Agenda, first session — Indian Wells City Council, April 4, 2024 (part 1 of 5)

CITY COUNCIL
Meeting Agenda
Thursday, April 4, 2024
1:30 PM
City Hall Council Chamber
44950 Eldorado Drive, Indian Wells, CA 92210
Welcome to a meeting of the Indian Wells City Council.

Public Comments: Members of the Public who wish to speak should fill out a blue slip and submit it to the City Clerk, comments are limited to 3 minutes. In accordance with State Law, remarks during public comment are to be limited to subjects within the City's jurisdiction.

Notification: If you are an individual with a disability and need a reasonable modification or accommodation pursuant to the Americans with Disabilities Act (ADA) please contact the City Clerk at 760-346-2489, 48 hours prior to the meeting.

Please turn off all communication devices (phones) or put them on non-audible mode (vibrate) during Council proceedings. All documents for public review are available for public inspection at City Hall reception, 44-950 Eldorado Drive, Indian Wells during normal business hours.

Pages
A. CONVENE THE INDIAN WELLS CITY COUNCIL, PLEDGE OF

ALLEGIANCE AND ROLL CALL

MAYOR GREG SANDERS

MAYOR PRO TEM BRUCE WHITMAN

COUNCIL MEMBER TY PEABODY

COUNCIL MEMBER DANA REED

COUNCIL MEMBER DONNA GRIFFITH
B. APPROVAL OF THE FINAL AGENDA
C. PROCLAMATIONS AND PRESENTATIONS
C.1 Riverside County Fire Update by Division Chief Mike Beverlin C.2 Riverside County Sheriff Update by Lieutenant David Wright C.3 Introduction of Visit Greater Palm Springs Director of Indian Wells Tourism Sam Thompson
C.4 League of California Cities Legislative Update by Regional Public Affairs Manager Jesse Ramirez
C.5 Indian Wells Solar Project Update by Public works Director Ken Seumalo
D. PUBLIC COMMENTS
Members of the Public who wish to speak on consent items OR items not listed on the agenda may do so at this time. Public Comments are limited to 3 minutes. Speakers will be alerted when their time is up and are then to return to their seats and no further comments will be permitted.

Please note that while the City Council values your comments, the Council cannot respond nor take action on matters not listed on the agenda until the matter may appear on the forthcoming agenda.

E. CITY MANAGER'S REPORTS
The City Manager or Department Heads may make brief
announcements, informal comments, or brief the Council on items of interest.

F. CITY ATTORNEY REPORTS AND COMMENTS
Council Agenda- April 4, 2024

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G. CONSENT CALENDAR
All matters listed on the Consent Calendar are considered to be routine and will be approved by one motion. Reading of text of Ordinances is waived and Ordinances are adopted as second reading, by title only. There will be no separate discussion of these items unless members of the Council request specific items be removed from the Consent Calendar for separate discussion and action.

G.1 Resolution for Fiscal Year 2024-25 Road Maintenance and Rehabilitation Account Funding Allocation
10 RECOMMENDED ACTIONS:

Council ADOPTS resolution approving the Fiscal Year 2024-25 Road Maintenance and Rehabilitation Account Funding Allocation.

G.2 Annual Recruitment and Interview Schedule for City Committees Appointments
19 RECOMMENDED ACTIONS:

Council APPROVES the annual recruitment schedule; and
DESIGNATES Mayor Griffith to serve as the Ad-Hoc Interview Committee for the Joslyn Senior Center Board.

G.3 Sponsorship Request for the 2024 Ophelia Project Wings and Dreams Event
21 RECOMMENDED ACTIONS:

Council APPROVES sponsorship request for the 2024 Wings and Dreams annual luncheon event held on April 25, 2024, at the Renaissance Esmeralda Resort in Indian Wells; and
SELECTS the host level sponsorship in the amount of $1,200; and AUTHORIZES the attendance of Council Members at the event.

G.4 Resolution Revising the Annual Citywide Records Retention and Destruction Schedule
26 RECOMMENDED ACTIONS:

Council ADOPTS Resolution Revising the Annual Citywide Records Retention and Destruction Schedule.

Council Agenda- April 4, 2024

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G.5 General Plan Housing Element Annual Progress Report for 2023 85 RECOMMENDED ACTIONS:

Council RECEIVES and FILES the General Plan Housing Element Annual Progress Report and Low Moderate Income Housing Asset Fund Addendum for 2023; and
DIRECTS Staff to submit the Annual Progress Report and Low Moderate Income Housing Asset Fund Addendum to the Governor’s Office of Planning and Research and the California Department of Housing and Community Development.

G.6 City Treasurer’s Report for February 2024 110
RECOMMENDED ACTIONS:

Council RECEIVES and FILES the City Treasurer’s Report for February 2024.

G.7 Initiating Proceedings and Preliminarily Approving the Annual Levy Report for Indian Wells Street Lighting District No. 2000-1 for Fiscal Year 2024-25
129
RECOMMENDED ACTIONS:

Council ADOPTS Resolution initiating proceedings for annual levy of assessments and declaring its intention to levy annual assessments for the Indian Wells Street Lighting District No. 2000-1 for Fiscal Year 2024-25, pursuant to the provisions of Part 2 of Division 15 of the California Streets and Highway Code; and
ADOPTS Resolution preliminarily approving the annual engineer’s report regarding the Indian Wells Street Lighting District No. 2000-1 for Fiscal Year 2024-25; and
SCHEDULES a noticed Public Hearing on May 16, 2024, at 1:30 p.m. to hear public testimony on the proposed levy; and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

Council Agenda- April 4, 2024

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G.8 Initiating Proceedings for the Annual Levy of Landscape and Lighting District No. 91-1 and Declare Intention to Order the Levy and Collection of Assessments for the Fiscal Year 2024-25
152
RECOMMENDED ACTIONS:

Council ADOPTS Resolution initiating the proceedings for the annual levy and collection of assessments for the Fiscal Year 2024-25 for the Landscape and Lighting District (LLMD) No. 91-1 and declaring the intention to order the levy and collection of assessments and SCHEDULES a noticed Public Hearing on May 16, 2024, to hear public testimony on the proposed levy and
ADOPTS Resolution preliminarily approves the annual engineer’s report regarding the Landscape and Lighting District No. 91-1 for the fiscal year 2024-25 and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

Council Agenda- April 4, 2024

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G.9 Initiating Proceedings, Preliminarily Approving the Annual Levy Report, and Declaring Intention to Order the Levy and Collection of Assessments
209
RECOMMENDED ACTIONS:

Council ADOPTS Resolution initiating proceedings for annual levy and collection of assessments for the Fiscal Year 2024-25 for the City of Indian Wells Drainage Maintenance Benefit Assessment District No. 1 pursuant to the Benefit Assessment Act of 1982; and ADOPTS Resolution preliminarily approving the annual engineer’s report regarding the City of Indian Wells Drainage Maintenance Benefit Assessment District No. 1 and the levy and collection of assessments for the Fiscal Year 2024-25 pursuant to the provisions of the Benefit Assessment Act of 1982; and
ADOPTS Resolution declaring its intention to order the levy and collection of assessments for the City of Indian Wells Drainage Maintenance Benefit Assessment District No. 1 for the Fiscal Year 2024-25 pursuant to the Benefit Assessment Act of 1982.

SCHEDULES a noticed Public Hearing on May 16, 2024, at 1:30 p.m. to hear public testimony on the proposed levy; and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

H. PUBLIC HEARINGS
For each of the items listed under PUBLIC HEARING ITEMS, the public will be provided an opportunity to speak. After a staff report is provided, the Mayor will open the public hearing. At that time the applicant will be allowed five (5) minutes to make a presentation on the case. Members of the public will then be allowed three (3) minutes each to speak, unless there are a number of person’s wishing to speak and then the Mayor will allow only two (2) minutes, to accommodate for more persons. The City Council may ask the speakers questions relative to the case and the testimony provided.

The Mayor will then close the public hearing portion of the hearing and deliberate the matter.

Council Agenda- April 4, 2024

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H.1 Resolution Approving General Plan Amendment No. 2024-01 to Adopt the 6th Cycle 2021-2029 Housing Element, and Finding the Action Exempt under the California Environmental Quality Act (CEQA)
233
RECOMMENDED ACTIONS:

Council OPENS the Public Hearing, takes any public testimony, and CLOSES the Public Hearing; and
ADOPTS Resolution approving General Plan Amendment No. 2024- 01 for the 6th Cycle 2021-2029 Housing Element; and
FINDS the action exempt from the California Environmental Quality Act (CEQA) in accordance with Section 15061(b)(3) of the CEQA Guidelines.

I. GENERAL BUSINESS
The Mayor will call upon the members of the public to address the Council regarding the agenda item being considered. After the public has provided comment, the item is closed to further comment and brought to the Council for discussion and action.

I.1 Committee Review Council Ad Hoc Update 504
RECOMMENDED ACTIONS:

Council RECEIVES and FILES Committee Review Council Ad Hoc report.

I.2 Discussion on Possible Redesign of the Players Course at the Indian Wells Golf Resort
507
RECOMMENDED ACTIONS:

Council REVIEWS, DISCUSSES, and provides DIRECTION on the redesign of the Players Course at the Indian Wells Golf Resort.

Council Agenda- April 4, 2024

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J. COUNCIL MEMBER'S REPORTS
J.1 Possible Partnership with Indian Wells Preservation Foundation for Development of a Museum/Library at the Carl Bray Site
672
RECOMMENDED ACTIONS:

Council DISCUSSES and PROVIDES direction on the possibility of partnering with the Indian Wells Preservation Foundation for the development of a museum/library at the Carl Bray site.

K. COUNCIL MEMBER'S COMMENTS
On their own initiative, Council Members may make a brief announcement or a brief report on their own activities. Council Members may ask a question for clarification, make a referral to staff, or take action to have staff place a matter of business on a future agenda. The Council may take action on items listed on the Agenda.

K.1 COUNCIL MEMBER GRIFFITH
CVAG Conservation Commission
CVAG Energy & Sustainability Committee
CVAG Homelessness Committee
Indian Wells Community Activities Committee
Indian Wells Golf Resort Advisory Committee
Indian Wells Grants In Aid Committee
Indian Wells Finance/Legal Services Oversight Committee K.2 COUNCIL MEMBER REED
California Joint Powers Insurance Authority
CVAG Transportation Committee
Indian Wells Marketing Committee
Riverside County Transportation Commission
Southern California Association of Governments
K.3 COUNCIL MEMBER PEABODY
Cove Communities Services Commission
Coachella Valley Animal Campus
Indian Wells Golf Resort Advisory Committee
Indian Wells Marketing Committee
Sunline Transit Agency
Council Agenda- April 4, 2024

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K.4 MAYOR PRO TEM WHITMAN
Coachella Valley Economic Partnership
Coachella Valley Mountains Conservancy
CVAG Public Safety Committee
Desert Sands Unified School District
Indian Wells Personnel Committee
Indian Wells Public Safety
Indian Wells Tee Committee
K.5 MAYOR SANDERS
Cove Communities Services Commission
CVAG Executive Committee
Desert Sand Unified School District
Indian Wells Finance & Legal Services Oversight Committee Indian Wells Personnel Committee
Indian Wells Public Safety Committee
Indian Wells Tee Committee
Visit Greater Palm Springs
L. ADJOURNMENT
To a regularly scheduled meeting of the City Council to be held at 1:30 p.m. on March 16, 2024 in the City Hall Council Chamber.

Affidavit of Posting,
I, Angelica Avila, certify that on March 29, 2024, I caused to be posted a notice of a City Council Meeting to be held on April 4, 2024 at 1:30 p.m. in the City Hall Council Chamber.

Notices were posted at Indian Wells Civic Center and City's Website [www.cityofindianwells.org]
________________________
Angelica Avila, MMC
City Clerk
Council Agenda- April 4, 2024

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Indian Wells Fire Department
Quarterly Report
CAL FIRE / Riverside County Fire Department
Division Chief Mike Beverlin
Presentation: April 4, 2024
City Council Meeting
• Fire Department calls for service from 1/1/2024 to 3/31/2024. • Comparison of calls from the previous call period.
• Significant Fire Department events in Indian Wells.

Presentation Outline
Fire Department Calls for Service
➢ Total number of calls: 368
➢ Medical: 250 (68%)
➢ False Alarms: 57
➢ Public Service Assists: 25
➢ Traffic Collisions: 27
➢ Total number of calls for the
quarter in 2023: 366 (+.05% in 2024)

Fire Department Calls for Service at Indian
Wells Hotels
• Hyatt Grand Champions: 7
• Renaissance Esmerelda: 11
• Tommy Bahama Miramonte Resort: 7
• Indian Wells Resort: 4
Significant Events in Indian Wells
BNP Paribas Open:

Fire responded to 22 calls for service at the tennis event. No significant fire-related incidents occurred.

Incident Response:

Fire responded to a residential structure fire in the 74000 block of Arroyo Drive. The fire was contained in the kitchen, and the estimated loss was $8,000.

Questions?
Riverside Sheriff – Indian Wells
Presentation: April 4, 2024
City Council Meeting
Riverside Sheriff – Indian Wells
➢ 3,594 total file numbers drawn as of March 25, 2024
• 632 calls for service
• 2,962 self-initiated file numbers drawn
• 24 total arrests made
• 7 DUIs
• 2 Public intoxication
• 6 Warrant arrests
• 2,735 area checks were conducted

Riverside Sheriff – Indian Wells
➢ Traffic Collisions Year-to-Date as of 03/31/24 = 65
• 0 Fatal
• 0 Major injury
• 7 Minor-injury
• 58 Non-injury
➢ Traffic Citations Year-to-Date = 154
• 7 DUI Arrests

Riverside Sheriff – Indian Wells
➢ Uniform Crime Reporting Data YTD Comparison as of 03/25/24 Crime 2022 YTD 2023 YTD 2024 YTD
Homicide 0 0 0
Rape 0 1 0
Robbery 0 0 0
Aggravated Assault 1 1 3
Total Violent Crimes 1 2 3
Burglary 13 7 3
Auto Theft 5 0 0
Larceny* 29 22 18
Total Property Crimes 48 29 21
Total Part 1 Crimes 49 31 24 -23% from 2023
* Includes vehicle burglaries

Notable Cases/Operations
 01/10/24 - The Indian Wells SET Team served a search warrant and arrested Sjannine Vanzant, age 38 of Palm Desert, for a burglary that occurred on December 19, 2023, at Hyatt in Indian Wells. Evidence of the burglary and another vehicle burglary was recovered during the search. She was booked at JBDC.

Operations/Project Updates
 Speed enforcement on Hwy 111, Fred Waring and Fairway  Code enforcement assistance for certain violations
 BNP Paribas had record attendance and some traffic congestion

CAL CITIES-

RIVERSIDE COUNTY

DIVISION
Division Manager: Jesse Ramirez
[email protected]
(951)808-2448
Presentation: April 4, 2024
City Council Meeting

DIVISION EXECUTIVE COMMITTEE
President: Linda Molina City of Calimesa
Vice President: Jaqueline Casillas City of Corona
2nd Vice: Colleen Wallace City of Banning
Division Director: Dana Reed City of Indian Wells
Immediate Past President: Michael Vargas City of Perris New Eastern Representative: Denice Dalgado

CAL CITIES EVENTS
•City Clerks Department RoundtableApril 10,
2024 11:00 AM-12:00 PM
•Join us on April 10, at 11:00 a.m. for our
upcoming City Clerks Roundtable.
•City Leaders SummitApril 17-19, 2024
•The City Leaders Summit offers opportunities
for city leaders from across the state to influence
policy …
•City Attorneys Spring ConferenceMay 8-10,
2024
•The City Attorneys Conference provides city
attorneys with in-depth information about the
latest municipal …
•Annual Conference and ExpoOctober 16-18,
2024
•Each year, the League of California Cities
Annual Conference and Expo brings together
California city …

LEGISLATION
➢ SB 1494 (Glazer) Local Agencies: Sales and Use Tax: Retailers.

This measure, as of January 1, 2024, would prohibit a city from entering a sales tax rebate agreement with a retailer. As of January 1, 2030, this measure would make all existing sales tax rebate agreements void and unenforceable.

Cal Cities Position: Pending *HOT*
➢ SB 955 (Seyarto) Office of Planning and Research: Infrastructure Gap-Fund Program.

This measure, upon appropriation, would establish the Infrastructure Gap -Fund Program at the Office of Planning and Research to provide grants to assist cities and counties with infrastructure projects.

Cal Cities Position: Support
➢ AB 2943 (Rivas and Zbur) Crimes: Shoplifting.

This measure would make several changes to retail theft including aggregation, repeat offenders, and on -line resellers.

Cal Cities Position: Pending *HOT*
➢ AB 1820 (Schiavo) Housing Development Projects: Applications. Fees And Exactions.

This measure would require local agencies to provide an estimate of all taxes and fees within 10 business days of a request f rom a project applicant during the preliminary application process.

Cal Cities Position: Pending *HOT*
➢ SB 972 (Min) Methane Emissions: Organic Waste Landfills.

This measure would require CalRecycle to strengthen statewide efforts to support local jurisdictions to remove organic waste from landfills and reduce methane emissions. The measure would require CalRecycle to develop procedures to allow local jurisdictions to request assistance and would also require CalRecycle to report back to the Legislature on the progress of diverting organic waste from landfills by 2028 and how to better align organic waste efforts with the state’s other climate goals and policies by 2031.

Cal Cities Position: Sponsor/Support *HOT*

READ MORE HERE

JESSE RAMIREZ
(951) 808-2448
[email protected]

Solar Project Update
Presentation: April 4, 2024
City Council Meeting
Installations
City Hall-HVAC units, LED
lighting, Solar Panel Arrays
Fred Waring Maint-LED
lighting, Solar Panel Arrays

Installations
Clubhouse-HVAC units,
LED lighting, Solar
Panel Arrays, EV
Chargers

Looking Forward
Work begins again at all 3 locations this
summer
Two sites expect final completion this
December, one site next May

INDIAN WELLS CITY COUNCIL
April 4, 2024
To: City Council
From: Public Works Department
Prepared by: Ken Seumalo, Public Works Director
Subject: Resolution for Fiscal Year 2024-25 Road Maintenance and Rehabilitation Account Funding Allocation
RECOMMENDED ACTIONS:

Council ADOPTS resolution approving the Fiscal Year 2024-25 Road Maintenance and Rehabilitation Account Funding Allocation.

BACKGROUND:

In April 2017, California Governor Jerry Brown signed Senate Bill 1 (SB 1), known also as the Road Repair and Accountability Act of 2017, creating a new funding source to address the needs of California's transportation system. SB 1 created an account, the Road Maintenance and Rehabilitation Account (RMRA), where increases in the newly implemented per gallon fuel excise taxes and existing portions of diesel fuel sales taxes and vehicle registration fees would be deposited. Collectively, these RMRA funds are to be continuously appropriated on a monthly basis and apportioned by formula to cities and counties for road maintenance, rehabilitation, and safety needs. The first apportionment began in mid-January 2018.

Funding:

According to a report published by California City Finance, the City of Indian Wells (City) is estimated to receive an approximate total of $122,178 in Fiscal Year 2024-25. The estimate is provided by California City Finance (Attachment 2).

RMRA Program Requirements and Use of Funds:

Similar to the Highway Users Tax Account (HUTA) use rules, RMRA funds must be used for projects that include the following:
 Road maintenance and rehabilitation;
 Safety projects;
 Railroad grade separations;

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Council Agenda- April 4, 2024

 Complete streets components (including active transportation purposes, pedestrian and bicycle safety projects, transit facilities, and drainage and stormwater capture projects); and
 Traffic control devices

RMRA funds may also be utilized by cities and counties towards match requirements for state or federal funds for eligible projects.

Furthermore, SB 1 contains non -obligatory language that encourage the use of RMRA funds to incorporate the following additional project elements (to the extent possible and cost-effective):

 Use of a dvanced material recycling techniques that reduce greenhouse gas emissions and reduce maintenance costs of local streets and roads;  Incorporate automotive technologies and infrastructure-to-vehicle communications for autonomous vehicle systems;
 Promote resiliency to impacts of climate change, fires, floods, sea level rise; and  Incorporate complete street elements that improve quality and safety for all users of transportation facilities.

Lastly, if a city or county has an average pavement condition index (PCI) score that meets or exceeds 80, the city or county may spend its RMRA funds on transportation priorities other than the previously listed items. The City contracted with Bucknam Infrastructure Group, Inc. in 2021 to assess the pavement throughout the entire City. Th at report indicated the citywide PCI was 75.3. Subsequently, Bucknam did another reporting after the Highway 111 Pavement Rehabilitation Project and Local Streets Paving Project that both occurred in 2022 and the citywide PCI was 78 which is considered “Good” overall .

In October 2023, after both the Highway 111 Pavement Rehabilitation Phase 2 and the Local Streets Paving Projects were completed, Bucknam did another report and the PCI is now 85.1 which exceeds the required score of 80.

Maintenance of Effort:

The Road Repair and Accountab ility Act contains a local agency maintenance of effort (MOE) requirement that applies to funds allocated through the RMRA. The MOE requirement ensures that the new RMRA funds do not replace existing levels of city general revenue spending on streets and roads and affirms the City is committed to maintaining the same level of services already being provided after receiving funds.

To receive RMRA funds for Fiscal Year (FY) 2024-25, the City must maintain general fund spending for street, road, and highway purposes at no less than average of FY 2009-10, FY 2010-11, and FY 2011-12. If the City fails to meet this requirement in a given year, it may make it up with additional expenditures the following year.

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Council Agenda- April 4, 2024

According to the California City Finance’s unoffici al estimates, the City’s MOE is $1,836,481 (Attachment 3).

Fiscal Year 2024-25 Annual Project List:

Cities and counties must submit a project list pursuant to an adopted budget to the California Transportation Commission (CTC) prior to receiving RMRA funds in a fiscal year.

The project list must include a description, location, proposed schedule of completion, and estimated useful life of the improvement for each proposed project. According to the guidelines adopted by the CTC in August 2018, “after su bmittal of the project list to the Commission, in the event a city or county elects to make changes to the project list pursuant to the statutory provision noted above, formal notification of the Commission is not required.”

The RMRA requires that a city or county submit to the CTC an annual report of project completion to receive RMRA funds. The report must include descriptions of all projects for which RMRA funds were expended including (as with the submittal of the preceding project listing) a descript ion, location, proposed schedule of completion, and estimated useful life of the improvement for each proposed project.

This fiscal year staff is recommending the following project list from the City’s Capital Improvement Program (CIP) for RMRA funding; the Local Roads and Streets Program.

Below is a further breakdown of the project.

Local Roads and Streets Program

Project Description: This project will support the City’s Pavement Management Program (PMP). The City’s PMP identifies the street for scheduled slurry seal as a preventative maintenance to extend its useful life. The process includes crack cleaning and sealing, slurry seal application and restriping. This project will utilize rubberized polymer modified slurry for this maintenance work.

Project Location: Blackfoot Way, Chocta Circle, Osage Trail, Morongo Place, Crow Circle, Cielito Drive, Via Corona, Pawnee Circle, Mohican Circle, Miami Circle, Shawnee Circle, Zuni Road, Apache Road, Osage Court

Project Cost Allocation: $225,289

Proposed Schedule of Completion: The proposed project will start in FY 2 024-25 and complete construction by December 2024.

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Council Agenda- April 4, 2024

Estimated Useful Li fe: The estimated life span is estimated to be equal to or greater than 8 years without major repair work required.

The proposed resolution is expected to be acceptable as confirmation that the project list is in fact included in our CIP budget pursuant to a decision made at a regular public meeting. The projects identified in this proposed list are in the proposed FY 2024-25 CIP.

FISCAL IMPACT:

In Fiscal Year 2024-25, the City is anticipating receiving an estimated $122,178 in RMRA funds which will support the funding of the Capital Improvement Plan’s annual asphalt program. The project identified is currently proposed projects in the FY 2024-25 CIP program.

ATTACHMENTS:

1. Resolution

2. Projected Fiscal Year Revenues

3. Estimated Maintenance of Effort

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Council Agenda- April 4, 2024
RESOLUTION NO. 2024-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF INDIAN WELLS, CALIFORNIA, ADOPTING A PROJECT FOR FISCAL YEAR 2024-2025 FUNDED BY SB 1: THE ROAD REPAIR AND ACCOUNTABILITY ACT OF 2017
WHEREAS, Senate Bill 1 (SB 1), the Road Repair and Accountability Act of 2017 (Chapter 5, Statutes of 2017) was passed by the Legislature and Signed into law by the Governor in April 2017 to address the significant multi-modal transportation funding shortfalls statewide; and
WHEREAS, SB 1 includes accountability and transparency provisions that will ensure the residents of our City are aware of the projects proposed for funding in our community and which projects have been completed each fiscal year; and WHEREAS, the City must adopt by resolution a list of projects proposed to receive fiscal year funding from the Road Maintenance and Rehabilitation Account (RMRA), created by SB 1, which must include a description and the location of each proposed project, a proposed schedule for the project’s completion, and the estimated useful life of the improvement; and WHEREAS, the City, will receive an estimated $122,178 in RMRA funding in Fiscal Year 2024-2025 from SB 1; and
WHEREAS, this is the eighth year in which the City is receiving SB 1 funding and will enable the City to continue essential road maintenance and rehabilitation projects, safety improvements, repairing and replacing aging bridges, and increasing access and mobility options for the traveling public that would not have otherwise been possible without SB 1; and WHEREAS, the City has undergone a public process to ensure public input into our community’s transportation priorities/the project list; and WHEREAS, the City used a Pavement Management System to develop the SB 1 project list to ensure revenues are being used on the most high-priority and cost-effective projects that also meet the community’s priorities for transportation investment; and WHEREAS, the funding from SB 1 will help the City maintain and rehabilitate streets and roads throughout the City this year and hundreds of similar projects into the future; and WHEREAS, the 2021 California Statewide Local Streets and Roads Needs Assessment found that the City’s streets and roads are in a “good” condition and this revenue will help us increase the overall quality of our road system and over the next decade will bring our streets and roads into a “excellent” condition; and
WHEREAS, the SB 1 project list and overall investment in our local streets and roads infrastructure with a focus on basic maintenance and safety, investing in complete streets infrastructure, and using cutting-edge technology, materials and practices, will have significant positive co-benefits statewide.

ATTACHMENT #1

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Council Agenda- April 4, 2024
City of Indian Wells
Resolution No. 2024-__

Page 2 ends

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF INDIAN WELLS RESOLVES AS FOLLOWS:

1. The foregoing recitals are true and correct.

2. The project will be funded in-part or solely with fiscal year 2024-2025 Road Maintenance and Rehabilitation Account revenues:

Local Roads and Streets Program

Project Cost Allocation: $225,289

Proposed Schedule of Completion: The proposed project will start in FY 24/25 and complete construction by December 2024.

Estimated Useful Life: The estimated life span is estimated to be equal to or greater than 8 years without major repair work required.

3. The Capital Improvement Program budget for fiscal year 2 024-25 includes RMRA funding to be appropriated for the aforementioned program.

NOW, THEREFORE, the City Council of the City of Indian Wells RESOLVES as follows:

SECTION 1. The City Council ADOPTS this Resolution approving the fiscal year 2024/2025 road maintenance and rehabilitation account funding allocation.

SECTION 2. This Resolution shall take effect upon adoption.

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Indian Wells, California, at a regular meeting held on this 4th day of April 2024.

_______________________________

GREG SANDERS
MAYOR

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Council Agenda- April 4, 2024
City of Indian Wells
Resolution No. 2024-__

Page 3 ends

CERTIFICATION FOR RESOLUTION NO. 2024-__
I, Angelica Avila, City Clerk of the City Council of the City of Indian Wells, California, DO HEREBY CERTIFY that the whole number of members of the City Council is five (5) and, that the above and foregoing Resolution was duly and regularly passed and adopted at a regular meeting of the City Council of the City of Indian Wells on the 4th day of April 2024 by the following vote:

AYES:

NOES:

ATTEST: APPROVED AS TO FORM:
___________________________________ ________________________________

ANGELICA AVILA TODD LEISHMAN

CITY CLERK CITY ATTORNEY

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Council Agenda- April 4, 2024
Local Streets and Roads - Projected Revenues
Based on State Dept of Finance statewide revenue projections Estimated January 2024 2023-24 2024-25
Hwy Users Tax Road Mntnc TOTAL Hwy Users Tax Road Mntnc TOTAL Account Rehab Acct Account Rehab Acct

PLACER COUNTY
AUBURN 380,823 329,940 710,763 386,955 352,688 739,643 COLFAX 60,369 48,266 108,635 61,266 51,594 112,860 LINCOLN 1,428,305 1,252,460 2,680,765 1,451,582 1,338,813 2,790,395 LOOMIS 191,241 163,138 354,379 194,273 174,386 368,659 ROCKLIN 1,941,974 1,706,801 3,648,774 1,973,694 1,824,479 3,798,173 ROSEVILLE 4,154,246 3,661,350 7,815,596 4,222,291 3,913,788 8,136,079 County of Placer 14,413,261 11,224,616 25,637,877 14,624,384 11,998,517 26,622,901 Total Cities & County: Placer 22,570,219 18,386,571 40,956,790 22,914,445 19,654,266 42,568,711

PLUMAS COUNTY
PORTOLA 172,120 50,277 222,397 172,972 53,744 226,716 County of Plumas 2,792,503 2,651,308 5,443,811 2,817,936 2,834,107 5,652,043 Total City & County: Plumas 2,964,623 2,701,585 5,666,208 2,990,908 2,887,851 5,878,759

RIVERSIDE COUNTY
BANNING 854,444 748,177 1,602,621 868,304 799,761 1,668,065 BEAUMONT 1,540,038 1,354,858 2,894,897 1,565,136 1,448,271 3,013,408 BLYTHE 510,559 444,980 955,539 518,802 475,660 994,462 CALIMESA 303,737 262,448 566,185 308,599 280,543 589,142 CANYON LAKE 306,625 265,010 571,636 311,535 283,282 594,816 CATHEDRAL CITY 1,400,817 1,231,391 2,632,208 1,423,628 1,316,292 2,739,919 COACHELLA 1,157,130 1,016,611 2,173,741 1,175,962 1,086,703 2,262,665 CORONA 4,253,403 3,758,960 8,012,363 4,323,036 4,018,128 8,341,164 DESERT HOT SPRINGS 891,106 780,690 1,671,795 905,567 834,516 1,740,083 EASTVALE 1,895,098 1,669,739 3,564,837 1,926,029 1,784,862 3,710,891 HEMET 2,439,781 2,152,786 4,592,567 2,479,661 2,301,214 4,780,874 INDIAN WELLS 134,682 114,297 248,979 136,799 122,178 258,977 INDIO 2,464,591 2,174,788 4,639,379 2,504,878 2,324,733 4,829,611 JURUPA VALLEY 2,848,985 2,513,467 5,362,452 2,895,546 2,686,762 5,582,308 LAKE ELSINORE 1,955,327 1,723,153 3,678,480 1,987,248 1,841,959 3,829,206 LA QUINTA 1,036,104 909,280 1,945,384 1,052,948 971,972 2,024,920 MENIFEE 2,985,345 2,634,396 5,619,741 3,034,146 2,816,029 5,850,175 MORENO VALLEY 5,637,897 4,986,784 10,624,681 5,730,275 5,330,606 11,060,881 MURRIETA 3,003,379 2,650,389 5,653,768 3,052,476 2,833,125 5,885,601 NORCO 730,503 638,261 1,368,763 742,326 682,267 1,424,593 PALM DESERT 1,380,920 1,213,746 2,594,666 1,403,404 1,297,430 2,700,834 PALM SPRINGS 1,204,212 1,058,365 2,262,577 1,223,818 1,131,336 2,355,154 PERRIS 2,143,628 1,890,146 4,033,774 2,178,643 2,020,465 4,199,108 January 2024 CaliforniaCityFinance.com Page 12 of 21
ATTACHMENT #2

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Council Agenda- April 4, 2024
Maintenance of Effort - General Fund for Streets & Roads - Estimated Unofficial Road Maintenance and Rehabilitation Account per Streets & Hwys Code Sec 2036 1 revised est: 08/07/2017 Streets and Roads Annual Report - Reported General Fund for Street Purposes FY2009-10 FY2010-11 FY2011-12 Average Adjustment RMRA M.O.E.

PLACER COUNTY
AUBURN 618,097 552,860 307,564 492,840 492,840
COLFAX 0 0 1,176 392 392
LINCOLN 000 0 0
LOOMIS 000 0 0
ROCKLIN 161,531 513,070 628,776 434,459 434,459
ROSEVILLE 4,262,137 6,038,474 6,835,903 5,712,171 5,712,171

PLUMAS COUNTY
PORTOLA 146,671 184,184 128,542 153,132 153,132

RIVERSIDE COUNTY
BANNING 316,181 38,587 133,164 162,644 162,644

BEAUMON
T 0 586,825 1,552,970 713,265 713,265
BLYTHE 261,196 1,076,032 445,295 594,174 594,174
CALIMESA 77,232 64,501 0 47,244 47,244
CANYON LAKE 41,009 26,318 25,798 31,042 31,042
CATHEDRAL CITY 1,033,190 574,077 1,080,111 895,793 895,793 COACHELLA 1,802,424 2,375,264 1,929,366 2,035,685 2,035,685 CORONA 3,424,971 2,989,106 2,986,573 3,133,550 3,133,550 DESERT HOT SPRINGS 435,933 369,337 370,783 392,018 392,018 EASTVALE (inc. 1 Oct 2010) n/a see notes below see notes below 59,787 4 59,787 HEMET 18,924 0 9,462 9,462
INDIAN WELLS 1,075,582 1,115,139 3,318,722 1,836,481 1,836,481 INDIO 4,648,594 2,075,668 2,383,136 3,035,799 3,035,799 JURUPA VALLEY (inc. 1 July 2 n/a see notes below see notes below 0 4 0 LAKE ELSINORE 1,198,185 1,367,576 1,165,691 1,243,817 1,243,817 LA QUINTA 2,798,095 1,031,556 1,590,929 1,806,860 1,806,860 MENIFEE 0 0 0 0 0
MORENO VALLEY 1,600,807 1,506,617 2,119,479 1,742,301 1,742,301 MURRIETA 785,317 1,510,212 1,660,517 1,318,682 1,318,682 NORCO 78,660 26,269 12,036 38,988 38,988
PALM DESERT 5,346,951 4,688,794 4,566,328 4,867,358 4,867,358 PALM SPRINGS 4,243,162 4,274,880 4,578,581 4,365,541 4,365,541 PERRIS 235,180 907,323 307,663 483,389 483,389
RANCHO MIRAGE 1,815,441 3,458,223 3,506,707 2,926,790 2,926,790 RIVERSIDE 18,039,443 17,447,014 17,333,720 17,606,726 17,606,726 SAN JACINTO 543,637 735,080 730,303 669,673 669,673
TEMECULA 3,228,915 2,875,767 2,854,016 2,986,233 2,986,233 UPDATED 7 August 2017 CaliforniaCityFinance.com

E S T I M A T E D

U N O F F I C I A L
ATTACHMENT #3

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Council Agenda- April 4, 2024

INDIAN WELLS CITY COUNCIL
April 4, 2024
To: City Council
From: City Manager Department
Prepared by: Angelica Avila, City Clerk
Subject: Annual Recruitment and Interview Schedule for City Committees Appointments
RECOMMENDED ACTIONS:

Council APPROVES the annual recruitment schedule; and
DESIGNATES Mayor Griffith to serve as the Ad-Hoc Interview Committee for the Joslyn Senior Center Board.

DISCUSSION
There are eight (8) seats in various Committees and Boards under consideration this year. Seven (7) members are eligible for consideration on being re-appointed per the Council policy for another two-year term ending on June 20, 2026 . Residents eligible for another two (2) year term are required to re-apply and go through the interview process. One resident member that serves on the Golf Resort Advisory Committee will be termed out.

The vacancies are as follows:

Community Activities Committee Golf Resort Advisory Committee

1. Dawn Swajian 1 term left 1. Mike Finnell Termed out

2. Tricia Cole 1 term left 2. Gordon Johnson 1 term left

3. Toper Taylor 1 term left
Grants in Aid Committee Joslyn Senior Center Board

1. Susan Paresky 1 term left 1. Linda Blank 1 term left

2. Jule Bornstein 1 term left
The Committee Review Council Ad Hoc is proposing to modify the appointments for the Planning Commission from Fiscal year to Calendar year. The discussion is on the April 4 agenda as a General Business item for Council consideration.

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Council Agenda- April 4, 2024

Advertising of the annual recruitment in the Desert Sun and email notifications are set to be sent to the residents in early-April concerning the committee vacancies. In addition, a link to the application and committee descriptions are posted on the City’s website. The deadline to apply is 5:00 p.m. on Friday, April 26, 2024.

The Council implemented two Council Member Ad-hoc committees to review applications and interviews with the applicants. The Ad -hoc Interview Committees (“Ad -hoc Committee”) consist of the two Council Members who are assigned to that committee or as designated by Council at a Council meeting. Staff recommends the Council designate Mayor Griffith on the Joslyn Senior Center Board.

Each Ad-hoc Committee selects dates for interviews between May 1 through May 24, 2024. Interviews will be conducted in person. Th e Council Ad-hoc Committees will forward their appointment recommendations to the City Clerk no later than May 2 7, 2024. The Ad- Hoc Committee recommendations are to be proposed for approval at the June meeting for Council consideration.

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Council Agenda- April 4, 2024

INDIAN WELLS CITY COUNCIL
April 4, 2024
To: City Council
From: City Manager Department
Prepared by: Angelica Avila, City Clerk
Subject: Sponsorship Request for the 2024 Ophelia Project Wings and Dreams Event
RECOMMENDED ACTIONS:

DISCUSSION:

The Ophelia has been operating in the desert for over 25 years and is very successful.

Ophelia girls are identified in middle school as "at risk" for not completing high school and referred to the Ophelia Project. In partnership with school counselors and volunteers, girls receive adequate guidance towards success. The Ophelia Project has a 100% graduation rate and continues to increase their efforts to help girls transition to college.

The Ophelia Project is the only organization that operates on school campuses in Desert Sands Unified School District, demonstrating their excellence.

The City received a sponsorship invitation to the 2024 Ophelia Project Wings and Dreams luncheon held on April 25, 2024 at the Renaissance Esmeralda Resort in Indian Wells. As part of the City’s efforts to support charitable events held in Indian Wells, the Council established a line item in the budget in the amount of $6,000 to support such events.

Mayor Sanders and Council Member Griffith expressed interest in participating at this year’s event. The Council recommends supporting the event at a host level sponsorship and purchasing 10 tickets in the amount of $1,200 to support the Ophelia Project.

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Council Agenda- April 4, 2024

FISCAL IMPACT:

Funds are available in the FY 2024-25 Budget for this event and a supplemental appropriation is not necessary.

ATTACHMENTS:

1. Sponsorship Invitation

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Council Agenda- April 4, 2024

INDIAN WELLS CITY COUNCIL
April 4, 2024
To: City Council
From: City Manager Department
Prepared by: Angelica Avila, City Clerk
Subject: Resolution Revising the Annual Citywide Records Retention and Destruction Schedule
RECOMMENDED ACTIONS:

Council ADOPTS Resolution Revising the Annual Citywide Records Retention and Destruction Schedule.

BACKGROUND:

Records management provides efficient, effective, and economical storage and retrieval of information. The guiding principles include ensuring that information is available when and where it is needed; that the information is organized for efficient retrieval and kept in a well-maintained environment. Efficient records management ensures that records are kept only as long as they have some administrative, fiscal or legal value. Municipal records retention is regulated by the Municipal Code, the California Government Code, the California Department of Justice, and in some cases, federal regulations.

The Secretary of State has established the local government records program which provides guidelines for local government retention and archival support to local agencies.

These regulations require the City to have a retention schedule for all pertinent public records. Government Code Section 34090 provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed, as long as the destruction of said records will not interfere with the services and functions of the City.

DISCUSSION:

The City contracts with Gladwell Governmental Services, Inc. (Gladwell,) to assist the City with the records retention schedule updates, as in past practice. Gladwell specializes in California local government records and has reviewed and approved the proposed updates. In March 2024 , the City Clerk and City Attorney’s office evaluated the records retention schedule and determined all relevant records are included in the current records retention schedule.

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Council Agenda- April 4, 2024

Staff recommends the Council adopt the Resolution approving the revised schedules which are attached as Exhibit “A” to the Resolution. The schedules show strikethroughs of items that were deleted and retention periods that were changes. The revised language is shown as underlined. It is Staff’s intent to review the City’s Records Retention Schedule on an annual basis to ensure the retention periods continue to meet State and Federal Guidelines.

ATTACHMENTS:

1. Resolution

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Council Agenda- April 4, 2024
RESOLUTION NO. 2024-__

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF INDIAN WELLS,

CALIFORNIA, ADOPTING A REVISED RECORDS RETENTION AND

DESTRUCTION SCHEDULE AND AUTHORIZING THE DESTRUCTION OF

OBSOLETE CITY RECORDS IN ACCORDANCE WITH STATE LAW
WHEREAS, the maintenance of numerous city records is expensive, inefficient, hinders efficient document retrieval, and is not necessary after a certain period for the effective and efficient operation of the government of the City of Indian Wells; and WHEREAS, California Government Code section 34090 et seq. provides that, with the approval of the City Council by resolution and the written consent of the City Attorney, the heard of a City department may destroy any City record, document, instrument, book or paper, under his or her charge, without making a copy thereof, after the same is no longer required, provided that certain records are exempt from such destruction; ; and WHEREAS, due to changes in state and federal law regarding the retention of public agency records, City staff has determined that the Records Retention Schedule requires amendment in order for the City to be in legal compliance regarding the retention and destruction of obsolete records; and
WHEREAS, this Resolution is intended to adopt a revised records retention and destruction schedule that facilitates the orderly and efficient retention and destruction of City records in accordance with State law; and
WHEREAS, the City Attorney has reviewed and approves the revised Records Retention Schedule, as evidenced by his signature on this Resolution, in accordance with the provisions of California Government Code section 34090.

NOW, THEREFORE THE CITY COUNCIL OF THE CITY OF INDIAN WELLS DOES HEREBY FIND, RESOLVE AND ORDER AS FOLLOWS:

SECTION 1. The records of the City of Indian Wells, as set forth in the Records Retention Schedule, “Exhibit A”, attached hereto and incorporated herein by this reference, are hereby authorized to be destroyed as provided by Section 34090 et seq. of the Government Code of the State of California and in accordance with the provision of said Schedule upon the request of the applicable department head (“ Director”) and with the consent in writing of the City Clerk and/or his /her designee, without further action by the City Council of the City of Indian Wells.

A. “City Record” or “Records”: Anything that constitutes an objective lasting indication of a writing, event or other information, regardless of physical form or characteristics [including, but not limited to, any record, document, instrument, book, paper, map, exhibit, magnetic or paper tape, photographic film, photographic print, optical media, electronically transmitted mail (email), facsimile, other electronic file, or other records as defined by the California Public Records Act], which is in the custody of a public officer and is kept either: (1) because a law requires it to be kept, or (2) because it is necessary or convenient to the discharge of the public officer’s duties and was made or retained for the purpose of preserving its informational content for future reference.

ATTACHMENT #1

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Council Agenda- April 4, 2024
City of Indian Wells
Resolution No. 2024-__

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B. “Non-Record”: Anything that constitutes an objective lasting indication of a writing, event or other information that does not fall under the definition of a City Record , [including, but not limited to (1) magazines or publications not produced by the City; (2) library or museum material intended solely for reference or exhibition; (3) transitory writings, including working papers, appointment logs, notes, calculations or preliminary drafts, or interagency or intra-agency memoranda, that are not retained by the City in the ordinary course of business even if they contain information relating to the conduct of the City’s business; (4) unofficial copies of documents kept only for convenience or reference; and (5) documents that do not contain information relating to the conduct of the City’s business].

C. “Legal Hold”: The duty of the City to preserve and not destroy any records that are potentially relevant to any of the following in which the City may be involved: a reasonably anticipated claim or litigation; an ongoing claim or litigation; a pending employee grievance; a pending regulatory or governmental investigation; a pending subpoena; a pending Public Records Act request; a pending audit; or similar legal matter. Any records subject to a Legal Hold must be preserved in all forms in which the records exist, including both paper and electronic formats.

SECTION 2. The Records Retention and Destruction Schedules are further defined below.

A. The Records Retention and Destruction Schedules attached hereto as “Exhibit A”, and incorporated herein by this reference, are hereby adopted.

B. City Records shall be retained for the minimum periods listed in the column entitled “Total Retention” on “Exhibit A” and shall not be destroyed until notice approved for destruction in accordance with this Resolution.

C. Non -Records need not be retained in any form; provided, however, that any Non- Records that are subject to a Legal Hold shall not be destroyed until notice is provided by the responsible attorney for the City of Indian Wells that such Non -Records no longer need to be retained.

SECTION 3. The Approval of Destruction of City Records is further defined below.

A. At the expiration of the retention period set forth for each record series listed on Exhibit A, such expired City Records are authorized to be destroyed as provided by Government Code Section 34090 upon the written request of the City Manager or appropriate department head and with the consent in writing of the City Clerk and the City Attorney to such destruction, without further action by the City Council. All City Records approved for destruction that are of a sensitive or confidential nature shall be shredded.

B. Notwithstanding the foregoing, City Records that are subject to a Legal Hold shall be retained and are not authorized for destruction until notice is provided by the City Attorney that such City Records subject to a Legal Hold no longer need to be retained.

C. In no event may any of the following City Records be destroyed:

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Council Agenda- April 4, 2024
City of Indian Wells
Resolution No. 2024-__

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• City records affecting the title to real property or liens thereon. • Court records.
• City Records are required to be kept by statute.
• City Records less than two years old except for duplicate records or unless otherwise provided by law.
• The minutes, ordinances, or resolutions of the City Council or any City Committee, Board or Commission.

SECTION 4. Any provision of a previously adopted City Council resolution or Records Retention and Destruction Schedule that conflicts with this Resolution or the attached “Exhibit A” is superseded and shall be of no further force or effect upon the adoption of this Resolution.

SECTION 5. With the written approval of the City Clerk, City Manager, and City Attorney, updates are hereby authorized to be made to the Records Retention and Destruction Schedule without further action by the City Council.

SECTION 6. The City Clerk shall certify the passage and adoption of this Resolution and enter it into the book of original resolutions.

SECTION 7. This Resolution shall become effective immediately upon its passage and adoption.

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Indian Wells, California, at a regular meeting held on this 4th day of April 2024. ________________________________

GREG SANDERS
MAYOR
CERTIFICATION FOR RESOLUTION NO. 2024-__
I, Angelica Avila, City Clerk of the City Council of the City of Indian Wells, California, DO HEREBY CERTIFY that the whole number of the members of the City Council is five (5); that the above and foregoing resolution was duly and regularly passed and adopted at a regular meeting of the City Council of the City of Indian Wells on the 4th day of April 2024, by the following vote:

AYES:

NOES:

ATTEST: APPROVED AS TO FORM:
_______________________ ___________________________

ANGELICA AVILA TODD LEISHMAN

CITY CLERK CITY ATTORNEY

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Council Agenda- April 4, 2024
Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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 WIDE (Used by All Departments)
Personnel /
Risk Manag. CW-001 Accident, incident, injury reports:

EMPLOYEES
Copies -
When No
Longer
Required
Mag, Ppr Copies retained for reference; GC §34090.7
Personnel /
Risk Manag. CW-002 Accident, incident, injury reports:

MEMBERS OF THE PUBLIC
Copies -
When No
Longer
Required
Mag, Ppr Copies retained for reference; GC §34090.7
Finance /
Accounts
Payable
CW-003
Accounts Payable, Invoices, etc.
(Exceptions: Confidential attorney /
personnel invoices - see City Attorney &
Personnel schedules)
Copies -
When No
Longer
Required
Yes:

Before
Payment
Mag, Ppr Finance Maintains Originals; GC §34090.7
Lead Dept. CW-004 Advertising (Legal) 2 years Mag, Ppr
Brown Act challenges must be filed within 30
or 90 days of action; Statute of Limitations
on Municipal Government actions is 3 - 6
months; Statute of Limitations for mailings
for annexations, special districts, bonds is 60
days; GC §§34090, 54960.1(c)(1)
City Clerk CW-005 Agenda Staff Reports (City Council)
Copies -
When No
Longer
Required
Mag, Ppr City Clerk maintains a complete agenda
packet permanently; GC §34090
City Clerk CW-006
Agreements & Contracts (ALL) Agreement
or Contract, Lease, MOU, etc. Agreement
or Contract includes Bids/Specifications /
Scope of Work, and Successful Proposal.

Change Orders, Insurance Certificates and
Notices of Completion are maintained by
the Lead Dept.

Copies -
When No
Longer
Required
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
All agreements and contracts are sent to the
City Clerk; GC §34090.7
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023 Exhibit "A"

Page 31 of 673 ends

Council Agenda- April 4, 2024
Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Lead Dept. CW-007
Agreements & Contracts:

ADMINISTRATIVE FILES - NOT funded by
a grant (Correspondence, Project
Administration, Project Schedules, Certified
Payrolls, Copies of Invoices, Logs, RFP,
etc.)
Completion +
10 years
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

ADMINISTRATIVE FILES - WITH grant
funding (Correspondence, Project
Administration, Project Schedules, Certified
Payrolls, Copies of Invoices, Logs, RFP,
etc.)
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Some grant funding agencies require audits;
Statute of Limitations for Errors & Omissions
is 10 years; Published Audit Standards=4-7
years; Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years;
Statewide guidelines propose termination +
5 years; CCP §337 et. seq., 2 CFR
200.334200.333; 24 CFR 91.105(h), 92.505,
& 570.502(b), 29 CFR 97.42; OMB Circular
A-133; GC §34090; GC §8546.7
Lead Dept. CW-009
Agreements & Contracts: UNSUCCESSFUL

BIDS, UNSUCCESSFUL PROPOSALS,
and RFQs (Request for Qualifications) that
don't result in a contract
2 years Mag, Ppr GC §34090
CW-010 Bids: See Agreements & Contracts
Staffing Dept. CW-011
Boards, Commissions, & Committees:

AUDIO RECORDINGS - DIGITAL - of
Meetings (except Council and Planning
Commission - see City Clerk's and
Planning's schedule)
P Mag City Preference; State law only requires for
30 days; GC §54953.5(b)
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 32 of 673 ends

Council Agenda- April 4, 2024
Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Staffing Dept. CW-012
Boards, Commissions, & Committees:

AUDIO RECORDINGS - TAPES of
Meetings (except Council and Planning
Commission - see City Clerk's and
Planning's schedule)
2 years Tape
(Mag)
City Preference; State law only requires for
30 days; GC §54953.5(b)
Staffing Dept. CW-013
Boards, Commissions, & Committees:

Citizens Advisory Formed by CITY
COUNCIL, other than ALC and Planning
Commission (AGENDA PACKETS)
2 years Mag, Ppr GC §34090
Staffing Dept. CW-014
Boards, Commissions, & Committees:

Citizens Advisory Formed by CITY
COUNCIL (Agendas, Notices, Affidavits of
Postings, Proof of Publications, etc.)
2 years Mag, Ppr
Brown Act challenges must be filed within 30
or 90 days of action; GC §§34090,
54960.1(c)(1)
Staffing Dept. CW-015
Boards, Commissions, & Committees:

Citizens Advisory Formed by CITY

COUNCIL (MINUTES, RESOLUTIONS)
Exception: Planning Commission (City
Clerk is OFR)
P Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Notes taken to facilitate the writing of the
minutes can be destroyed after minutes
have been adopted; GC §34090
Staffing Dept. CW-016
Boards, Commissions, & Committees:

Citizens Advisory Formed by CITY
COUNCIL (Staff Reports)
When No
Longer
Required -
Minimum 2
years
Mag, Ppr
Brown Act challenges must be filed within 30
or 90 days of action; GC §§34090,
54960.1(c)(1)
Staffing Dept. CW-017 Boards, Commissions, & Committees: City Council Subcommittees (All records) 2 years Mag, Ppr
Subcommittees can not take action -- all
recommendations go to the full Council;
Brown Act challenges must be filed within 30
or 90 days of action; GC §§34090,
54960.1(c)(1)
CW-018
Boards, Commissions, & Committees:

External Organizations (e.g. County Board
of Supervisors)
When No
Longer
Required
Mag, Ppr Non-records
CW-019 Brochures: See Reference Materials
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 33 of 673 ends

Council Agenda- April 4, 2024
Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Finance /
Admin. CW-020 Budgets - Finals
Copies -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Copies; Final must be filed with County
Auditor; GC §34090.7, 40802, 53901
Finance /
Accounts
Receivable
CW-021 Cash Receipts Detail / Backup / Accounts
Receivable
Copies -
When No
Longer
Required
Mag, Ppr GC §34090.7
Lead Dept. CW-022 Change Orders - Infrastructure / Land P Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
City Preference; All infrastructure change
orders should be permanent for emergency
preparedness; 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
Lead Dept. CW-023
Change Orders - Non-Infrastructure
(Examples of Non-Infrastructure:

Consultants, Franchises, Landscaping,
Painting, Paving, Slurry Seals, Tree
Trimming, Leases, Personnel, Professional
Services, etc.)
Completion +
10 years
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

Before
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Copies retained in department for 1 year;
Risk Management administrates claim; GC
§§34090.7, 34090.6
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 34 of 673 ends

Council Agenda- April 4, 2024
Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Lead Dept. CW-026
Committees / Staff Meetings: Internal
attended by employees (e.g. Records
Management Committee, In-House Task
Forces, etc.)
2 years Mag, Ppr GC §34090
Lead
(Respond-
ing) Dept.

CW-027 Complaints (against Personnel - e.g.
misconduct, abuse, excessive force, etc.)
Final
Disposition +
5 years
Yes:

Before
Disposition
Mag, Ppr
Statute of Limitations for public official
misconduct is discovery of offense + 4 years
; State and Fed laws is until final disposition
of formal complaint; State requires 2 years
after action; EVC § 1045, GC §§12946,
12960, 34090; PC §§801.5, 803(c), VC
§2547
Lead Dept. CW-028 Complaints / Service Orders (operational) 3 years Mag Ppr City preference; Statute of Limitations for
personal property, fraud, etc. is 3 years;
Claims must be filed in 6 months; CCP § 340
et seq., 342, GC §34090
CW-029 Contracts: See Agreements
CW-030 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
Dept. that
Authors
Document
or
Receives the
City's
Original
Document
(from an
outside
source)
CW-031
Correspondence - ROUTINE
(Content relates in a SUBSTANTIVE way
to the conduct of the public's business)
(e.g. Letters, Memorandums, Administrative,
Chronological, General Files, Reading File,
Working Files, etc.)
IF the Content relates in a SUBSTANTIVE
way to the conduct of the public's business
2 years Mag, Ppr
ONLY IF the Content relates in a substantive
way to the conduct of the public's business;
City of San Jose v. Superior Court (Smith).

S218066. Supreme Court of California,
2017; GC §34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 35 of 673 ends

Council Agenda- April 4, 2024
Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Dept. that
Authors
Document
or
Receives the
City's
Original
Document
(from an
outside
source)
CW-032
Correspondence - TRANSITORY /
PRELIMINARY DRAFTS, Interagency and
Intraagency Memoranda not retained in the
ordinary course of business
Content NOT Substantive, or NOT made
or retained for the purpose of preserving
the informational content for future
reference
(e.g. calendars, checklists, instant
messaging, inventories, invitations, logs,
mailing lists, meeting room registrations,
speaker slips, staff videoconference chats,
notes and recordings, supply inventories,
telephone messages, text messages,
transmittal letters, thank yous, requests from
other cities, undeliverable envelopes,
visitors logs, voice mails, webpages, etc.)
When No
Longer
Required
Mag, Ppr
Electronic and paper records are
categorized, filed and retained based upon
the CONTENT of the record. Records where
either the Content relates in a substantive
way to the conduct of the public's
business, or ARE made or retained for
the purpose of preserving the
informational content for future reference
are saved by placing them in an electronic or
paper (project) file folder and retained for the
applicable retention period. If not mentioned
here, consult the City Attorney to determine
if a record is considered transitory /
preliminary draft. GC §§34090, 7927.500,
7928.705 6252, 6254(a); 64 Ops. Cal. Atty.

Gen. 317 (1981)); City of San Jose v.

Superior Court (Smith). S218066. Supreme
Court of California, 2017
Lead Depart. CW-033 Databases
Indefinite -
Follows
Retention of
the Records
attached to
the Database
Yes Mag. Data is interrelated; GC §34090 et seq.

Lead Dept. CW-034 Drafts & Notes: Drafts that are revised (retain final version)
When No
Longer
Required
Mag, Ppr
As long as the drafts and notes are not
retained in the "Regular Course of
Business". Consult the City Attorney to
determine if a record is considered a draft.

GC §§34090, 7927.500, 7928.705 6252,
6254(a)
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 36 of 673 ends

Council Agenda- April 4, 2024
Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Lead Depart. CW-035 E-mail relating to the conduct of the City's business 2 years Yes Mag.

City preference; GC §§34090, 7927.500,
7928.705 6252, 6254(a); 64 Ops. Cal. Atty.

Gen. 317 (1981)); City of San Jose v.

Superior Court (Smith). S218066. Supreme
Court of California, 2017
Lead Dept. CW-036
Grants / CDBG / Reimbursable Claims /
FEMA Claims / OES Claims (SUCCESSFUL
Reports, Audit Reports, other records
required to pass the funding agency's audit,
if required)
Grants received by the City, including CDBG
After Funding
Agency Audit,
if required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Meets auditing standards; Grants covered by
a Consolidated Action Plan are required for
5 years; Uniform Admin. Requirements for
Grants to Local Governments is 3 years from
expenditure report or final payment of
grantee or subgrantee; statewide guidelines
propose 4 years; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, & 570.502(a&b),
29 CFR 97.42; OMB Circular A-110 & A-133;
GC §34090; GC §8546.7
Lead Dept. CW-037 Grants (UNSUCCESSFUL Applications,
Correspondence) 2 years Mag, Ppr GC §34090
Personnel CW-038 Grievances - ALL
Copies -
When No
Longer
Required
Yes: Before
Disposition Mag, Ppr
City Preference; All State and Federal laws
require retention until final disposition of
formal complaint; State requires 2 years
after action is taken; GC §§12946, 12960,
34090
Lead Dept. CW-039 Insurance Certificates - Infrastructure / Land P
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
City Preference; All infrastructure change
orders should be permanent for emergency
preparedness; 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
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 37 of 673 ends

Council Agenda- April 4, 2024
Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Lead Dept. CW-040
Insurance Certificates - Non-Infrastructure
(Examples of Non-Infrastructure:

Consultants, Franchises, Landscaping,
Painting, Paving, Slurry Seals, Tree
Trimming, Leases, Personnel, Professional
Services, etc.)
Completion +
10 years
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090.7
City Attorney CW-042 Lawsuits, Litigation, Pending Litigation When No
Longer
Required
(Upon
Settlement)
Yes:

Before
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
City Attorney is OFR for lawsuits; Risk
Management administrates claim; GC
§§34090.7, 34090.6
CW-043 Minutes: See Commissions, Committees
and Boards
Lead Dept. CW-044
Material Safety Data Sheet (MSDS) / Safety
Data Sheet (SDS) / Chemical Use Report
Form (or records of the chemical /
substance / agent, where & when it was
used)
30 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Previous MSDS may be obtained from a
service; MSDS may be destroyed as long
as a record of the chemical / substance /
agent, where & when it was used is
maintained for 30 years; Applies to
qualified employers; 8 CCR 3204(d)(1)(B)(2
and 3), 29 CFR 1910.1020(d)(1)(ii)(B), GC
§34090
City Clerk CW-045 Municipal Code (these are copies)
Copies -
When No
Longer
Required
Yes:

Current
Original
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Return any whole unused codes to the City
Clerk; Originals maintained by City Clerk
Permanently; GC §34090
Lead Dept. CW-046 Newspaper Clippings
When No
Longer
Required
Ppr Non-records - may be obtained from the
newspaper company; GC §34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 38 of 673 ends

Council Agenda- April 4, 2024
Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
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).

Lead Dept. CW-047 Notice of Completion - Infrastructure / Land P
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
City Preference; All infrastructure change
orders should be permanent for emergency
preparedness; 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
Lead Dept. CW-048
Notice of Completion- Non-Infrastructure
(Examples of Non-Infrastructure:

Consultants, Franchises, Landscaping,
Painting, Paving, Slurry Seals, Tree
Trimming, Leases, Personnel, Professional
Services, etc.)
Completion +
10 years
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Covers E&O Statute of Limitations
(insurance certificates are filed with
agreement); Published Audit Standards=4-7
years; Statute of Limitations: Contracts &
Spec's=4 years, Wrongful Death=comp. + 5
years, Developers=comp. + 10 years;
Statewide guidelines propose termination +
5 years; CCP §337 et. seq., GC §34090
Staffing Dept. CW-049
Notices: Public Hearing Notices, bids, etc.
(See Correspondence: Transitory for
undeliverable envelopes)
2 years Mag, Ppr
Statute of Limitations on Municipal
Government actions is 3 - 6 months; statute
of Limitations for mailings for annexations,
special districts, bonds is 60 days; CCP
§§337 et seq, 349.4; GC §§34090,
54960.1(c)(1)
City Clerk CW-050 Ordinances
Copies -
When No
Longer
Required
Yes (all) Mag, Mfr,
OD, Ppr S No Originals maintained by City Clerk
Permanently; GC §34090
Personnel CW-051 Personnel Files
Upon
Separation,
Send All
Originals to
Personnel
Before
Separation Mag, Ppr
Ensure records kept in Department files
comply with City policy (all originals are sent
to Human Resources, only the Supervisor's
file is maintained in departments); GC
§34090.7
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 39 of 673 ends

Council Agenda- April 4, 2024
Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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).

Personnel CW-052
Personnel Files (Supervisors File of notes -
incorporated into Annual Performance
Evaluations)
1 year
Before
Annual
Performanc
e
Evaluation
Mag, Ppr
Preliminary Drafts, Notes maintained in a
separate folder to be incorporated into
performance evaluation; GC §34090 et seq.

Lead Dept. CW-053 Photographs, City Related (analog / prints) When No
Longer
Required
Mag, Ppr
Digital photographs are maintained by
Information Technology; Some photographs
may be retained permanently as historical
records, some may be destroyed right away;
some photographs are drafts that become
part of a newsletter or other documents; GC
§34090 et seq.

Marketing &
Public
Relations
CW-054 Press Releases
Copies -
When No
Longer
Required
Yes:

Before
Payment
Mag, Ppr GC §34090.7
Finance /
Purchasing CW-055 Purchase Orders, Purchase Requisitions Copies -
When No
Longer
Required
Yes:

Before
Payment
Mag, Ppr Purchasing is OFR; Financial records are
audited annually; GC §34090.7
Lead Dept. CW-056 Real Estate Appraisal Reports
When No
Longer
Required -
Minimum 7
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (not accessible to
the public until close of escrow); USPAP
(Uniform Standards of Professional
Appraisal Practice) ethical standards require
appraisers to retain records for at least 5
years, or final disposition + 2 years, if used
in a judicial proceeding; statewide guidelines
show 2 years; GC §§34090, 6254(h)
7928.705
Lead Dept. CW-057 Records Inventories Indefinite Yes Mag Data is superseded; GC §34090 Lead Dept. CW-058 Records Management Audit Forms 2 years Mag, Ppr GC §34090 CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 40 of 673 ends

Council Agenda- April 4, 2024
Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-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).

Lead Dept. CW-059
Reference Materials: Policies, Procedures,
Reports, Activity Reports, Brochures,
Manuals, Newsletters, Directives, Goals &
Objectives, Handbooks, etc.: Produced by
YOUR Department
Minimum 2
years Mag, Ppr
Department preference; Statewide
guidelines propose superseded + 2 or 5
years; GC §34090
CW-060
Reference Materials: Policies, Procedures,
Reports, Activity Reports, Brochures,
Manuals, Newsletters, Directives, Goals &
Objectives, Handbooks, etc.: Produced by
OUTSIDE ORGANIZATIONS (League of
California Cities, Chamber of Commerce,
etc.)
When No
Longer
Required
Mag, Ppr Non-Records
Lead Dept. CW-061
Reference Materials: Policies, Procedures,
Reports, Activity Reports, Brochures,
Manuals, Newsletters, Directives, Goals &
Objectives, Handbooks, etc. : Produced by
OTHER Departments
When
Superseded Mag, Ppr Copies; GC §34090.7
CW-062 Reference or Working Files: See
Correspondence
Lead Dept. CW-063 Reports and Studies (Historically significant) P Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Administratively and Historically significant,
therefore retained permanently; GC §34090
Lead Dept. CW-064 Reports and Studies (other than Historically significant reports - e.g. Annual Reports)
When No
Longer
Required -
Minimum 2
years
Mag, Ppr
Department preference; Information is
outdated after 10 years; statewide guidelines
propose 2 years; If historically significant,
retain permanently; GC §34090
City Clerk CW-065
Resolutions - City Council, Planning
Commission, ALC, and Redevelopment
Agency (these are copies)
Copies -
When No
Longer
Required
Yes (all) Mag, Mfr,
OD, Ppr S No Originals maintained by City Clerk
Permanently; GC §34090.7
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 41 of 673 ends

Council Agenda- April 4, 2024
Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 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).

Lead Depart. CW-066 Social Media postings relating to the conduct of the City's business 2 years Yes Mag.

City preference; GC §§34090, 64 Ops. Cal.

Atty. Gen. 317 (1981)); City of San Jose v.

Superior Court (Smith). S218066. Supreme
Court of California, 2017
Lead Dept. CW-067 Speaker Cards (submitted at public
meetings)
Copies -
When No
Longer
Required
Ppr
Transitory records not retained in the
ordinary course of business (used to
accurately produce minutes); GC §§34090 et
seq.,
Lead Dept. CW-068 Special Event Permits 4 years
Yes: Until
Event
Completed
Mag, Ppr
Statute of Limitations any "...liability founded
upon an instrument in writing" or not
specifically provided for is 4 years; GC
§34090, CCP §§337, 343
Lead Dept. CW-069
Surveys / Questionnaires (that the City
issues). If a summary of the data is
compiled, the survey forms are considered a
draft or transitory record, and can be
destroyed when no longer required.
2 years Mag, Ppr GC §34090
CW-070 Tapes: See Boards & Commissions
Lead Dept. CW-071 Telephone Messages
When No
Longer
Required
Ppr
As long as they are not retained in the
"Regular Course of Business". Consult the
City Attorney to determine if a record is
considered a draft. GC §34090, GC §6252
Finance /
Payroll CW-072 Time Cards / Time Sheets
Copies -
When No
Longer
Required
Mag Copies; GC §34090.7
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 42 of 673 ends

Council Agenda- April 4, 2024
Ver. 22.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 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).

Lead Dept. CW-073
Training - All Course Records
(Attendance Rosters, Outlines and
Materials; includes Ethics, Harassment
Prevention & Safety training & Tailgate
Training Meetings)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Ethics &
Harassment Prevention Training is 5 years;
Statewide guidelines propose 7 years; Calif.

Labor Division is required to keep their
OSHA records 7 years; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 2 -3 years for
personnel actions; 8 CCR §3203 et seq., 29
CFR 1627.3(b)(ii), LC §6429(c); GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b)
Lead Dept. CW-074 Work / Vacation Schedules 2 years Mag, Ppr GC §34090 Dept.

Providing
Service /
Work
CW-075
Work Orders / Service Requests
(Department providing service retains
originals; department asking for service is
considered a copy)
3 years Mag Ppr Consistent with operational complaints; CCP §§338 et seq., 340 et seq., 342, GC §34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 43 of 673 ends

Council Agenda- April 4, 2024
Ver. 14.0 RECORDS RETENTION SCHEDULE - BUILDING Page B-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).

BUILDING
Building BL-001 Building Permit Database Indefinite -
Permanent Yes (all) Mag
Department Preference - Data is
interrelated; Building Permits are Required
for the Life of the Structure; GC §34090;
H&S §19850
Building BL-002 Address Changes / New Addresses P Mag, Mfr, OD, Ppr S / I Yes: After QC
& OD GC §34090
Building BL-003 Building Permit Database P Yes (all) Mag Department Preference - Data is interrelated; GC §34090, H&S §19850
Building BL-004 Certificates of Occupancy (filed with Building Permits) P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD
Department preference; Statewide
guidelines propose life of building; GC
§34090
Building BL-005 Daily Logs
When No
Longer
Required
Ppr
Transitory record not retained in the ordinary
course of business (entered into Building
Permit database); GC §34090 et seq.

Public Works
/ Engineer. BL-006 Grading Permits (final)
When No
Longer
Required
Ppr Public Works is OFR; GC §34090.7
Building BL-007
PERMITS: Building Permits (except
cancelled permits where no work was
started)
P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD
Statewide guidelines propose permanent;
GC §34090; H&S§19850,
Planning BL-008 Plan Check Files
When No
Longer
Required
Ppr Planning is OFR; GC §34090.7
Building BL-009
PERMITS: Expired by Time Limitations
(Abandoned) Building Permits - Projects that
have NOT been Started (Submittal
Documents / Plans belonging to
applicant - both residential and
commercial)
180 days Mag, Ppr
Department Preference to cover the period
of time for reduced fees; Permits expire if
work is not commenced within 180 days, and
may be extended for 180 days if requested;
GC §34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 44 of 673 ends

Council Agenda- April 4, 2024
Ver. 14.0 RECORDS RETENTION SCHEDULE - BUILDING Page B-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).

Building BL-010
PLANS: Approved Construction
Documents and Plans - COMMERCIAL,

MULTI-FAMILY DWELLINGS, PLACES OF
PUBLIC ACCOMMODATION (includes soils
reports, energy calculations, commercial
structural plans, commercial structural
calculations, Private NPDES permits,
Hazardous Materials Questionnaire,
applications, etc.)
P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Law requires for the
life of the building for commercial and
common interest dwellings; Statewide
guidelines propose 2 years for blueprints &
specifications; CBC 104.7 & 107.5, GC
§34090
Building BL-011
PLANS: Approved Construction
Documents and Plans - EXPIRED PERMITS
- Projects that have been Started
("Stalled" projects, etc. - includes
applications)
When No
Longer
Required -
Minimum
180 days
Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Permits expire if
work is not commenced within 180 days, and
may be extended for 180 days if requested;
H&S§19850, GC §34090
Building BL-012 PLANS: Approved Construction
Documents and Plans - RESIDENTIAL (all) 180 days Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; Law requires for the
life of the building for commercial only;
Statewide guidelines propose 2 years for
blueprints & specifications; CBC and UAC
require plans be retained 180 days from
completion date for residential and
appurtenances; CBC 104.7 & 107;
H&S§19850, GC §34090
Building BL-013 Reports - Building
When No
Longer
Required
Mag, Ppr
Database can re-re-created reports
accurately; Preliminary drafts Transitory
records not retained in the ordinary course of
business; GC §34090
Building BL-014
Requests & Permissions to Receive Copies
of Plans (Correspondence to and from
Architects)
2 years Mag, Ppr GC §34090
Building BL-015 Uniform Building Codes / California Building Code (CBC, UBC, UPC, UEC, etc.)
When
Superseded Mag, Ppr GC §50022.6

CODE ENFORCEMENT
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 45 of 673 ends

Council Agenda- April 4, 2024
Ver. 14.0 RECORDS RETENTION SCHEDULE - BUILDING Page B-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).

Building /
Code
Enforcement
BL-016 Code Enforcement Case Files / Nuisance
Abatement / Notices of Violation
2 years after
Satisfactorily
Resolved
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Case is open until satisfactorily resolved
(some cases are not resolved); City Clerk
maintains original staff reports and
resolutions that are presented to Council;
CFC §104.3.4, GC §34090
Building /
Code
Enforcement
BL-017
Code Enforcement Case Files / Nuisance
Abatement / Notices of Violation - Habitual
Violators, Liens, or Commercial
Complexes
P Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; CFC §104.3.4, GC
§34090
Building /
Code
Enforcement
BL-018
Code Enforcement Case Files / Nuisance
Abatement / Notices of Violation - Routine,
No liens, not Commercial Complexes
Resolution /
Payment + 3
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; CFC §104.3.4, GC
§34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 46 of 673 ends

Council Agenda- April 4, 2024
Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-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 ATTORNEY
City Attorney CA-001 City Attorney Opinions P Yes Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
City Attorney CA-002 Invoices from contract law firms
(confidential) 5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference for historical
purposes; CCP §§ 337 et seq.; GC §§ 911.2,
34090, 34090.6; PC §832.5(b)
City Attorney CA-004 Lawsuits / Litigation - Routine Cases Resolution + 5 years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Covers various
statute of limitations; CCP §§ 337 et seq.;
GC §§ 911.2, 34090, 34090.6; PC §832.5(b)
Personnel CA-005 Potential Claims
When No
Longer
Required
Mag, Ppr Copies; GC §34090.7
City Attorney CA-006 Subject / Project Files (Cable TV, etc.) When No
Longer
Required -
Minimum 2
years
Mag, Ppr
Some material may be required for
reference, depending upon subject; GC
§34090
City Attorney CA-007 Subpoenas 2 years Ppr GC §34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 47 of 673 ends

Council Agenda- April 4, 2024
Ver. 18.0 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
City Clerk CC-001 Affidavits of Postings 2 years Mag, Ppr Statute of Limitations for mailings for
annexations, special districts, bonds is 60
days; Municipal Government actions is 3 - 6
months; GC §34090
City Clerk CC-002
Agenda Packets and Agendas - (City
Council & Redevelopment / Successor
Agency / Oversight Board)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090 et seq.

City Clerk CC-003
Agreements & Contracts (ALL
INFRASTRUCTURE) Agreement or
Contract, Lease, MOU, etc. Agreement or
Contract includes Specifications/Bid
Documents and Successful Proposal /
Scope of Work)
Examples of Infrastructure: Architects,
buildings, bridges, covenants / CC&Rs, golf
course redesign / construction,
development, park improvements, property
restrictions, reservoirs, settlement, sewers,
sidewalks, street & alley improvements,
utilities, water.

P
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; All infrastructure,
JPAs, & Mutual Aid contracts should be
permanent for emergency preparedness;
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, Contractor has
retention requirements in 48 CFR 4.703(a)
City Clerk CC-004 Agreements & Contracts (Development
Agreements, DDAs OPAs, MOUs, etc.) P
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; land records are permanent by
law; CCP §§337. 337.1(a), 337.15, 343; GC
§34090, Contractor has retention
requirements in 48 CFR 4.703
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 48 of 673 ends

Council Agenda- April 4, 2024
Ver. 18.0 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 CC-005
Agreements & Contracts (ALL NON-
INFRASTRUCTURE) Examples of Non-
Infrastructure: Consultants, Franchises,
Landscaping, Painting, Paving, Slurry Seals,
Tree Trimming, Leases, Personnel,
Professional Services, etc.) Agreement or
Contract, Lease, MOU, etc. Agreement or
Contract includes Specifications/Bid
Documents and Successful Proposal /
Scope of Work)
Examples of Non-Infrastructure:

Consultants, Franchises, Landscape
Maintenance, Painting, Slurry Seals
(Paving), Tree Trimming, Leases, Human
Resources, Professional Services
Completion
+ 10 years
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

City Clerk CC-008
Audio Recordings of Council Meetings -
Analog - Tapes (Audio Tapes or Digital
Recordings)
5 years Mag
Department Preference to match expected
life of audio cassettes; State law only
requires for 30 days; Council Policy A-11
allows destruction after 30 days; GC
§54953.5(b)
City Clerk CC-009 Audio Recordings of Council Meetings - Digital (Audio Digital Recordings) P Mag
Department Preference; State law only
requires for 30 days; Council Policy A-11
allows destruction after 30 days; GC
§54953.5(b)
City Clerk CC-010 Biographical Data - City Council
Term of
Office + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 49 of 673 ends

Council Agenda- April 4, 2024
Ver. 18.0 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 CC-011 Boards, Commissions & Committees -
APPLICATIONS: APPOINTED P Mag, Ppr
Department preference for Planning & ALC
members; Statute of Limitations: Public
official misconduct is discovery of offense +
4 years, Statewide guidelines propose
Appointment + 5 years; GC §34090; PC
§§801.5, 803c
City Clerk CC-012 Boards, Commissions & Committees -
APPLICATIONS: UNSUCCESSFUL 2 years Mag, Ppr GC §34090 et seq.

City Clerk CC-013 Boards, Commissions & Committees -
Appointment Certificates P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Statute of
Limitations: Public official misconduct is
discovery of offense + 4 years, GC §34090;
PC §§801.5, 803c
City Clerk CC-014 Boards, Commissions, & Committees:

Bylaws P Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Notes taken to facilitate the writing of the
minutes can be destroyed after minutes
have been adopted; GC §34090
Finance CC-015 Budgets and CIP Budget - Final Adopted
Copies -
When No
Longer
Required
Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090.7
City Clerk CC-016 City History, Historical Records (e.g.

Incorporation, City Seal, etc.) P Mag, Mfr,
OD, Ppr S Yes: After

QC & 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-017
City Land and Property - Acquisition and
Disposition (Recorded Documents -
Abandonments, Deeds, Easements,
Covenants, Liens, Offers of Dedication, Title
Reports, Restrictions, Right of Way,
Vacations, etc.)
P Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-018 City Newsletters, City Publications of Significant Historical Value P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference for Historical Value;
GC §34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 50 of 673 ends

Council Agenda- April 4, 2024
Ver. 18.0 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).

Personnel /
Risk
Manage.

CC-019 Claims (Liability Claims) 2 years Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S Yes: After

QC & OD
Department Preference (copies); GC
§34090.7
City Clerk CC-020 Condemnation Proceedings / Eminent
Domain
Settle + 5
years Mag, Ppr Meets all auditing requirements; GC §34090 City Clerk CC-021
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 After 2 years City maintains original statements; GC §81009(e) & (g)
City Clerk CC-022
Economic Interest Filings (FPPC 700 Series
Forms - Statement of Economic Interests):

PUBLIC OFFICIALS (elected & not elected.

Includes City Council Members, Planning
Commission Members, City Manager, City
Treasurer & City Attorney)
Duration of
Office + 4
years
Mfr, OD,
Ppr S After 2 years
Department Preference; City maintains
copies only; original statements are filed with
FPPC; GC §81009(f) & (g)
City Clerk CC-023
Economic Interest Filings (FPPC Form
602/635) - Lobbyist Authorization
Reporting
5 years Mag, Mfr,
OD, Ppr S Yes: After 2
years 2 CCR 18615(f), GC §34090
City Clerk CC-024 Ethics Training Certificates / Harassment Prevention Training Certificates 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §53235.2(b), §53237.2(b)
City Clerk CC-025 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Ppr Must post on website; GC §81009(e); GC §34090;
City Clerk CC-026 FPPC Form 802 (Tickets Provided by
Agency Report) 7 years Mag, Ppr Must post on website for 4 years; GC §81009(e); GC §34090
City Clerk CC-027 FPPC Form 803 (Behested Payment
Report) 7 years Mag, Ppr GC §81009e; GC §34090
City Clerk CC-028 FPPC Form 804 (Agency Report of New
Positions) P Mag, Ppr FPPC Regulation 18734(c); GC §81009e; GC §34090
City Clerk CC-029 FPPC Form 805 (Agency Report of
Consultants) P Mag, Ppr FPPC Regulation 18734(c); GC §81009e; GC §34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 51 of 673 ends

Council Agenda- April 4, 2024
Ver. 18.0 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 CC-030 FPPC Form 806 (Agency Report of Public Official Appointments) 7 years Mag, Ppr Must post on website;; GC §81009(e)&(g); 2 CCR 18702.5(b)(3)
City Clerk CC-031
Grants-in-Aid / Community Grants / Cultural
and Promotional Grants / Schools Grants
(SUCCESSFUL / FUNDED Reports, Audit
Reports, Agreements, other records
required to pass the funding agency's audit,
if required)
After
Funding
Agency
Audit, if
required -
Minimum 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

91.105(h), 92.505, 570.490, & 570.502(a&b),
29 CFR 97.42; OMB Circular A-110 & A-133;
GC §34090; GC §8546.7
City Clerk CC-032
Grants-in-Aid / Community Grants / Cultural
and Promotional Grants / Schools Grants
(UNSUCCESSFUL / NOT FUNDED
Applications, Correspondence)
2 years Mag, Ppr GC §34090

CITY CLERK - ELECTIONS - CONSOLIDATED
City Clerk CC-033 Applications to View Voter Registration Information 5 years Ppr EC 2188(f)
City Clerk CC-034
Campaign Filings (FPPC 400 Series Forms
& Form 501): SUCCESSFUL
CANDIDATES (Elected Officials)
P Mfr, OD,
Ppr S After 2 years Paper must be retained for at least 2 years; GC §81009(b)&(g)
City Clerk CC-035
Campaign Filings (FPPC 400 Series Forms
& Form 501): UNSUCCESSFUL

CANDIDATES
5 years Ppr Paper must be retained for at least 2 years; GC §81009(b)&(g)
City Clerk CC-036
Campaign Filings (FPPC 400 Series
Forms): OTHER COMMITTEES (PACS -
not candidate-controlled)
7 years Mfr, OD,
Ppr S After 2 years Paper must be retained for at least 2 years; GC §81009(c)&(g)
City Clerk CC-037
Campaign Filings (FPPC 400 Series
Forms): THOSE NOT REQUIRED TO FILE
ORIGINAL WITH CITY CLERK (copies)
4 years Mfr, OD,
Ppr S After 2 years Paper must be retained for at least 2 years; GC §81009(f)&(g)
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 52 of 673 ends

Council Agenda- April 4, 2024
Ver. 18.0 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 CC-038
Candidate File: Nomination Papers,
Candidate Statements, etc. - SUCCESSFUL

CANDIDATES
P Mag, Mfr,
OD, Ppr S / I Yes: After

UNSUCCESSFUL CANDIDATES
Election + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Statewide
guidelines proposes 4 years for successful
candidates, 2 years for unsuccessful; CA law
states term of office and 4 years after the
expiration of term for Nomination Papers and
does not delineate between the two; EC
§17100
City Clerk CC-040
Candidate File: Potential Candidates that
pulled nomination papers, but never filed
them
2 years Mag, Ppr GC §34090
City Clerk CC-041
Elections - GENERAL, WORKING or
ADMINISTRATION Files (Correspondence,
Applications for vacancies on the Council,
Precinct Maps, County Election Services,
Candidate Statements to be printed in the
Sample Ballot, etc.)
2 years Mag, Ppr Used for a model for the next election, GC §34090
City Clerk CC-042
Elections - HISTORICAL File (Sample
ballot, Oaths of Office, Certificate of
Elections, copies of all Resolutions - calling
the election, canvass, etc., election
summary)
P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Retained for Historical Value, GC §34090 et
seq.

CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 53 of 673 ends

Council Agenda- April 4, 2024
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).

City Clerk CC-043 Elections - Petitions (Initiative, Recall or Referendum)
Certification
of Results +
8 months; or
Final
Examination
of Election
Official + 8
months if No
Election; or
1 year after
petition
examination
by
proponents
if petition is
insufficient
Ppr
Not accessible to the public; The 8 month
retention applies after certification of election
results, or final examination if no election,
unless there is a legal or FPPC proceeding.

EC §§17200(b)(3), 17400
CITY CLERK - ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk CC-044 Elections - Vote by Mail / Applications, Roster of Absentee Applications 6 mo. Ppr EC §17505
City Clerk CC-045 Elections - Vote by Mail / Identification Envelopes 6 mo. Ppr EC §17302
City Clerk CC-046 Elections - Assessment District Ballots - Prop. 218 proceedings / Protest Letters 2 years Ppr GC §53753(e)(2) City Clerk CC-047 Elections - Ballots - After Election 6 mo. Ppr EC §17302 City Clerk CC-048 Elections - Ballots - After Recount 6 mo. Ppr EC §17306 City Clerk CC-049 Elections - Challenged & Assisted Voters List 6 mo. Ppr If uncontested, EC §17304
City Clerk CC-050 Elections - Inspector Receipts for Ballots 6 mo. Ppr EC 17302, 17306 City Clerk CC-051 Elections - Precinct Officer Appointments 6 mo. Ppr EC §17503 City Clerk CC-052 Elections - Roster of Voters 5 years Mag, Mfr, OD, Ppr EC §17300
City Clerk CC-053 Elections - Tally Sheets 6 mo. Ppr EC §17304 CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 54 of 673 ends

Council Agenda- April 4, 2024
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).

City Clerk CC-054 Elections - Voter Index Copies used as the Voting Record at Polling Places 6 mo. Ppr EC §17304
City Clerk CC-055 Elections - Voter Index Original 5 years Ppr EC §17001 (End of Elections Section)
City Clerk CC-056 Enterprise System Catalogue (posted on line) 2 years Mag GC § 34090
City Clerk CC-057 Fee Studies 2 years Mag, Ppr GC §34090 et. seq.

City Clerk CC-058 Filing System Guide P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090 et. seq.

City Clerk CC-059
Insurance Certificates - Miscellaneous
(from outside companies, that cannot be
matched with a contract or agreement)
11 years
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Longest Statute of Limitations is 10 years;
Conforms with Agreement Retention (usually
filed with agreement); statewide guidelines
propose permanent; CCP §337 et seq.; GC
§34090
City Clerk CC-060
Minutes: City Council, Redevelopment
Agency / Successor Agency / Oversight
Board, Planning Commission and ALC
P Yes (all) Mag, Mfr,
OD, Ppr S No GC §34090
City Clerk CC-061 Municipal Code Administration, Distribution, etc.

When No
Longer
Required
Mag, Ppr Preliminary drafts; GC § 34090
City Clerk CC-062 Municipal Code and History File (always retain 1 supplement) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Clerk CC-063
Ordinances - Council & Redevelopment
Agency / Successor Agency / Oversight
Board
P Yes (all) Mag, Mfr,
OD, Ppr S No GC §34090 et. seq.

City Clerk CC-064
Petitions (submitted to Council on any
subject - Dog Parks, Parking, Traffic
Calming, etc.)
See Elections for Initiative, Recall or
Referendum Petitions
1 year Ppr Law requires 1 year for petitions; GC §50115 CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 55 of 673 ends

Council Agenda- April 4, 2024
Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).

City Clerk CC-065 Proof of Publication (City Clerk) 2 years Mag, Mfr, OD, Ppr
Statute of Limitations for mailings for
annexations, special districts, bonds is 60
days; Municipal Government actions is 3 - 6
months; CCP §§337 et seq, 349.4; GC
§34090
City Clerk CC-066 Public Records Act Requests 2 years Mag, Ppr GC § 34090 City Clerk CC-067 Real Estate Appraisals - Property acquired by the City 7 years Mag, Ppr Meets all auditing requirements; GC §34090 City Clerk CC-068 Real Estate Appraisals - Property NOT acquired 2 years Mag, Ppr GC §34090
City Clerk CC-069
Records Destruction Lists / Certificate of
Records Destruction / Consents to Destroy
Records
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090 et. seq.

City Clerk CC-070
Records Retention Schedules /
Authorization for Amendments to Retention
Schedules
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090 et. seq.

City Clerk CC-071 Redevelopment Agency Formation P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Historical Value; GC §34090
City Clerk CC-072
Redistricting Web Page / District Boundary
Web Page (Map, Redistricting Process,
Agendas, Calendars, Notice, etc.)
10 years Mag, Ppr EC §21608(g); GC §34090
City Clerk CC-073
Resolutions - City Council, Redevelopment
Agency / Successor Agency / Oversight
Board, Planning Commission & ALC
P Yes (all) Mag, Mfr,
OD, Ppr S No GC §34090 et. seq.

City Clerk CC-074 Rosters of Council and Board members P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Historical Value; GC §34090
City Clerk CC-075 Statement of Facts / Registry of Public Agencies (filed with the Secretary of State) 2 years Mag, Mfr, OD, Ppr S No GC §34090 et. seq.

City Clerk CC-076 Video Recordings of City Council Meetings - Video Recordings / DVD-R or VCR (ALL) 90 days Tape
(Mag)
Video recording of meetings are only
required for 90 days; GC §§34090.7, 60201
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 56 of 673 ends

Council Agenda- April 4, 2024
Ver. 12.0 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).

ADMINISTRATION
City Manager
/ City Council
Support
CM-001 City Council Correspondence 4 years Mag, Ppr Department Preference to cover terms of office; GC §34090
City Manager
/ Admin. CM-002
Grants provided by the City to others /
outside agencies (all from the General
Fund)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Meets auditing standards; GC §34090
City Manager
/ Admin. CM-003 Legislative Advocacy (Support / Oppose
outside legislation) 2 years Mag, Ppr GC § 34090
City Manager
/ Admin. CM-004 Newspaper Clippings
When No
Longer
Required
Ppr Non-records
City Manager
/ Admin. CM-005 Proclamations 2 years Mag, Ppr GC §34090 City Manager
/ Admin. CM-006
Projects, Subjects & Issues (Issues and/or
projects will vary over time - e.g. Hotels,
etc.)
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr GC §34090

EMERGENCY PREPAREDNESS
City Manager
/ Emerg.

Prep.

CM-007 Emergency Operations Plan
Superseded
(minimum 2
years)
Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090
City Manager
/ Emerg.

Prep.

CM-008 Emergency Preparedness
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr Department Preference; GC §34090
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 57 of 673 ends

Council Agenda- April 4, 2024
Ver. 12.0 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
/ Emerg.

Prep.

CM-009 Public Information Documents from Other
Agencies
When No
Longer
Required
Mag, Ppr Non-records; GC §34090 et seq.

City Manager
/ Emerg.

Prep.

CM-010 Rosters, Emergency Personnel
When No
Longer
Required
Mag, Ppr Data is superseded; GC §34090 et seq.

FRANCHISE MANAGEMENT
City Manager
/ Franchise
Manag.

CM-011
Agreements & Contracts:

ADMINISTRATIVE FILES - NOT funded by
a grant (Correspondence, Project
Administration, Project Schedules, Certified
Payrolls, Invoices, Logs, etc.)
When No
Longer
Required -
Minimum 5
years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD
Department preference; Statute of
Limitations: Contracts & Spec's = 4 years
(errors & omissions does not apply),
Statewide guidelines propose termination +
5 years; CCP §§336(a), 337 et. seq., GC
§34090
City Manager
/ Franchise
Manag.

CM-012 Recycling Programs 3 years Mag, Ppr Department Preference; GC §34090

PUBLIC SAFETY
City Manager
/ Public
Safety
CM-013 Animal Control (Contract) Completion +
5 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD
Published Audit Standards=4-7 years;
Statute of Limitations: Contracts & Spec's=4
years (E&O does not apply), Statewide
guidelines propose termination + 5 years;
CCP §§336(a), 337 et. seq., GC §34090
City Manager
/ Public
Safety
CM-014 Citations (Parking & Municipal Code
Violations) 2 years Mag, Ppr GC §34090
City Manager
/ Public
Safety
CM-015 Parking Enforcement Appeals Settlement +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD Department Preference; GC §34090

REDEVELOPMENT / SUCCESSOR AGENCY
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 58 of 673 ends

Council Agenda- April 4, 2024
Ver. 12.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-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 Manager
/ Redevelop. CM-016 Potential Projects & Issues
When No
Longer
Required -
Minimum 2
years
Yes: While
Active
Issues
Mag, Ppr GC §34090
City Manager
/ Redevelop. CM-017 Redevelopment Project Files: Denied, Not Approved, etc.

When No
Longer
Required -
Minimum 2
years
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD GC§§34090
City Manager
/ Redevelop. CM-018 Redevelopment Project Files:

Implemented / Initiated Projects P Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD
Department Preference; City Clerk Maintains
originals of all documents that were
presented to Council or Redevelopment; GC
§34090.7
City Manager
/ Redevelop. CM-019 Redevelopment Project Files: Inactive, Withdrawn, Expired, etc.

When No
Longer
Required -
Minimum 3
years
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD
Projects have a 3 year approval timeframe
(applicant must pull permit within 3 years) --
those applications in which the applicant
does not follow through with permit may be
destroyed after the approval period has
expired; GC§§34090, 34090.7
City Manager
/ Redevelop. CM-020 Redevelopment Project Relocations and Relocation Appeals (if applicable)
Settle + 5
years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD
Consistent with Claims; CCP §§ 337 et seq.;
GC §§ 945, 34090, 34090.6; PC §832.5
CITY OF INDIAN WELLS, CA ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 59 of 673 ends

Council Agenda- April 4, 2024
Ver. 19.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-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).

FINANCE ADMINISTRATION / BUDGET DEVELOPMENT / INVESTMENT Finance /
Admin. FIN-001 Arbitrage Rebate Calculation (related to bonds and tax exempt debt) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
FTC Reg's rely on "self-enforcement"; IRS
is 4 years after tax is due or paid; Supporting
documentation for Investments of Operating
Funds; meets auditing standards; IRS Reg
§31.6001-1(e)(2), R&T §19530, GC §34090
Finance /
Admin. FIN-002 Assessment District / Special District
Payments & Reports
Termination
of District +
10 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; IRS is 4 years after
tax is due or paid; Supporting documentation
for Investments of Operating Funds; meets
auditing standards; IRS Reg §31.6001-
1(e)(2), R&T §19530, GC §34090
Finance /
Admin. FIN-003 Audits / Annual Comprehensive Financial
Report (ACFR) and related Audit Opinions P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Copies; GC §34090.7
Finance /
Admin. FIN-004 Audit Management Letters and other formal letters related to audit communication 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference (meets auditing
standards); GC §34090
Finance /
Admin. FIN-005 Audit Schedules, Preparation Records
When No
Longer
Required
Mag, Ppr Drafts and transitory records; GC §34090
Finance /
Admin. FIN-006 Audit Work Papers 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Finance /
Admin. FIN-007
Bank Reconciliations, Bank Statements,
Fiscal Agent Statements, Investment
Account Statements, Pars Statements
Trustee Statements, Treasurer's Cash
Statements, Debit / Credit Memos, Deposit
Corrections (Banking), Wire Transfers
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
For auditing purposes; Published articles
show 3 - 4 years; Other cities show 7 - 10
years; GC §34090, 26 CFR 31.6001-1
Finance /
Admin. FIN-008 Bond Registers
Cancellat.,
Redemption
or Maturity +
10 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference to match Bond
retention; GC §34090, 26 CFR 1.6001-1
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 60 of 673 ends

Council Agenda- April 4, 2024
Ver. 19.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-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).

Finance /
Admin. FIN-009 Bond Transcripts / Issues / Authorizations (Prospectuses, Certificates, Notices, etc.).

Fully
Defeased +
10 years
Mag, Mfr,
OD, Ppr I Yes: After

QC & OD
Statute of Limitations for bonds, mortgages,
trust deeds, notes or debentures is 6 years;
Bonds issued by local governments are 10
years; CCP §§336 et seq.; 337.5(a); 26 CFR

1.6001-1(e): GC §43900 et seq.

Finance /
Admin. FIN-010
Budget Amendments, Budget Transfer
Requests, Supplemental, Updates, Fund
Transfers
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Meets auditing standards; GC §34090
Finance /
Admin. FIN-011
Budget Hearing and/or Review
(Development Documents, Preliminary
Budget, Calendar, etc.)
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Drafts - Department Preference; GC
§34090.7
Finance /
Admin. FIN-012 Budgets and CIP Budget - Final Adopted P Yes:

Current
Fiscal Year
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference - Must be filed with
County Auditor; GC §34090, 40802, 53901
Finance /
Admin. FIN-013 Chart of Accounts / Organization Structure (Print out when Rollover is Done) P Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference to research Year-
end General Ledgers, which are retained
permanently; GC §34090
Finance /
Admin. FIN-014 Developer Trust Accounts Close + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (meets municipal
government auditing standards); GC §34090
Finance /
Admin. FIN-015 Escheat (Unclaimed money / uncashed
checks) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; All tangible property
held by government agencies escheats after
3 years; Statute of Limitations is 1 year for
seized property; Meets auditing
requirements; CCP §§340(d), GC §34090
Finance /
Admin. FIN-016
FEMA / Emergency or Disaster Incidents -
Administrative Records (payroll, logs,
project management, etc.)
After FEMA
Reimburse-
ment -
Minimum 5
years
Mag, Mfr,
OD, Ppr S/I Yes: After

QC & OD
Department Preference; meets auditing
standards; GC §34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 61 of 673 ends

Council Agenda- April 4, 2024
Ver. 19.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-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).

Finance /
Admin. FIN-017 Financial Services Database
Indefinite -
Minimum 10
years
Yes Mag
Department preference to match Accounts
Payable retention; Data is interrelated; GC
§34090
Finance /
Admin. FIN-018 Fixed Assets and Inventories - Annual
Listing P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Includes permanent assets; GC §34090
Finance /
Admin. FIN-019
General Ledger & Chart of Accounts: Final
year-end (Balance Sheets, Revenue Ledger
and Expenditure Ledger)
When No
Longer
Required
25 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Finance Database
can re-produce these accurately; Published
articles show 3 -10 years; GC §34090
Finance /
Admin. FIN-020 Investment Portfolio 5 years Yes: Until Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; Published articles show disposal
+ 7 years for security brokerage slips;
statewide guidelines propose permanent;
FTC Reg's rely on "self-enforcement";
GC§§ 34090, 43900
Finance /
Admin. FIN-021 Investments / Certificates of Deposits Disposal + 5 years
Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; Published articles show disposal
+ 7 years for security brokerage slips;
statewide guidelines propose permanent;
FTC Reg's rely on "self-enforcement";
GC§§ 34090, 43900
Finance /
Admin. FIN-022 Journal Entries 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets municipal
government auditing standards; Statewide
guidelines propose audit + 4 years;
Published articles show 3 - 7 years; GC
§34090
Finance /
Admin. FIN-023
Reports, Finance Reports created from
Database: Journals, Ledgers,
Reconciliations, Registers, Reports,
Transaction Histories, Balance Sheets
(MONTHLY OR PERIODIC) Does NOT
include year-end General Ledger.

When No
Longer
Required
Mag, Ppr
Financial system can re-create reports
accurately; Transitory records not retained in
the ordinary course of business; statewide
guidelines propose 2 years; GC §34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 62 of 673 ends

Council Agenda- April 4, 2024
Ver. 19.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-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).

Finance /
Admin. FIN-024 Redevelopment Statement of Indebtedness
(kept with the CAFR) P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; meets auditing
standards; GC §34090
Finance /
Admin. FIN-025 Signature Cards (Banking) Superseded
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Meets Auditing Standards; Statute of
Limitations: Public official misconduct is
discovery of offense + 4 years, Statewide
guidelines propose Appointment + 5 years;
GC §34090; PC §§801.5, 803c
Finance /
Admin. FIN-026 State Compensation Insurance Fund 10 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
Admin. FIN-027
State Reports: State Controllers Report,
Local Government Compensation Report,
Property Management Plan, Obligation
Payment Schedules, Due Diligence
Reviews, Gas Tax, MOE (Maintenance of
Effort) Report, Fixed Charge Special
Assessment Report, Public Self Insurer
Report (SIP Report)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Meets auditing
standards; GC §34090
Finance /
Admin. FIN-028
Street Report, AQMD Annual Report,
Maintenance of Effort (MOE) Calculations,
Audits, and other compliance reports
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Meets auditing standards; GC §34090
Finance /
Admin. FIN-029 Treasurer Reports and Investment
Statements, Advisor Reports, Trade Tickets 5 years Yes: Until Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Treasurer's Report is maintained with
Agenda Packet and kept by City Clerk
Permanently; other documents meet auditing
standards; Published articles show disposal
+ 7 years for security brokerage slips;
statewide guidelines propose permanent;
FTC Reg's rely on "self-enforcement";
GC§§ 34090, 43900

ACCOUNTS PAYABLE
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 63 of 673 ends

Council Agenda- April 4, 2024
Ver. 19.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-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).

Finance /
Accounts
Payable
FIN-030 1099's. 1096's, DE542 (California Report of
Independent Contractors) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; IRS: 4 years after
tax is due or paid (longer for auditing &
contractor delinquency); Ca. FTB: 3 years;
Published articles show permanent; ; IRS
Reg §31.6001-1(e)(2), R&T §19530, GC
§34090; 29 USC 436
Finance /
Accounts
Payable
FIN-031
Accounts Payable / Vendor Files (All
Records and Reports - Includes Invoices,
P.O.s, Expense Account Reports, Travel
Expense Reimbursements, Postage, etc.)
10 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference to cover grant
auditing requirements; Statewide guidelines
propose audit + 4 years; Published articles
show 3 - 7 years; GC §34090
Finance /
Accounts
Payable
FIN-032 Checks / Warrants - Canceled (Cashed) 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; Statute of
Limitations is 4 years; statewide guidelines
propose Audit + 5 years; GC §34090, CCP §
337
Finance /
Accounts
Payable
FIN-033 Checks / Warrants - Voided, Stop
Payments, etc. 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Meets auditing standards; Statute of
Limitations is 4 years; statewide guidelines
propose Audit + 5 years; GC §34090, CCP §
337
Finance /
Accounts
Payable
FIN-034 Petty Cash Vouchers 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Meets auditing standards; GC §34090
Finance /
Accounts
Payable
FIN-035 W-9s
Vendor
Inactive + 3
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Meets IRS auditing standards; GC §34090

ACCOUNTS RECEIVABLE
Finance /
Accounts
Receivable
FIN-036 Accounts Receivable / Revenue 5 years Yes: Until Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
The financial services database is
maintained for a minimum of 10 years;
meets auditing standards; GC §34090 et
seq.

Finance /
Accounts
Receivable
FIN-037 Business Licenses (Database)
Indefinite -
Minimum 5
years
Yes (before
termination) Mag, Ppr
Data Fields / Records are interrelated; meets
municipal government auditing standards;
GC §34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 64 of 673 ends

Council Agenda- April 4, 2024
Ver. 19.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-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).

Finance /
Accounts
Receivable
FIN-038 Business Licenses and Revocations
Termination
of Business
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Meets auditing standards; GC §34090 et
seq.

Finance /
Accounts
Receivable
FIN-039
Cash Receipts Detail / Backup / Accounts
Receivable / Deposit Slips / Deposit
Summaries
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Retained in originating department for
auditing purposes; GC §34090
Finance /
Accounts
Receivable
FIN-040 Collection Agency (e.g., returned checks
assigned to collection)
Assignment
+ 7 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to match the length
of time negative credit information remains
on a consumer's credit report; GC §34090
Finance /
Accounts
Receivable
FIN-041 FTB (Franchise Tax Board) Report 5 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Meets auditing standards; GC §34090
Finance /
Accounts
Receivable
FIN-042 Gas Tax Revenue Reports 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Meets auditing standards; GC §34090
Finance /
Accounts
Receivable
FIN-043 Misc. Receipts - Revenue from County /
State 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Meets auditing standards; GC §34090
Finance /
Accounts
Receivable
FIN-044 Returned Checks, Credit Card Slips 5 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Meets auditing standards; GC §34090

PAYROLL
Finance /
Payroll FIN-045
DE-6, DE-7, DE-9 DE-43, W-3, & DE-166,
941 Forms, IRS 5500 Forms (Employee
Benefit Plans), PERS / FICA & Medicare
Adjustments - Quarterly Payroll Tax Returns
/ OASDI, Federal Tax Deposits,
Adjustments, etc.
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; IRS: 4 yrs after tax
is due or paid; Ca. FTB: 3 years; Articles
show 7 years; IRS Reg §31.6001-1(e)(2),
R&T §19530; 29CFR 516.5 - 516.6, 29USC
436, GC §34090
Finance /
Payroll FIN-046 Direct Deposit Authorization Forms 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets auditing
standards (audit + 4 years); GC §34090
Finance /
Payroll FIN-047 Payroll Database
Indefinite -
Minimum 5
years
Yes (before
termination) Mag, Ppr
Data Fields / Records are interrelated; meets
municipal government auditing standards;
GC §34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 65 of 673 ends

Council Agenda- April 4, 2024
Ver. 19.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-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).

Finance /
Payroll FIN-048
Payroll Journal / Register / W-2 & W-3
Summary Reports (Detail Year-end, or
periodic if no detail year-end)
5 50 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference to facilitate PERS
buy-back for past employees; consistent with
auditing standards; GC §34090
Finance /
Payroll FIN-049 Payroll Journal / Registers (Periodic reports, when a detail year-end report is retained)
5 years
When No
Longer
Required
Mag, OD,
Mfr, Ppr S / I Yes: After

QC & OD
Considered a draft or transitory record (detail
year-end is retained); GC §34090
Finance /
Payroll FIN-050
PERS Reports / Annual Valuation Reports,
Actuarial Valuation Reports, Annual
Employer Statements / Bi-weekly Reports
5 years Mag, OD,
Mfr, Ppr S / I Yes: After

QC & OD
Department Preference (Non-records); GC
§34090
Finance /
Payroll FIN-051 Time Cards / Time Sheets 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference; Meets auditing
standards (audit + 4 years); IRS requires 4
years; Ca. requires 2 yr min.; FTB keeps 3
years; Published articles show 4 -10 years;
IRS Reg §31.6001-1(e)(2), R&T §19530; LC
§ 1174(d); 29 CFR 516.5 & 516.6(c); GC
§34090
Finance /
Payroll FIN-052 W-2's (includes Performers State
Withholding) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
IRS: 4 yrs after tax is due or paid; Ca. FTB: 3
years; Articles show 7 years; IRS Reg
§31.6001-1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC §34090
Finance /
Payroll FIN-053 W-4's
No Longer in
Effect + 4
years
Mag, Ppr
Department preference (W-4's are required
for 4 years); FLSA requires 3 years; 29 CFR
516; GC §34090

PURCHASING
Finance /
Purchasing FIN-054 Equipment Disposition / Sales: Auction, Bills of Sale 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Meets auditing standards; GC §34090
Finance /
Purchasing FIN-055 Purchase Orders 10 years Yes: Until Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference to cover grant
auditing requirements; Statewide guidelines
propose audit + 4 years; Published articles
show 3 - 7 years; GC §34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 66 of 673 ends

Council Agenda- April 4, 2024
Ver. 19.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-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).

Finance /
Purchasing FIN-056
Purchasing - Bidder / Vendor List
(Companies that want to receive RFPs /
RFQs)
Superseded Mag, Ppr Transitory Record used to mail out requests; GC §34090 et seq.

Finance /
Purchasing FIN-057 Purchasing Card Backup Receipts / Cal Card 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Meets auditing standards; GC §34090

RISK MANAGEMENT
Finance /
Risk
Manage.

FIN-058
Accident / Incident / Injury Reports:

PUBLIC ADULTS (medical and non-
medical.)
3 years Mag, Ppr
Recommended by State Fire Marshall;
Statute of Limitations for Health Providers is
3 years; Juveniles are required until patient
becomes 18 years old; statewide guidelines
propose 3 years; CCP §340.5, GC §34090
Finance /
Risk
Manage.

FIN-059
Accident / Incident / Injury Reports:

PUBLIC JUVENILES and PREGNANT
ADULTS (medical and non-medical.)
20 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Juveniles are
required until patient becomes 18 years old;
statewide guidelines propose 3 years; CCP
§340.5, GC §34090
Finance /
Risk
Manage.

FIN-060 Accident / Incident Reports: CITY
VEHICLES with no injuries, City Property 2 years Mag, Ppr Department Preference; Claim must be filed
within 1 year, lawsuit within 2 years; Statute
of Limitations for contracts is 4 years; CCP
§§ 337 et seq.; GC §§ 911.2, 945, 34090,
34090.6
Finance /
Risk
Manage.

FIN-061 Bonds, Public Official (Faithful Performance
/ Employee Surety Bonds) P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Statute of
Limitations: Public official misconduct is
discovery of offense + 4 years, Statewide
guidelines propose Appointment + 5 years;
GC §34090; PC §§801.5, 803c
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 67 of 673 ends

Council Agenda- April 4, 2024
Ver. 19.0 RECORDS RETENTION SCHEDULE: FINANCE Page F-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).

Finance /
Risk
Manage.

FIN-062
Claims (General Liability Claims) - Adults
Includes rejected claims
Settle + 5
years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
If litigation is filed, the City Attorney is OFR;
Claim must be filed within 1 year, lawsuit
within 2 years; complaints against peace
officers within 5 years; Statute of Limitations
for contracts is 4 years; wrongful death for
construction is completion + 5 years; CCP
§§ 337 et seq.; GC §§ 911.2, 34090,
34090.6; PC §832.5(b)
Finance /
Risk
Manage.

FIN-063 Claims (General Liability Claims) -
Juveniles & Pregnant Adults 25 years Yes: Until
Settlement
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Juveniles may have
additional legal recourses; CCP §§ 337 et
seq.; GC §§ 911.2, 945, 34090, 34090.6; PC
§832.5
Finance /
Risk
Manage.

FIN-064 Insurance Policies (City-owned) P Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; CCP §337 et seq.;
GC §34090
Finance /
Risk
Manage.

FIN-065 Loss Run Reports 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (meets auditing
standards); GC §34090
Finance /
Risk
Manage.

FIN-066 Vehicle Titles / Pink Slips
Upon
Disposal of
Vehicle
Mag, Ppr GC §34090
Finance /
Risk
Manage.

FIN-067 Workers Compensation Claims
Whichever is
Longer:

Separation +
30 years, or
Termination
of Benefits +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Claims can be made for 30 years for toxic
substance exposure; Claims are required for
five years after the end of compensation, or
injury, whichever is longer; the Workers
Compensation Appeals Board may destroy
their records after 5 years; 8 CCR 5144, 8
CCR §3204(d)(1) et seq., 8 CCR 10102,
10755, 10758, 15400.2; 29 CFR
1910.1020(d); GC §§12946, 12960, 34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 68 of 673 ends

Council Agenda- April 4, 2024
Ver. 13.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-1 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital? Media
Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .

Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.

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

INFORMATION TECHNOLOGY
Information
Technology IT-001
Backups / Computer Backups (ALL Disaster
Recovery Computer Backups DAILY -
Network, All Files on Shared Drives
When No
Longer
Required
When
Superseded
Yes Mag.

Used for disaster recovery purposes only;
Considered a copy and can be destroyed
when no longer required; GC §34090 et seq.

Information
Technology 0190 Backups - MONTHLY - Network, All Files on Shared Drives
When No
Longer
Required
Yes Mag.

Used for disaster recovery purposes only;
Store off-site for disaster recovery;
Considered a copy and can be destroyed
when no longer required; retention based on
administrative value; recycle tapes; GC
§34090 et seq.

Information
Technology IT-002 Photographs, City Related (digital)
When No
Longer
Required
Mag, Ppr
Some photographs may be retained
permanently as historical records, some may
be destroyed right away; some photographs
are drafts that become part of a newsletter
or other documents; GC §34090 et seq.

Information
Technology IT-003 GIS database When
Superseded Yes Mag. Department Preference (transitory records); GC §34090 et seq.

Lead Depart. IT-004 GIS database - Historical Output (Zoning Map, etc.)
Provide
Existing
Output to
Lead
Department
Prior to
Change
Yes Mag. Historical records are maintained by the
Lead Department; GC §34090 et seq.

Information
Technology IT-005 Website Content When
Superseded Yes Mag.

Transitory records not retained in the
ordinary course of business; GC §34090 et
seq.

CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 69 of 673 ends

Council Agenda- April 4, 2024
Ver. 13.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-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).

Information
Technology IT-006

UNALTERABLE MEDIA / IMMUTABLE
CLOUD BACKUP / WORM / DVD-r / CD-r /
Blue Ray-R or other unalterable media that
does not permit additions, deletions, or
changes
P OD
For legal compliance for Trustworthy
Electronic Records (when the electronic
record serves as the official record); GC
60200, 12168.7, EVC 1550, 2 CCR 22620 et
seq..

Page 70 of 673 ends

Council Agenda- April 4, 2024
Ver. 9.0 RECORDS RETENTION SCHEDULE: MARKETING and PUBLIC RELATIONS Page M/PR-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).

MARKETING & PUBLIC RELATIONS
Marketing &
Public
Relations
MKT-001 City Newsletters, e-mail blasts 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC
& OD
Those of significant historical value are
maintained by the City Clerk permanently;
GC §34090
Marketing &
Public
Relations
MKT-002 Eisenhower Walk of Honor Applications P Mag, Mfr, OD, Ppr S / I Yes: After QC
& OD
Department preference for Historical Value;
GC §34090
Marketing &
Public
Relations
MKT-003 Marketing / Promotional Draft Documents,
Photos
When No
Longer
Required
Ppr Drafts not retained in the ordinary course of
business; GC §34090
Marketing &
Public
Relations
MKT-004 Marketing / Promotional Final Documents
When No
Longer
Required -
Minimum 2
years
Ppr Department preference; GC §34090
Marketing &
Public
Relations
MKT-005 Press Releases 2 years Mag, Ppr GC § 34090
Marketing &
Public
Relations
MKT-006 Speeches and Lectures
When No
Longer
Required
Mag, Ppr Notes, drafts, or transitory records; GC
§34090 et seq.

Page 71 of 673 ends

Council Agenda- April 4, 2024
Ver. 18.0 RECORDS RETENTION SCHEDULE: PERSONNEL Page PER-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).

PERSONNEL
Personnel PER-001
1095-C, 1094-C (Employer-Provided Health
Insurance Offer and Coverage & Transmittal
Form)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Instructions state
"Generally, keep copies of information
returns you filed with the IRS or have the
ability to reconstruct the data for at least 3
years, from the due date of the returns" GC
§34090
Personnel PER-002
Applications for Employment or Resumes:

Unsolicited (no open position),
candidates not hired
1 year Ppr
Department Preference - No positions open;
therefore not deemed part of City
recruitment practices; considered a
transitory record not materially impacting the
conduct of the public's business; GC §34090
Personnel PER-003
Classification / Compensation /
Reorganization Studies (for employee
classifications and department structures)
When No
Longer
Required -
Minimum 2
years
Mag, Ppr
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
Personnel COVID-19 Notifications to Employees 3 years Mag, Ppr LC §6409.6(k), GC §34090 Personnel PER-003 Deferred Compensation Reports 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
For auditing purposes; Published articles
show 3 - 4 years; Other cities show 7 - 10
years; GC §34090, 26 CFR 1.6001-1
Personnel PER-004
California Civil Rights Department (CRD) /
Department of Fair Employment & Housing
(DFEH or EEOC) Claims / Harassment
Claims that are resolved administratively
Final
Disposition +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
All State and Federal laws require retention
until final disposition of formal complaint;
State requires 4 2 years after "fully and
finally disposed"; 2 CCR 1101(c); GC
§§12946, 12960, 34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 72 of 673 ends

Council Agenda- April 4, 2024
Ver. 18.0 RECORDS RETENTION SCHEDULE: PERSONNEL Page PER-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).

Personnel PER-005 DMV Pull Notices (for maintenance
vehicles)
When
Superseded
or Employee
Separated
When No
Longer
Required
Mag, Ppr
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
Personnel PER-006 Drug and Alcohol Testing / D.O.T files:

Negative Results 2 years Ppr
D.O.T. Requires 5 years for positive tests,
refusals, annual summaries, etc., 1 year for
negative tests; EEOC / FLSA / ADEA (Age)
requires 3 years physical examinations;
State Law requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946, 12960,
34090; 49 CFR 655.71 et seq.; 49 CFR
382.401 et seq. 49 CFR 653.71
Personnel PER-007 Drug and Alcohol Testing / D.O.T files:

Positive Results 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
D.O.T. Requires 5 years for positive tests, 1
year for negative tests; EEOC / FLSA /
ADEA (Age) requires 3 years physical
examinations; State Law requires 2 years;
29 CFR 1627.3(b)(1)(v), GC §§12946,
12960, 34090; 49 CFR 655.71 et seq.; 49
CFR 382.401 et seq. 49 CFR 653.71
Personnel PER-008 EEO-4 Reports and records required to generate EEO-4 report 3 years Mag, Ppr 29 CFR 1602.30, 29 CFR 1602.32; GC §34090
Personnel PER-009 Employee Assistance Program 2 years Mag, Ppr Department Preference; GC §34090 Personnel PER-010 Employee Awards 2 years Mag, Ppr GC §34090 Personnel PER-011 Grievances (ALL)
Final
Disposition +
5 years
Yes: Before
Disposition Mag, Ppr
City's Preference; Lead Department is OFR
for grievances resolved in their department;
All State and Federal laws require retention
until final disposition of formal complaint;
State requires 4 2 years after "fully and
finally disposed"; 2 CCR 1101(c); GC
§§12946, 12960, 34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 73 of 673 ends

Council Agenda- April 4, 2024
Ver. 18.0 RECORDS RETENTION SCHEDULE: PERSONNEL Page PER-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 PER-012 I-9s Separation +
3 years Mag, Ppr
Non-citizens must re-certify periodically;
RICA recommends 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; INA
274A(b)(3); INS Rule 274a.1(b)(2); 8 CFR
274a.2; 29 CFR 1627.3(b)(1); GC §§12946,
12960, 34090
Personnel PER-013 Invoices from contract law firms
(confidential) 5 years Yes: Until
Paid
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Finance is OFR for other invoices;
Department Preference to cover auditing
standards; Statewide guidelines propose
audit + 4 years; Published articles show 3 - 7
years; GC §34090
Personnel PER-014 Job Descriptions / Job Specifications P Yes: Before Superseded Mag, Ppr
Department Preference; statute of limitations
for EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 4
2 -3 years; 29 CFR 1602.31 & 1627.3(b)(ii),
GC §§12946, 12960, 34090
Personnel PER-015 Organization Charts P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Personnel PER-016 OSHA Inspections & Citations, Logs 200 and Log 300, etc. 7 years Ppr
Department Preference; Calif. Labor Division
is required to keep their records 7 years;
OSHA requires 5 years; State law requires 2
years; 8 CCR 14300.33(a); 29 CFR 1904.33,
29 CFR 1904.44; OMB 1220-029; GC
§60201 et seq.; LC §6429c
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 74 of 673 ends

Council Agenda- April 4, 2024
Ver. 18.0 RECORDS RETENTION SCHEDULE: PERSONNEL Page PER-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).

Personnel PER-017 PERS Actuarial Reports
When No
Longer
Required -
Minimum 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Personnel PER-018 Personnel Files - Medical File (all
employees)
Whichever is
Longer: 30
years, or
Termination
of Benefits +
5 years,
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Files maintained separately; Claims can be
made for 30 years for toxic substance
exposure; 8 CCR 5144, 8 CCR 15400.2; 8
CCR §3204(d)(1) et seq., 29 CFR
1910.1020(d)(1)(i), GC §§12946, 12960,
34090; LC §1198.5
Personnel PER-019
Personnel Files - Regular, Active,
Permanent, Non-Regular, Temporary and
Part-time Employees (includes I-9s, Oaths
of Office, Disaster Service Workers Oaths,
benefits, 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; EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 4
2-3 years; 29 CFR 1602.31 & 1627.3(b)(1),
GC §§ 3105, 12946, 12960, 34090;
53237.2(b), LC 1198.5
Personnel PER-020 Reclassification Requests 4 2 years Mag, Ppr Department Preference; statute of limitations
for EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 4
2 -3 years; 29 CFR 1602.31 & 1627.3(b)(ii),
GC §§12946, 12960, 34090
Personnel PER-021 Recruitment Database (NeoGov) 5 years Mag, Ppr Department preference; Per NeoGov Policy;
29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2
CCR 11013(c); GC §§12946, 12960, 34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 75 of 673 ends

Council Agenda- April 4, 2024
Ver. 18.0 RECORDS RETENTION SCHEDULE: PERSONNEL Page PER-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).

Personnel PER-022
Recruitment File - Advertisements,
Applications (unsuccessful), Tests, Letters,
Scantrons, Questions, Interview Notes
4 years Mag, Ppr
Department preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 2 -3 years; 29 CFR
1602.31 & 1627.3(b)(1), 8 CCR §3204(d)(1)
et seq., GC §§12946, 12960, 34090
Personnel PER-023 Recruitment Flyers and Brochures
When No
Longer
Required
Mag, Ppr
Brochures and Flyers are also maintained
with recruitment file (these are copies); GC
§34090.7
Personnel PER-024 Salary Surveys
When No
Longer
Required -
Minimum 2
years
Mag, Ppr GC §34090
Personnel PER-025
Verifications of Employment, Child Support,
etc. (From lenders or other outside
companies)
When No
Longer
Required
Mag Ppr
Not an Agency record / Content does NOT
relate in a substantive way to the conduct of
the public's business; GC §34090 et seq
Personnel PER-026
Workplace Violence – Hazard identification,
evaluation, correction, incident logs,
investigations, etc.
5 years Mag, Ppr LC §6401.9(f), GC §34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 76 of 673 ends

Council Agenda- April 4, 2024
Ver. 16.0 RECORDS RETENTION SCHEDULE - PLANNING Page PL-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).

PLANNING
Planning PL-001 Planning Permit Database Indefinite -
Permanent Yes (all) Mag
Department Preference - Data is
interrelated; Planning permits are
Permanent; GC §34090; H&S §19850
Planning PL-002 ALC / DRC (Design Review Committee)
Project Files P Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC§34090
Planning PL-003 ALC / DRC (Design Review Committee)
Agenda Packets P Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD City Preference; GC §34090
Planning PL-004 ALC / DRC (Design Review Committee)
Minutes P Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD City Preference; GC §34090
PL-005 Alcoholic Beverage License Application
Copies
When No
Longer
Required
Ppr Non-records
Planning PL-006 Annexation / Deannexation Files P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Planning PL-007
Audio Recordings of Planning Commission
and ALC / DRC Meetings - Analog - Tapes
(Audio Tapes or Digital Recordings)
5 years Mag
Department Preference to match expected
life of audio cassettes; State law only
requires for 30 days; Council Policy A-11
allows destruction after 30 days; GC
§54953.5(b)
Planning PL-008
Audio Recordings of Planning Commission
and ALC / DRC Meetings - Digital (Audio
Tapes or Digital Recordings)
P Mag
Department Preference; State law only
requires for 30 days; Council Policy A-11
allows destruction after 30 days; GC
§54953.5(b)
PL-009 Census, Demographics
When No
Longer
Required
Mag, Mfr,
OD, Ppr Census Bureau is OFR; GC §34090 et seq.

Page 77 of 673 ends

Council Agenda- April 4, 2024
Ver. 16.0 RECORDS RETENTION SCHEDULE - PLANNING Page PL-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).

Planning PL-010
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, Categorical
Exemptions, etc.) / CEQA / NEPA
Correspondence and staff notes that
provide insight into the project or the
agency’s CEQA compliance with respect to
the project
Project
Approval or
Denial + 2
years
Mag, Ppr
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
(County of San Diego, et al., Real Parties in
Interest) (53 Cal.App.5th 733); PRC
21167,6; GC §34090
Email pertaining to City business generally
must still be retained for a period of 2 years
under the general correspondence retention
requirement of GC §34090
Planning PL-011
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, etc. - Inside City
boundaries (normally stored with the
project file)
P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Normally filed with project file; Final EIRs are
required to be kept a "reasonable period of
time"; 14 Cal Code Regs §15095(c); GC
§34090
Planning PL-012
Environmental Determinations:

Environmental Impact Reports (EIRs),
Negative Declarations, etc. - Outside City
boundaries (EIRs inside City Boundaries
are stored with the project file)
When No
Longer
Required
Ppr Non-records
Planning PL-013 Film Permits 2 years Yes (during
filming) Mag, Ppr GC §34090
Planning PL-014 General Plan Elements and Amendments P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference; City Clerk Maintains
originals of all documents that were
presented to Council; GC §34090
Public Works
/ Engineer. PL-015 Grading Permits (final)
When No
Longer
Required
Ppr Public Works is OFR; GC §34090.7
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 78 of 673 ends

Council Agenda- April 4, 2024
Ver. 16.0 RECORDS RETENTION SCHEDULE - PLANNING Page PL-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).

Planning PL-016 Land Use, General Plan, Zoning (e.g. City Master Plan) P Mag, Mfr,
OD, Ppr S Yes: After
QC & OD GC §34090
Planning PL-017 Massage Therapist Permits Expiration +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Planning PL-018 Planning Commission Agenda Packets P Yes Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD City Preference; GC §34090
MS / City
Clerk PL-019 Planning Commission Minutes, Resolutions P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Planning PL-020
Planning Files - Approved Permanent
and Temporary Entitlements - All
(Includes Associated CEQA Noticing, Public
Noticing, Environmental Determinations,
Staff Reports, Plans & Maps) -- Certificates
of Compliance, Conditional Use Permits,
Variances, Zoning Code Amendments, etc.

P Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Projects have a 3
year vesting (applicant must pull permit
within 3 years) -- those applications in which
the applicant does not follow through with
permit may be destroyed after the vesting
period has expired. Some permits must
obtain Council approval, and therefore the
City Clerk becomes office of record for
material presented to Council; Department
maintains complete files for administrative
purposes; GC§§34090, 34090.7
Planning PL-021 Proposed Projects that are Not Pursued or Implemented
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC§34090
PL-022
Regional Organizational Studies &
Programs where other Agencies are the
Lead (e.g. Rail Studies, etc.)
When No
Longer
Required
Mag, Ppr Yes: After
QC & OD Non-records; GC §34090 et seq.

Planning PL-023 Street Names P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Planning PL-024 Zoning Maps P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; City Clerk Maintains
originals of all documents that were
presented to Council; GC §34090.7
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 79 of 673 ends

Council Agenda- April 4, 2024
Ver. 14.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS 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, 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).

PUBLIC WORKS / ENGINEERING
MS / City
Clerk PW-001
Abandonments, Easements, Entitlements,
and Vacations (Recorded Documents / City
Property)
P Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090.7
Public Works
/ Engineer. PW-002 Aerial Maps (Analog and Digital) P Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference for historical
purposes; GC §34090
Public Works
/ Engineer. PW-003
Assessment / Maintenance District Projects
(Maps, Diagrams, Spreadsheets,
Improvement Plans - e.g. roads, sewer, etc.)
P Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Statute of
Limitations is 4 - 10 years (for Errors &
Omissions); CCP §§337. 337.1(a), 337.15,
343; GC §34090.7
Public Works
/ Engineer. PW-004 Bridges P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Public Works
/ Engineer. PW-005 Encroachment Permits & Agreements:

Permanent (Awnings, Utilities, Signs, etc.)
Life of the
Encroach-
ment
Yes: Until
Revocation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statewide guidelines propose Permanent;
CCP § 337 et. Seq.; GC § 34090
Public Works
/ Engineer. PW-006
Encroachment Permits & Agreements:

Temporary (Street Closures, Transportation
/ Wide Load Permits, Detours, Street Cuts,
Paving, etc.)
Expiration + 4
years
Yes: Until
Completion Mag, Ppr
Statute of Limitations for any "...liability
founded upon an instrument in writing" or not
specifically provided for is 4 years; Statewide
guidelines propose Permanent; CCP §§337,
343 et. Seq.; GC § 34090
Public Works
/ Engineer. PW-007 Grading Permits (final) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Public Works
/ Engineer. PW-008 Industrial Waste Permits P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090 et seq.

Public Works
/ Engineer. PW-009 Inventories / Surveys (various, including street mileage, equipment, etc.)
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD Department Preference; GC §34090
Public Works
/ Engineer. PW-010 Manuals - Operation and Maintenance for various equipment
Life of
Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Administrative value; GC §34090
Public Works
/ Engineer. PW-011 Master Plans (all) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department Preference for historical
purposes; GC §34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 80 of 673 ends

Council Agenda- April 4, 2024
Ver. 14.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS 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, 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).

Public Works
/ Engineer. PW-012
Offers of Dedication (Rejected,
Unprocessed or Unaccepted -- If accepted,
City Clerk is Office of Record)
P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Public Works
/ Engineer. PW-013
Plans and Maps (Final) - Grading,
elevations, drainage, sewage, storm drains,
traffic, etc.

P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Some master plans do not go to Council;
Department Preference for historical
purposes; GC §34090
Public Works
/ Engineer. PW-014 Preliminary Studies / Project Assessments (Not Acquired)
When No
Longer
Required -
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I
Yes: After
QC & OD Department Preference; GC §34090
Public Works
/ Engineer. PW-015
Project Files: City Infrastructure and
Facilities Projects / CIP / Private
Development - Administration File
(Construction): Project Administration,
Performance Bonds/Surety, Project
Schedules, Certified Payrolls, Invoices,
Logs, Insurance Certificates from
Contractors, Correspondence, Advertising,
Public Noticing, Meeting Agendas &
Minutes, Field Inspections, Inspection
Reports, Labor Compliance, Prevailing
Wage, etc.

Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
For disaster preparedness purposes (City
Clerk does not maintain Specifications,
RFPs, Plans, Materials Testing Reports,
etc.) Statewide guidelines propose
Permanent for Infrastructure plans; GC
§34090
Public Works
/ Engineer. PW-016
Project Files: City Infrastructure and
Facilities Projects / CIP / Private
Development - Permanent File (Design):

Plans, Specifications, Change Orders,
Materials Testing Reports, Environmental,
Feasibility Studies, Notice of Completion
(send original to City Clerk), Record
Drawings ("As Builts"), Regulatory Agency
Approvals, Soils Reports, Structural
Calculations, Surveys, etc.

P Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Retained for disaster preparedness
purposes (City Clerk does not maintain
Plans, Materials Testing Reports, etc.)
Statewide guidelines propose Permanent for
Infrastructure plans; GC §34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 81 of 673 ends

Council Agenda- April 4, 2024
Ver. 14.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS 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, 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).

Public Works
/ Engineer. PW-017 Project Files: Fugitive Dust Applications & Plans (PM 10) 2 years Mag, Ppr GC §34090
Public Works
/ Engineer. PW-018 Realignments (Closed) P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Public Works
/ Engineer. PW-019 Recorded Maps (Final Maps, Record of Survey, Tract Maps, etc.) P Yes (all) Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Drafts should be destroyed; GC §34090,
34090.7
Public Works
/ Engineer. PW-020 Sanitary Spills and Overflows (SSOs) 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Required for a minimum of 5 years; SWRCB
Order 2002-0103-DWQ & 2006-03; 40 CFR
122.41(j)(2); GC §34090
Public Works
/ Engineer. PW-021 Sanitary Surveys 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 40 CFR 141.33(c)
Public Works
/ Engineer. PW-022 Sewer Lift Stations Plans P Yes (all) Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC § 34090.7
Public Works
/ Engineer. PW-023 Sewer System Management Plans (SSMP) 5 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference; plans must be
updated every 5 years, audits are required
every 2 years; SWRCB Order 2006-03; 40
CFR 122.41(j)(2); GC §34090
Public Works
/ Engineer. PW-024
Solid Waste Reduction / AB 939
Compliance / SB 1383 Compliance (Organic
Waste Collection and Recycling)
10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; SB 1383
compliance is required for 5 years; 14 CCR
§ 18995.2; GC §34090
Public Works
/ Engineer. PW-025 Tract Files (drawings, studies, test reports, etc.) P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Public Works
/ Engineer. PW-026 Tree Planting Lists / Tree Surveys
When No
Longer
Required
Mag, Ppr Transitory records / Data may be
superseded; GC §34090
Public Works
/ Engineer. PW-027
Underground Storage Tank (City
Owned)
UST Monitoring, Inspections and
Maintenance, Release Detection
Systems, Cathodic Protection
Maintenance Records
7 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Monitoring and Maintenance records are
required on site for 3 years, 6 ½ years for
cathodic protection maintenance, 5 years for
calibration & maintenance of release
detection systems; 23 CCR 2712(b); H&S
§25284.2(i)
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 82 of 673 ends

Council Agenda- April 4, 2024
Ver. 14.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS 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, 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).

Public Works
/ Engineer. PW-028
Underground Storage Tanks - USTs (City
Owned)
Repairs, Lining, Upgrades
Life of the
Tank
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 23 CCR 2712(b), H&S §25284.2(i)
Public Works
/ Engineer. PW-029
Underground Storage Tanks (City-Owned)
Location, Soil Remediation, Monitoring
Well Records
P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (required for the life
of the tank); 23 CCR 2712(b), H&S
§25284.2(i); GC §34090 et. seq.

Public Works
/ Engineer. PW-030 Wastewater - NPDES Monitoring Reports / Sewer Monitoring Reports 3 years Mag, Ppr Monitoring records required for 3 years; 40 CFR §§122.21, 122.41, 122.44

TRANSPORTATION / TRAFFIC ENGINEERING
Public Works
/ Trans. PW-031 Speed Surveys 10 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference (required every 5
years, but can be extended to 7 or 10 years);
GC §34090
Public Works
/ Trans. PW-032 SWTRS - Traffic Accident Reports 10 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works
/ Trans. PW-033 Traffic Calming (speed humps, etc.) 10 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Public Works
/ Trans. PW-034 Traffic Counts / Volumes, Summaries,
Reports - Historical P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works
/ Trans. PW-035 Traffic Counts / Volumes, Summaries,
Reports - Routine
Superseded -
Minimum 2
years
Mag, Ppr Department Preference; GC §34090
Public Works
/ Trans. PW-036
Traffic investigations (minor projects -
reports, ordering of signs, pavement
management studies, etc.)
Completion +
10 years
Yes: Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference to cover audits from
all grant funding agencies; Statute of
Limitations for Errors & Omissions is 10
years; CCP §§337. 337.1(a), 337.15, GC
§34090
Public Works
/ Trans. PW-037 Traffic Signal Timing Change + 10
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works
/ Engineer. PW-038 Wide Load Permits / Oversize Load Permits Expiration + 2 years Mag, Ppr GC §34090

MAINTENANCE
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 83 of 673 ends

Council Agenda- April 4, 2024
Ver. 14.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS 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, 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).

Public Works
/ Maint. PW-039 Air Compressor Tank Permits
Upon
Expiration
(minimum 2
years)
Mag, Ppr Department Preference; GC §34090
Public Works
/ Maint. PW-040 AQMD Permits 5 years Mag, Ppr 40 CFR 70.6; GC §34090 Public Works
/ Maint. PW-041 Generator Operation Logs (for Fixed /
Stationary Generators) 3 years Mag, Ppr AQMD Rule 1470; GC §34090 Public Works
/ Maint. PW-042 Generator Operation Logs (for Portable
/Emergency Generators) 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
AQMD Rule 1470; Form 400–E–13a
instructions, GC §34090
Public Works
/ Maint. PW-043 Fuel Inventories 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Auditing purposes; GC §34090
Public Works
/ Maint. PW-044 Maintenance History - Vehicles &
Equipment
Life of Vehicle
or Equipment
+ 2 years
Mag, Ppr
Department Preference to cover statute of
limitations; If a motor carrier, required for 18
months after vehicle is sold; Covers all
statute of limitations; CHP requires life of
vehicle; OSHA requires 1 year; 8 CCR §
3203(b)(1); 49 CFR 396.21(b)(1); 49 CFR
396.3(c); CCP §337 et. seq., 13 CCR
1234(f); GC §34090
Public Works
/ Maint. PW-045 Maintenance Schedules Superseded Mag, Ppr Department Preference; GC §34090 Public Works
/ Maint. PW-046 Manuals - Operation and Maintenance for various equipment
Life of
Equipment
Mag, Mfr,
OD, Ppr S No Administrative value; GC §34090
Public Works
/ Maint. PW-047 Pre-Trip Inspections / Daily Vehicle
Inspections 2 years Mag, Ppr 13 CCR 1234(c); GC§34090
Public Works
/ Maint. PW-048 Underground Service Alerts (USA's) / Dig Alerts 3 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference (the Regional
Notification Center has the obligation to
retain the notice for 3 years); GC §§4216.2(f)
& 4216.3(e), 34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 4/6/2023

Page 84 of 673 ends

Council Agenda- April 4, 2024

INDIAN WELLS CITY COUNCIL
April 4, 2024
To: City Council
From: Community Development Department
Prepared by: Jon Berg, Community Development Director
Subject: General Plan Housing Element Annual Progress Report for 2023
RECOMMENDED ACTIONS:

Council RECEIVES and FILES the General Plan Housing Element Annual Progress Report and Low Moderate Income Housing Asset Fund Addendum for 2023; and DIRECTS Staff to submit the Annual Progress Report and Low Moderate Income Housing Asset Fund Addendum to the Governor’s Office of Planning and Research and the California Department of Housing and Community Development.

BACKGROUND:

Per California Government Code Section 65400(a)(2)(B), each City Planning agency is required to prepare a Housing Element Annual Progress Report (“APR”) regarding the status of the Housing Element of their General Plan. The APR identifies progress made on implementation of policies in the Housing Element, using the forms and definitions adopted by the California Department of Housing and Community Development (“HCD”).

The Housing Element is used to identify projected housing needs of the community and establish policies to support further development of all housing types, including affordable housing within the City. All California municipalities are required to adopt a Housing Element as part of their General Plan, which is subject to detailed statutory requirements and mandatory review and certification by HCD.

Attachment 1 provides the Housing Element APR for calendar year 2023 and addresses the City’s progress in meeting the City’s Regional Housing Needs Assessment (“RHNA”) allocation for the 2021-2029 planning period (6th Housing Cycle) identified in the Adopted Housing Element of the City’s General Plan. It also describes the actions taken towards completion of the programs, and status of compliance with the timeframes outlined in the Housing Element.

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Council Agenda- April 4, 2024

In accordance with California Health and Safety Code § 34176.1, Attachment 2 provides an annual summary of use and expenditures of the City’s Low Moderate Income Housing Asset Fund (“LMIHAF”) and disposition of Housing Authority lands.

DISCUSSION:

RHNA Progress

HCD is responsible for determining the regional housing need for each region’s council of governments (“COG”). The COG then distributes these needs among its jurisdictions through a RHNA plan. RHNA ensures that each city and county receive its “fair share” of the projected housing development d eeds across different income groups . Managed by the Southern California Association of Governments (“SCAG”), the City’s regional COG, the RHNA allocated to the Indian Wells is 382 affordable housing units across various income levels for the 6 th Housing Cy cle, covering the projected housing needs from October 15, 2021, to October 15, 2029.

The following table, identified in the City’s Draft Housing Element, represents the RHNA allocation broken down by unit income levels:

Income Level Unit No. Distribution
Extremely Low 58 15.2%
Very Low 59 15.4%
Low 81 21.2%
Moderate 91 23.8%
Above Moderate 93 24.3%
Total 382 100.0%

As provided in the APR (Attachment 1), the individual tables provide the City’s data regarding application, permitting and construction activities that support the goals of the 6th Housing Cycle, and specifically for the 2023 reporting period as follows:

 The summary page of the APR summarizes the City’s overall performance for the 2023 APR reporting year. The City reported a total of 58 Applications, 47 Building Permits, and 91 certificates of occupancy issued for single family dwellings (“SFD”) and accessory dwelling units (“ ADU”) during the 202 3 reporting year. None of these units were permitted or constructed under SB 35 streamlining provisions.

 Table A provides a summary of data on housing units and developments for which an application was deemed complete between January 1st and December 31st of the reporting year. In table A, an “application” is a formal submittal of a housing development or permit for approval. This includes, but is not limited to, single - family attached units; single -family detached units; two -to four-unit structures;

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Council Agenda- April 4, 2024

five or more unit structures; accessory dwelling units; and mobile home/manufactured homes. The City had no new housing developments applied for during the year but did receive 58 Applications for new residential buildings permits.

 Table A2 provides a summary of all entitlements, building permits, and certificates of occupancy for residential development, by income category, that were issued in the reporting year. The City issued 44 building permits and 90 certificates of occupancies for SFD units during the reporting year. The City also issued 3 building permits and 1 certificate of occupancy for ADUs. All SFD units were above moderate-income level. ADUs were listed as affordable units as determined by SCAG’s ADU affordability analysis conducted to provide local governments with assumptions on ADU affordability.

 Table B provides a summary of the City’s RHNA progress as units are constructed during the reporting year . The City reported 177 above moderate income SFD housing units constructed; 2 very low income ADU; 3 low income ADU units; and 3 moderate income ADU units permitted through the 6th Housing Cycle. No other income level units have been constructed during this period. Once approved by HCD, the City’s RHNA numbers for the 6th Housing Cycle will decrease accordingly.

 Table C provide s a summary of sites identified or rezoned to accommodate any RHNA shortfall. The City has identified 8 to 10 acres of a 34-acre site (APN: 633- 360-002) at the northeast corner of Miles Avenue and Warner Trail to be rezoned as a new Public Benefit Zone (“P B”) as part of the 6 th Cycle Housing Element Update. To accommodate the City’s RHNA shortfall of 110 units during the 6 th Housing Cycle, the City has included Program 3 in its Housing Element . The program commits the City to rezoning the site by October 2024 to provide the opportunity for 100% affordable projects and allow up to 128 affordable housing units, consisting of 64 very low income units, 46 low income units, 17 moderate income units, and 1 above-moderate income unit.

 Table D of the APR reports the City’s annual progress in the implementation of various programs and statutory requirements of the 2021-2029 Housing Element.

 Table E provides summary of commercial developments given development bonuses as allowed under Government Code Section 65915.7. The City did not process any applications or entitlements for any commercial projects with density bonuses.

 Table F summarizes units rehabilitated, preserved, or acquired, pursuant to Government Code Section 65583.1(c). The City did not report any substantially rehabilitated, preserved, or acquired units during the reporting period.

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Council Agenda- April 4, 2024

 Table F2 summarizes above moderate income units converted to moderate income units pursuant to Government Code Section 65400.2. The City did not report any converted units during the reporting period.

 Table G provides a summary of locally owned lands included in the Housing Element sites inventory that have been sold, leased, or otherwise disposed of during the reporting year. The city did not report the sale of any lands listed in the sites inventory of the Housing Element.

 Table H provides an inventory of locally owned or controlled lands declared surplus lands defined in subdivision (b) of Section 54221, and all lands in excess of foreseeable needs, if any, identified pursuant to Section 50569, located in all urbanized areas and urban clusters of the city or any of its departments, agencies, or authorities it owns or controls. The City did not dispose of any surplus lands during the reporting year through the Surplus Lands Act in compliance with AB 1255.

 Table I provides a list of lot splits applied for pursuant to Government Code Section 66411.7 or units constructed pursuant to Section 65852.21. (SB 9). Chapter 162, Statutes of 2021 (SB 9) Requires a city or county to ministerially approve either or both of the following, as specified:
 A housing development of no more than two units (duplex) in a single-family zone.
 The subdivision of a parcel zoned for residential use, into two approximately equal parcels (lot split), as specified.

The City did not record or process either a lot split or duplex per SB 9 during the reporting year.

 Table J provides a summary of student housing development with a density bonus approved pursuant to Government Code section 65915(b)(1)(F) , where such housing is considered group quarters and does not count as progress toward the RHNA. The City did not app rove any student housing developments during the reporting year.

 Local Early Action Planning (LEAP) Status Review . Pursuant to Health and Safety Code section 50515.04, recipients of LEAP grants from the State Department of Housing and Community Development (HCD) are required to report on the progress and use of those funds. The City was awarded a $65,000 LEAP Grant from HCD to help subsidize the production of the City’s Housing Element Update for the 6 th Housing Cycle. Once the Housing Element Update has been formally adopted by City Council and Certified by HCD, the City will be reimbursed its grant monies for the awarded tasks.

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Council Agenda- April 4, 2024

ATTACHMENTS:

1. 2023 Housing Element Annual Progress Report

2. 2023 LMIHAF Addendum

Page 89 of 673 ends

Council Agenda- April 4, 2024
Michael H. LeiferMichael H. LeiferMichael H. LeiferMichael H. Leifer Direct Dial: (949) 851-7294
E-mail: [email protected]
File No.: -
Ap
ril 4, 2024
3 Park Plaza, Suite 1950, Irvine, CA 92614-2518
(
949) 851-7388 | www.palmierilawgroup.com

VIA E-MAIL
City of Indian Wells City Council
c/o Angelica Avila, City Clerk
44-950 Eldorado Drive
Indian Wells, CA 92210
[email protected]
Re
: Objection to Resolution Approving General Plan Amendment No. 2024-01 and General Plan Housing Element Annual Progress Report for 2023 Our Client: Lissoy Family Trust, Owner of APN 633-360-002 ("Subject Property")
Dear Honorable Mayor and Council Members:

This letter is on behalf of our client Lissoy Family Trust U/D/O 1996 (“LFT” or “Owner”). LFT is the owner of the subject property, approximately 34.18 acres located at Miles Avenue and Warner Trail adjacent to the Indian Wells Tennis Garden. LFT objects to the proposed Resolution Approving General Plan Amendment No. 2024-01 and the City’s General Plan Housing Element Annual Progress Report for 2023.

These City actions are inextricably interrelated to and dependent upon the subject property. Yet, LFT was not provided notice of these agenda items that directly impact its property. LFT happened to come across the agenda items and have not had sufficient time to review the documents and comment in detail. However, the City is presently in litigation with LFT concerning the subject property and the City’s attempt to take actions relating to the subject property, without providing notice, is improper. The City is violating LFT’s procedural rights.

LFT objects on all applicable procedural and substantive grounds.

Very truly yours,
Michael H. Leifer
cc: Client
Public Comment: Agenda Item G.5 & H.1
April 4, 2024 Council Meeting
Jurisidiction Name
Reporting Calendar Year
First Name
Last Name
Title Click here to download APR Instructions
Email
Phone
Street Address
City
Zipcode
v_2_15_24
Click here to add rows to a table. If you add too many rows, you may select a cell in the row you wish to remove and type ctrl + d.
44950 Eldorado Drive
Indian Wells
92210
Jon
Berg
Community Development Director
[email protected]
7603462489
Mailing Address
Please Start Here
General Information
2023
Indian Wells
Contact Information
Optional: Click here to import last year's data. This is best used when the workbook is new and empty. You will be prompted to pick an old workbook to import from. Project and program data will be copied exactly how it was entered in last year's form and must be updated. If a project is no longer has any reportable activity, you may delete the project by selecting a cell in the row and typing ctrl + d.

Annual Progress Report January 2020
ATTACHMENT #1

Page 90 of 673 ends

Council Agenda- April 4, 2024
Jurisdiction Indian Wells
Reporting Year 2023
Housing Element Planning Period 6th Cycle
Current Year
Deed Restricted 0
Non-Deed
Restricted 1
Deed Restricted 0
Non-Deed
Restricted 1
Deed Restricted 0
Non-Deed
Restricted 1
44 47
Units by Structure Type Entitled Permitted Completed
Single-family Attached 0 0 0
Single-family Detached 0 44 90
2 to 4 units per structure 0 0 0
5+ units per structure 0 0 0
Accessory Dwelling Unit 0 3 1
Mobile/Manufactured Home 0 0 0
Total 0 47 91
Infill Housing Developments and Infill Units Permitted # of Proj ects Units 47 47
00 58
57 0
0 0
0 (Jan. 1 - Dec. 31)
10/15/2021 - 10/15/2029
Number of SB 35 Streamlining Applications Approved
Very Low
Low
Moderate
Total Housing Applications Submitted:

Number of Proposed Units in All Applications Received:

Total Housing Units Approved:

Total Housing Units Disapproved:

Total Units
Housing Applications Summary
Use of SB 35 Streamlining Provisions - Applications
Note: Units serving extremely low-income households are included in the very low-income permitted units totals Number of SB 35 Streamlining Applications
Above Moderate
Indicated as Infill
Not Indicated as Infill
Building Permits Issued by Affordability Summary
Income Level

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Council Agenda- April 4, 2024
Income Rental Ownership Total
Very Low 00 0
Low 00 0
Moderate 00 0
Above Moderate 00 0
Total 0 0 0
Streamlining Provisions Used - Permitted Units # of Projects Units SB 9 (2021) - Duplex in SF Zone 00
SB 9 (2021) - Residential Lot Split 00
AB 2011 (2022) 00
SB 6 (2022) 00
SB 35 (2017) 00
Ministerial and Discretionary Applications # of Applications Units Ministerial 58 57
Discretionary 00
Density Bonus Applications and Units Permitted
Number of Applications Submitted Requesting a Density Bonus 0 Number of Units in Applications Submitted Requesting a Density Bonus 0 Number of Projects Permitted with a Density Bonus 0
Number of Units in Projects Permitted with a Density Bonus 0 Housing Element Programs Implemented and Sites Rezoned Count 32 0
Programs Implemented
Sites Rezoned to Accommodate the RHNA
Units Constructed - SB 35 Streamlining Permits

Page 92 of 673 ends

Council Agenda- April 4, 2024
Jurisdiction Indian Wells ANNUAL ELEMENT PROGRESS REPORT Note: "+" indicates an optional field Reporting Year 2023 (Jan. 1 - Dec. 31) Housing Element Implementation Planning Period 6th Cycle 10/15/2021 - 10/15/2029
Date
Application
Submitted
Total
Approved
Units by
Project
Total
Disapproved
Units by
Project
Streamlining
2 34 67 8 9
Prior APN+ Current APN Street Address Project Name+ Local Jurisdiction Tracking ID
Unit Category
(SFA,SFD,2 to
4,5+,ADU,MH)
Tenure
R=Renter
O=Owner
Date
Application
Submitted
(see
instructions)
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed
Restricted
Low-Income
Deed
Restricted
Low-Income
Non Deed
Restricted
Moderate-
Income
Deed
Restricted
Moderate-
Income
Non Deed
Restricted
Above
Moderate-
Income
Total PROPOSED
Units by Project
Total

APPROVED
Units by project
Total

DISAPPROVED
Units by Project
Please select
streamlining
provision/s the
application was
submitted pursuant
to.

Did the housing
development
application seek
incentives or
concessions
pursuant to
Government Code
section 65915?
Summary Row: Start Data Entry Below 0 2 0 2 0 2 51 57 0 0 634360019
43324 VIA SIENA

INDIAN WELLS, CA
92210
Toscana
BRES-2023-1525 SFD
O
1/19/2023
1 1 NONE No
633880037
75114 PALISADES
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1601 SFD
O
2/3/2023
1 1 NONE No
633880029
75099 PALISADES
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1597 SFD
O
2/3/2023
1 1 NONE No
633880066
75130 PALISADES
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1600 SFD
O
2/3/2023
1 1 NONE No
633880030
75115 PALISADES
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1598 SFD
O
2/3/2023
1 1 NONE No
633880034
75226 PALISADES
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1602 SFD
O
2/3/2023
1 1 NONE No
633880059
75131 PALISADES
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1599 SFD
O
2/3/2023
1 1 NONE No
633790029
77202 TRIBECCA
STREET

INDIAN WELLS, CA
92210 BRES-2023-1629 SFD
O
2/7/2023
1 1 NONE No
633880062
75179 PALISADES
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1683 SFD
O
2/23/2023
1 1 NONE No
633880060
75147 PALISADES
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1687 SFD
O
2/23/2023
1 1 NONE No
633880064
75162 PALISADES
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1685 SFD
O
2/23/2023
1 1 NONE No
633880065
75146 PALISADES
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1686 SFD
O
2/23/2023
1 1 NONE No
633880063
75178 PALISADES
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1684 SFD
O
2/23/2023
1 1 NONE No
633880061
75163 PALISADES
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1688 SFD
O
2/23/2023
1 1 NONE No
0 633870016
75132 HANCOCK
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1807 SFD
O
3/31/2023
1 1 NONE No
Table A
Cells in grey contain auto-calculation formulas
51 Project Identifier Unit Types Proposed Units - Affordability by H ousehold Incomes Density Bo Applica
10 Housing Development Applications Submitted

Page 93 of 673 ends

Council Agenda- April 4, 2024
633870015
75148 HANCOCK
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1806 SFD
O
3/31/2023
1 1 NONE No
633870017
75116 HANCOCK
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1808 SFD
O
3/31/2023
1 1 NONE No
633880068
75149 HANCOCK
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1802 SFD
O
3/31/2023
1 1 NONE No
633880044
75117 HANCOCK
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1804 SFD
O
3/31/2023
1 1 NONE No
633880043
75101 HANCOCK
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1805 SFD
O
3/31/2023
1 1 NONE No
633880067
75133 HANCOCK
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1803 SFD
O
3/31/2023
1 1 NONE No
634570007
75581 VIA STIA

INDIAN WELLS, CA
92210
Toscana
BRES-2023-1840 SFD
O
4/12/2023
1 1 NONE No
633233012
76475 SHOSHONE
DR

INDIAN WELLS, CA
92210 BRES-2023-1906 ADU
R
4/27/2023
0 0 NONE No
623152009
47413 ELDORADO
DR W

INDIAN WELLS, CA
92210 BRES-2023-1915 SFD
O
4/28/2023
1 1 NONE No
633233003
45700 NAVAJO RD

INDIAN WELLS, CA
92210 BRES-2023-1948 ADU
R
5/8/2023
1 1N O N E N o
633870019
75084 HANCOCK
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1988 SFD
O
5/16/2023
1 1 NONE No
633880042
75085 HANCOCK
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1989 SFD
O
5/16/2023
1 1 NONE No
633870005
75052 HANCOCK
PL

INDIAN WELLS, CA
92210
Province
BRES-2023-1990 SFD
O
5/16/2023
1 1 NONE No
633870018
75100 HANCOCK
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-1998 SFD
O
5/17/2023
1 1 NONE No
633870020
75068 HANCOCK
PL

INDIAN WELLS, CA
92210
Province
BRES-2023-2001 SFD
O
5/18/2023
1 1 NONE No
633880047
75229 HANCOCK
PLACE

INDIAN WELLS, CA
92210
Province
BRES-2023-2004 SFD
O
5/18/2023
1 1 NONE No
658360006
74381 DESERT

ARROYO TRL

INDIAN WELLS , CA
92210 BRES-2023-2007 SFD
O
5/18/2023
1 1 NONE No
633880041
75069 HANCOCK
PL

INDIAN WELLS, CA
92210
Province
BRES-2023-2002 SFD
O
5/18/2023
1 1 NONE No

Page 94 of 673 ends

Council Agenda- April 4, 2024
Jurisdiction Indian Wells ANNUAL ELEMENT PROGRESS REPORT Reporting Year 2023 (Jan. 1 - Dec. 31) Housing Element Implementation Cells in grey contain auto-calculation formulas Planning Period 6th Cycle 10/15/2021 - 10/15/2029
Table A2
Streamlining Infill
Housing without
Financial Assistance or
Deed Restrictions
Term of
Affordability or
Deed Restriction
Notes
23 56 89 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25
Prior APN+ Current APN Street Address Project Name + Local Jurisdiction Tracking ID
Unit Category
(SFA,SFD,2 to
4,5+,ADU,MH)
Tenure
R=Renter
O=Owner
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed
Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed
Restricted
Above
Moderate-
Income
Entitlement
Date Approved
# of Units issued
Entitlements
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed
Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income Deed
Restricted
Moderate-
Income Non
Deed
Restricted
Above
Moderate-
Income
Building Permits
Da te Issue d
# of Units Issued
Building Permits
Very Low-
Income Deed
Restricted
Very Low-
Income Non
Deed
Restricted
Low- Income
Deed
Restricted
Low- Income
Non Deed
Restricted
Moderate-
Income
Deed
Restricted
Moderate-
Income Non
Deed
Restricted
Above
Moderate-
Income
Certificates of
Occupancy or other
forms of readiness
(see instructions)
Da te Issue d
# of Units
issue d
Certificates of
Occupancy or
other forms of
readines s
How many of
the units were
Extremely Low
Income?
Pleas e s elect the
streamlining
provision the
project was

APPROVED
pursuant to. (may
select multiple)
Infill Units?
Y/N
+
Assista nce Progra ms
for Each Development
(may select multiple -
s ee ins tructions )
Deed Res triction
Type
(may s elect
multiple - see
instructions)
For units affordable without
financial assistance or deed
restrictions, explain how the
locality determined the units
were affordable
(s ee ins tructions )
Term of Affordability or
Deed Res triction (years )
(if affordable in perpetuity
enter 1000)+
Number of
Demolis hed/Des troyed
Units
Demolished or
Destroyed Units
Demolished/De
stroye d Units
Owner or
Renter
Total Density Bonus Applied
to the Project (Percentage
Increas e in Total Allowable
Units or Total Maximum
Allowable Residential Gross
Floor Area)
Number of Other
Incentives,
Conce ssions, W a ive rs,
or Other Modifications
Given to the Project
(Excluding Parking
Waivers or Parking
Reductions)
List the incentives,
concessions,
waivers, and
modifications
(Excluding Parking
Waivers or Parking
Modifications)
Did the project receive a
reduction or waiver of
parking standards? (Y/N)
Notes+
Summary Row: Start Data Entry Below 0 0 0 0 0 0 0 0 0 1 0 1 0 1 4 4 4 7 0 0010 0 9 0 9 1 0 0 634460002
76264 VIA

SATURNIA

INDIAN WELLS,
CA 92210 BRES-2022-1259
SFD O
0 1
1/13/2023
1 0N O N E Y
634580007
76303 VIA
SOVANA

INDIAN WELLS,
CA 92210 BRES-2022-0826
SFD O
0 1
2/1/2023
1 0N O N E Y
633870016
75132 HANCOCK
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-1807
SFD O
0 1
4/7/2023
1 0N O N E Y
633870015
75148 HANCOCK
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-1806
SFD O
0 1
4/7/2023
1 0N O N E Y
633870017
75116 HANCOCK
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-1808
SFD O
0 1
4/7/2023
1 0N O N E Y
633880068
75149 HANCOCK
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-1802
SFD O
0 1
4/7/2023
1 0N O N E Y
633880044
75117 HANCOCK
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-1804
SFD O
0 1
4/7/2023
1 0N O N E Y
633880043
75101 HANCOCK
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-1805
SFD O
0 1
4/7/2023
1 0N O N E Y
633880067
75133 HANCOCK
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-1803
SFD O
0 1
4/7/2023
1 0N O N E Y
634540025
75704 VIA

LIVORNO

INDIAN WELLS,
CA 92210 BRES-2023-1485
SFD O
0 1
5/15/2023
1 0N O N E Y
634450014
76236 VIA

SATURNIA

INDIAN WELLS,
CA 92210 BRES-2023-1482
SFD O
0 1
5/15/2023
1 0N O N E Y
633880033
75227 PALISADES
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-2037
SFD O
0 1
5/24/2023
1 1 12/18/2023 1 NONE Y
633880034
75226 PALISADES
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-2038
SFD O
0 1
5/24/2023
1 0N O N E Y
633870020
75068 HANCOCK
PL

INDIAN WELLS,
CA 92210 BRES-2023-2001
SFD O
0 1
5/25/2023
1 0N O N E Y
633870019
75084 HANCOCK
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-1988
SFD O
0 1
5/25/2023
1 0N O N E Y
633880047
75229 HANCOCK
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-2004
SFD O
0 1
5/25/2023
1 0N O N E Y
633870018
75100 HANCOCK
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-1998
SFD O
0 1
5/25/2023
1 0N O N E Y
633880042
75085 HANCOCK
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-1989
SFD O
0 1
5/25/2023
1 0N O N E Y
633870005
75052 HANCOCK
PL

INDIAN WELLS,
CA 92210 BRES-2023-1990
SFD O
0 1
5/25/2023
1 0N O N E Y
633880041
75069 HANCOCK
PL

INDIAN WELLS,
CA 92210 BRES-2023-2002
SFD O
0 1
5/25/2023
1 0N O N E Y
633880010
75053 HANCOCK
PL

INDIAN WELLS,
CA 92210 BRES-2023-2003
SFD O
0 1
5/25/2023
1 0N O N E Y
634550014
75941 VIA STIA

INDIAN WELLS,
CA 92210 BRES-2023-1513
SFD O
0 1
6/2/2023
1 0N O N E Y
633880034
75226 PALISADES
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-1602
SFD O
0 1
6/7/2023
1 0N O N E Y
634360013
43252 VIA SIENA

INDIAN WELLS ,
CA 92210 BRES-2022-0490
SFD O
0 1
6/30/2023
1 0N O N E Y
633233003
45700 NAVAJO RD

INDIAN WELLS,
CA 92210 BRES-2023-1948
ADU R
0 1
7/28/2023
1 00 N O N E Y
SCAG's ADU affordability
analysis concludes with an
affordability assumption that 57%
of new ADUs are Low to
Extremely Low income, and

92.3% fall in the Moderate or
below categories. Above
moderate ADUs only account for

7.7% of new ADU construction.
634570007
75581 VIA STIA

INDIAN WELLS,
CA 92210 BRES-2023-1840
SFD O
0 1
8/1/2023
1 0N O N E Y
633880062
75179 PALISADES
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-2269
SFD O
0 1
8/23/2023
1 0N O N E Y
633880063
75178 PALISADES
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-2264
SFD O
0 1
8/23/2023
1 0N O N E Y
633880065
75146 PALISADES
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-2265
SFD O
0 1
8/23/2023
1 0N O N E Y
633880061
75163 PALISADES
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-2266
SFD O
0 1
8/23/2023
1 0N O N E Y
633880064
75162 PALISADES
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-2267
SFD O
0 1
8/23/2023
1 0N O N E Y
633880060
75147 PALISADES
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-2268
SFD O
0 1
8/23/2023
1 0N O N E Y
658360006
74381 DESERT

ARROYO TRL

INDIAN WELLS ,
CA 92210 BRES-2023-2007
SFD O
0 1
8/25/2023
1 0N O N E Y
623152009
47413 ELDORADO
DR W

INDIAN WELLS,
CA 92210 BRES-2023-1915
SFD O
0 1
9/8/2023
1 0N O N E Y
625520017
74200 Desert
Rose Lane
Indian Wells, CA
92210 BRES-2023-2110
SFD O
0 1
9/12/2023
1 0N O N E Y
658360013
74260 DESERT
ARROYO

INDIAN WELLS,
CA 92210 BRES-2023-2036
SFD O
0 1
9/13/2023
1 0N O N E Y
634560004
42460 VIA

VICCHIO

INDIAN WELLS,
CA 92210 BRES-2023-2058
SFD O
0 1
9/20/2023
1 0N O N E Y
633150067
44950 ELDORADO
DR

INDIAN WELLS,
CA 92210 BRES-2023-2443
SFD O
0 1
10/18/2023
1 0N O N E Y
658360015
74304 DESERT

ARROYO TRL

INDIAN WELLS,
CA 92210 BRES-2023-2256
SFD O
0 1
10/25/2023
1 0N O N E Y
633880066
75130 PALISADES
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-2465
SFD O
0 1
11/2/2023
1 0N O N E Y
633880029
75099 PALISADES
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-2470
SFD O
0 1
11/2/2023
1 0N O N E Y
633880030
75115 PALISADES
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-2467
SFD O
0 1
11/2/2023
1 0N O N E Y
633880037
75114 PALISADES
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-2469
SFD O
0 1
11/2/2023
1 0N O N E Y
633880038
75098 PALISADES
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-2468
SFD O
0 1
11/2/2023
1 0N O N E Y
633880059
75131 PALISADES
PLACE

INDIAN WELLS,
CA 92210 BRES-2023-2464
SFD O
0 1
11/2/2023
1 0N O N E Y
633790007
45505 ESPINAZO
ST

INDIAN WELLS,
CA 92210 BRES-2023-2314
ADU R
0 1
12/27/2023
1 0N O N E Y
SCAG's ADU affordability
analysis concludes with an
affordability assumption that 57%
of new ADUs are Low to
Extremely Low income, and

92.3% fall in the Moderate or
below categories. Above
moderate ADUs only account for

7.7% of new ADU construction.
633042022
75261 STARDUST
LN

INDIAN WELLS,
CA 92210 BRES-2023-2112
ADU R
0 1
12/28/2023
1 0N O N E Y
SCAG's ADU affordability
analysis concludes with an
affordability assumption that 57%
of new ADUs are Low to
Extremely Low income, and

92.3% fall in the Moderate or
below categories. Above
moderate ADUs only account for

7.7% of new ADU construction.

Density Bonus
1 Unit Types Affordability by Household Incomes - Completed Entitl ement Affordability by Household Incomes - Building Permits Affordability by Household Incomes - Certificates of Occupancy 4 7 10
Note: "+" indicates an optional field
Housing with Financial Assistance
and/or Deed Restrictions Demolished/Destroyed UnitsProject Identifier Annual Building Activity Report Summary - New Construction, Entitled, Permits and Completed Units

Page 95 of 673 ends

Council Agenda- April 4, 2024
Jurisdiction Indian Wells ANNUAL ELEMENT PROGRESS REPORT Reporting Year 2023 (Jan. 1 - Dec. 31) Housing Element Implementation Cells in grey contain auto-calculation formulas Planning Period 6th Cycle 10/15/2021 - 10/15/2029
Note: "+" indicates an optional field
634580017
76481 Via Sovana
Indian Wells, CA
92210 B00-017-538
SFD O
0 0 1
1/9/2023
1N O N E Y
633870058
75184

PROMONTORY
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-0416
SFD O
0 0 1
1/9/2023
1N O N E Y
634580017
76481 Via Sovana
Indian Wells, CA
92210 B00-017-553
SFD O
0 0 1
1/9/2023
1N O N E Y
658070003
74173 Desert
Oasis TRL
Indian Wells, CA
92210 B00-016-943
SFD O
0 0 1
1/19/2023
1N O N E Y
633880057
75144 CITADEL
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-0520
SFD O
0 0 1
1/25/2023
1N O N E Y
633890018
75307 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-0522
SFD O
0 0 1
1/31/2023
1N O N E Y
658380011
50498 Desert
Arroyo TRL
Indian Wells, CA
92210-0000 B00-017-412
SFD O
0 0 1
2/2/2023
1N O N E Y
658380011
50498 Desert
Arroyo TRL
Indian Wells, CA
92210-0000 B00-017-413
SFD O
0 0 1
2/2/2023
1N O N E Y
633890004
75316 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-0521
SFD O
0 0 1
2/2/2023
1N O N E Y
625542001
74772 S Cove DR
Indian Wells, CA
92210 B00-017-747
SFD O
0 0 1
2/3/2023
1N O N E Y
633880015
75121 CITADEL
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-0733
SFD O
0 0 1
2/13/2023
1N O N E Y
633880052
75137 CITADEL
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-0734
SFD O
0 0 1
2/13/2023
1N O N E Y
633870074
75199 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-0420
SFD O
0 0 1
2/15/2023
1N O N E Y
633870072
75167 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-0418
SFD O
0 0 1
2/16/2023
1N O N E Y
633890017
75323 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-0737
SFD O
0 0 1
2/21/2023
1N O N E Y
633880058
75128 CITADEL
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-0735
SFD O
0 0 1
2/21/2023
1N O N E Y
634550004
75805 Via SƟa
Indian Wells, CA
92210 B00-017-584
SFD O
0 0 1
2/21/2023
1N O N E Y
633880031
75195 Palisades
Place BRES-2021-0205 SFD O 0 0 1 3/7/2023 1N O N E Y
633780013
77398 Sky Mesa
LN
Indian Wells, CA
92210 B00-017-523
SFD O
0 0 1
3/7/2023
1N O N E Y
633870057
75200

PROMONTORY
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-0415
SFD O
0 0 1
3/13/2023
1N O N E Y
633870060
75152

PROMONTORY
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-0595
SFD O
0 0 1
3/13/2023
1N O N E Y
623380002
46254 Club
Terrace DR
Indian Wells, CA
92210 B00-017-651
SFD O
0 0 1
3/27/2023
1N O N E Y
633222003
45550 Camino Del
Rey
Indian Wells, CA
92210 B00-017-490
SFD O
0 0 1
3/27/2023
1N O N E Y
633890005
75332 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-0736
SFD O
0 0 1
3/27/2023
1N O N E Y
634570003 42190 Via Vicchio BRES-2021-0133 SFD O 0 0 1 3/27/2023 1N O N E Y 633870061
75136

PROMONTORY
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-0596
SFD O
0 0 1
3/27/2023
1N O N E Y
633222003
45550 Camino Del
Rey
Indian Wells, CA
92210 B00-017-489
SFD O
0 0 1
3/27/2023
1N O N E Y
633870073
75183 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-0419
SFD O
0 0 1
4/4/2023
1N O N E Y
633870062
75120

PROMONTORY
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-0597
SFD O
0 0 1
4/5/2023
1N O N E Y
633880014
75105 CITADEL
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-0738
SFD O
0 0 1
4/12/2023
1N O N E Y
633880023
75112 CITADEL
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-0739
SFD O
0 0 1
4/12/2023
1N O N E Y
633880024
75096 CITADEL
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-0740
SFD O
0 0 1
4/12/2023
1N O N E Y
633462001
75541 Painted
Desert DR
Indian Wells, CA
92210 B00-017-319
SFD O
0 0 1
4/17/2023
1N O N E Y
658410028
50806 Desert
Arroyo TRL
Indian Wells, CA
92210 B00-017-782
SFD O
0 0 1
4/25/2023
1N O N E Y
634580014
76421 VIA
SOVANA

INDIAN WELLS,
CA 92210 BRES-2022-0327
SFD O
0 0 1
4/25/2023
1N O N E Y
658410028
50806 Desert
Arroyo TRL
Indian Wells, CA
92210 B00-017-780
SFD O
0 0 1
4/25/2023
1N O N E Y
633890006
75348 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-0741
SFD O
0 0 1
4/25/2023
1N O N E Y
633870070
75135 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-0599
SFD O
0 0 1
4/26/2023
1N O N E Y
634570005
42130 VIA

VICCHIO

INDIAN WELLS,
CA 92210 BRES-2021-0089
SFD O
0 0 1
5/8/2023
1N O N E Y
633870069
75119 MANSFIELD
AVENUE

INDIAN WELLS,
CA 92210 BRES-2022-0600
SFD O
0 0 1
5/11/2023
1N O N E Y
633880017
75201 CITADEL
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-0438
SFD O
0 0 1
5/17/2023
1N O N E Y
633880013
75089 CITADEL
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-1053
SFD O
0 0 1
5/17/2023
1N O N E Y
633890007
75364 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-1055
SFD O
0 0 1
5/23/2023
1N O N E Y
633890015
75355 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-1056
SFD O
0 0 1
5/23/2023
1N O N E Y
633880025
75080 CITADEL
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-1054
SFD O
0 0 1
5/24/2023
1N O N E Y
633870026
75145

PROMONTORY
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-0953
SFD O
0 0 1
6/16/2023
1N O N E Y
633880026
75064 CITADEL
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-1058
SFD O
0 0 1
6/27/2023
1N O N E Y
633890008
75380 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-1060
SFD O
0 0 1
6/27/2023
1N O N E Y
633870067
75087 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-0956
SFD O
0 0 1
6/27/2023
1N O N E Y
633890014
75371 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-1061
SFD O
0 0 1
6/27/2023
1N O N E Y
633880007
75048 CITADEL
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-1059
SFD O
0 0 1
6/28/2023
1N O N E Y

Page 96 of 673 ends

INDIAN WELLS,
CA 92210 BRES-2022-0555
SFD O
0 0 1
7/3/2023
1N O N E Y
633870024
75113

PROMONTORY
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-0955
SFD O
0 0 1
7/5/2023
1N O N E Y
633880001
45285 MANOR
WAY

INDIAN WELLS,
CA 92210 BRES-2022-0958
SFD O
0 0 1
7/6/2023
1N O N E Y
633870066
75071 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-0957
SFD O
0 0 1
7/10/2023
1N O N E Y
634540005
75800 VIA

LIVORNO

INDIAN WELLS,
CA 92210 BRES-2022-0331
SFD O
0 0 1
7/10/2023
1N O N E Y
633880002
45369 MANOR
WAY

INDIAN WELLS,
CA 92210 BRES-2022-0959
SFD O
0 0 1
7/12/2023
1N O N E Y
634540019
75632 VIA

LIVORNO

INDIAN WELLS,
CA 92210 BRES-2022-0330
SFD O
0 0 1
7/17/2023
1N O N E Y
633870025
75129

PROMONTORY
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-0954
SFD O
0 0 1
7/17/2023
1N O N E Y
634340046
43336 Via Siena
Indian Wells, CA
92210 B00-016-280
SFD O
0 0 1
7/21/2023
1N O N E Y
634540018
75622 VIA

LIVORNO

INDIAN WELLS,
CA 92210 BRES-2022-0364
SFD O
0 0 1
8/1/2023
1N O N E Y
633880003
45405 MANOR
WAY

INDIAN WELLS,
CA 92210 BRES-2022-1371
SFD O
0 0 1
8/16/2023
1N O N E Y
633880004
45435 MANOR
WAY

INDIAN WELLS,
CA 92210 BRES-2022-1373
SFD O
0 0 1
8/16/2023
1N O N E Y
634540020
75642 VIA

LIVORNO

INDIAN WELLS,
CA 92210 BRES-2022-0387
SFD O
0 0 1
8/17/2023
1N O N E Y
633890009
75396 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-1375
SFD O
0 0 1
8/18/2023
1N O N E Y
633890013
75387 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-1376
SFD O
0 0 1
8/18/2023
1N O N E Y
634580010
76345 VIA
SOVANA

INDIAN WELLS,
CA 92210 BRES-2022-0684
SFD O
0 0 1
8/30/2023
1N O N E Y
634540015
75585 Via Livorno
Indian Wells, CA
92210 B00-016-272
SFD O
0 0 1
9/13/2023
1N O N E Y
634460008
76356 VIA

SATURNIA

INDIAN WELLS,
CA 92210 BRES-2022-0366
SFD O
0 0 1
9/15/2023
1N O N E Y
633890011
75419 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-1380
SFD O
0 0 1
9/18/2023
1N O N E Y
633890010
75412 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-1379
SFD O
0 0 1
9/18/2023
1N O N E Y
633870013
75180 HANCOCK
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-1443
SFD O
0 0 1
9/21/2023
1N O N E Y
634540015
75585 Via Livorno
Indian Wells, CA
92210 B00-016-271
SFD O
0 0 1
9/21/2023
1N O N E Y
633890012
75403 MANSFIELD
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-1381
SFD O
0 0 1
9/27/2023
1N O N E Y
633850037
77300 Coyote
Creek PATH
Indian Wells, CA
92210 B00-017-043
SFD O
0 0 1
9/28/2023
1N O N E Y
633880045
75197 HANCOCK
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-1439
SFD O
0 0 1
9/28/2023
1N O N E Y
634580013
76401 VIA
SOVANA

INDIAN WELLS,
CA 92210 BRES-2022-0727
SFD O
0 0 1
9/29/2023
1N O N E Y
633880069
75165 HANCOCK
PLACE

INDIAN WELLS,
CA 9220 BRES-2022-1441
SFD O
0 0 1
9/29/2023
1N O N E Y
634570004
42160 VIA

VICCHIO

INDIAN WELLS,
CA 92210 BRES-2022-0367
SFD O
0 0 1
10/9/2023
1N O N E Y
634580008
76317 VIA
SOVANA

INDIAN WELLS,
CA 92210 BRES-2022-0728
SFD O
0 0 1
10/11/2023
1N O N E Y
633133013
75540 FAIRWAY

INDIAN WELLS,
CA 92210 BRES-2021-0094
SFD O
0 0 1
10/16/2023
1N O N E Y
633870014
75164 HANCOCK
PLACE

INDIAN WELLS,
CA 92210 BRES-2022-1444
SFD O
0 0 1
10/16/2023
1N O N E Y
634460011
76404 VIA

SATURNIA

INDIAN WELLS,
CA 92210 BRES-2022-0810
SFD O
0 0 1
10/18/2023
1N O N E Y
633870004
45199 MANOR
WAY

INDIAN WELLS,
CA 92210 BRES-2022-1445
SFD O
0 0 1
10/27/2023
1N O N E Y
633222001
76305 SHOSHONE
DRIVE

INDIAN WELLS,
CA 92210 BRES-2022-0454
SFD O
0 0 1
10/30/2023
1N O N E Y
634460001
76250 VIA

SATURNIA

INDIAN WELLS,
CA 92210 BRES-2022-0807
SFD O
0 0 1
11/20/2023
1N O N E Y
658410029
50872 DESERT

ARROYO TRL

INDIAN WELLS ,
CA 92210 BRES-2022-0281
SFD O
0 0 1
12/13/2023
1N O N E Y
634540003
75776 VIA

LIVORNO

INDIAN WELLS,
CA 92210 BRES-2022-0986
SFD O
0 0 1
12/18/2023
1N O N E Y
634390031
76278 VIA

FIRENZE

INDIAN WELLS,
CA 92210 BRES-2022-1026
SFD O
0 0 1
12/19/2023
1N O N E Y
633483018
75675 PAINTED

DESERT DR

INDIAN WELLS,
CA 92210 BRES-2022-0567
ADU R
0 01
12/22/2023
1N O N E Y
Certificate of occupancy was
issued to house person
employed by primary resident at
low income rate in accordance
with occupancy requirements per
Section 21.80.040, Title 21 of the
Indian Wells Zoning Code.
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0
0 0 0

Page 97 of 673 ends

Council Agenda- April 4, 2024
Jurisdiction Indian Wells ANNUAL ELEMENT PROGRESS REPORT Reporting Year 2023 (Jan. 1 - Dec. 31) Housing Element Implementation Planning Period 6th Cycle 10/15/2021 - 10/15/2029
1 Projection Period 34
RHNA Allocation by
Income Level
Projection Period -
06/30/2021-
10/14/2021
2021 2022 2023 2024 2025 2026 2027 2028 2029 Total Units to Date (all years)
Total Remaining
RHNA by Income
Level
Deed Restricted - - - - - - - - - - Non-Deed Restricted - 1 - 1 - - - - - - Deed Restricted - - - - - - - - - - Non-Deed Restricted 1 - 1 1 - - - - - - Deed Restricted - - - - - - - - - - Non-Deed Restricted - 1 1 1 - - - - - - Above Moderate 93 8 9 116 44 - - - - - - 177 - 382
9 11 118 47 - - - - - - 185 281 5 67
Extremely low-Income
Need 2021 2022 2023 2024 2025 2026 2027 2028 2029 Total Units to Date
Total Units
Remaining
59 - - - - - - - - - - 59 VLI Deed Restricted
VLI Non Deed Restricted
88 2
T
his table is auto-populated once you enter your jurisdiction name and current year data. Past year information comes from previous APRs.
3 Moderate
117
8 1
9 1
Please contact HCD if your data is different than the material supplied here 3 2
Table B
Regional Housing Needs Allocation Progress
Permitted Units Issued by Affordability
115
78 Total RHNA
Total Units
Income Level
Very Low
Low
Extremely Low-Income Units*
Progress toward extremely low-income hous ing need, as determined pursuant to Government Code 65583(a)(1).

Page 98 of 673 ends

Council Agenda- April 4, 2024
Jurisdiction Indian Wells
Reporting Year 2023 (Jan. 1 - Dec. 31)
123 4
Name of Program Ob jective Timeframe in H.E Status of Pro gram Implementation 5th cycle - IIB1.A.

Rehabilitation and
Preservation
Conserve and improve the condition of the
existing housing stock. Upon inquiry, the City
will refer property owners to available assistance
from outside providers that will assist with
rehabilitation of their housing unit.

Ongoing through the 6th
housing cycle
The City continues to refer residents to outside assistance that will assist them in rehabiliating or maintaining their housing units.
5th cycle - IIB2.A.

Production of New
Housing Units
Help facilitate through zoning, flexible
develoment standards and incentives the future
development of the City's 2014-2021 RHNA
allocation of 160 housing units including 67
housing units for extremely low, very low, and
low income households.

Ongoing through the 6th
housing cycle
The City continues to monitor the sites currently designated by the City to accommodate its projected growth needs and use of the Affordable Housing Overlay
5th cycle - IIB2.B. Vacant
and Underutilized Land
Survey
Maintain a comprehensive land use survey
identifying vacant and underutilized parcels
suitable for residential development.

Annually
The Community Development Department maintains an Arc GIS database of all vacant and underutilized areas within the City. However, the City is close to build-out and has no annexable lands.
5th cycle - IB2.C. Evaluate
Alternative Funding and
Financing Mechanisms
Evaluate Alternative Funding and Financing
Mechanisms within 6 Months of the Housing
Element Adoption; Develop Strategy within 1
Year of the Housing Element Adoption; Review
and U
pdate Strategy Bi-Annually
Ongoing through the 6th
housing cycle
The City continues to identify and utilize alternative funding mechanisms and participates in CDBG funding programs with the County to further housing and rehabilitation and preservation of existing housing units citywide.

ANNUAL ELEMENT PROGRESS REPORT
Housing Element Implementation
Housing Programs Progress Report
Describe progress of all programs including local efforts to remove governmental constraints to the maintenance, improvement, and development of housing as identified in the housing element.

Table D
Program Implementation Status pursuant to GC Section 65583

Page 99 of 673 ends

Council Agenda- April 4, 2024
5th cycle - IIB3.A.

Monitoring Potential
Constraints
Review City regulations, procedures and fees to
identify any potential constraints to the
development and maintenance of housing. If the
City finds that regulations, precedures, and/or
fees are a contraint to housing, the City will
revise requirements or policies as necessary
Ongoing through the 6th
housing cycle
The City has updated its regulations in order to remove restrictions to housing in response to the State's recent Housing Bills, i.e. SB9. The City continues to monitor its fees to ensure potential constraints are minimized. 5th cycle - IIB3.B.

Monitoring Reasonable
Accommodation
Procedures
The City will evaulate adopted reasonable
accomodation procedures annually and revise as
needed to ensure consistency with fair housing
le
gislation
Annually The City continues to monitor the adopted reasonable accomodation procedures, and ensures its consistency with fair housing legislation. 5th cycle - IIB3.C.

Development Guidelines
and Procedures
The City shall maintain existing development
guidelines associated with zoning and
subdivision applications. The objective is to
provide potential developers with information on
City development procedures and incentives for
affordable housing
Ongoing through the 6th
housing cycle
The City maintains existing development guidelines by way of the Affordable Housing Ovelay that offers incentives for affordable housing projects. In addition, the City contines to monitor State housing bills to ensure compliance with streamlined review processes for affordable housing projects. 5th cycle - IIB4.A. Fair
Housing Policy
Procedures
The City will maintain a listing of fair housing
groups serving the Riverside County and refer
fair housing-related complaints to these groups
Ongoing through the 6th
housing cycle
The City continues to maintain a list of fair housing groups and additional housing resources, and makes them available at City Hall or on the City website. 5th cycle - IIB4.B. Section
8 Housing Vouchers
While the City is not authorized to administer a
Section 8 program, the City will continue to
provide referral services on behalf of the County
and disseminate information to City residents
Ongoing through the 6th
housing cycle
The City continues to provide referral services on behalf of the County and continues to disseminate informaiton to City residents regarding Section 8 housing vouchers.
5th cycle - IIB4.C.

Coordination of Homeless
Issues
The City will coordinate with the County of
Riverside, adjacent jurisdictions and applicable
service providers to address homeless issues in
the Coachella Valle
y
Annually
The City continues to coordinate with the County, adjacent municipalities and service providers to help alleviate homeless issues in the Coachella Valley. The City continues to cooperate with the County in the Annual homelessness count. 5th cycle - IIB4.D. Support
for Persons with
Developmental Disabilities
The City shall support the ability of persons with
developmental disabilities to live and integrate in
community settings.

Ongoing through the 6th
housing cycle
The City continues to coordinate with local service providers and monitoring the City's development regulations for supportive housing in support of efforts to eliminate barriers to housing for persons with developmental disabilities. 5th cycle - IIB5.A - Green
Building Program
The City will support development of green
building practices in housing and sustainability.

Ongoing through the 6th
housing cycle
The City continues to evaluate the feasibility of implementing local policies and programs consistent with the Coachella Valley Association of Governments's Green Building Program and the City's Climate Action Plan.

Page 100 of 673 ends

Council Agenda- April 4, 2024
Draft 6th cycle - 1.

Rehabilitation and
Community Revitalization
Property owners may be elegible for
rehabilitation assistance including rebates,
grants, and loans through outside programs
provided by utility providers or other
organizations. The City will refer property owners
to these programs.

Community Revitalization will alllow the City to
promote investments and improvements in the
eastern area of the City to ensure housing and
residents in these areas are served by place-
based opportunities. The city wil fund at least
one place-based project in Census Tracts
identified as sensitive, per year.

Ongoing through the 6th
housing cycle
The City continues to refer residents to outside assistance that will assist them in rehabiliating or maintaining their housing units. Community rehabilitation projects will initiate as soon as the City's Housing Element is certified.

Draft 6th cycle - 2.

Preservation of At-Risk
Units.

The City will implement various programs on an
ongoing basis to conserve the community's
affordable housing stock that includes:
monitoring, partnerships, tenant education,
proactive contact, tenanct assistance, and rental
re
gistry.

Ongoing through the 6th
housing cycle
The City's Housing Authority continues to monitor it's City owned affordable housing developments to maintain their status as affordable units below market rate. The City proactively participates in ongoing meetings with local housing advocacy groups to raise awareness on the need for housing in the area.

Draft 6th cycle - 3.

Production of New
Housing Units (Shortfall
Program)
The City will explore and pursue alternative land
use strategies and make necessary amendments
to zoning or other land use documents to
encourage the production of new housing units
and facilitate a variety of housing choices
throughout the City. Strategies include rezoning,
amending the existing development standards,
encourage housing development in religious,
institutional and quasi-institutional lands, and
allow for urban lot splits throughout the City.

Ongoing through the 6th
housing cycle
The City will continously identify vacant lots suitable for higher-density affordable housing development to meet its housing shortfall and produce its share of 382 housing units, including 198 housing units for extremely low, very low, and low income households. Any rezoning shall be in place prior to the certification of the 6th cycle housing element.

Draft 6th cycle - 4.

Residential Development
Monitoring (No Net Loss)
Annually monitor the City’s sites inventory and
continued ability to accommodate the remaining
RHNA.

Annually
At certification of its 6th cycle, the City will develop and implement a formal ongoing evaluation procedure to keep development sites from developing fewer units or units at a different income level than shown in the Housing Element Site Inventor
y.

Page 101 of 673 ends

Council Agenda- April 4, 2024
Draft 6th cycle - 5. General
Plan Update
Updated General Plan and Program EIR that
provides capacity for the 6th Cycle RHNA plus
additional capacity of at least 10 extremely low,
15 very low income, 20 low income, 20 moderate
income, and 20 above-moderate income units to
assist in accommodating future RHNA cycles.

Ongoing through the 6th
housing cycle
The City is in the process of updating its General Plan and Program EIR with a target date of December 2024.

Draft 6th cycle - 6.

Evaluate Alternative
Funding and Financing
Mechanisms
Identify and pursue alternative funding and
financing mechanisms.

Ongoing through the 6th
housing cycle
The City continues to collaborate with non-profit organizations, Lift to Rise's Housing Collaborative Action Network, in a concerted effort to advocate and promote affordable housing in the Coachella Valley. The City is in the process of its General Plan Update, and is working with an economic consultant to analyze potential financing mechanisms.

Draft 6th cycle - 7.

Replacement of Affordable
Units
For all project applications, identify need for
replacement of affordable housing units and
ensure re
placement, if required, occurs.

Ongoing through the 6th
housing cycle
The City will implement and annually monitor and report replacement units throughout the planning period.

Draft 6th cycle - 8.

Accessory Dwelling Units
and SB 9 Units
Amend the City’s ADU Ordinance, survey and
evaluate potential methods to encourage ADU
development throughout the community and
adopt appropriate procedures, policies, and
regulatory provisions.

Ongoing through the 6th
housing cycle
The City has updated its ADU and SB 9 Ordinances to be consistent with California law. The City continues to monitor and amend the ordinance as needed based on future changes to State Law.

Draft 6th cycle - 9. Public
Property Conversion to
Housing Program/City
Owned Sites
Maintain a list of surplus City-owned lands for
the duration of the planning period; collaborate
with developers of affordable housing to explore
opportunities to develop affordable housing at
Cit
y-owned lands.

Ongoing through the 6th
housing cycle
The City continues to inventory City-owned sites and make them available for development of affordable housing.

Draft 6th cycle - 10.

Monitoring Potential
Constraints
Review and revise the zoning and development
standards if needed.

Ongoing through the 6th
housing cycle
The City continues to review its regulations, procedures, and fees to identify and alleviate constraints.

Draft 6th cycle - 11.

Monitoring Reasonable
Accommodation
Procedures
Review and revise reasonable accommodation
procedures if needed. Annually
The City continues to evaluate its adopted reasonable accommodation precedures annually and revise as appropriate to ensure consistency with fair housing requirements.

Draft 6th cycle - 12.

Development Guidelines
and Procedures
provide potential developers with an
informational package clearly explaining the
development review procedure as well as the
possible incentives available for affordable
housin
g development.

Annually
The City continues to provide developers information regarding development review procedures and incentives available for affordable housing development via online and at the public counter via our Planning Technician

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Council Agenda- April 4, 2024
Draft 6th cycle - 13.

Development Code
Amendments - Housing
Constraints
Revise the City's Development Code to remove
constraints to a variety of housing types and
ensure the City's standards and permitting
requirements are consistent with State law.

Draft 6th cycle - 14.

Density Bonus Ordinance
Amend the City's Development Code; Promote
the use of density bonus incentives to
developers and provide technical assistance to
developers in utilizing density bonus for
maximize feasibility and meet local housing
needs.

Emergency Shelters
The Development Code will be updated to allow
emergency shelters consistent with the
requirements of Government Code Section
65583(a)(4) and to allow emergency shelters
ancillary to permitted places of worship and
churches, consistent with the federal Religious
Land Use and Institutionalized Persons Act.

General Plan Update 2024
The City is in the process of updating its General Plan and Program EIR with a target date of December 2024; at which point its Development Code shall be consistent with State law
Draft 6th cycle - 16. Fair
Housing Policy
Procedures
Develop print and online (including links to the
City’s website) educational materials and make
materials availability at City facilities, on the
City's website, and at apartment complexes
throughout the City regarding fair housing/equal
housing opportunity requirements and tenant
rights; act as a liaison between the public and
appropriate agencies in matters concerning
housing discrimination within the City and refer
discrimination complaints to the appropriate
agencies.

Ongoing through the 6th
housing cycle
Upon certification of its 6th cycle housing element, the City will provide information and annually review it to ensure the materials, links and information provided is current.

Draft 6th cycle - 17.

Section 8 Housing Choice
Vouchers
Provide information on Section 8 Housing Choice
Vouchers at City Hall and on the City’s website
and refer 100% of inquiries to the County of
Riverside.

Ongoing through the 6th
housing cycle
The City will continue to provide referral services on behalf of the County and disseminate information to City residents.

Draft 6th cycle - 18.

Support for Persons
Experiencing
Homelessness
Address issues of Homelessness Annually
The City will continue to meet and coordinate, at least annually, with the County of Riverside, the Coachella Valley Association of Governments, and adjacent jurisdictions and non-profits to address the needs of persons experiencing homelessness in the Coachella Valle
y

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Council Agenda- April 4, 2024
Draft 6th cycle - 19.

Support for Persons with
Developmental Disabilities
Adequate housing for persons with
developmental disabilities Annually
The City will continue to support the ability of persons with developmental disabilities to lieve in integrated community settings via coordination and partnerships with local service providers.

Draft 6th cycle - 20.

Affirmatively Furthering
Fair Housing Program
Facilitate equal and fair housing opportunities by
implementing measures to affirmatively further
fair housing and opportunities for all persons
regardless of race, religion, sex, age, marital or
familial status, ancestry, national origin, color,
disability, or other protected characteristics.

Ongoing through the 6th
housing cycle
Upon certification of its 6th cycle housing element, the City will implement and annually monitor and report throughout the planning period on its intended actions to meet the State AFFH requirements. The intended actions are integrated into the Housing Plan for the overall 6th cycle Housing element with specialized timeframes for expedited implementation.

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Council Agenda- April 4, 2024
Jurisdiction Indian Wells
Reporting Year 2023 (Jan. 1 - Dec. 31)
Total Award Amount Total award amount is auto-populated based Task $ Amount Awarded $ Cumulative Reimbursement
Requested
Existing Conditions Report $16,250.00 $16,250.00
Community Engagement $16,250.00 $32,500.00
Draft Housing Element Prep $16,250.00 $48,750.00
Final Housing Element Adopt $16,250.00 $65,000.00
Summary of entitlements, building permits, and certificates of occupancy (auto-populated from Table A2) Current Year
Deed Restricted 0

ANNUAL ELEMENT PROGRESS R
Local Early Action Planning (LEAP) R
(CCR Title 25 §6202)
Completed
Please update the status of the proposed uses listed in the entity’s application for funding and the corresponding impact on housing within the re or 50515.03, as applicable.
65,000.00$
Task Status
Completed
Completed
In Progress
Completed Entitlement Issued by Affordability Summary
Income Level
Very Low

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Council Agenda- April 4, 2024
Non-Deed Restricted 0
Deed Restricted 0
Non-Deed Restricted 0
Deed Restricted 0
Non-Deed Restricted 0
0 0
Current Year
Deed Restricted 0
Non-Deed Restricted 1
Deed Restricted 0
Non-Deed Restricted 1
Deed Restricted 0
Non-Deed Restricted 1
44 47
Current Year
Deed Restricted 0
Non-Deed Restricted 0
Deed Restricted 0
Non-Deed Restricted 1
Deed Restricted 0
Non-Deed Restricted 0
90 91Total Units
Certificate of Occupancy Issued by Affordability Summary Income Level
Very Low
Low
Moderate
Above Moderate
Moderate
Above Moderate
Total Units
Very Low
Low
Moderate
Above Moderate
Total Units
Building Permits Issued by Affordability Summary
Income Level
Very Low
Low

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Council Agenda- April 4, 2024

ADDENDUM TO THE ANNUAL ELEMENT PROGRESS REPORT
CITY OF INDIAN WELLS – SUCCESSOR HOUSING AGENCY
Low and Moderate Income Housing Assets Fund
Specified Activity Information in Accordance with HSC 34176.1 Year Ended June 30, 2023

1. The amount deposited to the Low and Moderate Income Housing Asset Fund, distinguishing any amounts held for items listed on the Recognized Obligation Payment Schedule from other amounts. [Health and Safety Code 34176.1(f)(1)]
Recognized Obligation Payment Schedule amounts $
Other amounts $ 190,496
TOTAL $ 190,496

2. A
statement of the balance in the Low and Moderate Income Housing Asset Fund, distinguishing any amounts held for items listed on the Recognized Obligation Payment Schedule from other amounts. [Health and Safety Code 34176.1(f)(2)]
Recognized Obligation Payment Schedule amounts $
Other amounts $ 1 5,778,817
TOTAL $ 15,778,817

3. A
description of expenditures from the fund by category, including, but not limited to, expenditures (A) f
or monitoring and preserving the long -term affordability of units subject to affordability restrictions or covenants entered into by the redevelopment agency or the housing successor and administering the activities described in paragraphs (2) and (3) of subdivision (a), (B) for homeless prevention and rapid rehousing services for the development of housing described in paragraph (2) of subdivision (a), and (C) for the development of housing pursuant to paragraph (3) of subdivision (a). [Health and Safety Code 34176.1(f)(3)]
(A) Monitoring/preserving $ 4,214,551
(B) Homeless prevention/rapid rehousing $ 250,000
(C) Housing development
TOTAL $4,464,551

4. A
s described in paragraph (1) of subdivision (a), the statutory value of real property owned by the housing successor, the value of loans and grants receivable, and the sum of these two amounts. [Health and Safety Code 34176.1(f)(4)]
Assets held for disposition $
Loans receivable $
TOTAL $
ATTACHMENT #2

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Council Agenda- April 4, 2024

ADDENDUM TO THE ANNUAL ELEMENT PROGRESS REPORT

CITY OF INDIAN WELLS – SUCCESSOR HOUSING AGENCY
Low and Moderate Income Housing Assets Fund
Specified Activity Information in Accordance with HSC 34176.1 Year Ended June 30, 2023

5. A description of any transfers made pursuant to paragraph (2) of subdivision (c) in the previous fiscal year and, if still unencumbered, in earlier fiscal years and a description of and status update on any project for which transferred funds have been or will be expended if that project has not yet been placed in service. [Health and Safety Code 34176.1(f)(5)]

No Low and Moderate Income Housing Asset Fund monies were transferred.

6. A description of any project for which the housing successor receives or holds property tax revenue pursuant to the Recognized Obligation Payment Schedule and the status of that project. [Health and Safety Code 34176.1(f)(6)]

The Low and Moderate Income Housing Asset Fund did not receive or hold property tax revenues pursuant to the Recognized Obligation Payment Schedule during the fiscal year.

7. For interests in real property acquired by the former redevelopment agency prior to February 1, 2012, a status update on compliance with Section 33334.16. For interests in real property acquired on or after February 1, 2012, a status update on the project. [Health and Safety Code 34176.1(f)(7)]

APN
Date
Acquired
DOF Transfer
Approval
Original
Cost

Status
633-410-039 2002 8/31/12 5,553,197 No Activity
TOTAL $ 5,553,197

8. A description of any outstanding obligations pursuant to Section 33413 that remained to transfer to the housing successor on February 1, 2012, of the housing successor's progress in meeting those obligations, and of the housing successor's plans to meet unmet obligations. In addition, the housing successor shall include in the report posted on its Internet Web site the implementation plans of the former redevelopment agency. [Health and Safety Code 34176.1(f)(8)]

TO BE PROVIDED BY HOUSING DEPARTMENT ON ANNUAL ELEMENT PROGRESS REPORT

9. The information required by subparagraph (B) of paragraph (3) of subdivision (a). [Health and Safety Code 34176.1(f)(9)]

TO BE PROVIDED BY HOUSING DEPARTMENT ON ANNUAL ELEMENT PROGRESS REPORT

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Council Agenda- April 4, 2024

ADDENDUM TO THE ANNUAL ELEMENT PROGRESS REPORT

CITY OF INDIAN WELLS – SUCCESSOR HOUSING AGENCY
Low and Moderate Income Housing Assets Fund
Specified Activity Information in Accordance with HSC 34176.1 Year Ended June 30, 2023

10. The percentage of units of deed -restricted rental housing restricted to seniors and assisted individually or jointly by the housing successor, its former redevelopment agency, and its host jurisdiction within the previous 10 years in relation to the aggreg ate number of units of deed - restricted rental housing assisted individually or jointly by the housing successor, its former redevelopment agency, and its host jurisdiction within the same time period. [Health and Safety Code 34176.1(f)(10)]

No units constructed within the last ten years.

11. The amount of any excess surplus, the amount of time that the successor agency has had excess surplus, and the housing successor's plan for eliminating the excess surplus. [Health and Safety Code 34176.1(f)(11)]

CITY OF INDIAN WELLS HOUSING SUCCESSOR

COMPUTATION OF HOUSING SUCCESSOR
EXCESS/SURPLUS (HSC 34176.1)
Opening Fund Balance 17,735,780$ 17,735,780$
Less Unavailable Amounts:

Loans receivable - -
Construction Encumbrance - Public Improvements (2,300,000) (2,300,000) (2,300,000) (2,300,000)
Available Housing Successor Funds 15,435,780 15,435,780 Limitation (greater of $1,000,000 or four years deposits) Aggregate amount deposited for last four years:
2022 - 2023
2022 - 2023
2022 - 2023 2,060,117
2021 - 2022 3,166,513 3,166,513
2020 - 2021 7,747,321 7,747,321
2019 - 2020 4,317,127 4,317,127
2018 - 2019 5,151,805 N/A
2017 - 2018 N/A N/A
2016 - 2017 N/A N/A
2015 - 2016 N/A N/A
2014 - 2015 N/A N/A
Total 20,382,766$ 17,291,078$
Base Limitation 1,000,000$ 1,000,000$
Greater amount 20,382,766 17,291,078
Computed Excess/Surplus None None
Computed Excess/Surplus (Pos = Surplus, If Neg then "None") (4,946,986)$ (1,855,298)$ Low and Moderate
Housing Funds
All Project Area
July 1, 2023
Low and Moderate
Housing Funds
All Project Area
July 1, 2022

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Council Agenda- April 4, 2024

INDIAN WELLS CITY COUNCIL
April 4, 2024
To: City Council
From: Finance Department
Prepared by: Amy Dallosta, Accountant
Subject: City Treasurer’s Report for February 2024
RECOMMENDED ACTIONS:

Council RECEIVES and FILES the City Treasurer’s Report for February 2024.

DISCUSSION:

This report comprehensively analyzes the City of Indian Wells' cash and investment position as of February 29, 2024. The city maintains a robust investment strategy, focusing on prudence, liquidity, and compliance with legal requirements. The Treasurer's certification ensures adherence to the city's investment policy and compliance with the State of California Government Code section 53600.

Financial Snapshot:

As of February 29, 2024:
 Total cash and investments: $73,310,674.30
 Portfolio rate of return: 3.149%
Treasurer's Certification:

The City Treasurer certifies:
 Compliance with the city's investment policy and legal requirements.  Adequate liquidity to meet financial obligations for the next six months, ensuring static and dynamic liquidity.

Fiscal Prudence:

Aligned with the fiduciary duty, the city adheres to a prudent investment approach, considering economic conditions and anticipated needs. Investments are guided by a written policy emphasizing safety, liquidity, and yield.

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Council Agenda- April 4, 2024

BACKGROUND:

The Treasurer's Report provides a monthly update on cash activity and the investment portfolio, ensuring reconciliation with the General Ledger. Investments align with the city's investment policy and State legislation, covering U.S. treasuries, federal agency securities, corporate notes, municipal bonds, CDs, and overnight cash investments.

Investment Strategy:

The city's investment portfolio is designed to achieve a market rate of return within risk constraints. Diversification across institutions, security types, and maturities maximizes safety and yield amid changing market conditions.

FISCAL IMPACT:

The investment portfolio generated $98,636.78 in earnings for February 2024. The investment strategy aims for consistent returns throughout budgetary and economic cycles, reflecting prudent risk management. Moreover, the strategy's success in consistently generating returns reflects its adaptability to changing market conditions. As economic cycles fluctuate, the city's investment approach remains resilient, adjusting to dynamic financial landscapes to optimize safety and yield.

ATTACHMENTS:

1. City Treasurer’s Report

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Indian Wells City CouncilApril 4, 2024

Indian Wells City Council
April 4, 2024