the pension trust account.
FISCAL IMPACT:
The first deposit will reduce the $8,275,000 fund balance at 6/30/2025 in the General Fund by $155,000. Any future additions to the fund balance for the General Fund from operational surpluses will be reduced by 20% to be deposited into the pension trust.
STRATEGIC ALIGNMENT:
This initiative supports the following goals of the City's Strategic Plan:
Goal 11: Financial and Operations
Continue to provide fiscally sound operations via the ongoing evaluation of city processes and operational needs to maximize efficiency, streamline processes and eliminate bureaucracy, when possible, to deliver outstanding customer service and professionalism in all interactions with residents and the public.
ATTACHMENTS:
Pension Funding and Surplus Allocation Policy Resolution and Attachment Item Number: 12.
RESOLUTION NO. ___
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DESERT HOT SPRINGS,
CALIFORNIA, ADOPTING THE PENSION LIABILITY AND SURPLUS ALLOCATION POLICY
WHEREAS, the City of Desert Hot Springs participates in retirement benefits through the California Public Employees’ Retirement System (CalPERS); and WHEREAS, the retirement plans of most agencies in CalPERS, include Desert Hot Springs, has an unfunded actuarial liability (UAL) in which the plan’s liabilities exceeds the plan’s assets; and
WHEREAS, the City has created an IRS Section 115 Trust with Public Agency Retirement Services (PARS) to accumulate funding for pension obligations and mitigating changes in CalPERS employer contribution rates; and WHEREAS, the City has developed the attached policy to fund the UAL from annual surplus allocations; and
WHEREAS, the City Council deems this resolution in the best interest of the City.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DESERT HOT SPRINGS DOES HEREBY RESOLVE AS FOLLOWS:
Section 1. Recitals.
That the Recitals set forth above are true and correct and are hereby incorporated herein by this reference.
Section 2. Adoption.
That, by adoption of this Resolution, the City Council of the City of Desert Hot Springs will adopt the Pension Liability and Surplus Allocation Policy (Attachment A); and
Section 3. Certification.
That the City Clerk shall certify to the passage and adoption of this resolution, enter the same in Section 4. Severability.
That if any provision, section, paragraph, sentence or word of this Resolution be rendered or declared invalid by any final court action in a court of competent jurisdiction or by reason of any preemptive legislation, the remaining provisions, sections, paragraphs, sentences or words of this Resolution as hereby adopted shall remain in Item Number: 12.
full force and effect.
Section 5. Repeal of Conflicting Provisions.
That all the provisions heretofore adopted by the City Council that are in conflict with the provisions of this Resolution are hereby repealed.
Section 6. Effective Date.
That this Resolution shall take effect upon its adoption. [REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK]
Item Number: 12.
PASSED AND ADOPTED by the City Council of the City of Desert Hot Springs at a regular meeting held on the 16th day of September 2026 by the following vote:
AYES, and in favor thereof, Council members:
NAYS, Council members:
ABSENT, Council members:
ABSTAINING, Council members:
ATTEST: APPROVED:
_________________________________ _____________________ Jerryl Soriano, CMC City Clerk Scott Matas, Mayor
APPROVED AS TO FORM:
_________________________________
Jennifer A. Mizrahi, City Attorney
Item Number: 12.
ATTACHMENT A
POLICY: Pension Liability Funding and Surplus Allocation (PARS Section 115 Trust) Policy I. GENERAL POLICY
A. PURPOSE
This policy establishes a formal fiscal mechanism to address the City’s CalPERS Unfunded Actuarial Liability (UAL). By systematically setting aside a portion of annual operating surpluses into a dedicated Public Agency Retirement Services (PARS) Section 115 Trust, the agency aims to stabilize future employer contribution rates, capture diversified investment yields, and improve long-term financial sustainability.
B. OPERATING CRITERIA
1. The City shall maintain an IRS Section 115 Pension Prefunding Trust administered by the Public Agency Retirement Services (PARS) for the sole purpose of prefunding pension obligations and mitigating CalPERS rate volatility
2. Upon completion of the annual financial audit and determination of the final yearend balance, 20% of any realized annual operating surplus in the General Fund shall be automatically transferred from the General Fund into the PARS Section 115 Trust.
3. The 20% allocation must be calculated following the acceptance of the annual audited financial statement by the City Council. The physical transfer of fund to PARS must occur within 30 days of the audited financial statement acceptance.
The funds transferred to PARS will be invested according to the investment policy approved by the City Council.
4. In compliance with federal and state laws, all funds transferred to the Section 115 Trust will be irrevocable. The funds may only be utilized to make direct payments to CalPERS for pay-downs, pay ongoing normal pension costs, or reimburse the City for eligible pension expenditures. They cannot be returned to the General Fund for non-pension operational purposes.
C. DISBURSEMENT GUIDELINES
Once the funds accumulated in the PARS Section 115 Trust reach 75% of the UAL of the most recent audited annual financial report, they may be drawn down or transferred directly to CalPERS under the following conditions:
1. When the City’s required CalPERS employer contribution rate increases by more than 3% year-over-year, the trust funds may be used to smooth the budgetary impact.
2. The City Council may direct PARS to send a lump-sum Additional Discretional Payment directly to CalPERS to lower the UAL.
3. The City Manager and Administrative Director or Finance Director shall have administrative authority to request disbursements from PARS.
D. EXEMPTIONS
The automatic 20% transfer can be temporarily suspended or reduced for a given fiscal year only if one or more of the following conditions are met.
Item Number: 12.
1. The City Council officially declares a local fiscal emergency due to severe economic downturn, natural disaster, or unprecedented revenue shortfall.
2. The City’s CalPERS total plan (Miscellaneous and Safety combined) funded ratio reaches or exceeds 100%, as documented in the most recent CalPERS Annual Actuarial Valuation reports.
3. The General Fund’s unassigned fund balance goes below $0.
II. DEFINITIONS
1. Annual Operating Surplus: An operating surplus exists when actual General Fund revenues exceed actual General Fund expenditures at the close of the fiscal year, after satisfying all statutory obligations, year-end encumbrances, and budget commitments as determined in each year’s audited annual financial report.
2. PARS Section 115 Trust: An irrevocable trust program designed specifically for California public agencies to safely pool or individually invest funds exclusively for pension obligations, operating under IRS guideline.
3. CalPERS Unfunded Actuarial Liability (UAL): The difference between the City’s pension plan’s accrued liabilities (the estimated cost of benefits already encumbered to current and retired employees) and the actual value of its assets.
Item Number: 12.
SR-26-207
City of Desert Hot Springs
City Council
AGENDA ITEM REPORT
To: City Council
Date: September 15, 2026
Department: City Clerk
Prepared by: Jerryl Soriano, City Clerk
Subject: Resolution Adopting a Records Retention Schedule RECOMMENDATION:
Adopt a Resolution of the City Council of the City of Desert Hot Springs, California, adopting a Records Retention Schedule, authorizing destruction of certain city records and rescinding Resolution 2017-098.
BACKGROUND:
The City is updating its records management program and records retention schedules to improve operational efficiency, reduce storage-related costs, eliminate duplicative recordkeeping, and align City practices with current technology and applicable law. Adoption of the proposed resolution and retention schedules will provide clear, consistent standards for the creation, maintenance, preservation, and lawful disposition of City records.
The City engaged Gladwell Governmental Services, Inc., an expert in local government records, to upgrade its records management program. An upgrade in the existing program was necessary to reduce current and future records storage costs, eliminate duplication of effort, increase efficiency and take advantage of current technology and changes in law.
DISCUSSION:
The upgrade of the current records management systems are driven by many factors, including:
Very limited space in City facilities
Many departments are filing and storing copies of the same records Desert Hot Springs produces and manages many permanent records Escalating records storage expenses
Technology advancements
Changes in law
The purpose of the program is to apply efficient and economical methods to the creation, utilization, maintenance, retention, preservation and disposal of all records managed by the City.
The retention periods are in compliance with all laws and are standard business practice for California cities.
Item Number: 13.
SR-26-207
The new retention schedules were written interactively with representatives from all departments participating in the project. They provide clear, specific records descriptions and retention periods, and apply current law and technology to the management of City records. By identifying which department is responsible for maintaining the original record, and by establishing clear retention periods for different categories of records, Desert Hot Springs will realize significant savings in labor costs, storage costs, free filing cabinet and office space, and realize operational efficiencies.
It is standard business practice for California cities to authorize the routine destruction of records that have exceeded their adopted retention period, upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, which is provided in Section 2 of the resolution. This will reduce costs and improve efficiency for the City.
It is also standard business practice for California cities to authorize updates to the schedule without further action of the City Council, which is provided in Section 3.
The approval forms are retained by the City Clerk’s office, and are accessible to the public or any Council Member that has an interest in what records retention policies where changed and the underlying law that necessitated the change.
This will reduce costs and improve efficiency for the City.
FISCAL IMPACT:
Desert Hot Springs will realize significant savings both in labor and storage expenses; including the avoidance of future storage and/or construction costs.
STRATEGIC ALIGNMENT:
This initiative supports the following goals of the City's Strategic Plan:
Goal 11: Financial and Operations
Continue to provide fiscally sound operations via the ongoing evaluation of city processes and operational needs to maximize efficiency, streamline processes and eliminate bureaucracy, when possible, to deliver outstanding customer service and professionalism in all interactions with residents and the public.
ATTACHMENTS:
1) Resolution Adopting a Records Retention Schedule
2) Records Retention Schedules
Item Number: 13.
RESOLUTION NO. 2026-______
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DESERT
HOT SPRINGS, CALIFORNIA, ADOPTING A RECORDS RETENTION
SCHEDULE, AUTHORIZING DESTRUCTION OF CERTAIN CITY
RECORDS AND RESCINDING RESOLUTION 2017-098
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Desert Hot Springs; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the City of Desert Hot Springs previously adopted Resolution No. 2017-098, approving Records Retention Schedules;
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DESERT HOT SPRINGS DOES RESOLVE AS FOLLOWS:
Section 1. That Resolution No. 2017-098 is hereby repealed.
Section 2. That the records of the City of Desert Hot Springs, as set forth in the Records Retention Schedule Exhibit A, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said schedule upon the request of the Department Head and with the consent in writing of the Department Head, City Clerk and City Attorney, without further action by the City Council of the City of Desert Hot Springs.
Section 3: That the updates are hereby authorized to be made to the Records Retention Schedule, without any further action by the City Council, with the consent of the Department Head, City Clerk, City Attorney and City Manager.
Section 4. That the term “records” as used herein shall include documents, instructions, books, microforms, electronic files, magnetic tape, optical media, or papers; as defined by the California Public Records Act.
Section 5. That the City Clerk shall certify to the passage and adoption of this resolution and enter it into the book of original resolutions.
Section 6. That this resolution shall become effective immediately upon its passage
PASSED AND ADOPTED by the City Council of the City of Desert Hot Springs, California, at a regular meeting held on the 15th day of September 2026, by the following vote:
Item Number: 13.
AYES:
NOES:
ABSTAIN:
ABSENT:
________________________________
ATTEST: Scott Matas, Mayor
________________________________
Jerryl Soriano, City Clerk
APPROVED AS TO FORM:
________________________________
Jennifer A. Mizrahi, City Attorney
Item Number: 13.
EXHIBIT “A”
RECORDS RETENTION SCHEDULE
Item Number: 13.
HOW TO USE RETENTION SCHEDULES
©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission A legend explaining the information presented in the retention schedule; please read this for an explanation of every column.
The specified retention period applies regardless of the media of the record: If a record is stored on paper and electronic format (a computer file on a hard drive), all electronic and paper records should be destroyed (or deleted / erased) after the specified period of time has elapsed and authorization to destroy has been obtained.
Copies or duplicates of records should never be retained longer than the prescribed period for the official (original) record, and drafts and copies should be destroyed as soon as they are no longer required.
The term “records” shall include all records as defined by the California Public Records Act.
STRUCTURE: CITY-WIDE, DEPARTMENTS & DIVISIONS
The City-wide retention schedule includes those records all departments have in common (e-mails, letters, memorandums, purchase orders, etc.). These records are NOT repeated in the Department retention schedule, unless that department is the Office of Record.
Each department has a separate retention schedule that describes the records that are unique to their department, or for which they are the Office of Record. The department retention schedules may be organized by Division within that Department. If a record is not listed in your department retention schedule, refer to the City-wide retention schedule, or look in the index to the schedules (provided after approval.)
BENEFITS
This retention schedule has been developed by Diane R. Gladwell, MMC, an expert in Municipal Government records, and will provide the City with the following benefits:
• Reduce administrative expenses, expedite procedures
• Free office space and computer storage space
• Reduce the cost of records storage – paper and electronic • Eliminate duplication of effort within the City
• Find records faster
• Determine what media should be used to store records
AUTHORIZATION TO DESTROY RECORDS (Paper or Electronic Records):
Destruction or deletion of an official (original) record that has exceeded its retention period (and has SUBSTANTIVE CONTENT) must be authorized prior to destruction or deletion. • If there is a minimum retention (“Minimum 2 years"), the destruction / deletion must be authorized before it is destroyed, as it is an official (original) record.
Copies, drafts, notes and non-records (or originals that do NOT have SUBSTANTIVE CONTENT) do NOT require authorization, and can be destroyed “When No Longer Required.” If there is NOT a minimum retention ("When No Longer Required"), it does NOT need to be authorized prior to destruction, as it is a preliminary draft, copy, or the Content is NOT Substantive.
On every page of the schedules (near the top, just under the column headings) are important instructions, including instructions regarding holds on destroying records. “Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or resolution).”
Item Number: 13.
RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the Official (original or “record copy”) record for its retention period, then authorizes destruction.
Usually, it is the department that originates the record. The official (original) record may be the paper / hard copy version of the record; however the electronic record may be the official (original) record. See the “Destroy Paper after Imaged & QC’d” below for the Legal Requirements for the electronic record to be the official (original) record.
Records Description: The record series (a group of like records).
Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.
Retention/Disposition: Active (guideline): How long the file remains in the immediate office area Inactive (guideline): How long the file is in off-site storage, stored electronically in accordance with law (see below) Total Retention: The total number of years the record is retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.
P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated and certain data may require minimum retention.
Vital? = Those records that are needed for basic operations in the event of a disaster.
Media Options (guideline) terms used in State law: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper, Mylar, Linen, “Hard Copy”
OD = Optical Disk or other Unalterable Media which does not allow changes Scan / Import (guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record was microfilmed
Destroy Paper after Imaged & QC’d (quality checked) / Trustworthy Electronic Record: “Yes” means the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format) IF (these are the legal requirements for the electronic record to serve as the official (original) record) the electronic record is also placed on Unalterable Media, Immutable Cloud Media, Optical Disk (OD), DVD-R, CD-R, Blue-ray-R, or WORM, or microfilmed) which is stored in a safe & separate location.
Employees are required to Quality Check (“QC’d”) both the images and the indexes, and ensure the electronic record contains all significant details from the original and be an adequate substitute for the original document for all purposes; other legal mandates may apply.
Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)
Item Number: 13.
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CW-001
Affidavits of Publications / Affidavits of Posting
Notices / Legal Advertising / Notices / Proofs
of Publications / Public Hearing Notices
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
Statute of Limitations for some Municipal
Government actions is 3 - 6 months;
CCP§335 et seq; GC §§34090,
65009(c)(1)
Lead Dept.
(Managing the
Agreement /
Contract)
CW-002
Agreements / Contracts: ADMINISTRATION
(WITH Grant Funding)
(Project Administration, Insurance Certificates,
Certified Payrolls, Project Schedules, RFP -
Request for Proposal / Successful Proposal,
etc.)
City Clerk retains all Originals (always sent the
original to the City Clerk)
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
Some grant funding agencies require
audits; Statute of Limitations for Errors &
Omissions is 10 years; Statute of
Limitations: Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., 2 CFR 200.334; 24 CFR
91.105(h), 92.505, & 570.502(b), GC
§34090
Lead Dept.
(Managing the
Agreement /
Contract)
CW-003
Agreements / Contracts: ADMINISTRATION
(WITHOUT Grant Funding)
(Project Administration, Insurance Certificates,
Certified Payrolls, Project Schedules, RFP -
Request for Proposal / Successful Proposal,
etc.)
City Clerk retains all Originals (always sent the
original to the City Clerk)
Completion +
10 years
Yes: Before
Completion
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
City preference; Covers E&O Statute of
Limitations; Statute of Limitations:
Contracts & Spec's=4 years,
Developers=comp. + 10 years; CCP §337
et. seq., GC §34090
CITY-WIDE (Used by ALL Departments)
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept. CITY-WIDE (Used by ALL Departments)
(Managing the
Agreement /
Contract)
OR
Admin.
Services /
Purchasing
CW-004
Agreements / Contracts:
UNSUCCESSFUL BIDS, PROPOSALS /
RESPONSES to RFPs (Request for
Proposals) / RFQs (Request for Qualifications)
that don't result in a contract
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept. CW-005
Boards, Commissions, / Committees: External
Organizations / Regional Boards /
Commissions - Agendas, Minutes,
Resolutions, / other documents
(e.g. County Board of Supervisors)
When No
Longer
Required
Mag,
Ppr Non-records
Staffing Dept. CW-006
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
AGENDAS / STAFF REPORTS
Minimum 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD Department Preference; GC §34090
City Clerk CW-007
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
MINUTES
Send Originals to the City Clerk
Copies -
When No
Longer
Required
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
All original Minutes for Advisory Bodies
are sent to the City Clerk; GC §34090.7
Staffing Dept. CW-008
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes
2 years Mag Department preference; Audio Required
for 30 days; GC §54953.5(b)
Staffing Dept. CW-009
Boards, Committees, Commissions, Advisory
Bodies: Citizen Advisory Created by the City
Council
Recordings - VIDEO RECORDINGS of
Meetings / Video Recordings
Minimum 4
years
Mag
Department preference; video recordings
of meetings are required for 90 days; GC
§34090.7
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Staffing Dept. CW-010
Committees: Employee Committees,
Employee Staff Meetings / Department Staff
Meetings
AGENDAS / MINUTES (if agendas or minutes
were created) (If agendas or minutes are
created)
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090 et seq.
Staffing Dept. CW-011
Committees: Subcommittees of the City
Council (Ad-Hoc / Standing Committees)
AGENDAS / MINUTES
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
All actions are made by the City Council;
GC §34090
Lead
(Responding)
Dept.
CW-012
Complaints / Concerns Database / CRM
Database / Neighborhood Connections
(Excludes Police Officers)
Minimum 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
City preference; Claims must be filed in 6
months; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Lead Dept. CW-013 Copies / duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-014
Correspondence - ROUTINE
(IF CONTENT relates in a SUBSTANTIVE
way to the conduct of the public's business)
(e.g. e-mail / email with SUBSTANTIVE
content, Letters, Memorandums, Administrative
Files, Press Releases, Media Releases, etc.)
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose v.
Superior Court (2017). GC §34090
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Dept. that
Authors
Document
or
Receives the
City's Original
Document
CW-015
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency /
Intraagency Memoranda NOT retained in the
ordinary course of business
Content NOT Substantive, / NOT made /
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail / email,
social media posting, employee directories,
flyers, invitations, instant messaging,
inventories, logs, mailing lists, meeting room
registrations, PowerPoint presentations,
speaker cards, speech notes, Teams staff
videoconference chats, notes / recordings,
supply inventories, telephone messages, text
messages, transmittal letters, thank yous,
requests from other cities, preliminary notices
for construction projects, undeliverable
envelopes / returned mail, visitors logs, voice
mails, webpages, etc.)
When No
Longer
Required
Mag,
Ppr
Electronic and paper records are
categorized, filed and retained based
upon the CONTENT of the record.
Records where either the CONTENT
relates in a SUBSTANTIVE way to the
conduct of the public's business, or
ARE made or retained for the purpose of
preserving the informational content for
future reference are SAVED by placing
them in an electronic or paper (project)
file folder and retained for the
applicable retention period. If not
mentioned here, consult the City Attorney
to determine if a record is considered
transitory / preliminary draft. GC
§§34090, 7927.500, 7928.705.; 64 Ops.
Cal. Atty. Gen. 317 (1981)); City of San
Jose v. Superior Court (2017) 2 Cal.5th
608
Lead Dept. CW-016 Drafts / Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag,
Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a
draft. GC §§34090, 7927.500, 7928.705
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-017 GIS Database / Data / Layers (both City-wide / Specialized)
When No
Longer
Required
Yes Mag
The Lead Department should print out
historical documents (or save source
data) prior to replacing the data, if they
require the data or output for historical
purposes; Department Preference
(Preliminary documents); GC §34090 et
seq.
Lead Dept.
(Managing the
grant)
CW-018 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090
Lead Dept.
(Managing the
grant)
CW-019
Grants Administration / CDBG Administration
(Community Development Block Grant) /
Reimbursable Claims / FEMA Reimbursements
/ OES Reimbursements (SUCCESSFUL
Reports, other records required to pass the
funding agency's audit, if required)
Applications (successful), copy of grant
agreement, copies of invoices, program rules,
regulations / procedures, reports to grant
funding agencies, correspondence, audit
records, completion records
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
Meets auditing standards; Grants covered
by a Consolidated Action Plan are
required for 5 years; Uniform Admin.
Requirements for Grants to Local
Governments is 3 years from expenditure
report or final payment of grantee or
subgrantee; 2 CFR 200.334; 24 CFR
91.105(h), 92.505, 570.490, &
570.502(a&b), GC §34090
Lead Dept. CW-020 Newspaper Clippings
When No
Longer
Required
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
Human
Resources CW-021
Personnel Files (Department Copies)
Send all originals to Human Resources; may
exclude some Peace Officer records
Upon
Separation or
Transfer,
Send to
Human
Resources
Before
Annual
Evaluation
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
Originals are retained by Human
Resources; GC §34090.7
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-022 Personnel Files (Supervisor's Notes)
Shred After
Incorporation
into
Performance
Evaluation or
Documented
Discipline
Before
Annual
Evaluation
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
Notes maintained in a separate folder to
be incorporated into performance
evaluation, or to document progressive
discipline; GC §34090 et seq.
Lead Dept. CW-023 Photographs
When No
Longer
Required
Mag,
Ppr
Preliminary Drafts (retention is placed on
the final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §§34090, 7927.500
Lead Dept.
(Who Uses the
Vehicle)
CW-024
Pre-Trip Inspections / Vehicle Safety Checks /
Daily Vehicle Inspections / Daily Equipment
Checks
2 years Ppr GC §34090; 13 CCR 1234(c)
Lead Dept. CW-025
Prop. 218 (Property-based fees - Improvement
Districts: Notices / Mailing List
(Protest Letters / Ballots are tabulated by the
City Clerk)
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §53753(e)(2)
Lead Dept.
(Who Ordered
the Appraisal)
CW-026 Real Estate Appraisal Reports: Property NOT
purchased, Loans not funded, etc. 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
Not accessible to the public; GC
§§34090, 7928.705
Lead Dept.
(Who Ordered
the Appraisal)
CW-027 Real Estate Appraisal Reports: Purchased
Property, Funded Loans
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
Not accessible to the public until
purchase has been completed; meets
grant auditing requirements; 2 CFR
200.334; 24 CFR 91.105(h), &
570.502(b), GC §34090
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-028
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals / O&M
Manuals, Newsletters, Plans / Strategic Plans,
Plans (if not provided in the schedule),
Standard Operating Procedures (SOPs),
Studies, Reports (if not provided in the
schedule.): etc.: Produced by OUTSIDE
ORGANIZATIONS (League of California Cities,
Chamber of Commerce, etc.)
When No
Longer
Required
Mag,
Ppr Non-Records
Lead Dept. CW-029
Reference Materials: Internal Policies,
Procedures, Brochures, Flyers, Handbooks,
Manuals / O&M Manuals, Newsletters, Plans /
Strategic Plans, Plans (if not provided in the
schedule), Standard Operating Procedures
(SOPs), Studies, Reports (if not provided in the
schedule.): etc.: Produced by YOUR
Department
Minimum 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Lead Dept. CW-030
Reference Materials: Policies, Procedures,
Brochures, Flyers, Handbooks, Manuals / O&M
Manuals, Newsletters, Administrative Policies,
Plans / Strategic Plans, Plans (if not provided
in the schedule), Standard Operating
Procedures (SOPs), Studies, Reports (if not
provided in the schedule.): etc.: Produced by
OTHER Departments
When
Superseded
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD Copies; GC §34090.7
Lead Dept. CW-031 Reports, Studies (Historically significant - e.g., Zoning Studies) P
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
Administratively and Historically
significant, therefore retained
permanently; GC §34090
Lead Dept. CW-032 Reports, Studies (other than Historically significant - e.g. Annual Reports) 10 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC
§34090
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-033
Safety Data Sheet (SDS) / Material Safety Data
Sheet (MSDS) / Chemical Use Report Form /
records of the chemical / substance / agent,
where / when it was used
30 years
Mag,
Mfr,
OD, Ppr
S
Yes - After
QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; Claims can be made
for 30 years for toxic substance
exposures; 8 CCR 3204(d)(1)(B)(2 and
3), 29 CFR 1910.1020(d)(1)(i), GC §34090
Lead Dept. CW-034 Special Event Permits Expiration + 2
years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
Lead Dept. CW-035 Special Projects / Subject Files / Issue Files Minimum 2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
Lead Dept. CW-036 Subpoenas (appearance / duces tecum) 2 years Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
Department Preference; GC §34090 et
seq.
Lead Dept. CW-037
Surveys / Questionnaires (that the City issues).
If a summary of the data is compiled, the
survey forms are considered a draft / transitory
record, / can be destroyed as drafts (When No
Longer Required)
2 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD GC §34090
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS (Used by ALL Departments)
Page CW-9
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, claims, complaints, audits, public records act requests, and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY-WIDE (Used by ALL Departments)
Lead Dept. CW-038
Training Database / Training Certificates by
Employee
Required Information for all Employee Training
(if records are created):
Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualifications
Indefinite -
Minimum
Separation +
5 years
Yes
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
Data is interrelated; GC §34090 et seq.;
LC §§1198.5, LC §1198.5
Lead Dept.
(Providing the
Training)
CW-039
Training Presented by Staff - COURSE
RECORDS
(Attendance Rosters / Sign-in Sheets, Outlines
/ Materials; includes Ethics, Fiscal & Financial,
Harassment, Workplace Violence, Safety
Training, Tailgates)
5 years
Mag,
Mfr,
OD, Ppr
S / I Yes: After
QC & OD
Department preference; Meets OSHA
requirements; Ethics, Fiscal and
Financial, Fiscal & Financial, Harassment
& Workplace Violence Training is 5 years;
EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law
requires 4 years for personnel actions; 8
CCR §3203 et seq., 29 CFR
1627.3(b)(1)(ii), LC §6429(c); GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b), 53238.3(b) 53237.2(b);
53238.3(b), LC §6401.9(f), LC §§1198.5
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page FIN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ADMINISTRATIVE SERVICES / FINANCE / ADMINISTRATION
Admin.
Services /
Lead Division
FIN-001 Financial Services Database / ERP Database
(OpenGov)
Indefinite -
Minimum 5
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated;
26 CFR 31-6001-1; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12960,
34090
City Clerk FIN-002
Audit Reports / Annual Comprehensive
Financial Report (ACFR) / related Audit
Opinions
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Included in the City Council Agenda
Packet; GC §34090.7
Admin.
Services /
Finance /
Admin.
FIN-003 Audit Work Papers
Drafts -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (preliminary
drafts); GC §34090
Admin.
Services /
Finance /
Admin.
FIN-004 Audits - Single Audits / Transportation Audits / PERS Audit, FEMA / OES Audits, etc. 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (meets
municipal government auditing
standards); GC §34090
Admin.
Services /
Finance /
Admin.
FIN-005
Bonds: Labor / Materials, Performance Bonds,
Letters of Credit, Encroachment Permits,
Monitoring Bonds
Release of
Bond / Letter
of Credit
Yes Mag, Mfr,
OD, Ppr S / I No Security; GC §34090
City Clerk FIN-006 Budgets - Adopted / Final P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Included in the City Council Agenda
Packet; GC §34090.7
Admin.
Services /
Finance /
Admin.
FIN-007 Budgets - Preliminary, Backup Documents
Drafts -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary Drafts / Content Not
Substantive; GC §34090 et seq.
Admin.
Services /
Finance /
Admin.
FIN-008
Investments / Arbitrage / Bonds (Receipts /
Advisor Reports / Trade Tickets / LAIF (Local
Agency Investment Fund))
5 years Yes: Until
Maturity
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; FTC Reg's rely on "selfenforcement"; GC§§ 34090, 43900 DESERT HOT SPRINGS, CA ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page FIN-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk FIN-009 Treasurer's Reports
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Included in the City Council Agenda
Packet; GC §34090.7
ADMINISTRATIVE SERVICES / FINANCE / GENERAL ACCOUNTING
Admin.
Services /
Finance /
General
Accounting
FIN-010 1099's, 1096's, DE542 (California Report of
Independent Contractors) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; IRS: 4 years
after tax is due or paid (longer for
auditing & contractor delinquency); Ca.
FTB: 3 years; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090; 29
USC 436
Admin.
Services /
Finance /
General
Accounting
FIN-011
Accounts Payable / Invoices / Backup
(Includes Invoices, Purchase Orders, Travel
Expense Reimbursements, Warrant Request,
Vouchers, etc.)
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference to facilitate
grant audits; meets municipal
government auditing standards; GC
§34090
Admin.
Services /
Finance /
General
Accounting
FIN-012
Accounts Receivable / Revenue / Our Invoices
to Outside Entities: Insurance Companies,
Franchise Fees, DUI Billing, Tax Return /
Application for Transient Occupancy Tax
(TOT), Auctions of Surplus Property, Credit
Card Payment Receipts, Tenant Billing / Rent,
etc.
5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; (meets
municipal government auditing
standards); GC §34090
Admin.
Services /
Finance /
General
Accounting
FIN-013
Bank Statements, Investment Account
Statements, Bank Reconciliations, Wire
Transfers
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC §§34090,
26 CFR 31.6001-1
Admin.
Services /
Finance /
General
Accounting
FIN-014 Cash Receipts, Bank Deposits, Bank
Transmittal Advice, Cashier's Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §§34090,
26 CFR 31.6001-1
DESERT HOT SPRINGS, CA ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page FIN-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin.
Services /
Finance /
General
Accounting
FIN-015 Checks / Warrants (Cashed / Returned / NSF) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
Admin.
Services /
Finance /
General
Accounting
FIN-016 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; All tangible
property held by government agencies
escheats after 3 years; Statute of
Limitations is 1 year for seized
property; CCP §§340(d), 1519; GC
§34090
Admin.
Services /
Finance /
General
Accounting
FIN-017 Journal Entries / Journal Vouchers / Budget
Adjustments 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference to match
Accounts Payable; meets municipal
government auditing standards; Statute
of Limitations is 4 years; GC §34090,
CCP § 337
City Clerk FIN-018 Payment Register Report (Approved by City Council)
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Included in City Council Agenda
Packet; GC §34090.7
Admin.
Services /
Finance /
General
Accounting
FIN-019
Reports, Financial Reports Created by
Financial Software) General Ledgers
Subsidiary Ledgers, Reconciliations, Registers,
Transaction Histories, Balance Sheets, etc.
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Financial
system can re-create reports
accurately; GC §34090
Admin.
Services /
Finance /
General
Accounting
FIN-020
Reports: Annual State / Federal: State
Controller's Report, Local Government
Compensation Report, Gas Tax, MOE
(Maintenance of Effort) Report, Fixed Charge
Special Assessment Report, Public Self Insurer
Report (SIP Report), Street Report, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Meets auditing
standards; GC §34090
ADMINISTRATIVE SERVICES / FINANCE / PAYROLL
DESERT HOT SPRINGS, CA ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page FIN-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Human
Resources
AND Payroll
FIN-021 Payroll Database / ERP Database / Human
Resources Database (ADP)
Indefinite -
Minimum
Separation +
6 years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated;
may contain original Personnel
records; 26 CFR 31-6001-1; 29 CFR
1602.31 & 1627.3(b)(1), GC §§ 3105,
12946, 12960, 34090; 53237.2(b), LC
§1198.5
Admin.
Services /
Finance /
Payroll
FIN-022
1095-C, 1094-C (Employer-Provided Health
Insurance Offer / Coverage) / Transmittal
Form)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Instructions
state "Generally, keep copies of
information returns you filed with the
IRS or have the ability to reconstruct
the data for at least 3 years, from the
due date of the returns"; GC §34090
Admin.
Services /
Finance /
Payroll
FIN-023
CalPERS Reports, PARS Reports, Annual
Valuation Reports, Actuarial Valuation Reports,
Annual Employer Statements
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Most recent records are stored on
CalPERS website; Department
Preference; Retained to match other
auditing periods; GC §34090
Admin.
Services /
Finance /
Payroll
FIN-024 Checks / Warrant Register Report - Payroll
Only 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Admin.
Services /
Finance /
Payroll
FIN-025
DE-6, DE-7, DE-9 DE-43, W-3, / DE-166, 941
Forms, IRS 5500 Forms (Employee Benefit
Plans), PERS / FICA / Medicare Adjustments -
Quarterly Payroll Tax Returns / OASDI, Federal
Tax Deposits, Adjustments, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Admin.
Services /
Finance /
Payroll
FIN-026 Deferred Compensation (City Statements) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Produced by Deferred Comp. Provider;
GC §304090, 26 CFR 31.6001.1
Admin.
Services /
Finance /
Payroll
FIN-027 Garnishments, Child Support, Court Orders
regarding Employee Wages
Completion
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 DESERT HOT SPRINGS, CA ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 2.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / FINANCE Page FIN-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin.
Services /
Finance /
Payroll
FIN-028 Payroll Reports (includes Leave Registers,
time Transaction Reports, etc.) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; meets
municipal government auditing
standards; ; GC §34090
Admin.
Services /
Finance /
Payroll
FIN-029 PERS Statements 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Admin.
Services /
Finance /
Payroll
FIN-030 Time Cards / Time Sheets 5 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to facilitate
grant audits or claim reimbursements;
Meets auditing standards (audit + 4
years); IRS requires 4 years; Ca.
requires 2 yr min.; FTB keeps 3 years;
IRS Reg §31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29 CFR 516.5;
GC §34090; 8 CCR 11040.7(c); 29
CFR 516.5 & 516.6(c);
Admin.
Services /
Finance /
Payroll
FIN-031 W-2's 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; IRS: 4 yrs
after tax is due or paid; Ca. FTB: 3
years; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Admin.
Services /
Finance /
Payroll
FIN-032 W-4's
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
IRS Regulation 31-6001-1 four years
after the due date of such tax for the
return period to which the records
relate, or the date such tax is paid,
whichever is the later. GC §34090; 26
CFR 31.6001-1
DESERT HOT SPRINGS, CA ©1995 - 2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 1.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / INFORMATION TECHNOLOGY Page IT-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin.
Services /
Information
Technology
IT-001 Backups / Computer Disaster Recovery
Backups
When No
Longer
Required
Yes Mag.
Used for Disaster Recovery Purposes
Only; Considered a copy and can be
destroyed when no longer required; GC
§34090 et seq.
Admin.
Services /
Information
Technology
IT-002
Enterprise System Catalogue (Listing of
Enterprise-wide Software, posted on line -
SB 272)
When
Superseded Mag. GC §34090 et seq.
Admin.
Services /
Information
Technology
IT-003 Network Configuration Maps / Plans
When No
Longer
Required
Mag.
Preliminary documents not retained in the
ordinary course of business; GC §34090
et seq.
Admin.
Services /
Information
Technology
IT-004
UNALTERABLE MEDIA / IMMUTABLE
MEDIA (Cloud Immutable Backup) /
(WORM / DVD-r / CD-r / Blue Ray-R /
Optical Disk) / other unalterable media that
does not permit additions, deletions, /
changes
Follows
Retention of
Official
Electronic
Record
OD
For legal compliance for Trustworthy
Electronic Records (when the electronic
record serves as the official record); must
be stored in a "safe and separate
location"; GC 34090, 12168.7, EVC 1550,
2 CCR 22620 et seq.
ADMINISTRATIVE SERVICES / INFORMATION TECHNOLOGY
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 1.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Risk Management)
Page HR-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ADMINISTRATIVE SERVICES / HUMAN RESOURCES
Admin.
Services /
Human
Resources
HR-001 Human Resources Database / ERP
Database
Indefinite -
Minimum
Separation + 6
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated;
may contain original Personnel records; 26
CFR 31-6001-1; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; 53237.2(b), LC §1198.5
Admin.
Services /
Human
Resources
HR-002 Benefit Plan Documents (CalPERS, Dental,
Vision, etc.)
Duration of the
Contract + 6
years
Yes: For
Duration of
Contract
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
EEOC / ADEA (Age) requires 1 year after
benefit plan termination; Federal law
requires 6 years after filing date for
retirement; State Law requires 4 years
after personnel actions; 29 CFR
1627.3(b)(1)(2); 29 USC 1027; 28 CCR
1300.85.1; GC §34090
Admin.
Services /
Human
Resources
HR-003
California Civil Rights Department (CRD) /
Department of Fair Employment / Housing
(DFEH / EEOC) Claims / Harassment Claims
Final
Resolution + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match retention
for personnel files; All State and Federal
laws require retention until final disposition
of formal complaint; State requires 4 years
after "fully and finally disposed"; 2 CCR
11013(c); GC §§12946, 12960, 34090
Admin.
Services /
Human
Resources
HR-004
Classification / Reorganization Studies (for
employee classifications / department
structures)
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 12960, 34090
Admin.
Services /
Human
Resources
HR-005 Compensation Surveys / Studies Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Bureau of
National Affairs recommends 2 years for
all supplementary Personnel records;
Wage rate tables are 1 or 2 years; State
requires 2 years; 29 CFR 516.6(2), 29
CFR 1602.14, GC §§12946, 12960,
34090
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 1.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Risk Management)
Page HR-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin.
Services /
Human
Resources
HR-006 Contracts for Investigators (Employees Only)
Excludes Police
Completion +
5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Statute of
Limitations for contractual obligations is 4
years; CCP §§337. 337.1(a), 337.15, 343;
GC §34090
Admin.
Services /
Human
Resources
HR-007 DE-34 (California EDD Report of New
Employees) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns";
GC §34090
Admin.
Services /
Human
Resources
HR-008 Deferred Compensation (City Statements) 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Produced by Deferred Comp. Provider;
GC §304090, 26 CFR 31.6001.1
Admin.
Services /
Human
Resources
HR-009 DMV Pull Notices
When
Superseded
or
Upon
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Transitory or source records not retained
in the ordinary course of business; CHP
audits every 2 years; Bureau of National
Affairs recommends 2 years for all
supplementary Personnel records; GC
§34090
Admin.
Services /
Human
Resources
HR-010
EDD Claims / Forms (Employment
Development Department) / Unemployment
Claims
Close + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; meets municipal
government auditing standards; GC
§34090
Admin.
Services /
Human
Resources
HR-011 Employee Investigations
Final
Resolution + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years; statute of
limitations for EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; State Law
requires 4 years; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946, 12960, 34090;
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 1.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Risk Management)
Page HR-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin.
Services /
Human
Resources
HR-012 Grievances
Final
Resolution + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer,
selection, or discharge; 29 CFR 1602.31 &
1627.3(b)(1), GC §§ 3105, 12946, 12960,
34090; LC §1198.5; 26 CFR 31-6001-1;
53235.2(b); 53237.2(b)
Admin.
Services /
Human
Resources
HR-013 I-9s Separation + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Required for 1 year from termination or 3
years from hiring, whichever is later;
EEOC / FLSA / ADEA (Age) requires 3
years for "any other forms of employment
inquiry"; State Law requires 2 -3 years; 8
CFR 274a.2; 29 CFR 1627.3(b)(1); GC
§§12946, 12960, 34090
Admin.
Services /
Human
Resources
HR-014 Job Descriptions / Job Classification / Job
Specifications
Minimum
Superseded +
4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; State Law
requires 4 years from any Personnel
Action; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§12946, 12960, 34090;
Admin.
Services /
Human
Resources
HR-015 Labor Relations / Negotiation Notes Expiration of MOU + 1 year
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et
seq.
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 1.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Risk Management)
Page HR-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin.
Services /
Human
Resources
HR-016
Personnel Files - Employee File (Official
Personnel File)
Includes Application, Discipline, Evaluations,
Oath of Office, Policy Acknowledgements,,
PAF / Personnel Action Forms, Training
Certificates, etc.)
Separation + 6
years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; statute of
limitations for retirement benefits is 6
years from last action; State Law requires
4 years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion, demotion,
transfer, selection, or discharge; W-4s
are required four years after the due date
of such tax for the return period to which
the records relate, or the date such tax is
paid, whichever is the later. 26 CFR 31-
6001-1; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§ 3105, 12946, 12960, 34090;
53237.2(b), LC §1198.5
Admin.
Services /
Human
Resources
HR-017
Personnel Files - Medical File / Long Term /
Short Term Disability Claims
Medical Records, Pre-Employment Medical
Clearance; ADA Accommodations, Fit for
Duty, Respiratory Fit Tests, etc.
Separation +
30 years; OR
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Medical Files for all employees are
required to be maintained at least the
duration of employment plus thirty (30)
years; Files maintained separately; Claims
can be made for 30 years for toxic
substance exposure; 8 CCR §3204(d)(1)
et seq., 8 CCR 5144, 8 CCR 15400.2; 29
CFR 1910.1020(d)(1)(i), GC §§12946,
12960, 34090
Admin.
Services /
Human
Resources
HR-018 Recruitment / NeoGov Database 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department preference to allow for
successful selection and hiring;; State Law
requires 4 years for employment actions;
EEOC / FLSA / ADEA (Age) requires 1-3
years; 29 CFR 1627.3(b)(1), 29 CFR
1602.14 et seq.2 CCR 11013(c); GC
§§12946, 12960, 34090
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 1.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Risk Management)
Page HR-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin.
Services /
Human
Resources
HR-019
Recruitment / Testing File
Includes Advertisements, Applications for
Unsuccessful Candidates, Backgrounds for
unsuccessful candidates, Interview Notes,
Job Brochures, Test Data, Testing Analysis /
statistical Metric, Job Analysis, Rating
Sheets, Scantrons, Background Checks, etc.
Expiration of
Eligibility List
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
State Law requires 4 years for
employment actions; EEOC / FLSA /
ADEA (Age) requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14 et seq.2
CCR 11013(c); GC §§12946, 12960,
34090
Admin.
Services /
Human
Resources
HR-020
Verification of Employment from outside
companies / Employment Verifications from
outside companies (for employee car
purchases, etc.)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Content Not Substantive; does not pertain
to the conduct of City business; City of
San Jose v. Superior Court (2017) 2
Cal.5th 608; GC §34090
Admin.
Services /
Human
Resources
HR-021
Workers Compensation Claims (Includes all
Accident, Incident, / Injury Reports from
Employees)
Separation +
30 years; OR
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090
Admin.
Services /
Human
Resources
HR-022
Volunteer / Unpaid Intern Applications /
Agreements - Unsuccessful / Pending
Applicants
3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Courts may treat volunteers as employees
in some actions; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960,
34090
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 1.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Risk Management)
Page HR-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin.
Services /
Human
Resources
HR-023
Volunteer / Unpaid Intern Applications /
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Courts may treat volunteers as employees
in some actions; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 2 -3 years; retirement
benefits is 6 years from last action; 29
CFR 1602.31 & 1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC §§12946, 12960,
34090; 29 USC 1113
Admin.
Services /
Human
Resources
HR-024 W-4's
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
IRS Regulation 31-6001-1 four years after
the due date of such tax for the return
period to which the records relate, or the
date such tax is paid, whichever is the
later. GC §34090; 26 CFR 31.6001-1
ADMINISTRATIVE SERVICES / RISK MANAGEMENT
Admin.
Services /
Human
Resources /
Risk
Management
RM-001
Accident / Incident Reports (Accidents /
Incidents) - MEMBERS OF THE PUBLIC
That don't result in a Claim
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Admin.
Services /
Human
Resources /
Risk
Management
RM-002 Claim for Damages / Claims Against the City
Final
Resolution + 5
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S
Yes: After
QC & OD
Department Preference; Meets municipal
government auditing standards; Statute of
Limitations is 4 years; CCP §§337 et seq.,
343; GC §34090,
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 1.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Risk Management)
Page HR-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin.
Services /
Human
Resources /
Risk
Management
RM-003 OSHA Citations / Inspections 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), OMB 1220-
0029; GC §34090; LC §6429c
Admin.
Services /
Human
Resources /
Risk
Management
RM-004 Safety Committee / Safety Steering
Committee 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et
seq.
Admin.
Services /
Human
Resources /
Risk
Management
RM-005 Safety Investigations 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
OSHA requires 5 years; State law requires
2 years; 8 CCR §3203(b)(1), 29 CFR
1904.33, OMB 1220-0029, 8 CCR
14300.33; GC §34090 et seq.
Admin.
Services /
Human
Resources /
Risk
Management
RM-006 Vehicle Titles (Pink Slips) Sale or
Disposal
Mag, Mfr,
OD, Ppr S / I Given to Auction House / New Owner; GC §34090 Admin.
Services /
Human
Resources /
Risk
Management
RM-007
Workers Compensation Claims (Includes all
Accident, Incident, / Injury Reports from
Employees)
Separation +
30 years; OR
Termination of
Benefits + 5
years
(whichever is
longer)
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Files maintained
separately; Claims can be made for 30
years for toxic substance exposure; 8 CCR
§3204(d)(1) et seq., 8 CCR 5144, 8 CCR
15400.2; 29 CFR 1910.1020(d)(1)(i), GC
§§12946, 12960, 34090
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 1.0 RECORDS RETENTION SCHEDULE: ADMINISTRATIVE SERVICES / HUMAN RESOURCES (Risk Management)
Page HR-8
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS : Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Admin.
Services /
Human
Resources /
Risk
Management
RM-008
Workplace Violence – Hazard identification,
evaluation, correction, incident logs,
investigations, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD LC §6401.9(f), GC §34090 DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 2.0 RECORDS RETENTION SCHEDULE: ANIMAL CARE and CONTROL Page AN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
ANIMAL CARE and CONTROL
Animal Care
& Control AN-001 Animal Registration Database (Pet Point) Indefinite -
Minimum 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Data is
interrelated; GC §34090
Lead Dept. AN-001.5 Case Management Database (OpenGov)
Indefinite
Minimum 5
years
Yes (all) Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference - Data is
interrelated and contains Building Permits
and other Permanent Records; GC
§34090, H&S §19850
Animal Care
& Control AN-002
Adoption Records / Adoption Applications /
Rescue Applications / Placement Partner
Compliance Agreements
3 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et
seq.
Animal Care
& Control AN-003
Animal Investigations / Animal Problem Files
(barking, loose dogs, dangerous dog reports,
etc.)
Resolution +
3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et
seq.
Animal Care
& Control AN-004 Animal Registration Report
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Considered transitory / preliminary draft
(the database is the original); GC §34090,
GC § 7920.530
Animal Care
& Control AN-005 Bite Reports / Rabies Control Records 3 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et
seq.
Animal Care
& Control AN-006 Daily Log - Animals 3 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090, GC §7920.530 Animal Care
& Control AN-007 Drug Logs - Animals / Medication Log - Animals 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 3 years is required; FA §32003(e), CCP
§§336(a), 337 et. seq., GC §34090
Animal Care
& Control AN-008 Medical Records, Surgical Records, X-rays 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 3 years is required; FA §32003(e), CCP
§§336(a), 337 et. seq., GC §34090
Animal Care
& Control AN-009 Notices to Comply, Warning Letters / Notices / Citation Books (Off leash, etc.) 3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 DESERT HOT SPRINGS, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 2.0 RECORDS RETENTION SCHEDULE: ANIMAL CARE and CONTROL Page AN-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Animal Care
& Control AN-010 Permits or Waivers for Spay / Neuter / Rabies Vaccination Clinics 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 3 years is required; FA §32003(e), CCP
§§336(a), 337 et. seq., GC §34090
Animal Care
& Control AN-011 Record of All Efforts to Contact Owner / Microchip’s Primary Registrant 3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD FA §§31108.3 and 31752.1; GC §34090 Animal Care
& Control AN-012 Shelter Cleaning Check-off Lists 3 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et
seq.
Animal Care
& Control AN-013 Strays / Incoming Animals / Impound Records / Impound Cards / "Relinquishments" 3 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 3 years is required; FA §32003(e), PC
§597.1(d); CCP §§336(a), 337 et. seq.,
GC §34090
DESERT HOT SPRINGS, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 2.0 RECORDS RETENTION SCHEDULE: CANNABIS COMPLIANCE Page CAN-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CANNABIS COMPLIANCE
Cannabis
Compliance CD15.05
Cannabis Applications / Cannabis
Regulatory Permits (both Cultivation and
Dispensary) - SUCCESSFUL
Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Cannabis
Compliance CD15.06
Cannabis Applications / Cannabis
Regulatory Permits (both Cultivation and
Dispensary) - UNSUCCESSFUL
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
DESERT HOT SPRINGS, CA. ©1995-2026 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Adopted:
Item Number: 13.
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
City Clerk CC-001
Agenda Packets: City Council, Redevelopment
Agency, Successor Agency, Oversight Board,
Planning Commission, Public Safety
Commission
Includes Appeals, Budgets, Annual Financial
Reports (CAFR, ACFR), Payment Register
Report, Treasurer's Reports, etc.
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-002
Agreements / Contracts, Amendments -
INFRASTRUCTURE, OR IF IMAGED, JPAs,
MOUs
Agreement / Contract includes all contractual
obligations (e.g. Scope of Work / all
attachments / exhibits)
Examples of Infrastructure: Architects,
Buildings, bridges, covenants, development,
environmental, Joint Powers, MOUs, park
improvements, property / property restrictions,
redevelopment, reservoirs, sewers, sidewalks,
street / alley improvements, settlement,
subdivisions, utilities, water, etc.
P
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; All infrastructure
contracts should be permanent for
emergency response; Statute of Limitations
is 10 years for Errors & Omissions; 4 years
for all contracts; CCP §§337. 337.1(a),
337.15, 343; GC §34090, Contractor has
retention requirements in 48 CFR 4.703(a)
CITY CLERK
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Item Number: 13.
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk CC-003
Agreements & Contracts - NONINFRASTRUCTURE, Professional Services Agreements - NOT IMAGED
Agreement or Contract includes all contractual
obligations (e.g. Specifications and Successful
Proposal / Scope of Work), Insurance
Certificates, Notice of Completion
Examples of Non-Infrastructure:
Consultants, Franchises, Landscaping,
Painting, Slurry Seals (Paving), Tree
Trimming, Leases, Personnel, Professional
Services, Vehicles, etc.
Completion +
10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Statute of
Limitations is 4 years; 10 years for Errors &
Omissions;; CCP §§337. 337.1(a), 337.15,
343; GC §34090, Contractor has retention
requirements in 48 CFR 4.703(a)
City Clerk CC-004 Board / Commission / Committee Maddy Act Lists / Vacancy Notices 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City Clerk CC-005 Board / Commission / Committee Recruitment / Applications (All, whether appointed / not)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-006 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CC-007 FPPC Form 635 / 602 - Lobbyist Reporting / Authorization 7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC GC §81009(e) and (g)
City Clerk CC-008
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): DESIGNATED EMPLOYEES /
CONSULTANTS (specified in the City's
Conflict of Interest code)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
City maintains original statements; GC
§81009(e)&(g)
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Item Number: 13.
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk CC-009
FPPC Economic Interest Filings (FPPC 700
Series Forms - Statement of Economic
Interests): PUBLIC OFFICIALS / 87200 Filers
(elected / not elected. Includes City Council
Members , City Manager, City Treasurer / City
Attorney)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Department Preference; as of January 1,
2025, the FPPC is the Filing Officer for
87200 filers; City maintains copies only;
original statements are filed with FPPC; GC
§81009(f)&(g)
City Clerk CC-010 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr S / I Yes: After QC Must post on website; GC §81009(e)
City Clerk CC-011 FPPC Form 802 (Event Ticket / Pass
Distributions Agency Report) 7 years Mag, Ppr S / I Yes: After QC Should post on website for 4 years; GC
§81009(e)
City Clerk CC-012 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After QC GC §81009(e)
City Clerk CC-013 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr S / I Yes: After QC Must post on website; 2 CCR 18705.5; 2
CCR 18702.5(b)(3); GC §34090; GC
§81009(e)
City Clerk /
Elections CC-014
Campaign Filings (FPPC 400 Series Forms /
Form 501): SUCCESSFUL CANDIDATES
(Elected Officials)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC GC §81009(b)&(g)
City Clerk /
Elections CC-015
Campaign Filings (FPPC 400 Series Forms,
501 Form): UNSUCCESSFUL
CANDIDATES
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
Candidates without committees are not
required to file their statements, reports or
copies online or electronically; GC
§81009(b)&(g)
City Clerk /
Elections CC-016
Campaign Filings (FPPC 400 Series Forms):
THOSE NOT REQUIRED TO FILE ORIGINAL
WITH CITY CLERK (copies)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC GC §81009(f)&(g)
City Clerk /
Elections CC-017
Campaign Filings (FPPC 400 Series Forms):
OTHER COMMITTEES (PACS - not candidatecontrolled)7 years Mag, Mfr, OD, Ppr S / I Yes: After QC GC §81009(c)&(g)
CITY CLERK / ELECTIONS
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Item Number: 13.
Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
CITY CLERK
City Clerk /
Elections CC-018
Elections - GENERAL, WORKING /
ADMINISTRATION Files (Correspondence,
Applications to fill a Vacancy on the City
Council, Precinct Maps, County Election
Services, Candidate Statements to be printed
in the Sample Ballot, Polling Locations /
Precinct Board Members, Notices, Postings,
etc.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk /
Elections CC-019
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
Final
Examination +
1 year after
petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes
the determination of insufficiency / examines
the petitions. unless there is a legal or
FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk /
Elections CC-020
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - NOT
Examined by Proponents
Determination
of Insufficiency
+ 8 months
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes
the determination of insufficiency / examines
the petitions. unless there is a legal or
FPPC proceeding. EC §§17200(b)(3),
17400
City Clerk /
Elections CC-021 Elections - Petitions (Initiative, Recall / Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or
final examination if no election, unless there
is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400
City Clerk /
Elections CC-022
Prop. 218 (Property-based fees - Sewer Rate
Increases): Notices, Mailing Lists, Protest
Letters / Ballots, Tabulation
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §53753(e)(2)
(End of Elections Section)
DESERT HOT SPRINGS, CA ©1995-2026 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Adopted:
Item Number: 13.