Agenda — Desert Hot Springs City Council, September 15, 2026 (part 3 of 3)

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).

CITY CLERK
City Clerk CC-023
Historical Records / Archives, Photographs, /
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects
and media. Some media (e.g. audio and
video tape) may be limited because of the
media's life expectancy; GC §34090
City Clerk CC-024
Minutes: City Council, Redevelopment Agency,
Successor Agency, Oversight Board, Planning
Commission, Public Safety Commission
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(e)
City Clerk CC-025 Ordinances P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(e)
City Clerk CC-026
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall /
Referendum Petitions
1 year Mag, Ppr Law requires 1 year for petitions; GC
§50115
City Clerk CC-027 Proclamations / Commendations / Memoriums 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-028
Public Records Requests /
Subpoenas Duces Tecum / Summons
Except for Police Records
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-029
Recorded Documents: Deeds, Easements,
Final Order of Condemnation, Full
Reconveyance, Liens, Notice of Completion,
Rights of Way, etc.

P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
City Clerk CC-030
Recordings: Audio Recordings: City
Council, Redevelopment Agency, Successor
Agency, Oversight Board, Public Safety
Commission
2 years Mag
Department preference; Audio Required for
30 days; GC §54953.5(b); video recordings
of meetings are required for 90 days; GC
§34090.7
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.

Page 334 of 424 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).

CITY CLERK
City Clerk CC-031
Recordings: Video Recordings: City Council,
Redevelopment Agency, Successor Agency,
Oversight Board, Public Safety Commission
Minimum 4
years
Mag
Department preference; Audio Required for
30 days; GC §54953.5(b); video recordings
of meetings are required for 90 days; GC
§34090.7
City Clerk CC-032 Records Destruction Authorization Forms / Certifications (All Departments) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-033 Records Retention Amendment Authorization Forms 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-034
Redistricting Web Page / District Boundary
Web Page (Map, Redistricting Process,
Agendas, Calendars, Notice, etc.)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD EC §21160(i) ; GC §34090 City Clerk CC-035
Resolutions: City Council, Redevelopment
Agency, Successor Agency, Oversight Board,
Public Safety Commission
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(e)
City Clerk CC-036
Secretary of State Statement of Facts /
Registry of Public Agencies
(Required of all Public Agencies whenever the
Chair changes)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
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.

Page 335 of 424 ends

Ver. 4.0 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,
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.

Page 336 of 424 ends

Ver. 4.0 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-007 City Articles of Incorporation P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City Clerk CM-004 FPPC Form 635 / 602 - Lobbyist Reporting / Authorization 7 years Mag, Mfr,
OD, Ppr S / I Yes: After 2 years GC §81009(e) and (g)
City Clerk CC-009
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.

Page 337 of 424 ends

Ver. 4.0 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-010
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-011 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-012 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-013 FPPC Form 803 (Behested Payment Report) 7 years Mag, Ppr S / I Yes: After QC GC §81009(e)
City Clerk CC-014 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-015
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-016
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-017
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 2 years GC §81009(f)&(g)
City Clerk /
Elections CC-018
Campaign Filings (FPPC 400 Series Forms):

OTHER COMMITTEES (PACS - not candidatecontrolled)7 years Mag, Mfr, OD, Ppr S / I Yes: After 2 years 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.

Page 338 of 424 ends

Ver. 4.0 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-019
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - SUCCESSFUL CANDIDATES
Term of Office
+ 4 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; CA law states term
of office and 4 years after the expiration of
term and does not delineate between the
two; EC §17100
City Clerk /
Elections CC-020
Candidate File: Nomination Papers, Candidate
Statement Forms, Ballot Designation Forms,
etc. - UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CA law states term of office and 4 years
after the expiration of term and does not
delineate between the two; EC §17100
City Clerk /
Elections CC-021
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-022
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-023
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
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.

Page 339 of 424 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).

CITY CLERK
City Clerk /
Elections CC-024 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-025
Prop. 218 (Property-based fees - Sewer Rate
Increases): Protest Letters / Ballots,
Tabulation
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §53753(e)(2)
(End of Elections Section)
City Clerk CC-026
Historical Records / Archives, Photographs, /
Historical Projects (e.g. City Anniversaries,
Incorporation, City Seal, Awards of significant
historical interest, Grand Openings, etc.)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC'd & OD
City Clerk determines historical significance;
records can address a variety of subjects
and media. Some media (e.g. audio and
video tape) may be limited because of the
media's life expectancy; GC §34090
City Clerk CC-027
Minutes: City Council, Redevelopment Agency,
Successor Agency, Oversight Board, Public
Safety Commission
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(e)
City Clerk CC-028 Ordinances P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(e)
City Clerk CC-029
Petitions (submitted to Council on any subject -
Dog Parks, Parking, Traffic Calming, etc.)
See Elections for Initiative, Recall /
Referendum Petitions
1 year Mag, Ppr Law requires 1 year for petitions; GC
§50115
City Clerk CC-030 Proclamations / Commendations / Memoriums 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-031
Public Records Requests /
Subpoenas Duces Tecum / Summons
Except for Police Records
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
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.

Page 340 of 424 ends

Ver. 4.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).

CITY CLERK
City Clerk CC-032
Recorded Documents: Deeds, Easements,
Final Order of Condemnation, Full
Reconveyance, Liens, Notice of Completion,
Rights of Way, etc.

P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
City Clerk CC-033
Recordings: Audio Recordings: City
Council, Redevelopment Agency, Successor
Agency, Oversight Board, Public Safety
Commission
2 years Mag
Department preference; Audio Required for
30 days; GC §54953.5(b); video recordings
of meetings are required for 90 days; GC
§34090.7
City Clerk CC-034
Recordings: Video Recordings: City Council,
Redevelopment Agency, Successor Agency,
Oversight Board, Public Safety Commission
Minimum 4
years
Mag
Department preference; Audio Required for
30 days; GC §54953.5(b); video recordings
of meetings are required for 90 days; GC
§34090.7
City Clerk CC-035 Records Destruction Authorization Forms / Certifications (All Departments) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-036 Records Retention Amendment Authorization Forms 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 City Clerk CC-037
Redistricting Web Page / District Boundary
Web Page (Map, Redistricting Process,
Agendas, Calendars, Notice, etc.)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD EC §21160(i) ; GC §34090 City Clerk CC-038
Resolutions: City Council, Redevelopment
Agency, Successor Agency, Oversight Board,
Public Safety Commission
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(e)
City Clerk CC-039
Secretary of State Statement of Facts /
Registry of Public Agencies
(Required of all Public Agencies whenever the
Chair changes)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
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.

Page 341 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-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 MANAGER
City
Manager CM-001
Legislative Advocacies, Support /
Opposition to proposed Federal / State
Legislation
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City
Manager CM-002 Special Projects, Programs, Subject / Issues (Issues / projects will vary over time) Minimum 2
years
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090

CITY MANAGER / PUBLIC INFORMATION
City
Manager /
Public
Information
CM-003 City Publications / Graphic Design Projects
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; The Customer
(Lead Department) is responsible for
retaining the final record for it's retention
period; GC §34090
City
Manager /
Public
Information
CM-004 Media Releases / Photograph Releases /
Waivers 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 City
Manager /
Public
Information
CM-005 Newsletters / Employee Newsletters /
Reports to the Council
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 City
Manager /
Public
Information
CM-006 Newspaper Clippings / Media 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
Lead Dept. CM-007 Photographs
When No
Longer
Required

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary Drafts (retention is placed on the
final record in which the photograph is
published in, if any); destroy unnecessary
photographs. GC §34090
City
Manager /
Public
Information
CM-008
Public Relations / Press Releases / News
Releases / Articles written by the City
(excludes Police, which can issue their own)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
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.

Page 342 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-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
Manager /
Public
Information
CM-009 Videos - Educational, Promotional (CityProduced Only) When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; The Customer
(Lead Department) is responsible for
retaining the final record for it's retention
period; GC §34090
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.

Page 343 of 424 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE: CODE COMPLIANCE Page CODE-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).

CODE COMPLIANCE
Lead Dept. CODE-001 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
Code
Compliance CODE-002
Code Enforcement / Abatement Case
Files (Includes Citations, Notice of
Violations, Photos, Recordings of noise,
Code Enforcement Complaint Letters,
Appeal Decisions
Minimum 2
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Code
Compliance CODE-003 Invoices and Payments for Abatements 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
Code
Compliance CODE-004 Notice of Pendency and Releases (Recorded) P Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090(a)
Code
Compliance CODE-005
Notice of Violations ./ Administrative
Citations / Code Enforcement Citations /
Reminder Notices / Appeal Decisions
Minimum 2
years
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Code
Compliance CODE-006 Personal Property Log / Personal Property Inventory 2 years Mag, Mfr, OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 Code
Compliance CODE-007 Registrations: Long Term Rental Registrations, Vacant Buildings, etc.

Expiration +
2 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Code
Compliance CODE-008 Vacation Rental Waiting List Requests Expiration + 2 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Code
Compliance CODE-009 Vacation Rental Permits, Applications and Inspections Expiration +
2 years
Yes: Until
Paid
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.

Page 344 of 424 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Planning)
Page CD-1
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

COMMUNITY DEVELOPMENT / BUILDING and SAFETY
Lead Dept. CD-001 Permit Database (OpenGov; New World
is Legacy)
Indefinite
(Permanent) Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference - Data is interrelated;
CBC §§ 1.8.4.3.1, 104.7, and 107.5 Building
Permits are required to be retained
Permanently, or Life of the Structure; GC
§34090, H&S §19850
Community
Develop. /
Building &
Safety
CD-002 Address Files / Building Permits /
Applications, Appeal Decisions P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD CBC §§ 104.7 and 107.5; GC §34090 Community
Develop. /
Building &
Safety
CD-003
Building Plans - Finalled - INDUSTRIAL,

COMMERCIAL, MULTI-FAMILY

DWELLINGS, PLACES OF PUBLIC

ACCOMMODATION
P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Community
Develop. /
Building &
Safety
CD-004 Building Plans - Cancelled / Withdrawn
AFTER to Building Permit Issuance P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Community
Develop. /
Building &
Safety
CD-005 Building Plans - Expired P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Community
Develop. /
Building &
Safety
CD-006 Building Plans - Finalled - TENANT
IMPROVEMENTS P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Community
Develop. /
Building &
Safety
CD-007 Building Plans - Finalled - SINGLE
FAMILY RESIDENTIAL (All Finalled)
Minimum 180
days Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; CBC §§ 1.8.4.3.1,
104.7 and 107.5; H&S §19850; 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.

Page 345 of 424 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Planning)
Page CD-2
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community
Develop. /
Building &
Safety
CD-008
Building Plans & Permit Applications -
Cancelled / Withdrawn PRIOR to
Building Permit Issuance
Upon
Cancellation
or
Withdrawal

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
CBC §§ 1.8.4.3.1, 104.7 and 107.5; H&S
§19850; GC §34090
Community
Develop. /
Building &
Safety
CD-009 California Building Codes / Uniform
Building Codes
Minimum
While
Ordinance is
in Force
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §50022.6
Community
Develop. /
Building &
Safety
CD-010 Certificate of Occupancy (CofO) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Building &
Safety
CD-011
Copyright Release Forms / Requests /
Permissions to Receive Copies of Plans
(to / from Architects)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Community
Develop. /
Building &
Safety
CD-012 Correction Inspections and Notices -
Building 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; Residential
Inspections and Notices are required to be
retained for a Minimum of 5 years; industrial
and Commercial have no mandated retention;
California Residential Code §R104.7; GC
§34090
Community
Develop. /
Building &
Safety
CD-013 Energy Calculations P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Building &
Safety
CD-014 Geotechnical / Soils Reports P
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.

Page 346 of 424 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Planning)
Page CD-3
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community
Develop. /
Building &
Safety
CD-015 Grading Permits P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Building &
Safety
CD-016 Plan Check Comments
Minimum
When Permit
is Finalled
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department Preference (Preliminary Drafts);
GC §34090
Community
Develop. /
Building &
Safety
CD-017 Stop Work Notices 5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; Residential
Inspections and Notices are required to be
retained for a Minimum of 5 years; industrial
and Commercial have no mandated retention;
California Residential Code §R104.7; GC
§34090
Community
Develop. /
Building &
Safety
CD-018 Structural Calculations
Minimum
When Permit
is Finalled
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090

COMMUNITY DEVELOPMENT / ECONOMIC DEVELOPMENT
Community
Develop. /
Economic
Develop.

CD-019
Economic Development Projects
(Business Recruitment and Business
Retention)
Minimum 2
years
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department preference; GC §34090 COMMUNITY DEVELOPMENT / PLANNING (includes Former Redevelopment) Lead Dept. CD-020 Permit Database (OpenGov; New World
is Legacy)
Indefinite
(Permanent) Yes 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
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.

Page 347 of 424 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Planning)
Page CD-4
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community
Develop. /
Planning
CD-021 Planning Project Files - Cancelled /
Expired / Withdrawn
Minimum
Cancellation,
Expiration or
withdrawal +
2 years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (project was not
pursued by applicant); GC §34090
Community
Develop. /
Planning
CD-022
Planning Projects - Discretionary /
Ministerial - Approved Permanent
Entitlements / Permits
(Includes Associated Application,
CEQA Noticing, Conditions of
Approval, Environmental
Determinations, Staff Reports, Plans,
Soils Reports, Appeal Decisions, etc.)
Examples:

Conditional Use Permits (CUPs)
Development Permit
General Plan / General Plan
Amendments
Lot Line Adjustment
Rezones
Sign Permits
Specific Plan
Tentative Subdivision Maps / Parcels
Maps
Use Permits
Variance
Zoning Clearance
Zoning Ordinance / Updates
P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Final environmental
determinations are required to be kept a
"reasonable period of time"; 14 CCR
§15095(c); GC §34090, 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.

Page 348 of 424 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Planning)
Page CD-5
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community
Develop. /
Planning
CD-023
Advanced Planning / Long Range
Planning / Project Implementation (Final
Documents only)
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Planning
CD-024 Annexations / Boundaries /
Consolidations / LAFCO P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community
Develop. /
Planning
CD-025 Economic Development Projects /
Business Recruitment / Retention
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 et seq.

Community
Develop. /
Planning
CD-026
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, etc.) / CEQA -
Where Planning is the Lead
Correspondence / staff notes that
provide insight into the project / the
agency’s CEQA compliance with respect
to the project
Project
Approval or
Denial
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Not all internal communications and notes are
required to be saved; "E-mails that do not
provide insight into the project or the agency’s
CEQA compliance with respect to the project
— are not within the scope of section 21167.6,
subdivision (e) and need not be retained."
Golden Door Properties, LLC v. Superior Court
of San Diego County (2020) 53 Cal.App.5th
733; PRC 21167,6; GC §34090
Community
Develop. /
Planning
CD-027
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, Notice of
Exemption (NOE), etc.) / CEQA
Inside City boundaries - Where
Planning is the Lead
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Usually filed in the project file; Final
environmental determinations are required to
be kept a "reasonable period of time"; 14 CCR
§15095(c); GC §34090
Community
Develop. /
Planning
CD-028
General Plan, Elements / Amendments /
Master Plans, Specific Plans, Land Use
Plans / Amendments; General Plan
Interpretations
P
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.

Page 349 of 424 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Planning)
Page CD-6
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community
Develop. /
Planning
CD-029 Historical Designations / Historical
Landmarks P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community
Develop. /
Planning
CD-030 Housing Annual Progress Reports P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (5 years is required);
24 CFR 92.508(a); GC §34090
Community
Develop. /
Planning
CD-031 Materials Boards
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts not retained in the ordinary
course of business; GC §34090
City Clerk CD-032 Planning Commission - AGENDAS /

STAFF REPORTS P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (copies); GC §34090
.7
City Clerk CD-033 Planning Commission - MINUTES P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (copies); GC §34090
.7
Community
Develop. /
Planning
CD-034
Planning Commission - Recordings -
AUDIO RECORDINGS of Meetings /
Audio Tapes
2 years Mag Department preference; Audio Required for 30 days; GC §54953.5(b)
Community
Develop. /
Planning
CD-035
Planning Commission - Recordings -
VIDEO RECORDINGS of Meetings /
Audio Tapes
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.

Page 350 of 424 ends

Ver. 5.0 RECORDS RETENTION SCHEDULE: COMMUNITY DEVELOPMENT (Building and Safety, Planning)
Page CD-7
Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media Options
Image:

HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Community
Develop. /
Planning
CD-036
Redevelopment Projects - Developer
Projects, Acquisition / Disposition of Real
Property
PERMANENT RECORDS:

CIP Projects built by Redevelopment
Agency, Environmental Documents /
CEQA Permits, EIRs, Categorical
Exemptions, Negative Declarations, Real
Property: Deeds, Easements, Rights of
Way
P
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; City Manager
Maintains originals of all documents that were
presented to Council or RDA; GC §34090.7
Community
Develop. /
Planning
CD-037 Redevelopment Projects -

OTHER THAN PERMANENT RECORDS
Completion +
10 years
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Planning
CD-038
Temporary Use Permits issued by
Planning (Approved / Unapproved) -
Carnival Permits, Christmas Tree Lots,
Fireworks Permits, Outdoor Dining,
Pumpkin Lots, Special Event Permits,
Tent Sales, Yard Sales, etc.

Expiration +
2 years
Yes:

During
Event
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Community
Develop. /
Planning
CD-039 Zoning Clearance Forms / Zoning
Verification Letters P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Planning
CD-040 Zoning Maps (Historically Significant) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Community
Develop. /
Planning
CD-041 Zoning Ordinance Amendments / Zone
Changes P Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department Preference (copies); 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.

Page 351 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: 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).

HUMAN RESOURCES
Human
Resources
AND Payroll
HR-001 Human Resources Database / ERP
Database / Payroll 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
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
Human
Resources HR-003
California Civil Rights Department (CRD) /
Department of Fair Employment / Housing
(DFEH / EEOC) Claims / Harassment Claims
Separation +
6 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
Human
Resources HR-004
Classification / Reorganization Studies (for
employee classifications / department
structures)
Minimum 4
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
Human
Resources HR-005 Compensation Surveys / Studies Minimum 4 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.

Page 352 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: 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).

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
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
Human
Resources HR-008 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
Human
Resources HR-009
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
Human
Resources HR-010 Employee Investigations Separation + 6 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; 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.

Page 353 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: 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).

Human
Resources HR-011 Grievances Separation + 6 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department preference to match retention
for personnel files; 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)
Human
Resources HR-012 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
Human
Resources HR-013 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;
Human
Resources HR-014 Labor Relations / Negotiation Notes 10 years Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Department Preference; GC §34090 et
seq.

Item Number: 13.

Page 354 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: 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).

Human
Resources HR-015
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
Human
Resources HR-016
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
Human
Resources HR-017 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.

Page 355 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: 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).

Human
Resources HR-018
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
Human
Resources HR-019
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
Human
Resources HR-020
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
Human
Resources HR-021
Volunteer / Unpaid Intern Applications /
Agreements (includes emergency contact
information) - Successful Applicants
Inactive /
Separation +
3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After

Item Number: 13.

Page 356 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: 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).

Human
Resources HR-022
Workers Compensation Claims (Includes all
Accident, Incident, / Injury Reports from
Employees)
Retain initial claim and final settlement on
City premises
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
Human
Resources /
Risk
Management
HR-023
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

RISK MANAGEMENT
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
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,
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
Human
Resources /
Risk
Management
RM-004 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.

Item Number: 13.

Page 357 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

POLICE / ADMINISTRATION / OFFICE OF THE CHIEF OF POLICE Police /
Admin. / Chief PD-001
Background Files; Employees / Volunteer
Applicants - SUCCESSFUL (Employees,
Cadets, Explorers, CERT, Chaplains,
Citizens On Patrol, Reserves, etc.)
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference to match Training
Records Retention; State Law requires 4
years; POST requirement is 4 years after the
files were initially created; EEOC / FLSA /
ADEA (Age) requires 3 years for promotion,
Police /
Admin. / Chief PD-002
Background Files; Employees / Volunteer
Applicants UNSUCCESSFUL (Employees,
Cadets, Explorers, CERT, Chaplains,
Citizens On Patrol, Reserves, etc.)
4 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
POST requirement is 4 years after the files
were initially created; State Law requires 4
years; EEOC / FLSA / ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 4
Police /
Admin. / Chief PD-003
Complaints Against Peace Officers -
Internal Affairs Investigations WITH
Sustained Finding of Misconduct
Final
Disposition +
15 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD PC §§832.5(b), 832.7; GC§ 34090 Police /
Admin. / Chief PD-004
Complaints Against Peace Officers -Internal
Affairs Investigations WITHOUT Sustained
Finding of Misconduct
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Consistent with Lexipol Policy; State requires
for at least 5 years for complaints by
members of the public; other State & Federal
laws require retention until final disposition of
formal complaint; State requires 2 years after
Police /
Admin. / Chief PD-005
Emergency Operations Plan (includes
Office of Emergency Management /
Homeland Security)
When
Superseded Yes (all) 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.

Page 358 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Admin. / Chief PD-006
Personnel Training File - BY EMPLOYEE
(Includes POST printouts) Peace Officer /
Dispatcher only
Required Information by Employee for all
Employee Training for Separation + 5 years:

Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualification Documents
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
All Training Certificates must be retained
Separation + 5 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 8 CCR §3203 et
seq., 29 CFR 1602.31 LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b) LC
§1198.5
Police /
Admin. / Chief PD-007
Policies / Procedures / Lexipol / Operation
Directives / General Orders (Department
Policies / Procedures)
Superseded
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. / Chief PD-008 Press Releases - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Admin. / Chief PD-009 Reports / Studies - Historical (e.g.

Department Annual Reports) P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC § 34090 et seq.

Police /
Admin. / Chief PD-010
Training Presented by Staff - Department
Training Records - COURSE RECORDS
(Attendance Rosters / Sign-in Sheets,
Outlines / Materials; includes Use of Force
training, safety training, etc.)
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Rosters are sent to POST; OSHA requires
safety training 5 years; Ethics, Harassment &
Workplace Violence Training is 5 years;
EEOC 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 1602.31 , LC §6429(c); GC
§§12946,12960, 34090, 53235.2(b),
53237.2(b); LC §6401.9(f)
Police /
Admin. / Chief PD-011
Weapons Inventory: Department-owned
weapons, personal weapons, alternate
weapons, secondary handguns, etc.

P
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.

Page 359 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

POLICE / OPERATIONS (Patrol, K9, Traffic, SWAT)
Police /
Operations PD-012 Ops Plans (Fourth of July, etc.) Minimum 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Operations PD-013 PAS Device Calibration Logs 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Operations PD-014
STOP Source Data Database Includes
Audit Log / Racial / Identity Profiling Act
(RIPA) Annual Report
3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
11 CCR 999.228; 11 CCR 999.229; GC
§§12525.5, 34090
Police /
Operations PD-015 SWAT After Action Reports 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Operations PD-016 Traffic Control: Radar Calibration Records Life of the Equipment Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et seq.

Police /
Operations PD-017 Traffic Control: Radar Trailer Surveys, etc. Minimum 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

POLICE / SPECIAL SERVICES / INVESTIGATIONS
State of
California /
ABC
PD-018 Alcoholic Beverage Control Licenses /
Permits / ABC Permit Applications
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Not a City record
Police /
Special
Services /
Investig.

PD-019 Criminal Intelligence Files Last Entry +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Files contain criminal intelligence information
concerning an individual only if there is
reasonable suspicion that the individual is
involved in criminal conduct or activity and the
information is relevant to that criminal
conduct or activity. Misleading, obsolete or
unreliable information is required to be
destroyed; remaining records must not be
retained longer than 5 years; 28 CFR

23.20(h); 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.

Page 360 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Special
Services /
Investig.

PD-020 Informant Files Minimum 2
years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Informant information; Does not contain
criminal intelligence information concerning
individuals; Department preference; GC
§34090
Police /
Special
Services /
Investig.

PD-021 Recordings: Automated License Plate
Readers (ALPR)
When No
Longer
Required
Mag
Does not record regular and ongoing
operations; GC §34090.6 et seq, CC
§1798.90.53(b)(2)(G);
Police /
Special
Services /
Investig.

PD-022 Recordings: Body-Worn Cameras / Dash
Cams- that are NOT evidence 1 year Mag,
Department preference (law recommends 60
days); PC§ 832.18(b)(5)(A); GC §34090.6 et
seq.

Police /
Special
Services /
Investig.

PD-023
Recordings: Body-Worn Cameras / Dash
Cams - that ARE evidence, Officer
Involved Shootings / Detention / Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Mag, PC§ 832.18(b)(5)(B)&(C); GC §34090.6 et
seq.

Police /
Special
Services /
Investig.

PD-024
Recordings: Body-Worn Cameras / Dash
Cams – Accidental Recordings Reviewed
and Approved for Deletion (Nonevidentiary)l
After
Approval Mag,
Department preference; consistent with
Lexipol policies (review, supervisory
authorization, and documentation required);
PC§ 832.18 et seq. GC §34090.6 et seq.

Police /
Special
Services /
Investig.

PD-025
Recordings: Body-Worn Cameras / Dash
Cams – LOGS of Access / Deletion of
Data
P Mag, PC§ 832.18(b)(5)(E); GC §34090.6 et seq.

Police /
Special
Services /
Investig.

PD-026 Recordings: Drone (Unmanned Aerial
Vehicle)
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 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.

Page 361 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Special
Services /
Investig.

PD-027
Recordings: Video Recordings - Jail /
Temporary Holding / Building Security /
Department Activity (Employees
Performing Work, Cashiering, Building
Security, etc.)
366 days Mag Records regular and ongoing operations; GC §34090.6 et seq,
Police /
Special
Services /
Investig.

PD-028 Recordings: Video Recordings - Public
Areas / Public Activity / Pod Cameras
When No
Longer
Required
Mag Does not record regular and ongoing
operations; GC §34090.6 et seq,
Police /
Special
Services /
Investig.

PD-029 Registrants: Arson Registrations: Adults
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Pursuant to PC
§457.1 et seq.; required to register for life; If
released from DOJJ, records are destroyed
after age 25 or sealing pursuant to W&I §781;
GC §34090.7
Police /
Special
Services /
Investig.

PD-030
Registrants: Arson Registrations:

Juveniles released from Division of
Juvenile Justice
Age 25 or
Sealing Date
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Pursuant to PC §457.1 et seq.; If released
from CYA, records are destroyed after age 25
or sealing pursuant to W&I §781; GC
§34090.7
Police /
Special
Services /
Investig.

PD-031 Registrants: Gang Adults Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (registration pursuant
to PC 186.30(a)); GC §34090
Police /
Special
Services /
Investig.

PD-032 Registrants: Gang Adults- Shared Gang
Databases / CalGang / Written Attestations
5 years After
Last Reset Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 11 CCR 773.8; 11 CCR 774.7; GC §34090 Police /
Special
Services /
Investig.

PD-033 Registrants: Gang Juveniles
3 years, or
Sealing Date
+ 5 years, or
Court Order
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference (registration pursuant
to PC 186.30(a)); Records are destroyed
pursuant to W&I §781;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.

Page 362 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Special
Services /
Investig.

PD-034
Registrants: Gang Juveniles - Shared
Gang Databases / CalGang / Written
Attestations
3 years After
Last Reset Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD 11 CCR 774; 11 CCR 774.7; GC §34090 Police /
Special
Services /
Investig.

PD-035 Registrants: Narcotics 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Special
Services /
Investig.

PD-036 Registrants: Sex Offender Registrations:

Adults
P,
or Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; After 2021,
Offenders can petition Court for removal 10 or
20 years after offense, provided there are no
subsequent offenses; Pursuant to PC §290
et seq.

Police /
Special
Services /
Investig.

PD-037 Registrants: Sex Offender Registrations:

Juveniles
P or Sealing
Date + 5
years
(or Court
Order), or
Death of
Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; After 2021,
Offenders can petition Court for removal 10 or
20 years after offense, provided there are no
subsequent offenses; Pursuant to PC §290
et seq.

POLICE / SUPPORT SERVICES / COMMUNICATIONS / DISPATCH
Police /
Support
Services /
Communications
PD-038
Recordings: Audio - (CAD/RMS)
Recordings of Telephone / Radio
Communications Dispatch Tapes (CAD) /
911 Recordings, Manual Dispatch Cards
366 days Yes Mag
Department Preference; as of 2025, 911
recordings for domestic violence and other
specified crimes - if any - are required to be
provided to a victim or representative for 5
years - upon request. Commission on State
Mandates has not determined this is an
unfunded state mandate; legally mandated
for 100 days; (civil suits may be filed up to
365 days); GC §§34090, 34090.6; FC §6228
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.

Page 363 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

Police /
Support
Services /
Communications
PD-039 Vacation Checks / Patrol Requests
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Entered into CAD / RMS database (this is a
preliminary draft); GC §34090

POLICE / SUPPORT SERVICES / PROPERTY & EVIDENCE
Police /
Support
Services /
Property
PD-040 Property / Evidence Database (Axon)
Indefinite -
Follows the
Retention of
the Evidence
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference (data is interrelated);
GC §34090
Police /
Support
Services /
Property
PD-041 Crime Report Photos
Follows the
Retention of
the Evidence
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Police /
Support
Services /
Property
PD-042 Gun / Narcotics Destruction Log
(Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090 Police /
Support
Services /
Property
PD-043 Property / Evidence Logs / Destruction
Authorizations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
Police /
Support
Services /
Property
PD-044 Safekeeping: Lost / Found Property
(Documents related to) 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090

POLICE / SUPPORT SERVICES / RECORDS
Police /
Support
Services /
Records
PD-045 RMS Database (Siren)
Indefinite -
Follows the
Retention of
the Crime
Report
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data Fields / Records are interrelated; 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.

Page 364 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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).

State of
California /
CHP
PD-046
CHP Forms: Pursuit Report (CHP 187A),
Vehicle Report (CHP 180), etc. that are not
filed with Crime Report
(In RMS Database)
2 years Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Records
PD-047
Citations / Notice of Violations / Citation
Database (Parking, Traffic, Marijuana /
Cannabis), Animal, Code Enforcement,
Administrative Citations (Includes requests
for dismissals, cancellations, / appeals.
2 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et seq.

Police /
Support
Services /
Records
PD-048
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault After January 1, 2024
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Support
Services /
Records
PD-049
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases - Childhood
Sexual Assault Before January 1, 2024
Age of
Majority + 22
years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department preference to accommodate
statute of limitations for victims; CCP
§§340.1, GC §34090
Police /
Support
Services /
Records
PD-050
CRIME REPORTS / SEALED RECORDS:

Sealed Juvenile Cases
Except Sealed Childhood Sexual Assault
Per Court
Order
(Subject 26
years old /
Sealing Date
+ 5 years)
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD W&I §§389(a), 781(d), GC §34090; Police /
Support
Services /
Records
PD-051
CRIME REPORTS:

Lost / Stolen Firearms entered into CLETS
(if not Permanent Retention)
Until Found
or
Recovered
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference to facilitate Three
Strikes law and ease of document imaging
administration; PC§ 11108.2(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.

Page 365 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-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
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).

Police /
Support
Services /
Records
PD-052
CRIME REPORTS:

ALL Capital Crimes, Homicide, Juvenile,
Child Abuse (substantiated), Elder Abuse
(substantiated), / Sexual Assault (Rape),
Arson (Suspected / Undetermined), Fatal
Traffic Collisions
P Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; DOJ retains CACI
(Child Abuse Central Index) information for
adults 100 years; Most have no limitations on
commencement of action; PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5, and 799;
803(h), 11169 et seq.; 11170(a); WIC 707(b)
Police /
Support
Services /
Records
PD-053
CRIME REPORTS:

Child Abuse / Neglect Investigation Reports -
Unsubstantiated / Inconclusive
No Further
Report on
Suspected
Abuser + 10
years
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD PC §§11169(c),11170(a)(3) Police /
Support
Services /
Records
PD-054
CRIME REPORTS:

Except those specifically mentioned in
the schedule (ALL Others, Including
Felonies / Misdemeanors)
Minimum 10
years
Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Department Preference; Provided there are
no outstanding warrants, unrecovered
identifiable items, criminal deaths, they are
not historically significant, and it is not
classified under PC §800 & 290; Stat. of
Limit. is 2 yrs; Destroy juvenile marijuana
after age18; H&S §11361.5, GC §34090, PC
§802, PC §§187, 800 et seq.

Police /
Support
Services /
Records
PD-055
CRIME REPORTS:

Misdemeanor / Infraction - Adult
Marijuana / Cannabis - HS
§11357(b)(c)(d)(e) / HS §11360(b) (with
procedure in HS §11361.5) - Except those
with outstanding stolen property, including
firearms, / lost firearms
Conviction
or Arrest (If
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
("Shall" Destroy); GC §§68152(c)(8); H&S
§11361.5
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.

Page 366 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10
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).

Police /
Support
Services /
Records
PD-056
CRIME REPORTS:

Misdemeanor / Infraction - Juvenile
Marijuana / Cannabis - HS §11357(E) -
Except those with outstanding stolen
property, including firearms, / lost firearms
2 years or
Juvenile 18
years old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
If no subsequent conviction ("Shall" Destroy);
H&S §11361.5
Police /
Support
Services /
Records
PD-057
CRIME REPORTS:

Misdemeanor / Infraction Marijuana /
Cannabis §11357(de) - Juvenile on
School Grounds during School Hours
(with procedure in HS §11361.5)
Offender is
18 Years
Old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
(Courts and other Agencies "Shall" destroy);
H&S§ 11361.5 et seq., 11357(e)
Police /
Support
Services /
Records
PD-058
CRIME REPORTS:

Missing Persons
P
(If Returned,
Follows the
Retention for
the Crime
Report)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Department Preference; GC §34090 Police /
Support
Services /
Records
PD-059
CRIME REPORTS:

Factually Innocent Petition Accepted
Records Sealed Pending Destruction -
Except those with outstanding stolen
property, including firearms, / lost firearms
Date of
Arrest + 3
years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions District Attorney; Sheriff
concurs that person is factually innocent, then
seals record ("Shall" Destroy); GC §34090;
PC §851.8(a)
Police /
Support
Services /
Records
PD-060
CRIME REPORTS:

Vacatur Relief Granted by Court - Victim of
Human Trafficking, / Victim of Intimate
Partner Violence / Sexual Violence
(Nonviolent Crimes)
Court Order
+ 1 year
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Individual petitions Court ("Shall" Destroy);
GC §34090; PC §§236.14(k); 236.15(k)
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.

Page 367 of 424 ends

Ver. 2.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11
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).

State of
California /
Department of
Justice
PD-061
Crime Statistics / National Incident-Based
Reporting System (NIBRS) / Uniform Crime
Reports (UCR) - Summaries (BCS)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Entered Directly into DOJ’s portal (a State
record)
State of
California /
Department of
Justice
PD-062 Department of Justice Validation Lists
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD
Entered Directly into DOJ’s portal (a State
record)
Police /
Support
Services /
Records
PD-063 Local Criminal History Checks
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
These are copies / printouts from the RMS
database; GC §34090 et seq.

Police /
Support
Services /
Records
PD-064 Public Records Act Requests - Police Only 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
Court or
District
Attorney
PD-065
Restraining Orders, Emergency Protective
Orders, Temporary Restraining Orders,
Legal Stipulations, Orders After Hearing
(When Not filed with the case file)
Expiration of
the Order
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC & OD Not a City record
Police /
Support
Services /
Records
PD-066 Ride-A-Long Waiver Form 3 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; Part of CORI audit;
GC §34090 et seq.

Court or
District
Attorney
PD-067 Subpoenas - Civil / Criminal / Subpoenas
Duces Tecum
When No
Longer
Required
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department preference; Court or District
Attorney records; GC §34090 et seq.

Item Number: 13.

Page 368 of 424 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Public Building Maintenance)
Page PW-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, & 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 &/or investigations suspend normal retention periods (retention resumes after settlement or completion).

PUBLIC WORKS / ENGINEERING
Lead Dept. PW-001 Permit Database (OpenGov) Indefinite
(Perm) Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD
Department Preference - Data is
interrelated & includes Building Permits;
GC §34090, H & S §19850
Public Works /
Engineering PW-002 Benchmarks P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-003
Capital Improvement Projects (CIP) - where
Engineering is the Lead: MAINTENANCEONLY PROJECTS (Painting, Re-Roof, etc. - No change in Infrastructure
Configuration)
All Final Records (Plans, RFP /
Specifications / Addenda, Successful
Proposal, Change Orders, Notice of
Completion, Photos, etc.)
Completion +
5 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: During
Project
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Statute of Limitations for Errors &
Omissions not applicable; Some grant
funding agencies require audits; Statute of
Limitations: Contracts & Spec's=4 years,
CCP §337 et. seq., GC §34090
Public Works /
Engineering PW-004
Capital Improvement Projects (CIP) - where
Engineering is the Lead: Administration
File
Project Administration, Certified Payrolls,
Certificate of Compliance, Construction
Manager's Logs, Correspondence, Costs,
Estimates, Daily Inspections, Insurance
Certificates, Preliminary Notices, Project
Schedules, Public Relations, Meeting
Agendas / Minutes, Monthly Reports,
Notices, Real Estate Appraisals, RFIs /
RFQs , Safety. SWPPP / WPCP, etc.

Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: During
Project
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,
Wrongful Death=comp. + 5 years,
Developers=comp. + 10 years; CCP §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.

Page 369 of 424 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Public Building Maintenance)
Page PW-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, & 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 &/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Engineering
+19:111:35
PW-005
Capital Improvement Projects (CIP) - where
Engineering is the Lead: Permanent File
Plans, RFP / Specifications / Addenda,
Successful Proposal, Change Orders,
EIRs, Negative Declarations, Categorical
Exemptions, Materials Testing Reports,
Grading Permits, Hazardous Materials,
Notice of Completion, Photos, Record
Drawings, Soils Reports, Studies,
Submittals, Surveys, etc.

P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are required
to be kept a "reasonable period of time";
14 CCR §15095(c); CCP §337 et. seq.,
GC §34090
City Clerk PW-006
Deeds, Easements, Right of Ways,
Abandonments / Vacation, Liens / Lien
Releases - Supporting Documents
P Yes Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD City Clerk retains final; GC §34090(a) Public Works /
Engineering PW-007
Design / Construction Standards - Authored
by the City for Construction of City
Infrastructure (CIP / Land Development)
P Yes Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-008
Drawings / Record Drawings, Maps, LargeFormat Drawings, Survey Record Maps, "As-Built"
P Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Drafts should be destroyed; GC §34090 Lead Dept. PW-009
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, etc.) / CEQA -
Where Engineering is the Lead
Correspondence / staff notes that provide
insight into the project / the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial
+ 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Not all internal communications & notes
are required to be saved; "E-mails that do
not provide insight into the project or the
agency’s CEQA compliance with respect
to the project — are not within the scope
of section 21167.6, subdivision (e) & need
not be retained." Golden Door Properties,
LLC v. Superior Court of San Diego
County (2020) 53 Cal.App.5th 733; PRC
21167,6; 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.

Page 370 of 424 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Public Building Maintenance)
Page PW-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, & 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 &/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Engineering PW-010 Grading Permits P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-011
Permits / License Agreements: Permanent
Encroachment (Structures in the City's
Right of Way, Retaining Walls, etc.)
Includes Insurance Certificates
P
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-012
Permits: Temporary Encroachment
(Excavation Permits, Street Closure
Permits, Street Cuts, Street / Sidewalk
Repair, Streetlight Repair, Traffic Control,
Transportation Permits, Utility Cuts, Wide
Load / Heavy Load, etc.)
Includes Insurance Certificates
Minimum
Expiration +
2 years

Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-013
Private Development: Administrative
Records
Construction Inspections, Photos, Progress
Meetings, Project Schedules, etc.

Completion +
10 years
Yes: During
Project
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Statute of Limitations is 4 years; 10 years
for Errors & Omissions; land records are
permanent by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
Public Works /
Engineering PW-014
Private Development: Permanent Records
Abandonments, Certificate of Acceptance /
Approval (copy), Dedications, Deeds
(copies) Drainage, Driveway, Easements
(copies), Geotechnical / Soil Reports /
Hydrology Reports, Private Lab
Verifications, Testing Lab Final Reports,
Rights of Way (copies), Studies, Reports,
etc.

P Yes Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Department preference; retained for
disaster preparedness purposes; Final
environmental determinations are required
to be kept a "reasonable period of time";
14 CCR §15095(c); CCP §337 et. seq.,
GC §34090
Public Works /
Engineering PW-015
Prop. 218 (Property-based fees - Sewer
Rate Increases): Notices / Mailing
Lists
2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §53753(e)(2)
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.

Page 371 of 424 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Public Building Maintenance)
Page PW-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, & 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 &/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Engineering PW-016
Solid Waste Recycling / AB 939
Compliance / SB 1383 Compliance
(Organic Waste Collection / Recycling) .

CalRecycle Annual Waste Diversion Report
/ CalREcycle Report, etc.
10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; SB 1383
compliance is required for 5 years; LowCarbon Fuel Standard regulations credits can be received for 10 years, & are
eligible for an extension; 14 CCR §
18995;.2 H & S §39730.7; GC §34090
Public Works /
Engineering PW-017 Solid Waste Services / Hauler Quarterly Reports 10 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-018 Stormwater Flood Control P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-019
Stormwater NPDES Permit / SWPPP Plan
/ National Pollution Discharge Elimination
System / Stormwater Discharge Permit /
Stormwater Pollution Prevention Plan
Superseded
+ 5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After QC & OD SWPPP required for 5 years; NPDES
Code of Federal Regulations requires 3
years; CA Water Board, Stormwater
Requirements, Attachment S, Provisions
I.D.4, I.F.7; 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

Public Works /
Engineering PW-020
Stormwater NPDES Reports / SWPPP
Monitoring / National Pollution Discharge
Elimination System / Stormwater Discharge
Permit / Stormwater Pollution Prevention
Plan Reports, Monitoring / Stormwater Lab
Reports / Discharge Lab Reports
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
SWPPP required for 5 years; NPDES
Code of Federal Regulations requires 3
years; CA Water Board, Stormwater
Requirements, Attachment S, Provisions
I.D.4, I.F.7; 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

Public Works /
Engineering PW-021
Stormwater: Industrial Notices / Code
Enforcement / Violations / Spill Response
(Significant) / Leak Response (Significant)
Resolution +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
SWPPP required for 5 years; NPDES
Code of Federal Regulations requires 3
years; CA Water Board, Stormwater
Requirements, Attachment S, Provisions
I.D.4, I.F.7; 40 CFR §§122.21, 122.41,
122.44; CCP §337 et seq.

Public Works /
Engineering PW-022 Subdivision Maps / Parcel Maps P
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.

Page 372 of 424 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Public Building Maintenance)
Page PW-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, & 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 &/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Engineering PW-023 Surveys, Record of Survey P
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD Department Preference; GC §34090 Public Works /
Engineering PW-024 Traffic Calming Requests (Speed Humps, Red Curbs, Stop Signs, etc.) 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 State of
California or
Police Dept.

PW-025 Traffic Collision Reports / SWTRS
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Copies or Not City Records; GC §34090.7 Public Works /
Engineering PW-026 Traffic Counts / Traffic Studies 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Engineering PW-027 Traffic Speed Surveys 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Engineering PW-028 Traffic Stop Sign Warrants 10 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Engineering PW-029 Transportation Permits / Wide Load Permits, Heavy Load Permits, etc.

Expiration +
2 years
Yes: During
Project
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC § 34090
Public Works /
Engineering PW-030 Transportation Plans / Master Plans P Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090

PUBLIC WORKS / PUBLIC BUILDINGS (MAINTENANCE)
Public Works /
Lead Div. PW-031 Operations / Maintenance Manuals (O&M Manuals) Life of
Facility or
Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC §34090 et.
seq.

Public Works /
Lead Div. PW-032 Playground Equipment Inspections / Maintenance 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC'd & OD Department preference; GC §34090 Public Works /
Public
Buildings
(Maint.)
PW-033 Safety Committee / Safety Steering
Committee 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 et
seq.

Item Number: 13.

Page 373 of 424 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Public Building Maintenance)
Page PW-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, & 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 &/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Public Works /
Lead Div. PW-034
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 / I Yes: After QC & OD
Previous SDS / MSDS may be obtained
from a service; SDS / 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 & 3), 29 CFR
1910.1020(d)(1)(i), GC §34090
Public Works /
Public
Buildings
(Maint.)
PW-035 Tree Maintenance, Trimming, Arborists
Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD Department preference; GC §34090 Public Works /
Public
Buildings
(Maint.)
PW-036 Vehicle Titles (Pink Slips) Sale or
Disposal
Mag, Mfr,
OD, Ppr S / I Given to Auction House / New Owner; GC §34090 Division
Providing
Service / Work
PW-037
Work Orders / Service Requests / Service
Orders - CRM / CMMS DATABASE
(Computerized Maintenance Management
System)
Indefinite -
Minimum 10
years
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Data is interrelated; Databases where
sewer records may be stored are required
for 5 years; SWRCB Order 2022-0103-
DWQ; CCP §§338 et seq., 340 et seq.,
342, GC §34090
Division
Providing
Service / Work
PW-038
Work Orders / Service Requests / Service
Orders - All Information Entered in CRM
/ CMMS Database
(Paper drafts)
When No
Longer
Required
Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Preliminary drafts (the database is the
original); 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.

Page 374 of 424 ends

Ver. 7.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS
(Engineering, Public Building Maintenance)
Page PW-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, & 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 &/or investigations suspend normal retention periods (retention resumes after settlement or completion).

Division
Providing
Service / Work
PW-039
Work Orders / Service Requests / Service
Orders - NOT entered in CRM / CMMS
Database (/ partial information entered into
CMMS Database)
(Division providing service retains originals;
Division requesting service is considered a
copy)
5 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
May contain sewer records, which are
required for 5 years; SWRCB Order 2022-
0103-DWQ; CCP §§338 et seq., 340 et
seq., 342, 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.

Page 375 of 424 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION and COMMUNITY SERVICES Page REC-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).

RECREATION AND COMMUNITY SERVICES
Recreation &
Community
Services
REC-001 Registration Database - Recreation
Applications, Waivers, Registration
Indefinite -
Minimum 2
years
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Community
Services
REC-002 After-School Program - Drinking Water Test
Results 5 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Required every 5 years; GC §34090
Recreation &
Community
Services
REC-003 After-School Program - Fire Drills 2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Required every 6 months; GC §34090
Recreation &
Community
Services
REC-004 After-School Program - License to Operate
Superseded
or
Terminated +
2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD GC §34090
Recreation &
Community
Services
REC-005
After-School Program - Licensed Participant
Files: Registration / Fee / Charge / Liability
Forms / Release of Liability Forms /
Permissions, etc.

Licensed Childcare only
End of
Participation
+ 3 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Meets State Licensing requirements;
No grant funding; 22 CCR 101221(g);
GC §34090
Recreation &
Community
Services
REC-006
Applications / Participants' Registration /
Memberships / Liability Forms / Release of
Liability Forms / Photo Releases / Waivers of
Liability / Permissions: Camps, Field Trips,
Authorization to give Medicine, etc.
2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & 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.

Page 376 of 424 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION and COMMUNITY SERVICES Page REC-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).

Recreation &
Community
Services
REC-007
Coaches / 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
Recreation &
Community
Services
REC-008
Coaches / 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
Recreation &
Community
Services
REC-009 Contracts for Performances / Instructors Completion + 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC & OD Department preference; GC §34090
Recreation &
Community
Services
REC-010 Evaluations / Surveys (Program Evaluations
Recreation Evaluations or Surveys)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content Not Substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090 et.
seq.

Recreation &
Community
Services
REC-011
Facility Use Requests / Field Rentals / Facility
Use Applications / Permits / Requests (Includes
Insurance Certificates / ABC Permits where
appropriate)
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090 et. seq.

Recreation &
Community
Services
REC-012 Incident Reports / Disruptive Patrons Minimum 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & 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.

Page 377 of 424 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION and COMMUNITY SERVICES Page REC-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).

Recreation &
Community
Services
REC-013 Liability Waivers (if separate from another
record) 2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Community
Services
REC-014
Program Manager's Files: Activity / Special
Programs / Special Event Files for CitySponsored events: After-School, Children's Programs, Gardening, Health Programs, Sports
Programs, etc.

IF the Content relates in a SUBSTANTIVE way
to the conduct of the public's business
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD Department preference; GC §34090
Recreation &
Community
Services
REC-015 Reports generated from Registration Database
When No
Longer
Required
Yes
Mag,
Mfr, OD,
Ppr
S / I Yes: After

QC & OD
Content Not Substantive / Preliminary
drafts / Transitory records (The
database is the original record); GC
§34090
Recreation &
Community
Services
REC-016 Rosters / Sign-in / Sign-Out Sheets for classes / programs
2 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Community
Services
REC-017 Schedules / Hours (classes / staff)
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD
Content not substantive; Preliminary
drafts not retained in the ordinary
course of business; GC §34090
Commun.

Services /
Recreation &
Parks & Admin.

Support
REC-018 Senior Food / Lunch Program Registrations 4 years Mag,
Mfr, OD,
Ppr
S / M / I Yes: After

QC & OD
City administers program for the
County; meets Uniform Grant
Requirements; Uniform Admin.

Requirements for Grants to Local
Governments is 3 years from
expenditure report;2 CFR 200.334; 24
CFR 91.105(h), 92.505, 570.490, &
570.502(a), GC §34090; GC §
8546.7
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.

Page 378 of 424 ends

Ver. 3.0 RECORDS RETENTION SCHEDULE: RECREATION and COMMUNITY SERVICES Page REC-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).

Recreation &
Community
Services
REC-019 Swimming Pool Logs / Swimming Pool
Incidents
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & OD GC §34090
Recreation &
Community
Services
REC-020 Visitors Logs 2 years
Yes: During
Class or
Program
Mag,
Mfr, OD,
Ppr
S / I Yes: After
QC'd & 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.

Page 379 of 424 ends

Page 380 of 424 ends

SR-26-211
City of Desert Hot Springs
City Council

AGENDA ITEM REPORT
To: City Council
Date: September 15, 2026
Department: Economic Development
Prepared by: Jocelyn Kane, Economic Development Manager Subject: Professional Services Agreement Amendment - The Mural Supply Co (Downtown Arts and Cultural District)
RECOMMENDATION:

Authorize the City Manager to execute an Amendment to the Professional Services Agreement with The Mural Supply Co. for the Curation of Phase Two of the Downtown Mural Program extending the term to June 30, 2027.

BACKGROUND:

On October 1, 2024 the City Council authorized the Professional Services Agreement with The Mural Supply Co. for the curation of a Mural Program in the Downtown Arts and Culture District. Since then, sixteen murals have been completed by well known and respected artists like Shepard Fairy, Dabs Myla, Mr. B Baby, POSE and Royal Dogg to name a few. These murals have acted as powerful tools to support local business, attract visitors and build community pride, which are all initiatives laid out in the Strategic Plan.

On July 1, 2025 the City Council authorized the Professional Services Agreement with The Mural Supply Co to curate phase two of the Downtown Mural Program in an amount not to exceed $250,000 from the Art in Public Places Fund.

DISCUSSION:

Since July 1, 2025 (4) additional murals have been completed in the downtown in furtherance of Goal 3, Action Item B1 of the Strategic Plan which states the following; Work with Known Gallery to execute Phase two of the Downtown Art and Mural Program Project, capitalizing on the initial internationally known artists via intense advertising and promotion in conjunction with Known Gallery/The Seventh Letter/The Mural Supply Co.

Due to several factors, including the hot summer months, plans were undertaken to restart murals in the fall. While preparing for this ramp-up staff discovered that the underlying Professional Services Agreement term had ended on June 30, 2026. This project remains ongoing with plans for new murals to start production within the month, accordingly the underlying Agreement would need to be amended to reflect the updated term. Staff is recommending the Professional Services Agreement term be extended to June 30, 2027 to complete this project.

Item Number: 14.

Page 381 of 424 ends

SR-26-211
FISCAL IMPACT:

There is no fiscal impact, Art in Public Places Funds for this project were previously approved and budgeted for this project. This item only amends the term of the agreement to end on June 30, 2027.

STRATEGIC ALIGNMENT:

This initiative supports the following goals of the City's Strategic Plan:

Goal 3: Downtown District
Revitalize the Downtown Art and Culture District to attract events, promote business development and enrich the art and culture experience for both Desert Hot Springs residents and visitors.

ATTACHMENTS:
1) First Amendment - The Mural Supply Co.

Item Number: 14.

Page 382 of 424 ends

FIRST AMENDMENT TO PROFESSIONAL SERVICES AGREEMENT

BY AND BETWEEN

THE CITY OF DESERT HOT SPRINGS
AND
THE MURAL SUPPLY CO.

This First Amendment (hereinafter, the “First Amendment”), is made and entered into as of the 1st Day of July, 2026, by and between the City of Desert Hot Springs, hereinafter referred to as the "City,” and The Mural Supply Co. LLC, a Limited Liability Company, a Consultant, hereinafter referred to as "Consultant with the City and Consultant sometimes together referred to herein as the “Parties.”

RECITALS
WHEREAS, the Parties previously entered into that certain Professional Services Agreement By and Between the City of Desert Hot Springs and The Mural Supply Co., dated 1st of July, 2025 (hereinafter, the “Agreement”), for Consultant to provide the City with the curation of twelve (12) murals in the Downtown Art and Culture District, in the amount not to exceed $250,000; and
WHEREAS, the Parties desire to amend the Agreement to change the term set forth in the Agreement.

NOW THEREFORE, in consideration of the foregoing recitals and other good and valuable consideration the receipt and adequacy of which is hereby acknowledged, the Parties hereby agree as follows:

AGREEMENT
Section 1. RECITALS
The Recitals set forth above are hereby incorporated into this First Amendment by this reference, as though fully set forth herein.

Section 2. SECTION 3 - TERM
Section 3 of the Agreement is hereby amended to read as follows:

This Agreement shall commence as of the date in the opening paragraph of this Agreement and shall continue in force and effect through June 30, 2027, in accordance with this Agreement, subject to allocation of funds pursuant to a duly approved City budget.

Section 3. ATTORNEY'S FEES
Item Number: 14.

Page 383 of 424 ends

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 First Amendment or as a result of any alleged breach of any provision of this First Amendment, the prevailing party in such suit or proceeding shall be entitled to recover its costs and expenses, including reasonable attorney's fees, and any judgment or decree rendered in such a proceeding shall include an award thereof.

Section 4. COUNTERPARTS
This First Amendment may be executed in several counterparts, each of which shall be deemed to be an original and 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 the Parties hereto.

Section 5. CONFLICTS
In the event there exist any conflicts between the terms of this First Amendment and the original Agreement, the terms of this First Amendment shall be superseding.

Section 6. REMAINING PROVISIONS
All other remaining terms and conditions of the Agreement shall remain unchanged.
[THE REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK]
Item Number: 14.

Page 384 of 424 ends

IN WITNESS WHEREOF, the Parties hereto have caused this First Amendment to be executed as of the date first written above.

CITY OF DESERT HOT SPRINGS
______________________________
Doria Wilms, City Manager
ATTEST:

_____________________________
Jerryl Soriano, City Clerk

APPROVED AS TO FORM:

_____________________________
Jennifer Mizrahi, City Attorney
THE MURAL SUPPLY CO.

________________________________
Casey Zoltan, Owner

Item Number: 14.

Page 385 of 424 ends

Page 386 of 424 ends

SR-26-208
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: Renewal and Expansion of the Art Enrichment Program at the Desert Hot Springs Senior Center
RECOMMENDATION:

Authorize the City Manager to execute a Professional Services Agreement with Sallé Kirby to continue and expand the Art Enrichment Program at the Desert Hot Springs Senior Center for the 2026–2027 program year, in an amount not to exceed $35,520.00.

BACKGROUND:

In 2025, the City Council approved the Art Enrichment Program at the Desert Hot Springs Senior Center, providing weekly art classes at no cost to Senior Center members. The program provides hands-on instruction in a variety of art forms, including drawing, painting, printmaking, collage, mixed media, and other creative projects.

The program has been very successful during its first year. As of August 2026, 206 participants have taken part in the program, creating approximately 220 individual pieces of artwork. The program has also hosted three public art exhibitions showcasing participants’ artwork.

Interest in the program has continued to grow, with classes often filling one to two months in advance and a waitlist maintained when classes reach capacity. Based on the success of the program and continued interest from Senior Center members, staff is recommending continuing and expanding the program for the 2026–2027 year and expanding it to provide additional opportunities for participation.

DISCUSSION:

The Art Enrichment Program gives Senior Center members the opportunity to explore different art forms, learn new techniques, and develop their artistic skills. Classes are kept small so participants can receive individual instruction and assistance with their projects.

For the upcoming year, the four-week art sessions will continue with a maximum of six participants per class. Classes will include a variety of art forms, including drawing, watercolor and acrylic painting, printmaking, collage, and mixed media.

Based on participant feedback, classes will increase from two hours to three hours, giving participants more time for instruction and to complete their projects.

Item Number: 15.

Page 387 of 424 ends

SR-26-208
The program will also expand to include a Next Level Art Class, offered twice a month for three hours and limited to four participants. The class will provide participants who have completed the introductory classes with an opportunity to continue developing their skills and work on more advanced art projects.

Regular classes will be held on Fridays from 1:00 p.m. to 4:00 p.m., with the Next Level Art Class offered twice a month on Thursdays from 1:00 p.m. to 4:00 p.m. Participants will also continue to have opportunities to display their artwork through public exhibitions.

The proposed 2026–2027 program includes 42 regular project-based sessions and 22 Next Level sessions, for a total of 64 sessions. The total program cost is $35,520, which includes instruction, art supplies and materials, curriculum development, exhibitions, and other program expenses.

The Art Enrichment Program has been very well received by Senior Center members. Continuing the program for another year, while adding the Next Level Art Class and increasing class time, will provide participants with more opportunities to learn, be creative, and continue developing their artistic skills.

FISCAL IMPACT:

The program cost is proposed to be funded through Art in Public Places fund.

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) Art Enrichment Program Proposal
2) Salle Kirby Art Enrichment Program Agreement
Item Number: 15.

Page 388 of 424 ends

Grant Renewal Request to the City of Desert Hot Springs Tuesday, August 11, 2026

GRANT RENEWAL REQUEST
Arts Enrichment Program
Program name: Art Enrichment Program
Formerly funded as: Art for All: Senior Center Art Enrichment Program Executive Summary
The Arts Enrichment Program provides older adults at the Desert Hot Springs Senior Center with accessible, hands-on opportunities to learn, create, connect, and participate in the arts.

The program has established strong participation during its initial grant period. Classes have generated continued demand, participants have completed hundreds of individual artworks, and participant work has been presented through public exhibitions. The program has also created opportunities for seniors to continue their artistic practice independently and to build relationships with other participants outside the classroom.

Based on the program's demonstrated demand, measurable activity, participant feedback, and alignment with the City's commitment to community services, engagement, quality of life, and arts and culture, renewal funding is respectfully requested for a grant period covering 2026– 2027.

The renewal will maintain the existing four-week project-based art program while adding a small-group Next Level Art Class designed to provide additional opportunities for participants who wish to continue developing their artistic skills. This approach expands access without sacrificing the individualized instruction that has contributed to the program's success.

1. Program Overview
Project-Based and Technique-Focused Art Program
The Arts Enrichment Program offers a rotating series of four-week art sessions, with each session focused on specific artistic media and techniques based-projects.

The program is designed to provide seniors with an opportunity to learn through doing. Each session introduces participants to the fundamentals of the selected medium and provides guided instruction as participants develop and complete a finished work of art. Planned sessions may include watercolor, printmaking, drawing, colored pencil, pastel, collage, mixed media, acrylic painting, fiber arts, and other techniques identified through participant interest and program goals.

Item Number: 15.

Page 389 of 424 ends

Grant Renewal Request to the City of Desert Hot Springs The rotating format gives participants the opportunity to experience different forms of artistic expression rather than repeating the same project or limiting participation to a single class.

Participants who return for subsequent sessions can build on previously developed skills while learning new materials and techniques.

The program is intentionally structured as a small-group learning experience. This allows the instructor to provide individual guidance, answer questions, demonstrate techniques, and adjust instruction to accommodate different levels of experience. The result is a program that combines arts education, creative expression, social interaction, and continued engagement for older adults.

2. Equitable Access
Access to the program is managed according to available class capacity. Both new and returning participants may participate as space permits. When demand exceeds available capacity, consideration will be given to members who have not previously participated so that opportunities are distributed as broadly as possible among senior center members.

At the same time, returning participants will be able to participate in new projects and techniques when space is available. This balance recognizes that equitable access means both expanding participation and allowing participants who have demonstrated continued interest to build upon their skills.

The proposed additional class will further increase the number of available participation opportunities without substantially increasing the size of the existing classes.

3. Program Objective
The primary objective of the Arts Enrichment Program is to provide high-quality, accessible arts experiences that encourage older adults to remain active, engaged, creative, and connected to their community. The program's first year has established a strong foundation for achieving these objectives.

The program is designed to:
• Provide accessible hands-on arts education.
• Introduce participants to a variety of artistic media and techniques. • Develop artistic skills and confidence.
• Encourage continued learning and creative expression. • Provide opportunities for social interaction and peer connection. • Create opportunities for participants to display and share their artwork. • Provide continued creative activities beyond the formal classroom. • Expand participation opportunities in response to demonstrated demand.

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Grant Renewal Request to the City of Desert Hot Springs

4. Demonstrated Results
During the initial grant period, the program has demonstrated substantial participation and community interest.

As of August 2026, the program has:
• Served 206 senior participants.
• 51 unduplicated individuals.
• Presented 44 hands-on art workshops.
• Supported the creation of approximately 220 individual artworks. • Curated three public art exhibitions featuring participant work.

The exhibitions have provided participants with an opportunity to share their accomplishments with the community and have extended the program's impact beyond the classroom.

Participation, workshop activity, completed artwork, and public exhibitions provide tangible measures of program activity and demonstrate that the program has developed a sustained audience among senior center members.

5. Participant Outcomes
Participant feedback demonstrates that the program is achieving more than simply providing recreational activity.

Participants have reported increased confidence, enjoyment of learning, appreciation for instruction, and enthusiasm for continuing their artistic development. One participant described the program as providing the “confidence to return to painting after a long break.” Other participant comments included:
• “Lots of fun and learning.”
• “Teacher is super patient and very knowledgeable.”
• “New experience with Gelli printmaking.”
• “Seeing and doing art as a group.”
• “Learning how to draw a picture of a face and painting still life.” • “Definitely would like to take more art classes.”
These comments demonstrate several outcomes that are directly relevant to the program's purpose: learning, confidence, social connection, exposure to new techniques, and interest in continued participation.

Participant feedback has also identified opportunities for improvement. One participant recommended additional time for each class. This feedback is included in this proposal.

Class Length change: Three hours as opposed to the current two hours.

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Grant Renewal Request to the City of Desert Hot Springs

6. Benefits to Senior Participants
The program has generated benefits that extend beyond the scheduled classroom hours.

Continued Creative Practice
Participants receive sketchbooks at the conclusion of each four-week session, providing an opportunity to continue practicing and creating independently after the class ends.

Social Connection
The program provides a structured setting where seniors can create alongside their peers, share ideas, encourage one another, and develop relationships through a common interest.

Broader Artistic Connections
Participants have shared their artwork through a global art exchange, creating opportunities to connect with people and artistic perspectives beyond the local community.

Opportunities to Develop Skills
Some participants have used skills developed through the program to accept art commissions from community members and peers. Although generating income is not a primary objective of the program, these experiences demonstrate the practical value participants may derive from continued artistic development.

7. Community Demand
Demand for the program has exceeded the available capacity of the existing class.

Classes have frequently filled one to two months in advance, and a waitlist has been maintained for interested senior center members when classes reach capacity.

The existing four-week classes are intentionally limited to six participants. This small class size is an important component of program quality because it allows the instructor to provide individualized guidance and hands-on assistance. However, the same limitation that protects instructional quality also limits the number of seniors who can participate.

The proposed expansion is therefore based on a demonstrated need rather than an assumption of demand.

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Grant Renewal Request to the City of Desert Hot Springs

8. Proposed Expansion: Next Level Art Class
To respond to continued demand, the program proposes adding a Next Level Art Class twice each month. The additional class will be offered on a different day from the regular four-week session and will maintain the program's project-based approach.

Enrollment will be limited to four participants per class.

The smaller class size will allow participants who have completed introductory instruction to receive additional individualized guidance and work on projects that may require more time, practice, or technical support. The Next Level Art Class will complement the existing program rather than replace it. This expansion provides a practical response to the two primary needs identified through the first year of operation: limited class capacity and continued demand for skill development.

9. Eligibility and Enrollment
The regular four-week art sessions will remain available to eligible senior center members based on available capacity. For the Next Level Art Class, priority will generally be given to participants who have completed a four-week session and are ready for additional instruction. If an interested member is on the waitlist for an introductory session because the class is full, that member may be considered for an available Next Level Art Class when appropriate.

Enrollment will remain subject to available space. This approach provides flexibility while maintaining a fair and transparent process for distributing limited class spaces.

10. Program Structure
Location:

Desert Hot Springs Senior Center
Instructor:

Sallé Kirby, Art Instructor
Regular Art Program:

Four-week project-based sessions (one class per week)
Regular Class Size:

Maximum of six participants
Next Level Art Class:

Two-week project-based sessions (one class biweekly)
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Grant Renewal Request to the City of Desert Hot Springs Next Level Class Size:

Maximum of four participants
Class Length:

Three hours
Regular Class Schedule:

Friday, 1:00 p.m.–4:00 p.m.

Next Level Class Schedule:

Thursday, 1:00 p.m.–4:00 p.m.

Exhibition Dates:

Jan. 4, / April 5, / Aug. 2, 2026
Time: TBD
Program Period:
2026–2027
The annual class calendar for 2026–2027 has been established in collaboration with the Senior Services Director and reflects scheduled holidays and facility availability. Dates are subject to change as necessary due to unforeseen circumstances, facility needs, or required program adjustments.

Note: Any changes to approved advertising materials or the class/exhibition schedules will be coordinated with the Art Instructor in advance to ensure accurate communication with participants and consistency with the approved program plan.

11. Measurement and Accountability
In partnership with the senior center director, staff and the Arts Enrichment Program, we will continue to track participation and program activity throughout the grant period. These measures will provide a clear record showing the investment is producing the intended community benefit.

Program performance will be evaluated using measurable indicators including:
• Number of workshops/classes provided.
• Number of unduplicated participants served.
• Total participant visits.
• Class enrollment and capacity.
• Number of waitlisted participants.
• Post flyer on social media
• Provide flyer at kiosk locations in senior center
• Number of completed artworks.
• Number of public exhibitions or displays.
• Participant feedback.
• Continued participation in subsequent sessions
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Grant Renewal Request to the City of Desert Hot Springs

12. Goals
During the grant period, the program will seek to:

Goal 1 — Maintain Access
Continue providing affordable, accessible arts instruction for senior center members.

Goal 2 — Expand Participation
Increase the number of available class opportunities through the addition of the Next Level Art Class.

Goal 3 — Maintain Instructional Quality
Preserve small class sizes that allow for meaningful instruction and individualized attention.

Goal 4 — Expand Artistic Opportunities
Introduce additional media, techniques, and projects based on participant interest and instructional objectives.

Goal 5 — Support Continued Learning
Provide returning participants with opportunities to progress beyond introductory instruction.

Goal 6 — Strengthen Community Engagement
Continue public exhibitions, art exchanges, participant-led activities, and other opportunities that allow seniors to share their work and remain connected.

Goal 7 — Evaluate and Improve
Use participant feedback and participation data to refine class schedules, project length, instructional pacing, and future offerings.

13. Alignment with the City of Desert Hot Springs Strategic Plan
The Arts Enrichment Program directly supports Goal 8: Community Services, Engagement and Quality of Life of the City's 2025–2027 Strategic Plan.

Goal 8 calls for high-quality programs, events, and activities that promote community engagement, community pride, quality-of-life services, and arts and culture in Desert Hot Springs. The City's current strategic-plan update also identifies growth in senior programming as part of the City's community-services efforts.

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Grant Renewal Request to the City of Desert Hot Springs The program also complements the City's broader emphasis on strengthening the arts and culture experience in Desert Hot Springs. The Strategic Plan: Goal 3: Identifies revitalization of the Downtown Art and Culture District and enrichment of the arts and culture experience for residents and visitors as a separate City goal.

The Arts Enrichment Program contributes to these priorities at the senior-center level by providing consistent arts education, creating opportunities for participants to exhibit their work, and strengthening community participation through the arts.

14. Budget
The requested program budget is based on the cost of delivering the scheduled instructional sessions and providing the materials and administrative requirements necessary to operate the program, i.e. curriculum development, exhibition-related needs, licensing, permits, insurance, and other direct program expenses.

Four-week project-based sessions = 42 weeks / Two-week project-based sessions = 22 weeks

15. Reason for Continued Funding
The first year of the Arts Enrichment Program has demonstrated that there is a meaningful demand for accessible, hands-on arts programming among older adults in Desert Hot Springs.

The program has produced measurable activity, including workshops, participant-created artwork, public exhibitions, continued enrollment, and strong participant feedback. The waitlist further demonstrates that available capacity does not currently meet the level of interest.

Renewal funding would allow the program to move from a successful initial effort to a stable, sustainable program with predictable scheduling and expanded opportunities for participation.

The proposed expansion is intentionally modest. Rather than increasing existing class sizes and reducing individualized attention, the program would add small-group instructional opportunities. This allows the City to respond to demand while protecting the quality of the participant experience.

Item Cost per
Sessions
Total for 64
Weeks
Instructor Fee $225 $14,400
Art Supplies and Materials $250 $16,000
Curriculum, Curator, license, permits,
insurance, etc. $80 $5120
Total Year 2026-2027 $555 $35,520
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Grant Renewal Request to the City of Desert Hot Springs Continued funding would also allow the program to build upon established relationships, curriculum, participant interest, and community engagement rather than starting over each year.

16. Conclusion
The Arts Enrichment Program has demonstrated that older adults in Desert Hot Springs want meaningful opportunities to learn, create, and connect through the arts.

The program has produced measurable results, including strong participation, completed artwork, public exhibitions, continued demand, and positive participant feedback. It has also generated benefits that extend beyond the classroom by encouraging independent artistic practice, peer connection, participant-led activities, and broader community engagement.

The proposed renewal is a measured investment in a program with an established record of participation and demonstrated community interest.

The addition of the Next Level Art Class will address limited capacity while maintaining the small-group instructional model that participants value. The rotating curriculum will continue to provide new artistic experiences, while returning participants will have opportunities to deepen their skills and explore more advanced techniques.

The program directly supports the City's commitment to community services, engagement, quality of life, and arts and culture.

For these reasons, renewal funding of $35,520 annually, is respectfully requested for the continuation and expansion of the Arts Enrichment Program at the Desert Hot Springs Senior Center.

The arts provide older adults with an opportunity to remain curious, engaged, connected, and creative. With continued support, this program can provide more seniors with the opportunity to learn new skills, complete meaningful projects, share their work, and remain active participants in the cultural life of their community.

Maggie Garrison
Karen Cook Yolanda Romas
Pattie Bailey
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Grant Renewal Request to the City of Desert Hot Springs Background:

Sallé Kirby is a multi-discipline, artist and dedicated community advocate with over eight years of professional experience in the arts and more than two decades in client-focused roles. Her artistic journey began in childhood and has evolved into a dynamic career encompassing painting, photography, printmaking, and multimedia art. She holds an Associate of Arts degree in Studio Arts from College of the Desert and has exhibited her work at esteemed venues such as the Palm Springs Art Museum, Michael H.

Lord Gallery, Venus Art Studio in Palm Springs and J.Willott Gallery on El Paseo in Palm Desert. Her pieces are displayed at the La Quinta Library and the James O. Jessie, Desert Highland Unity Center in Palm Springs.

Beyond her artistic pursuits, Sallé has shown a steadfast commitment to community service. Between 2016 and 2022, she volunteered and worked with several organizations and institutions, including the Palm Springs Unified School District, Mizell Senior Center, Desert Hot Springs Senior Center, Desert Art Center in Palm Springs, Art Division of LA, and Tools for Tomorrow in Palm Desert. She also contributed her time to the DHS Senior Center as a member of the Advisory Board and coordinated the Farmers Market. In 2022, she transitioned to a role as an In-Home Supportive Services (IHSS) healthcare worker, continuing her dedication to supporting the elderly community.

Sallé’s career in art often explores themes of social justice, human experience, and the natural world, reflecting her belief that art is a powerful means of communication and connection. Through her teaching, she aims to inspire others to explore their creative potential and contribute to the cultural richness of their communities. coachellavalleyweekly.com+1lqaf.com+1
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Grant Renewal Request to the City of Desert Hot Springs Art Enrichment Program Class Curriculum
Project-Based and Technique-Focused
Duration: 4 -week Sessions ( 1 class per week, 3 hours ) 2- Week Session ( 2 classes per month, 3 hours)
Focus Areas: Drawing, Painting, Printmaking, Collage, Mix-Media Monthly Schedule
Rotation of classes:
2026
October Drawing
November Acrylic Painting
December Watercolor Painting
2027
January Printmaking
February Drawing
March Acrylic Painting
April Watercolor Painting
May Printmaking
July Mix-Media
August Collage
September Mix-Media
Note: Classes are subject to change without notice.
“Alfre Woodard” charcoal on paper - Alyson Perez “Self Portrait” watercolor, color pencil on paper - Pattie Bailey Item Number: 15.

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PROFESSIONAL SERVICES AGREEMENT

BY AND BETWEEN

THE CITY OF DESERT HOT SPRINGS,

A CALIFORNIA MUNICIPAL CORPORATION
AND

SALLE KIRBY
Form Approved June 2025
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PROFESSIONAL SERVICES AGREEMENT FOR ART

ENRICHMENT PROGRAM AT THE DESERT HOT SPRINGS

SENIOR CENTER BY AND BETWEEN THE CITY OF DESERT

HOT SPRINGS AND SALLE KIRBY
This PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into this 15TH day of September, 2026 (“Effective Date”) by and between the City of Desert Hot Springs, a municipal corporation located in the County of Riverside, State of California, (“City”) and Salle Kirby, an individual, (“Consultant”). For the purposes of this Agreement City and Consultant are sometimes hereinafter referred to as “Party” and collectively referred to as the “Parties.”
RECITALS:

WHEREAS, the City desires to utilize the services of Consultant, as an independent contractor, to provide the City with Art Enrichment Program at the Desert Hot Springs Senior Center (“Services”), as described in more particularity in Exhibit “A,” attached hereto and incorporated by reference as the “Scope of Services”; and WHEREAS, Consultant 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
Consultant shall provide to the City the Services 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 Exhibit A, “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 Consultant 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 Consultant's obligations under this Agreement. Any City assets to which access is being provided for use by the Consultant (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 Consultant any representations or warranties regarding such assets.

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Section 3. TERM
This Agreement shall commence as of the Effective Date and shall continue in force and effect until September 15, 2027, unless earlier terminated or extended by written agreement of the Parties in accordance with Section 7 of this Agreement, subject to allocation of funds pursuant to a duly approved City budget.

Section 4. COMPENSATION
a. The City agrees to pay Consultant for and in consideration of the faithful performance of the Services and duties set forth in this Agreement, and Consultant agrees to accept from the City, as and for compensation for the faithful performance of said Services and duties, subject to Section 2 of this Agreement, in a total amount not to exceed Thirty Five Thousand Five Hundred Twenty Dollars and Zero Cents ($35,520.00). b. If this Agreement is extended pursuant to this Agreement, the City shall pay the same rates specified in Exhibit A.

Section 5. METHOD OF PAYMENT AND INVOICING
a. Consultant shall submit invoices to the City, not more often than once a month, describing the work performed. Consultant’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 Consultant 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 the invoice by City staff will occur within thirty (30) calendar days of receipt of the invoice via email.
b. The Consultant 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) 288-3129
Email: [email protected]
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c. Payment to Consultant for work performed pursuant to this Agreement shall not be deemed to waive any defects in work performed by Consultant.

Section 6. EXTRA WORK
At any time during the term of this Agreement, the City may request that Consultant 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. Consultant shall not perform Extra Work without written authorization from the City.

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. The City Manager is delegated the authority to terminate the Agreement without cause. 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. 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. 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.

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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 9. NON-LIABILITY OF CITY’S OFFICERS AND EMPLOYEES No officer or employee of the City shall be personally liable to Consultant, 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 Consultant or to its successor, or for any breach of any obligation of the terms of this Agreement.

Section 10. REMEDIES
If Consultant 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 Consultant pursuant to this Agreement; c. Retain a different Consultant to complete the Services that are not finished by Consultant.
d. Any and all remedies at law or in equity.

Section 11. 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 12. OWNERSHIP OF DOCUMENTS
All plans, studies, documents and other writings, including drafts, prepared by and for Consultant, its officers, employees and agents and subconsultants in the course of implementing this Agreement, except working notes and internal documents, shall become the exclusive property of the City upon creation and the City shall have the sole right to use, reuse, or otherwise dispose of such materials in its discretion without the permission of Consultant or further compensation to Consultant or to any other party.

Consultant shall, at its expense, provide such reports, plans, studies, documents and Item Number: 15.

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other writings in PDF format to the City upon written request, or such other electronic format as reasonably requested by the City.

Section 13. PROTECTION AND CORRECTION OF WORK
a. Consultant shall adopt reasonable methods during the life of the Agreement to furnish continuous protection to the work performed by Consultant, and the equipment, materials, papers and other components thereof to prevent losses or damages. b. The performance of Services by Consultant shall not relieve Consultant 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 Consultant.

Section 14. 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 Consultant in connection with the performance of this Agreement shall be held confidential by Consultant. Such materials shall not, without prior written consent of the City, be used by Consultant 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. Consultant 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 Consultant that is otherwise known to Consultant without breach of confidentiality obligations, is generally known in the industry through no fault of Consultant, or has become known to the related industry through no fault of Consultant shall be deemed confidential.

b. Consultant shall not use the City’s insignia or photographs relating to Consultant’s Services, or any publicity pertaining to the Consultant’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 15. CONSULTANT’S BOOKS AND RECORDS
a. Consultant 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 minimum period of five (5) years, or for any longer period required by law, and to the extent required by laws relating to audits of public agencies and their expenditures, from the date of final payment to Consultant pursuant to this Agreement. b. Consultant shall maintain all documents and records which demonstrate performance under this Agreement for a minimum of three (3) years, or for any longer Item Number: 15.

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period required by law, and to the extent required by laws relating to audits of public agencies and their expenditures 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 Consultant’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 Consultant’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 Consultant, Consultant’s representatives, or Consultant’s successorin-interest.

Section 16. INDEPENDENT CONSULTANT’S STATUS: NOT AGENT

OF THE CITY
Consultant 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, benefits, or other rights afforded to City employees and acknowledges that as an independent contractor, Consultant is not entitled to any City employee benefits or rights. Neither the City nor any of its agents shall have control over the conduct of Consultant or any of Consultant’s employees, except as herein set forth. Consultant shall be entirely responsible for the compensation and control of any assistants, employees, and subconsultants used by Consultant in providing said services. Nothing contained in this Agreement shall be deemed, construed or represented by the City or Consultant or by any third person to create the relationship of principal and agent and Consultant 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. Consultant shall have no authority, express or implied, to act on behalf of the City in any capacity whatsoever as an agent, nor shall Consultant have any authority, express or implied, to bind the City to any obligation whatsoever.

Section 17. INDEPENDENT CONTRACTOR STATUS AND

ACKNOWLEDGMENTS
a. Consultant represents and acknowledges the following:

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(1) The City is not required to provide any training or legal counsel to Consultant or its employees for Consultant 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 Consultant 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 Consultant to perform the services described in this Agreement. (6) Consultant 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) Consultant is not required to comply with daily instructions from City staff with respect to when, where or how Consultant must perform the services set forth in this Agreement.
(2) Consultant is solely responsible for determining who, under the supervision or direction of Consultant, will perform the services set forth in this Agreement.
(3) The City will not hire, supervise or pay any assistants working for Consultant pursuant to this Agreement.
(4) Nothing in this Agreement shall be interpreted to imply that the Consultant must maintain any contractual relationship with the City on a continuing basis after termination of this Agreement.
(5) It is the sole responsibility of Consultant to set the hours in which Consultant performs or plans to perform the services set forth in this Agreement subject to hours of access.

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(6) Consultant is not required to devote full time to the business operations of the City to perform the services set forth in this Agreement. (7) Consultant is not required to perform the services set forth in the Agreement in any particular order or sequence.
(8) Nothing in this Agreement shall be interpreted to preclude Consultant from working for other persons or firms, provided that such work does not create a conflict of interest.
(9) Consultant is not required to perform the Services at City-owned property.
(10) Consultant will perform services that are outside the usual course of the City’s business.

Section 18. CIVIL CODE SECTION 1542 WAIVER
Consultant acknowledges and 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. Consultant 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 19. WAIVER
a. No waiver shall be binding, unless executed in writing by the Party making the waiver.

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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 20. CONFLICTS OF INTEREST
a. Consultant (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 Consultant’s services hereunder.

Consultant 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. Consultant is not a designated employee within the meaning of the Political Reform Act because Consultant:
(1) Does not make or participate in:
(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.

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(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 Consultant must disclose its financial interests by completing and filing a Fair Political Practices Commission Form 700, Statement of Economic Interests, Consultant 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 21. PROHIBITED INTERESTS
Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant 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 Consultant, 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 22. EQUAL OPPORTUNITY EMPLOYMENT
Consultant represents that it is an equal opportunity employer and shall not discriminate against any subconsultant, 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, Consultant 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.

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Section 23. PROFESSIONAL ABILITY OF CONSULTANT;
WARRANTY; FAMILIARITY WITH WORK; PERMITS AND

LICENSES
a. Consultant warrants that all Services will be performed in a competent, professional and satisfactory manner in accordance with the highest standards prevalent in the industry for such services and in compliance with all applicable federal, state and local laws, regulations and ordinances.
b. By executing this Agreement, Consultant 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;
(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 Consultant 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 Consultant’s risk until written instructions are received from the City Manager or appropriate City representative. d. Consultant represents that it and all of its subconsultants, 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 and that such licenses are in good standing.

Section 24. INDEMNIFICATION
a. Consultant shall indemnify, protect, defend (with legal counsel reasonably acceptable to City) and hold harmless the City, any and all of its elected and appointed officials, officers, agents, employees, representatives and volunteers (“Indemnified Parties”) 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 the performance of this Agreement. Consultant’s duty to indemnify and hold harmless City shall not extend to the City’s sole or active negligence or willful misconduct.

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b. The City does not, and shall not, waive any rights that it may have against Consultant 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. If Consultant should subcontract all or any portion of the Work to be performed under this Agreement, Consultant shall require each subconsultant to defend, indemnify, protect, defend the Indemnified Parties in accordance with the terms of the preceding paragraph.
d. Claims. Any claim by Consultant against City hereunder shall be subject to Government Code Sections 800 et seq. The claims presentation provisions of said Act are hereby modified such that the presentation of all claims hereunder to the City shall be waived if not made within six (6) months after accrual of the cause of action. e. In the event that Consultant or any employee, agent, or subconsultant of Consultant 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 City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for CalPERS benefits on behalf of Consultant or its employees, agents, or subconsultants, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of the City.
f. This Section shall survive termination or expiration of this Agreement.

Section 25. INSURANCE REQUIREMENTS

RESERVED
Section 26. 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
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Facsimile: (760) 288-3129

To Consultant: Salle Kirby
66311 Two Bunch Palms Trail Suite #1022
Desert Hot Springs, CA 92240
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 27. PRINCIPAL REPRESENTATIVES
a. Roberta Crncic, Recreation and Community Services Director or designee shall be Consultant's Principal Representative and the person responsible for undertaking, managing and supervising the performance of all of the Services for this Agreement. Consultant'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 Consultant's Principal Representative shall not be reassigned, without the express written consent of both Parties.
b. Roberta Crncic, Recreation and Community Services Director or designee, shall be the Principal Representative of the City for purposes of communicating with Consultant on any matter associated with the performance of the services set forth in this Agreement.

Section 28. REPRESENTATIONS OF PARTIES AND PERSONS

EXECUTING AGREEMENT
The person or persons executing this Agreement on behalf of Consultant represents and warrants that he/she/they has/have the authority to so execute this Agreement and to bind Consultant to the performance of its obligations hereunder. Should signatory of this Agreement be unauthorized to bind Consultant, such signor shall be personally liable for the obligations set forth in this Agreement.

Section 29. USE OF RECYCLED PRODUCTS
Consultant 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.

Section 30. COMPLIANCE WITH LAWS
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a. Consultant shall keep itself informed of and comply with all applicable federal, state and local laws, statutes, codes, ordinances, regulations and rules in effect during the term of this Agreement.
b. Consultant shall at all times observe and comply with all such laws, ordinances, and regulations, and shall be solely responsible for any failure to comply with all applicable laws, ordinances, and regulations.
c. Consultant further represents and warrants that the services provided herein shall conform to all ordinances, policies and practices of the City.

d. Neither City, nor any elected or appointed boards, officers, officials, employees or agents of City, shall be liable, at law or in equity, as a result of any failure of Consultant to comply with this Section.

Section 31. 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.

Section 32. 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. In the event of litigation in a U.S. District Court, venue shall lie exclusively in the Central District of California, in Riverside.

Section 33. 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.

Section 34. ASSIGNMENT AND SUBCONTRACTING
a. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for the City to enter into this Agreement. Assignments of any or all rights, duties or obligations of the Consultant under this Agreement will be permitted only with the written consent of the City.

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b. Consultant 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, Consultant shall be fully responsible to the City for all acts or omissions of the subconsultant. Nothing in this Agreement shall create any contractual relationship between the City and subconsultant 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 subconsultant other than as required by law.

Section 35. 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 36. SUCCESSORS AND ASSIGNS
This Agreement shall be binding upon the heirs, executors, administrators, successors and assigns of the Parties.

Section 37. MODIFICATIONS AND AMENDMENTS
This Agreement may be modified or amended only by a written instrument signed by all Parties.

Section 38. 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 39. 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 40. ENTIRE AGREEMENT
a. This Agreement supersedes any and all other agreements, either oral or written, between the City and Consultant 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.

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c. No agreement, statement, or promise not contained in this Agreement shall be valid or binding.

Section 41. 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 digital signatures shall be deemed the same as original signatures in accordance with California's Uniform Electronic Transactions Act (UETA) and shall have the same legal effect as original signatures.

Section 42. 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 43. OTHER GOVERNMENTAL REGULATIONS

To the extent that this Agreement may be funded by fiscal assistance from another governmental entity, Consultant and any subconsultants shall comply with all applicable rules, regulations, and reporting requirements to which City is bound by the terms of such fiscal assistance program. Consultant acknowledges that failure to comply may result in loss of funding, and Consultant shall indemnify and hold harmless the City for any damages or losses resulting from Consultant's non-compliance.

Section 44. SURVIVAL
All obligations arising prior to any termination of this Agreement and all provisions, including but not limited to indemnification obligations, confidentiality requirements, and insurance obligations, shall survive any such termination. Such survival shall continue until all applicable statutes of limitations have expired.

Section 45. TIME OF THE ESSENCE
Time is of the essence in the performance of this Agreement.

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[Signature Page to Follow]

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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
_____________________________
Scott Matas, Mayor
_____________________________
Date

ATTEST:
_____________________________
Jerryl Soriano, City Clerk
APPROVED AS TO FORM:
_____________________________
Jennifer Mizrahi, City Attorney
Salle Kirby
By: _________________________
Name: Salle Kirby
Title: Art Instructor
Date: September 15, 2026

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EXHIBIT “A”

SCOPE OF SERVICES
Salle Kirby (“Contractor”) will provide art instruction and program services for the City of Desert Hot Springs Senior Center Art Enrichment Program for the 2026–2027 program year.

Services will include:
 Provide 42 regular project-based art sessions, with a maximum of six participants per class.
 Provide 22 Next Level Art sessions, with a maximum of four participants per class.  Provide three-hour art classes covering a variety of art forms, including drawing, watercolor and acrylic painting, printmaking, collage, mixed media, and other creative projects.
 Develop and prepare curriculum, projects, and instructional materials for each class.
 Provide all necessary art supplies and materials for participants.  Provide hands-on instruction and individual assistance to participants throughout each project.
 Coordinate with City staff regarding class schedules, registration, participant needs, and program activities.
 Coordinate and assist with public exhibitions showcasing artwork created by program participants.
 Provide all services in a professional manner and in accordance with the schedule approved by the City.

The total program will consist of 64 art sessions at a total cost not to exceed $35,520, inclusive of instruction, supplies and materials, curriculum development, exhibitions, and other expenses necessary to provide the program.

Item Number: 15.

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SR-26-196
City of Desert Hot Springs
City Council

AGENDA ITEM REPORT
To: City Council
Date: September 15, 2026
Department: Administrative Services
Prepared by: Viviana Gonzalez-Osorio, Management Analyst Subject: Contracts Management Report as of August 31, 2026 RECOMMENDATION:

Receive and file.

DISCUSSION:

Of the FY 2026-2027 Consolidated General Fund adopted operating budget of 56.57 million, 10.20 Million, or 18% is comprised of contract services. To facilitate management of the City’s contracts, a Contracts Management Report (Exhibit 1) has been developed and is submitted to the City Council for informational purposes. This report is comprised of operational contracts over $5,000.00 in support of daily City operations. This report assists staff in proactively administering contracts.

FISCAL IMPACT:

None.

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) Contracts Management Report as of August 31, 2026
Item Number: 16.

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City of Desert Hot Springs
Contracts Management Report
September 15, 2026
Balance as of August 31, 2026
Service/Commodity Provided Current
Contractor/ Consultant
Responsible
Department / Division
Annual Contract
Amount Total Contract Amount Total Contract Remaining Balance Contract
Effective
Date
Contract Expiration
Date
CITYWIDE ZONE 1 & 3 LANDSCAPE SERVICES DESERT CONCEPTS CONSTRUCTION, INC. Public Works FY 2023-2024 - $276,556.80
FY 2024-2025 - $276,556.80
FY 2025-2026 - $276,556.80
FY 2026-2027 - $331,767.96
$ 1,161,438.36 $ 304,120.63 7/1/2023 6/30/2027

JOHN H FURBEE POOL CHEMICALS AND CHEMICAL
MONITORING ECOLAB, INC. Public Works FY 2025-2026 - $89,147.66FY 2026-2027- $36,648.12 $ 125,795.78 $ 36,648.12 7/1/2025 12/31/2026 CITYWIDE ZONE 2 & 4 LANDSCAPE SERVICES MARIPOSA LANDSCAPES, INC. Public Works FY 2023-2024 - $243,616.44
FY 2024-2025 - $243,616.44
FY 2025-2026 - $243,616.44
FY 2026-2027 - $269,363.98
$ 1,000,213.30 $ 246,916.98 7/1/2023 6/30/2027
CITYWIDE PLAN CHECK SERVICES NV5, INC. Public Works
FY 2023-2024 - $207,781
FY 2024-2025 - $500,000
FY 2025-2026 - $500,000
FY 2026-2027 - $500,000
FY 2027-2028 - $500,000
FY 2028-2029 - $500,000
$ 2,707,781.00 $ 1,500,000.00 7/1/2023 6/30/2027
ENGINEERING SUPPORT SERVICES NV5, INC. Public Works
FY 2024-2025 - $125,000
FY 2025-2026 - $250,000
FY 2026-2027 - $250,000
$ 625,000.00 $ 232,080.00 2/18/2025 6/30/2027
JOHN H FURBEE POOL MAINTENANCE PARADISE POOLS Public Works FY 2025-2026 - $63,200 FY 2026-2027 - $26,280 $ 89,480.00 $ 26,280.00 7/1/2025 12/31/2027 CITYWIDE STREET SWEEPING SERVICES SCA OF CA, LLC Public Works FY 2025-2026 - $158,400
FY 2026-2027 - $168,945.60
FY 2027-2028 - $168,945.60
$ 496,291.20 $ 309,733.60 7/1/2025 6/30/2028
CITYWIDE TRAFFIC SIGNAL MAINTENANCE SERVICES YUNEX LLC Public Works FY 2024-2025 - $60,000
FY 2025-2026 - $60,000
FY 2026-2027 - $60,000
$ 180,000.00 $ 60,000.00 7/1/2024 6/30/2027
SPECIAL DISTRICT ADMIN SERVICES WEBB MUNICIPAL FINANCE LLC Admin Services Agreement for a period of (3)
years beginning FY23-24 and
continue until FY25-26 Not to
exceed $278,496.
$ 278,496.00 $ - 7/1/2023 6/30/2026
AUDIT SERVICES THE PUN GROUP Admin Services
TOTAL FOR EACH FY:
2023-2024 $74,400
2024-2025 $80,352
2025-2026 $81,959
2026-2027 $83,598
2027-2028 $85,270
$ 405,579.00 $ 259,027.00 8/16/2024 3/31/2027
BANKING SERVICES UNION BANK/US BANK Admin Services
Per US Bank/ Union Bank Price
Schedule
Per US Bank/ Union Bank Price
Schedule N/A
5/19/2023 5/19/2028

COMPLIANCE SYSTEM - COLLECT AND REMIT FEE
REVENUE (CULTIVATORS & DISPENSARIES) MONARCH TECHNOLOGIES Admin Services $144,000 (Estimate only) $ 144,000.00
N/A
5/21/2024 Six (6) months written notice of
termination to the other party
GENERAL LEGAL SERVICES COLE HUBER, LLP City Manager Rate Schedule Rate Schedule Rate Schedule 11/19/2024 Open
LITIGATION LEGAL SERVICES COLE HUBER, LLP City Manager Rate Schedule Rate Schedule Rate Schedule 11/19/2024 Open Item Number: 16.

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City of Desert Hot Springs
Contracts Management Report
September 15, 2026
Balance as of August 31, 2026
FIRE SERVICES RIVERSIDE COUNTY FIRE DEPARTMENT City Manager TOTAL FOR EACH FY:
2024-2025 $3,674,632
2025-2026 $4,092,736
2026-2027 $4,092,736
2027-2028 $4,092,736
2028-2029 $4,092,736 $ 20,045,576.00 $ 14,470,948.79
7/1/2024 6/30/2029
FEDERAL ADVOCACY SERVICES SMITH GARSON, INC. City Manager $72,000.00 $ 360,000.00 $ 66,000.00 6/5/2022 6/30/2027 MARKETING SERVICES JNS NEXT CREATIVE City Manager $100,000.00 $200,000.00 $17,087.32 9/17/2024 9/16/2026 TOURISM DEVELOPMENT SERVICES RAYCE JONSRUD City Manager $102,000.00 $102,000.00 $89,250.00 7/1/2026 6/30/2027

DOWNTOWN OUTDOOR CONCERT SERIES TAKE FIVE ENTERTAINMENT Recreation & Community
Services $132,000.00 $132,000.00 $11,000.00 7/1/2025 9/26/2026

DJ NIGHTS TAKE FIVE ENTERTAINMENT
Recreation & Community
Services $13,200.00 $13,200.00 $1,100.00 9/9/2025 9/9/2026

SENIOR CENTER ART ENRICHMENT PROGRAM SALLE KIRBY
Recreation & Community
Services $23,040.00 $23,040.00 $0.00 9/4/2025 8/4/2026
ANIMAL TRAINING / STAFF EDUCATION & TRAINING K9 PARENTING TRAINING, LLC Animal Care & Control $50,000.00 $50,000.00 $45,200.00 5/27/2026 Until Terminated- 24 Hr.

Termination Clause

CANNABIS COMPLIANCE

INTEGRITY INVESTIGATIVE & COMPLIANCE
SERVICES, LLC Code Compliance
FY 2025-2026: 224,452.41
FY 2026-2027: 231,185.98 $ 231,185.98 $ 211,920.49 7/1/2026 Until Terminated- 24 Hr. Termination Clause TEMP SERVICES ROBERT HALF/OFFICE TEAM/CCOUNTEMPS Human Resources Rate Schedule Rate Schedule Rate Schedule 6/21/2022 Open TEMP SERVICES ATWORK PERSONNEL SERVICES Human Resources Rate Schedule Rate Schedule Rate Schedule 6/21/2022 Open TEMP SERVICES PROPER SOLUTIONS Human Resources Rate Schedule Rate Schedule Rate Schedule 6/21/2022 Open
TEMP SERVICES LABOR FINDERS Human Resources Rate Schedule Rate Schedule Rate Schedule 6/21/2022 Open BUILDING PLAN CHECK INSPECTION SERVICES SCOTT FAZEKAS & ASSOCIATES Community Development $700,000 Annually plus
$150,000 contingency for a total
annual not to exceed of
$850,000.
$2,100,000.00 not to exceed
$2,550,000.00 with contingency. $700,000 (not including $150,000 contingency)
7/1/2026 6/30/2029

BUILDING PLAN CHECK INSPECTION SERVICES/ OFFICIAL
& CASP SERVICES WILLDAN ENGINEERING Community Development Contract Not to Exceed
$500,000. - Shall automatically
renew for (4) successive 1 year
terms until 2028
$ 2,500,000.00 FY 26-27: $426,695 Total:
$1,426,695 6/20/2023 6/20/2028

PLAN REVIEW AND BUILDING PERMITTING & INSPECTION
SERVICES INTERWEST GROUP Community Development
Contract Not to Exceed
$250,000 for a period of (5)
years from contract date
$ 250,000.00 $ 250,000.00 11/19/2024 11/19/2028
GIS SERVICES INFINITY TECHNOLOGIES Community Development $105,000.00 $210,000.00 FY26-27: $95,000 Total:
$95,000
7/1/2025 6/30/2027
PLANNING AND ENVIRONMENTAL SERVICES TERRA NOVA Community Development Contract Not to Exceed
$150,000
$ 150,000.00 $ 94,251.44 12/12/2024 6/12/2027
PLANNING AND ENVIRONMENTAL SERVICES MSA Community Development Contract Not to Exceed
$150,000
$ 150,000.00 $ 150,000.00 12/12/2024 6/12/2027
Item Number: 16.

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City of Desert Hot Springs
Contracts Management Report
September 15, 2026
Balance as of August 31, 2026
PLANNING AND ENVIRONMENTAL SERVICES PLACEWORKS Community Development Contract Not to Exceed
$150,000
$ 150,000.00 $ 150,000.00 12/12/2024 6/12/2027
PLANNING ON-CALL STAFFING SERVICES MNS Community Development $100,000 Annually for Three (3)
Years, with an option to renew
for tow (2) years at $100,000
annually. Contract not to exceed
$500,000
$300,000 not to exceed
$500,000 if renewed for two (2)
additional years
$300,000.00
(not including $200,000
renewal contingency.)
1/21/2025
1/21/2028 with an option to
renew for an additional two (2)
years
PLANNING ON-CALL STAFFING SERVICES THE ALTUM GROUP Community Development $100,000 Annually for Three (3)
Years, with an option to renew
for two (2) years at $100,000
annually. Contract not to exceed
$500,000
$300,000 not to exceed
$500,000 if renewed for two (2)
additional years
$300,000.00
(not including $200,000
renewal contingency.)
1/21/2025
1/21/2028 with an option to
renew for an additional two (2)
years
ENVIRONMENTAL SERVICES - PEER REVIEW FIRST CARBON Community Development Contract Not to Exceed
$500,000
$ 500,000.00 $ 500,000.00 2/18/2025 Until Terminated- 24 Hr.

Termination Clause
ENVIRONMENTAL SERVICES - PEER REVIEW CHAMBERS Community Development Contract Not to Exceed
$250,000 for a period of (5)
years from contract date
$ 250,000.00 $ 226,254.85 2/18/2025 Until Terminated- 24 Hr.

Termination Clause
ENVIRONMENTAL SERVICES - PEER REVIEW TERRA NOVA Community Development Contract Not to Exceed
$250,000 for a period of (5)
years from contract date
$ 250,000.00 $ 250,000.00 2/18/2025 Until Terminated- 24 Hr.

Termination Clause
GRAFFITI REMOVAL GRAFFITI PROTECTIVE COATING Police
$120,000 $ 120,000.00 $ 111,929.60 7/1/2026 6/30/2027
Item Number: 16.

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Desert Hot Springs City CouncilSeptember 15, 2026

Desert Hot Springs City Council
September 15, 2026