Agenda — Indian Wells City Council, March 6, 2025 (part 1 of 2)

CITY COUNCIL
Meeting Agenda
Thursday, March 6, 2025
10:00 AM
City Hall Council Chamber
44950 Eldorado Drive, Indian Wells, CA 92210
Welcome to a meeting of the Indian Wells City Council.

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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. If you are unable to provide comments during meeting, written comments on agenda or non-agenda items or both, may be submitted at [email protected] an hour prior to the start of the meeting.

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 BRUCE WHITMAN

MAYOR PRO TEM DANA REED

COUNCIL MEMBER TOPER TAYLOR

COUNCIL MEMBER BRIAN PENNA

COUNCIL MEMBER GREG SANDERS
B.APPROVAL OF THE FINAL AGENDA
C.PROCLAMATIONS AND PRESENTATIONS
C.1 Introduction of Public Works Permit Technician I Stephanie Swanstrom
C.2 Legislative Update by State Legislative Advocate Jason Gonsalves, Joe A. Gonsalves & Son
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. Once speakers have had an opportunity to speak, 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
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.

Council Meeting Agenda- March 6, 2025

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G.1 Ordinance Approving, Pursuant to the Certified Final EIR, Zone Map Amendment No. 2025-01
13 RECOMMENDED ACTIONS:

Council ADOPTS Ordinance No. 762 by title only and waives further reading approving, Pursuant To The Certified Final Environmental Impact Report (SCH #2024071208), The City Of Indian Wells Comprehensive General Plan Update And Associated Zone Map Amendment, Amending The Official City Of Indian Wells Zoning Map (ZMA 2025-01) By Rezoning Certain Parcels Of Land To Be Consistent With The Resort Commercial Land Use Designation In The General Plan Update.

G.2 Initiating Proceedings and Preliminarily Approving the Annual Levy Report for Indian Wells Street Lighting District No. 2000-1 for Fiscal Year 2025-26
22 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 2025-26, 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 2025-26; and
SCHEDULES a noticed Public Hearing on April 3, 2025, 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 Meeting Agenda- March 6, 2025

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G.3 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 2025-26
45 RECOMMENDED ACTIONS:

Council ADOPTS Resolution initiating the proceedings for the annual levy and collection of assessments for the Fiscal Year 2025-26 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 April 3, 2025, 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 2025-26 and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

Council Meeting Agenda- March 6, 2025

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G.4 Initiating Proceedings, Preliminary, Annual Levy Report, and Declaring Intention to Order the Levy and Collection of Assessments for Annual Levy for the Drainage Maintenance Benefit Assessment District No. 1 for the Fiscal Year 2025-26
103
RECOMMENDED ACTIONS:

Council ADOPTS Resolution initiating proceedings for annual levy and collection of assessments for the Fiscal Year 2025-26 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 2025-26 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 2025-26 pursuant to the Benefit Assessment Act of 1982; and SCHEDULES a noticed Public Hearing on April 3, 2025, 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.

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G.5 Extension of Exclusive Negotiation Agreements with Abode Communities and Summit Development for Affordable Housing Development in Indian Wells
127
RECOMMENDED ACTIONS:

Council AUTHORIZES and DIRECTS the City Attorney to prepare and the City Manager to execute a 180-day extension to the exclusive- negotiation agreements with Adobe Communities and Summit Developers regarding potential development of an affordable housing project in the City of Indian Wells; and
FINDS the action is not a project within the meaning of Section 15378 of the State of California Environmental Quality Act (“CEQA”) Guidelines because it has no potential to result in physical change in the environment, directly or indirectly; and that the action is nonetheless exempt from the requirements of CEQA in that the activity is covered by the general rule that CEQA applies only to projects that have the potential for causing a significant effect on the environment. (14 CCR 15061(b)(3).)
G.6 Council Member’s Attendance at the 2025 Ophelia Luncheon 134 RECOMMENDED ACTIONS:

Council APPROVES the attendance of Mayor Whitman,
Councilmember Penna, and Councilmember Sanders to attend the It’s a Girls World Ophelia Annual Luncheon on March 18, 2025, held at the Westin Rancho Mirage Resort & Spa; and
FINDS the action exempt from CEQA review under CEQA Guidelines section 15061(b)(3).

G.7 Resolution Revising the Annual Citywide Records Retention and Destruction Schedule
137
RECOMMENDED ACTIONS:

Council ADOPTS Resolution Revising the Annual Citywide Records Retention and Destruction Schedule; and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

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G.8 Supplemental Appropriation for City Hall Security System 196 RECOMMENDED ACTIONS:

Council APPROVES a supplemental appropriation of $800 for the purchase of 20 user licenses and one exterior video camera; and DIRECTS Staff to adjust the project budget accordingly; and FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Public Resources Code Section 15061 (b)(3).

G.9 Whitewater Channel West Drop Structure Repair Project Closeout 198 RECOMMENDED ACTIONS:

Council ADOPTS the Whitewater Channel West Drop Structure Repair project as complete; and
DIRECTS Staff to adjust insurance coverage amount and FEMA reimbursement requests to the final construction cost amount to $3,635,314; and
APPROVES the final project cost of $3,635,314, with a supplemental appropriation of $321,000; and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Public Resources Code Article 19, Section 15302.

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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 question period will not count against your time limit. After all persons have spoken, the applicant will be allowed three minutes to summarize or rebut any public testimony. The Mayor will then close the public hearing portion of the hearing and deliberate the matter.

H.1 Ordering the Levy and Collection of Assessments for the Special Fire Tax Standby and Availability Charges
201
RECOMMENDED ACTIONS:

Council OPENS the Public Hearing, takes any public testimony, CLOSES the Public Hearing, and
ADOPTS Resolution approving the annual levy of the Special Fire Tax Standby and Availability Charges for the Fiscal Year 2025-26 and
ORDERS the Special Fire Tax levy to be placed on the Fiscal Year 2025-26 Riverside County tax roll.

FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

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.

Council Meeting Agenda- March 6, 2025

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I.1 Children’s Discovery Museum of the Desert One-Time Funding Request for Fiscal Year 2024-25
207
RECOMMENDED ACTIONS:

Council DISCUSSES and PROVIDES staff direction on the Children’s Discovery Museum of the Desert one-time funding request of $10,000 for 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.

I.2 City’s 2025-2026 Legislative Platform 219
RECOMMENDED ACTIONS:

Council ADOPTS the City’s 2025-2026 Legislative Platform: and FINDS the action exempt from CEQA review under CEQA Guidelines section 15061(b)(3).

J.COUNCIL MEMBER'S REPORTS
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.

J.1 Councilmember Penna Request to Place a Discussion Item on a Future City Council Agenda - Citywide Holiday Decorations 261
RECOMMENDED ACTIONS:

Council DISCUSSES and provides DIRECTION on Councilmember Penna’s request to place a discussion item on a future City Council agenda related to funding citywide holiday decorations; and FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

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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 SANDERS
Coachella Valley Animal Campus
Cove Communities Service Commission
Desert Sands Unified School District
Desert Recreation District
Indian Wells Marketing Committee
Indian Wells Finance & Legal Oversight Committee
Indian Wells Public Safety
K.2 COUNCIL MEMBER PENNA
Coachella Valley Mountain Conservancy
Indian Wells Preservation Foundation
Visit Greater Palm Springs
Indian Wells Community Activities Committee
Indian Wells Grants In Aid Committee
Indian Wells Public Safety Committee
K.3 COUNCIL MEMBER TAYLOR
Riverside County Transportation Commission
CVAG Homelessness Committee
CVAG Public Safety Committee
CVAG Transportation Committee
Indian Wells Golf Resort Advisory Committee
Council Meeting Agenda- March 6, 2025

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K.4 MAYOR PRO TEM REED
Southern California Association of Governments
CVAG Conservation Commission
CVAG Energy & Sustainability Committee
Desert Recreation District
Indian Wells Marketing Committee
Indian Wells Finance & Legal Oversight Committee
Indian Wells Personnel Committee
Indian Wells Tee Committee
K.5 MAYOR WHITMAN
California Joint Power Insurance Authority (JPIA)
Coachella Valley Economic Partnership
CVAG Executive Committee
Cove Communities Services Commission
Desert Sands Unified School District
Indian Wells Golf Advisory Committee
Indian Wells Personnel Committee
Indian Wells Tee Committee
Sunline Transit Agency
L.CLOSED SESSION
Once the closed session has ended, the City Attorney or presiding officer will make any announcement required by the Brown Act relative to reportable actions taken during the closed session.

L.1 Conference with Legal Counsel Regarding Anticipated-Litigation- Initiation of Litigation Pursuant to Government Code Section 54956.9(d)(4). One (1) or More Cases. Potential Case.

L.2 Conference with City’s Real Property Negotiator Pursuant to Government Code 54956.8. Real Property: APN 633-150-
071.Negotiating Parties:

On Behalf of the City of Indian Wells: Christopher Freeland, City Manager. Other Negotiating Parties: BBC Esmeralda, LLC an Illinois Liability Company. Under Negotiation: Price and Terms of Payment.

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L.3 Conference with Legal Counsel Regarding Existing Litigation, Pursuant to Government Code Section 54956.9(d)(1):

City of Indian Wells, et al vs., Lissoy et al., Riverside County Superior Court (CVPS2204658).

M. ADJOURNMENT
To a regularly scheduled meeting of the City Council to be held at 1:30 p.m. on April 3, 2025 in the City Hall Council Chamber.

Affidavit of Posting,
I, Angelica Avila, certify that on February 27, 2025 I caused to be posted a notice of a City Council Meeting to be held on March 6, 2025 at 10:00 a.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 Meeting Agenda- March 6, 2025

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INDIAN WELLS CITY COUNCIL
March 6, 2025

To: City Council
From: Community Development
Prepared by: Jon Berg, Community Development Director
Subject: Ordinance Approving, Pursuant to the Certified Final EIR, Zone Map Amendment No. 2025-01

RECOMMENDED ACTIONS:

Council ADOPTS Ordinance No. 762 by title only and waives further reading approving, Pursuant To The Certified Final Environmental Impact Report (SCH #2024071208), The City Of Indian Wells Comprehensive General Plan Update And Ass ociated Zone Map Amendment, Amending The Official City Of Indian Wells Zoning Map (ZMA 2025-01) By Rezoning Certain Parcels Of Land To Be Consistent With The Resort Commercial Land Use Designation In The General Plan Update.

CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA):

This Project has been assessed in accordance with the authority and criteria contained in the California Environmental Quality Act (CEQA), the State and local CEQA Guidelines, and the environmental regulations of the City. The City of Indian Wells, as the “Lead Agency” under the California Environmental Quality Act (CEQA) (California Public Resources Code, Section 21000, et seq.) and the CEQA Guidelines (California Code of Regulations, Title 14, Section 15000, et seq.) has prepared a Programmatic Draft Environmental Impact Report (PDEIR) and Final Environmental Impact Report (Final EIR) to evaluate the potential environmental impacts associated with buildout of the General Plan Update and associated ZMA 2025-01.

The Final EIR was prepared pursuant to Section 15089 of the CEQA Guidelines and includes the PDEIR, written comments received during the public comment period, responses to those comments, changes or errata and corresponding revisions to the text of the PDEIR. Per CEQA Guidelines, the Final EIR also includes a Statement of Overriding Considerations for the significant unavoidable impacts of the Project.

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ATTACHMENTS:

1. Ordinance No. 762

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ORDINANCE NO. 762

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF INDIAN WELLS

AMENDING, PURSUANT TO THE CERTIFIED FINAL ENVIRONMENTAL IMPACT REPORT (SCH #2024071208), FOR THE CITY OF INDIAN WELLS

COMPREHENSIVE GENERAL PLAN UPDATE AND ASSOCIATED ZONE MAP

AMENDMENT, THE OFFICIAL CITY OF INDIAN WELLS ZONING MAP (ZMA 2025-01) BY REZONING CERTAIN PARCELS OF LAND TO BE

CONSISTENT WITH THE RESORT COMMERCIAL LAND USE

DESIGNATION IN THE GENERAL PLAN
WHEREAS, the City of Indian Wells, California (the “City”) is a municipal corporation and charter city, duly organized under the constitution and laws of the State of California; and WHEREAS, California Government Code section 65800 et seq. authorizes the adoption and administration of zoning laws, ordinances, rules, and regulations by cities as a means of implementing the General Plan; and
WHEREAS, the City has the authority under Article 11, Section 5 of the California Constitution and the City Charter to make, amend, and enforce all ordinances and regulations with respect to municipal affairs; and
WHEREAS, on February 1, 1996, the City adopted the General Plan which establishes the land use designations in the Land Use Map for long term build out potential; and WHEREAS, on February 13, 2025, the City adopted a comprehensive update to the General Plan which included amendments to the Land Use Map designating certain parcels of land east of the Renaissance Hotel (633-150-077; 633-150-087) and east of the intersection at the northeast corner of HWY 111 and Miles (633-310-028; 633-310-030; 633-310-032; 633-310- 034; 633-310-035; 633-310-036; 633-410-045; 633-410-051) as Resort Commercial uses; and WHEREAS, the City desires and intends to Amend the City’s official Zoning Map under ZMA 2025-01 (“ZMA”) showing these parcels as Resort Commercial consistent with the updated General Plan Land Use Map (Figure CD-2) as required by the State of California; and WHEREAS, Section 21.06020 (c)(1) of the Indian Wells Municipal Code, and California Government Code section 65854 require the Planning Commission to conduct a public hearing on zoning map amendments and make a recommendation to City Council based on the findings in Section 21.06.020 (d); and
WHEREAS, pursuant to the California Environmental Quality Act (“CEQA”) (California Public Resources Code §§ 21000, et seq.) and the State CEQA Guidelines (14 California Code of Regulations, §§15000, et seq.), the City prepared a Programmatic Environmental Impact Report (“EIR”) to evaluate the environmental impacts associated with implementation of the Indian Wells General Plan Update and ZMA; and
WHEREAS, the City released the Public Review Draft General Plan and associated EIR on November 7, 2024 and invited comments until December 23, 2024; and ATTACHMENT #1

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City of Indian Wells
Ordinance No. 762

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WHEREAS, on January 16, 2025, the City gave public notice of the public hearing for the proposed ZMA by publishing in a newspaper of general circulation of a Planning Commission public hearing at which the Ordinance would be considered; and WHEREAS, on January 30, 2025, the Planning Commission conducted a duly noticed public hearing to consider the Draft EIR for the Project and adopted PC Resolution No. 2025-02 recommending City Council certify the Final EIR, make the findings required by CEQA, adopt a statement of overriding considerations, and approve a mitigation monitoring and reporting program; and
WHEREAS, on January 30, 2025, the Planning Commission held a duly-noticed public hearing and considered the staff report, recommendations by staff, and public testimony concerning the proposed ZMA and adopted Resolution 2025-01 recommending City Council adopt the ZMA; and
WHEREAS, on February 13, 2025 the City Council concurrently adopted a Resolution certifying the Final EIR for the General Plan Update and ZMA, adopting the required CEQA findings, Statement of Overriding Considerations, and approving the Mitigation Monitoring and Reporting Program; and
WHEREAS, Section 21.06.020 (c)(2) of the Indian Wells Municipal Code, and California Government Code section 65854 require the City Council to conduct a public hearing on zoning map amendments and shall approve or approve in modified form the request by ordinance based on the findings in Section 21.06.020 (d); and
WHEREAS, notice of a public hearing of the City Council of the City of Indian Wells to consider this Ordinance was given in accordance with applicable law; and WHEREAS, on February 13, 2025, a public hearing on this Ordinance was held by the City Council; and
WHEREAS, after careful consideration of the staff report and all the information, evidence, and testimony presented at its public hearing, the City Council finds that this Ordinance is consistent with General Plan goals and policies pertaining to land development, city image, orderly growth, and economic development.

NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF INDIAN WELLS, CALIFORNIA DOES ORDAIN AS FOLLOWS:

SECTION 1. The Recitals above are true and correct and are hereby adopted as findings as if fully set forth herein.

SECTION 2. Findings. In accordance with Section 21.06.030(d) of the City of Indian Wells Zoning Code, the following findings for approving Zone Map Amendment No. 2025-01 are made:

1. The proposed Zone Change is consistent with the City of Indian Wells General Plan or any amendment approved concurrently with the Zone Change.

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City of Indian Wells
Ordinance No. 762

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FACT: The proposed ZMA will rezone properties consistent with the City’s General Plan land use designations which have been concurrently adopted under the associated General Plan Update (GPA 2025-01) by City Council Resolution. A Programmatic Environmental Impact Report (EIR) was also prepared in support of the General Plan Update and associated ZMA and certified by City Council Resolution, concurrent with adoption of this Ordinance. The EIR analyzed the impacts of all proposed land use designations specified in the General Plan Update. Since the proposed ZMA will be used to implement the prescribed land use designations under the City’s General Plan Update, the proposed ZMA would not be detrimental to the public interest, health, safety, convenience, or welfare of the City beyond that already analyzed under the General Plan Update and associated EIR (SCH #2024071208).

2. The proposed Zone Change is consistent with the intent and objectives of this Zoning Code.

FACT: The proposed ZMA would implement the Resort Commercial land use changes under the General Plan Update consistent with the intent and objectives of Municipal Code Title 21 and Chapter 21.34. Consistent with Section 21.34.040, any future use shall require the City’s discretionary approval of a Conditional Use Permit to ensure consistency with the intent and objectives of the Zoning Code. Therefore, the ZMA is deemed consistent with compatibility of use and intensity with adjacent and surrounding uses and promotes the quality image and character of the City.

3. The proposed Zone Change is consistent with any applicable area Master Development Plan or Specific Plan.

FACT: The proposed ZMA would result in amending the City’s official Zoning Map to be consistent with the General Plan Land Use Map (Figure CD-2) designations adopted as part of the General Plan Update. Consistent with Section 21.34.040, future development of the affected Resort Commercial properties shall be implemented through a Conditional Use Permit to ensure consistency with any affected Master Development or Specific Plans.

4. The proposed Zone Change is in the best interests of the health, safety and welfare of the community.

FACT: The proposed ZMA would result in amending the City’s official Zoning Map to be consistent with the Resort Commercial Land Use designations adopted as part of the General Plan Update. The proposed ZMA and concurrent General Plan Amendment would conditionally permit Resort Commercial uses within the affected properties, consistent with a stated goal of section 21.38.040(a) promoting development consistent with the “resort experience.” Any future construction shall be required to adhere to all applicable sections of the California Building Code, California Fire Code and Municipal Code, ensuring no safety concerns resulting from construction or operational activities.

Therefore, rezoning the affected properties consistent with the General Plan Land Use designations would not adversely affect the public health, safety or welfare, or materially injure surrounding properties or improvements.

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City of Indian Wells
Ordinance No. 762

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5. Adequate sewer and water lines, utilities, sewage treatment capacity, drainage facilities, police protection, fire protection/emergency medical care, vehicular circulation and school facilities will be available to serve the area affected by the proposed Zone Change when development occurs.

FACT: The ZMA would simply rezone affected properties along the north side of HWY 111 east and west of Miles Avenue from Community Commercial and Open Space to Resort Commercial, to be consistent with the updated land use designations for these properties under the General Plan Update. Future development of the affected properties would be consistent with the existing Resort Commercial land uses on the contiguous properties, which have already been developed with existing roadways, utilities, drainage facilities, and served by public services. Future buildout of land use under the General Plan Update has been analyzed in the programmatic EIR, which determined adequate utilities and service capacity is available to sever the future uses.

Therefore, rezoning the affected properties consistent with the General Plan land uses would not result in any capacity or service issue on existing utilities or public services.

SECTION 3. CEQA. Having considered the administrative record, the certified EIR and all written and oral evidence presented to the City Council, the Council finds that all environmental impacts of the General Plan Update have been addressed within the FEIR as set forth in the City Council Resolution certifying the FEIR and directs staff to file a Notice of Determination for ZMA under CEQA.

SECTION 4. Zone Map Amendment. The Official Zoning Map of Indian Wells is hereby amended as set forth in Exhibit “A” hereto and incorporated herein by reference.

SECTION 5. Custodian of Records. The documents and materials that constitute the record of proceedings on which this Ordinance is based are located at the City Clerk’s office located at 44950 Eldorado Drive, Indian Wells, CA 92210. The custodian of these records is the City Clerk.

SECTION 6. Severability. If any section, sentence, clause, or phrase of this Ordinance or the application thereof to any entity, person or circumstance is held for any reason to be invalid or unconstitutional, such invalidity or unconstitutionality shall not affect other provisions or applications of this Ordinance that can be given effect without the invalid provision or application, and to this end the provisions of this Ordinance are severable. The City Council hereby declares that it would have adopted this Ordinance and each section, sentence, clause, or phrase thereof, irrespective of the fact that any one or more section, subsections, sentences, clauses, or phrases be declared invalid or unconstitutional.

SECTION 7. Effective Date. This Ordinance takes effect 30 days following its adoption.

SECTION 8. Notice of Determination. The City Council hereby directs staff to prepare, execute and file with the County Clerk and Office of Planning and Research a Notice of Determination within five working days of first reading of this Ordinance.

SECTION 9. Publication. The City Clerk shall certify to the adoption of this Ordinance.

Not later than fifteen (15) days following the passage of this Ordinance, the Ordinance, or a

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City of Indian Wells
Ordinance No. 762

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summary thereof, along with the names of the City Council members voting for and against the Ordinance, shall be published in a newspaper of general circulation in the City of Indian Wells.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Indian Wells, California, at an adjourned regular meeting held on the 6th day of March 2025.

______________________________

BRUCE WHITMAN
MAYOR

STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE )ss.

CITY OF INDIAN WELLS )

CERTIFICATION FOR ORDINANCE NO. 762

I, Angelica Avila, City Clerk of the City Council of the City of Indian Wells, California, DO HEREBY CERTIFY that Ordinance, having been regularly introduced at the meeting of February 13, 2025, was again introduced, the reading in full thereof unanimously waived, and duly passed and adopted at an adjourned regular meeting of the City Council held on the 6th of March 2025 said ordinance was passed and adopted by the following stated vote, to wit:

AYES:

NOES:

and was thereafter on said day signed by the Mayor of the City of Indian Wells.

ATTEST: APPROVED AS TO FORM:

_____________________________ ______________________________

ANGELICA AVILA TODD LEISHMAN FOR

CITY CLERK BEST BEST & KRIEGER LLP

CITY ATTORNEY

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City of Indian Wells
Ordinance No. 762

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EXHIBIT “A”

EXISTING ZONING MAP

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City of Indian Wells
Ordinance No. 762

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EXHIBIT “A”

AMENDED ZONING MAP

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INDIAN WELLS CITY COUNCIL
March 6, 2025

To: City Council
From: Finance Department
Prepared by: Kevin McCarthy, City Finance Director
Subject: Initiating Proceedings and Preliminarily Approving the Annual Levy Report for Indian Wells Street Lighting District No. 2000-1 for Fiscal Year 2025-26

RECOMMENDED ACTIONS:

ADOPTS Resolution preliminarily approving the annual engineer’s report regarding the Indian Wells Street Lighting District No. 2000-1 for Fiscal Year 2025-26; and

SCHEDULES a noticed Public Hearing on April 3, 2025, 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.

BACKGROUND:

The City Council conducts a public hearing each year to act on costs to operate and maintain the Indian Wells Street Lighting District No. 2001-01. The public hearing will be held on Thursday, April 3, 2025, to receive public testimony and consider approval of the fiscal year 2025-26 levy. In addition, the Engineer’s Report provides a total budget for the Indian Wells Street Lighting District No. 2001-01.

The City is responsible for levying the annual lighting and maintenance assessment in accordance with the Landscape and Lighting Act of 1972 and Proposition 218. The District is located at the southwest corner of Fred Waring Drive and Warner Trail and continues to Blackfoot Drive and Dakota Trail, Arapahoe Vista, and Elkhorn Trail.

Riverside County initially established County Service Area 121 (CSA 121) to provide street lighting services to a portion of the Village area. Subsequent to the annexation, the City

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detached CSA 121 and formed a new district called the Indian Wells Street Lighting District No. 2000-01. The City is responsible for levying the annual lighting and maintenance assessment in accordance with the Landscape and Lighting Act of 1972 and Proposition 218.

FISCAL IMPACT:

The annual levy is $47.74 and has stayed the same from the prior fiscal year. The City anticipates collecting $2,339 from forty-nine assessed parcels within the District. The City records the revenues into a Special Revenue fund to operate the District. Therefore, there is no fiscal impact on the General Fund as the annual levy is sufficient to operate the district.

OPTIONS:

1. Approve initiating proceedings, preliminarily approving the annual levy report, and declaring the intention to order the levy and collection of assessments for the annual levy for the Indian Wells Street Lighting District No. 2000 -1 for the fiscal year 2025-26

2. Decide against initiating proceedings.

3. Provide alternative instructions to the staff.

CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA)

This action has been reviewed per the authority and criteria contained in the California Environmental Quality Act (CEQA), the State and local CEQA Guidelines, and the City's environmental regulations. The City, acting as the Lead Agency, determined that the ordinance is not subject to CEQA pursuant to Sections 15060(c)(2), 15060(c)(3), and 15061(b)(3) of the State CEQA Guidelines, because it will not result in a direct or reasonably foreseeable indirect physical change to the environment as there is no possibility that the action would result in a significant environmental impact, and because it does not constitute a “project” as defined in Section 15378 of the State CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3.

ATTACHMENTS:

1. Resolution – Initiate Proceedings

2. Resolution- Engineer Report

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RESOLUTION NO. 2025-__

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

CALIFORNIA, INITIATING PROCEEDINGS FOR THE ANNUAL LEVY OF

ASSESSMENTS AND DECLARING ITS INTENTION TO LEVY ANNUAL

ASSESSMENTS FOR THE INDIAN WELLS STREET LIGHTING DISTRICT NO. 2000-1 FOR THE FISCAL YEAR 2025-26 PURSUANT TO THE
PROVISIONS OF PART 2 OF DIVISION 15 OF THE CALIFORNIA

STREETS AND HIGHWAYS CODE
WHEREAS, the City Council has, by previous Resolutions, formed the Indian Wells Street Lighting District No. 2000-1 (the “District”) pursuant to the provisions of Landscaping and Lighting Act of 1972, Part 2 of Division 15 of the Streets and Highways Code of California, beginning with Section 22500 (the “Act”), that provides for levy and collection of assessments by the County of Riverside for the City of Indian Wells to pay the maintenance and services of lighting facilities, landscaping and all appurtenant facilities and operations related thereto; and WHEREAS, the District and the associated assessments are in compliance with the provisions of California Constitution Articles XIIIC and XIIID; and WHEREAS, the City Council has retained Willdan Financial to assist with the District's Annual Levy and to prepare and file a report with the City Clerk in accordance with the Act.

NOW, THEREFORE, BE IT RESOLVED, DETERMINED, AND ORDERED BY THE CITY COUNCIL FOR THE DISTRICT PURSUANT TO CHAPTER 3, SECTION 22622, 22624 AND 22626 OF THE ACT, AS FOLLOWS:

SECTION 1. Annual Levy Report. The City Council hereby orders Willdan Financial to prepare the Annual Levy Report concerning the levy of assessments for the District in accordance with Chapter 3, Section 22622 of the Act.

SECTION 2. Intention. The City Council hereby declares that it intends to seek the Annual Levy of the District in accordance with Chapter 3, Section 22624 of the Act, over and including the land within the District boundary and to levy and collect assessments on all such land to pay the costs of the following: the operation, maintenance, and servicing of lighting and all appurtenant facilities and operations related thereto. It is proposed that there be no increase in the assessments levied in the prior annual levy.

SECTION 3. Description of Improvements and Any Substantial Changes Proposed. The improvements within the District include the maintenance and operation of and the furnishing of services for street lighting and appurtenant facilities, including repair, removal, or replacement of all or part of any of the streetlights or appurtenant facilities and the furnishing of electricity for the lighting and operation of the street lighting and appurtenant facilities within the District. The Annual Levy Report describes all new improvements or substantial changes in existing improvements.

ATTACHMENT #1

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City of Indian Wells
Resolution Bill No. 2025-__

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SECTION 4. Boundaries and Designation. The boundaries of the District are previously defined in the formation documents of the original District and include Tract Nos. 21650 and 3292-R, which comprise a portion of Riverside County Service Area No. 121. The District is designated as “Indian Wells Street Lighting District No. 2000-1”.

SECTION 5. Public Hearing. The City Council hereby declares its intention to conduct a Public Hearing concerning the levy of assessments for the District in accordance with Chapter 3, Section 22626 of the Act. Notice is hereby given that a public meeting and hearing will be held by the City Council of the City of Indian Wells for this purpose on Thursday, April 3, 2025, at 1:30 P.M. or as soon thereafter as feasible, in the City Council Chambers of the City of Indian Wells, 44-950 Eldorado Drive, Indian Wells, California 92210.

SECTION 6. Notice. A “Resolution of Intention” shall be published in a newspaper of general circulation once at least ten days before the public hearing on annual levies and posting a copy of the Resolution of Intention in two (2) public places within the City.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Indian Wells, California, at an adjourned regular meeting held on this 6th day of March 2025.

____________________________

BRUCE WHITMAN
MAYOR

CERTIFICATION FOR RESOLUTION NO. 2025-__

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 an adjourned regular meeting of the City Council of the City of Indian Wells the 6th day of March 2025 by the following vote:

AYES:

NOES:

ATTEST: APPROVED AS TO FORM:

______________________________ ____________________________

ANGELICA AVILA TODD LEISHMAN

CITY CLERK CITY ATTORNEY

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RESOLUTION NO. 2025-__

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

CALIFORNIA, PRELIMINARILY APPROVING THE ANNUAL LEVY REPORT FOR THE INDIAN WELLS STREET LIGHTING DISTRICT NO. 2000-1 FOR THE FISCAL YEAR 2025-26
WHEREAS, the City Council of the City of Indian Wells (the “City Council”) has by previous Resolutions, ordered the preparation of the Engineer’s Annual Levy Report (the “Report”) for the district known and designated as Indian Wells Street Lighting District No. 2000-1 (the “District”), pursuant to the provisions of the Landscaping and Lighting Act of 1972, Part 2 of Division 15 of the Streets and Highways Code of California, beginning with Section 22500 (hereafter referred to as the “Act”); and
WHEREAS, the District and the associated assessments are in compliance with the provisions of California Constitution Articles XIIIC and XIIID; and WHEREAS, there has now been presented to this City Council the Report as required by Chapter 1, Article 4, Section 22566 of said Act; and WHEREAS, this City Council has examined and reviewed the Report as presented and is preliminarily satisfied with the Report and each and all budget items and documents as set forth therein, and is satisfied that the assessments, on a preliminary basis, have been spread in accordance with the benefits received from the improvements, operation, maintenance, and services to be performed, as set forth in said Report.

NOW, THEREFORE, BE IT RESOLVED, DETERMINED, AND ORDERED BY THE CITY COUNCIL FOR THE DISTRICT AS FOLLOWS:

SECTION 1. That the above recitals are all true and correct.

SECTION 2. That the Report as presented consists of the following:
a.A Description of the Improvements
b.The Annual Budget (Costs and Expenses of Services, Operation and Maintenance)
SECTION 3. The Report is hereby APPROVED on a preliminary basis and ordered to be filed in the Office of the City Clerk as a permanent record and to remain open to public inspection.

SECTION 4. The City Clerk shall certify the passage and adoption of this Resolution, and the minutes of this meeting shall reflect the presentation of the Annual Levy Report.

ATTACHMENT #2

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City of Indian Wells
Resolution No. 2025-__

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PASSED, APPROVED AND ADOPTED by the City Council of the City of Indian Wells, California, at a regular meeting held on this 6th day of March 2025.

____________________________

BRUCE WHITMAN
MAYOR

CERTIFICATION FOR RESOLUTION NO. 2025-___

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 the 6th day of March 2025, by the following vote:

AYES:

NOES:

ATTEST: APPROVED AS TO FORM:

_____________________________ ____________________________

ANGELICA AVILA TODD LEISHMAN

CITY CLERK CITY ATTORNEY

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EXHIBIT “A”

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INDIAN WELLS CITY COUNCIL
March 6, 2025

To: City Council
From: Finance Department
Prepared by: Kevin McCarthy, City Finance Director
Subject: 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 2025- 26 RECOMMENDED ACTIONS:

SCHEDULES a noticed Public Hearing on April 3, 2025, 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 2025-26 and

FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

BACKGROUND:

The City Council conducts a public hearing each year to consider the costs of operating and maintaining the landscape and maintenance districts. The hearing will be held on Thursday, April 3, 2025, to receive public testimony and consider approval of the fiscal year 2025-26 levy. In addition, the Engineer’s Report provides a total budget for the landscape and lighting maintenance districts.

The City collects levies for the citywide Landscape and Lighting Maintenance District No. 91-1 (the “LLMD”). The LLMD contains seventeen active landscape and lighting districts along Highway 111. The City operates in twelve districts, and respective homeowner’s associations operate the remaining five.

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FISCAL IMPACT:

The preliminary levy amounts to operate the LLMD for Fiscal Year 2025-26 per the Engineer’s Report are as follows:

The total cost to operate the districts during Fiscal Year 2025-26 is $1,970,460. The City pays a total of $121,795 to eight landscape districts that offer a public benefit to the City.

District reserves contribute $84,285, and the remaining $1,764,379 of the costs to operate the landscape and lighting maintenance districts are collected from property owners living within the districts.

OPTIONS:

1. Approve initiating proceedings, preliminarily approving the annual levy report, and declaring the intention to order the levy and collection of assessments for the annual levy for the Landscape and Lighting District (LLMD) No. 91-1 for the fiscal year 2025-26

2. Decide against initiating proceedings.

3. Provide alternative instructions to the staff.

Annual
Maximum Levy Prior Year Proposed Increase
Zone Description Allowed per EDU Levy per EDU Levy per EDU (Decrease) A1 Eldorado $ 264.58 $ 203.46 $ 242.38 $ 38.92 A2 Montecito/Stardust $ 556.60 $ 524.63 $ 556.06 $ 31.43 A3 Casa Dorado (A Pass-through District) $ 255.56 $ 242.62 $ 254.26 $ 11.64 A5B The Cove (A Pass-through District) $ 396.16 $ 360.93 $ 395.77 $ 34.84 A8 Indian Wells Golf Resort $ 762.43 $ 737.45 $ 762.06 $ 24.61 A11A Hwy. 111 & Club Drive $ 369.43 $ 274.79 $ 321.47 $ 46.68 A11C Club Drive $ 239.73 $ 231.86 $ 239.03 $ 7.17 C The Colony $ 4,574.79 $ 1,090.30 $ 1,150.62 $ 60.32 D Colony Cove Estates $ 13,152.19 $ 1,094.60 $ 1,163.69 $ 69.09 E Desert Horizons (A Pass-through District) $ 870.82 $ 800.84 $ 865.06 $ 64.22 A19 Mountain Gate $ 1,394.00 $ 922.33 $ 993.63 $ 71.30 A20 Mountain Gate Estates $ 1,356.87 $ 977.01 $ 1,060.76 $ 83.75 A21 Villagio $ 2,853.22 $ 1,218.51 $ 1,295.64 $ 77.13 A22 Vaidya $ 1,072.68 $ 524.66 $ 596.20 $ 71.54 A23 Montelena $ 1,532.51 $ 1,171.01 $ 1,246.01 $ 75.00 A25 Sundance (A Pass-through District) $ 1,681.79 $ 1,202.75 $ 1,276.08 $ 73.33 A26 Province (A Pass-through District) $ 1,760.95 $ 1,567.68 $ 1,639.11 $ 71.43

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CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA):

ATTACHMENTS:

1. Resolution – Initiate Proceedings

2. Resolution- Engineer Report

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RESOLUTION NO. 2025-__

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

CALIFORNIA, INITIATING PROCEEDINGS FOR ANNUAL LEVY OF

ASSESSMENTS AND DECLARING ITS INTENTION TO LEVY ANNUAL

ASSESSMENTS FOR THE INDIAN WELLS LANDSCAPE AND LIGHTING DISTRICT NO. 91-1 FOR THE FISCAL YEAR 2025-26 PURSUANT TO THE PROVISIONS OF PART 2 OF DIVISION 15 OF THE CALIFORNIA

STREETS AND HIGHWAYS CODE
WHEREAS, the City Council of the City of Indian Wells (the “City Council”) has by previous Resolutions, formed the Indian Wells Landscape and Lighting District No. 91-1 (the “District”) pursuant to the provisions of Landscaping and Lighting Act of 1972, Part 2 of Division 15 of the Streets and Highways Code of California, beginning with Section 22500 (the “Act”), that provides for levy and collection of assessments by the County of Riverside for the City of Indian Wells to pay the maintenance and services of lighting facilities, landscaping and all appurtenant facilities and operations related thereto; and WHEREAS, the District and the associated assessments are in compliance with the provisions of California Constitution Articles XIIIC and XIIID; and WHEREAS, the City Council has retained Willdan Financial for the purpose of assisting with the Annual Levy of the District, and to prepare and file a report with the City Clerk in accordance with the Act.

NOW, THEREFORE, BE IT RESOLVED, DETERMINED, AND ORDERED BY THE CITY COUNCIL FOR THE DISTRICT PURSUANT TO CHAPTER 3, SECTION 22622, 22624 AND 22626 OF THE ACT, AS FOLLOWS:

SECTION 2. Intention. The City Council hereby declares that it intends to seek the annual levy of the District in accordance with Chapter 3, Section 22624 of the Act, over and including the land within the District boundary, and to levy and collect assessments on all such land to pay the costs of the following: the operation, maintenance and servicing of lighting, landscaping and all appurtenant facilities and operations related thereto.

SECTION 3. Description of Improvements and Any Substantial Changes Proposed. The improvements within the District include: the maintenance, capital improvements, and operation of and furnishing of services and materials for street lighting facilities, fencing, detention basins, open space areas, landscaping, irrigation systems, bike paths, pedestrian pathways, slope maintenance, graffiti abatement, local parks and entry monuments; landscaping including trees, shrubs, grass and other ornamental vegetation and appurtenant facilities, including irrigation systems and drainage devices within the District. The Annual Levy Report describes all new improvements or substantial changes in existing improvements.

ATTACHMENT #1

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Resolution No. 2025-__

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SECTION 4. Boundaries and Designation. The boundaries of the District are described as the boundaries previously defined in the formation documents of the original District. The District includes seventeen (17) Zones: (A1) Eldorado; (A2) Rancho Palmeras Estates APN 634-04; (A3) Tract Nos. 2752, 3097 and 4853; (A5B) a sub-zone within A5A “The Cove”; (A8) three (3) parcels south of Coachella Valley Stormwater Channel along Hwy 111 east of Eldorado Drive; (A11A) Highway 111 South at Club Dr.; (A11C) Club Dr. eight (8) parcels; (D) Parcel Map No. 26494; (C) the Colony; (E) north of Highway 111 west of Eldorado Drive, east of Cook Street and south of Whitewater River Channel; (A19) Mountain Gate Tract No. 26595; (A20) Mountain Gate Tract No. 27747-1; (A21) Villagio Tract No. 29502; (A22) Vaidya Tract No. 27747; (A23) Montelena Tract No. 31200, (A25) Sundance Tract No. 27104, (A26) Province Tract No. 32880. The District is designated as “Indian Wells Landscape and Lighting District No. 91-1”.

Indian Wells City Hall
44-950 Eldorado Drive
Indian Wells, CA 92210

PASSED, APPROVED AND ADOPTED by the City Council of the City of Indian Wells, California, at An adjourned regular meeting held on this 6th day of March 2025.

______________________________

BRUCE WHITMAN
MAYOR

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CERTIFICATION FOR RESOLUTION NO. 2025-__

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 an adjourned regular meeting of the City Council of the City of Indian Wells the 6th day of March, by the following vote:

AYES:

NOES:

ATTEST: APPROVED AS TO FORM:

________________________________ ______________________________

ANGELICA AVILA TODD LEISHMAN

CITY CLERK CITY ATTORNEY

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RESOLUTION NO. 2025-__

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

CALIFORNIA, PRELIMINARILY APPROVING THE ANNUAL LEVY REPORT FOR THE INDIAN WELLS LANDSCAPE AND LIGHTING DISTRICT NO. 91-1 FOR FISCAL YEAR 2025-26
WHEREAS, the City Council of the City of Indian Wells (the “City Council”) has by previous Resolutions ordered the preparation of the Engineer’s Annual Levy Report (the “Report”) for said district known and designated as Indian Wells Landscape and Lighting District No. 91-1 (the “District”), pursuant to the provisions of the Landscaping and Lighting Act of 1972, Part 2 of Division 15 of the Streets and Highways Code of California, beginning with Section 22500 (hereafter referred to as the “Act”); and WHEREAS, the District and the associated assessments are in compliance with the provisions of California Constitution Articles XIIIC and XIIID; and WHEREAS, there has now been presented to this City Council the Report as required by Chapter 1, Article 4, Section 22566 of said Act; and WHEREAS, the City Council has examined and reviewed the Report as presented and is preliminarily satisfied with the District, each and all of the budget items and documents as set forth therein, and is satisfied that the assessments, on a preliminary basis, have been spread in accordance with the benefits received from the improvements, operation, maintenance, and services to be performed within each Benefit Zone, as set forth in said Report.

NOW, THEREFORE, BE IT RESOLVED, DETERMINED, AND ORDERED BY THE CITY COUNCIL FOR THE DISTRICT AS FOLLOWS:

SECTION 1. That the above recitals are all true and correct.

SECTION 2. That the Report, as presented, consists of the following:
a.A Description of the Improvements
b.The Annual Budget (Costs and Expenses of Services, Operation, and Maintenance)
SECTION 3. The Report is hereby approved on a preliminary basis and ordered to be filed in the Office of the City Clerk as a permanent record and to remain open to public inspection.

SECTION 4. That the City Clerk shall certify the passage and adoption of this Resolution and the minutes of this meeting shall so reflect the presentation of the Annual Levy Report.

ATTACHMENT #2

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Resolution No. 2025-__

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PASSED, APPROVED AND ADOPTED by the City Council of the City of Indian Wells, California, at a regular meeting held on this 6th day of March 2025.

______________________________

BRUCE WHITMAN
MAYOR

CERTIFICATION FOR RESOLUTION NO. 2025-__

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 the 6th day of March, by the following vote:

AYES:

NOES:

ATTEST: APPROVED AS TO FORM:

________________________________ ______________________________

ANGELICA AVILA TODD LEISHMAN

CITY CLERK CITY ATTORNEY

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INDIAN WELLS CITY COUNCIL
March 6, 2025

To: City Council
From: Finance Department
Prepared by: Kevin McCarthy, City Finance Director
Subject: Initiating Proceedings, Preliminarily Approving the Annual Levy Report, and Declaring Intention to Order the Levy and Collection of Assessments for Annual Levy for City of Indian Wells Drainage Maintenance Benefit Assessment District No. 1 for the Fiscal Year 2025-26

RECOMMENDED ACTIONS:

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 202 5-26 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 2025-26 pursuant to the Benefit Assessment Act of 1982.

SCHEDULES a noticed Public Hearing on April 3, 2025, 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.

BACKGROUND:

The City is responsible for levying the annual drainage maintenance assessment in accordance with the Landscape and Lighting Act of 1972 and Proposition 218. Therefore, the Council will hold a noticed Public Hearing on Thursday, April 3, 2025, at 1:30 p.m. to hear public testimony on the proposed levy.

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As a condition of approval for the Province development in 2006, the City required the developer to install and guarantee the maintenance of stormwater control structures.

The structures consist of two drywells at the northeast corner of Desert Horizons Drive and Vista Del Ray Drive.

These drywells remove nuisance water and stormwater from the Province's development into neighboring developments. The City performs monthly inspections and schedules semi-annual "cleanouts" of the drywells to ensure effective operation.

FISCAL IMPACT:

The annual levy is $120.68 per assessed parcel. The City anticipates collecting $16,050 from 133 assessed parcels inside the Province's gates. The City records District revenues into a Special Revenue fund to operate the District, as described in the attached engineer’s report.

OPTIONS:

1. Approve initiating proceedings, preliminarily approving the annual levy report, and declaring the intention to order the levy and collection of assessments for the annual levy for the City of Indian Wells Drainage Maintenance Benefit Assessment District no. 1 for the fiscal year 2025-26

2. Decide against initiating proceedings.

3. Provide alternative instructions to the staff.

CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA)

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ATTACHMENTS:

1. Order the Levy

2. Initiate Proceedings

3. Engineer Report

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RESOLUTION NO. 2025-__

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

CALIFORNIA, 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 2025-26 PURSUANT TO THE BENEFIT ASSESSMENT ACT OF 1982
WHEREAS, the City Council of the City of Indian Wells (the “City Council”) has, by Resolution, initiated proceedings for the levy and collection of assessments against lots and parcels of land within the City of Indian Wells Drainage Maintenance Benefit Assessment District No. 1 (the “Assessment District”) for Fiscal Year 2025/26, under the provisions of the Benefit Assessment Act of 1982, Chapter 6.4, Division 2, Title 5 of the Government Code of the State of California commencing with section 54703 (the “Act”); and WHEREAS, the City Council has retained Willdan Financial as the Assessment District Engineer to assist with the annual levy of assessments in accordance with the Act.

NOW, THEREFORE, BE IT RESOLVED, DETERMINED, AND ORDERED BY THE CITY COUNCIL OF THE CITY OF INDIAN WELLS AS FOLLOWS:

SECTION 1. Intention. The City Council hereby DECLARES its intention to order the drainage improvements of the Assessment District and to levy and collect assessments against lots and parcels of land within the Assessment District for the Fiscal Year commencing July 1, 2025, and ending June 30, 2026, to pay for the costs and expenses of operating, maintaining and servicing drainage improvements therein as outlined in the original Engineer’s Report, filed with the City Clerk and approved by the City Council in connection with the formation and the levy of the assessment.

SECTION 2. Authority. Pursuant to the Act, the City Council may annually determine the cost of the services financed by the assessment and, by ordinance or resolution, order the levy of an annual assessment. However, no annual assessment shall exceed the maximum assessment amount established in the original Report and approved by the property owners without additional approval of the property owners in accordance with the provisions of the California Constitution Article XIIID.

SECTION 3. Boundaries and Designation. The territory of the proposed Assessment District is within the boundaries and authority of the City of Indian Wells within the County of Riverside, State of California. The boundary map describing the Assessment District is on file with the City Clerk and is incorporated herein by reference. The Assessment District is designated and shall be referred to as the following:
“City of Indian Wells Drainage Maintenance Benefit Assessment District No. 1.” SECTION 4. Description of Drainage Improvements. The proposed drainage improvements for the Assessment District are briefly described as the operation, maintenance, servicing, and administration of the improvements and incidental expenses related thereto for the Assessment District located within the boundary of the City of Indian Wells and the jurisdiction of the City Council. The drainage improvements and the installation and maintenance of such ATTACHMENT #1

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improvements for the District can be described as follows: installation, construction, or maintenance of any authorized improvements under the Act, including, but not limited to, drainage improvements and any facilities which are appurtenant to any of the aforementioned or which are necessary or convenient for the maintenance or servicing thereof.

SECTION 5. Public Hearing. The City Council hereby DECLARES its intention to conduct a Public Hearing concerning the improvements and the levy of assessments for the Assessment District in accordance with the Act. Notice is hereby given that on Thursday, April 3, 2025, at 1:30 P.M., the City Council will hold a Public Hearing on the question of the levy and collection of assessments for Fiscal Year 2025-26 against lots and parcels of land within the Assessment District, or as soon thereafter as feasible. The Public Hearing will be held at the City Council Chambers of the City of Indian Wells, 44-950 Eldorado Drive, Indian Wells, California, at fixed times. At the hearing, all interested persons shall be afforded the opportunity to hear and be heard.

SECTION 6. Notice. A Public Hearing Notice shall be published in a local newspaper of general circulation once a week for two (2) weeks, the first publication appearing not less than fourteen (14) days before the date of the hearing and posting a copy of the Public Hearing Notice in two (2) public places within the City.

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Indian Wells, California, at an adjourned regular meeting held on this 6th day of March 2025.

___________________________

BRUCE WHITMAN
MAYOR

CERTIFICATION FOR RESOLUTION NO. 2025-__

AYES:

NOES:

ATTEST: APPROVED AS TO FORM:

_____________________________ ____________________________

ANGELICA AVILA TODD LEISHMAN

CITY CLERK CITY ATTORNEY

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RESOLUTION NO. 2025-__

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

CALIFORNIA, INITIATING PROCEEDINGS FOR THE LEVY AND
COLLECTION OF ASSESSMENTS FOR THE FISCAL YEAR 2025-26 FOR

THE CITY OF INDIAN WELLS DRAINAGE MAINTENANCE BENEFIT
ASSESSMENT DISTRICT NO. 1, PURSUANT TO THE BENEFIT
ASSESSMENT ACT OF 1982
WHEREAS, the City Council of the City of Indian Wells (the “City Council”), by previous Resolutions, formed and established the annual levy of assessments for the City of Indian Wells Drainage Maintenance Benefit Assessment District No. 1 (the “Assessment District”), pursuant to the provisions of the Benefit Assessment Act of 1982, Chapter 6.4, Division 2, Title 5 of the Government Code of the State of California commencing with section 54703 (the “Act”); and WHEREAS, the Act authorizes the City Council to levy and collect assessments for the Assessment District to pay for the costs and expenses of operating, maintaining, and servicing drainage improvements and appurtenant facilities located within public places within the boundaries of the District; and
WHEREAS, the City Council desires to initiate proceedings for the levy and collection of annual assessments against lots and parcels of land within the Assessment District for Fiscal Year 2025-26 pursuant to provisions of the Act; and
WHEREAS, the City Council has retained Willdan to assist with the annual levy of the Assessment District.

NOW, THEREFORE, BE IT RESOLVED, DETERMINED, AND ORDERED BY THE CITY COUNCIL OF THE CITY OF INDIAN WELLS AS FOLLOWS:

SECTION 1. Improvements. The drainage improvements for the assessment District are briefly described:

Installation, construction, or maintenance of any authorized improvements under the Act, including, but not limited to, drainage improvements and any facilities which are appurtenant to any of the aforementioned or which are necessary or convenient for the maintenance or servicing thereof.

SECTION 2. Extension of Existing Assessments. The City Council hereby DETERMINES that to provide the drainage improvements described in Section 1 of this Resolution, it is necessary to levy and collect assessments against lots and parcels within the Assessment District. The City Council hereby DECLARES that the property owners previously approved the existing assessments in compliance with the provisions of the California Constitution Article XIIID, and the proposed assessments for Fiscal Year 2025-26 comply with said approval and provisions.

SECTION 3. Finance Director. The Finance Director of the City of Indian Wells is hereby AUTHORIZED and DIRECTED to take all actions necessary and appropriate in connection with the annual levy and collection of assessments for the Assessment District.

ATTACHMENT #2

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PASSED, APPROVED, AND ADOPTED by the City Council of the City of Indian Wells, California, at an adjourned regular meeting held on this 6th day of March 2025.

____________________________

BRUCE WHITMAN
MAYOR

CERTIFICATION FOR RESOLUTION NO. 2025-__

AYES:

NOES:

ATTEST: APPROVED AS TO FORM:

_____________________________ ____________________________

ANGELICA AVILA TODD LEISHMAN

CITY CLERK CITY ATTORNEY

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RESOLUTION NO. 2025-__

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF INDIAN WELLS, CALIFORNIA, PRELIMINARILY APPROVING OF THE 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 2025-26

PURSUANT TO THE PROVISIONS OF THE BENEFIT ASSESSMENT ACT OF 1982
WHEREAS, the City Council of the City of Indian Wells (the “City Council”) has, by Resolution ordered the preparation of the Engineer’s Annual Levy Report (the “Engineer’s Report”) in connection with the City of Indian Wells Drainage Maintenance Benefit Assessment District No. 1 (the “Assessment District”), and levy and collection of assessments against lots and parcels of land within the territory for the Fiscal Year commencing July 1, 2025 and ending June 30, 2026, to pay the maintenance, servicing and operation of the improvements, pursuant to provisions of the Benefit Assessment Act of 1982, Chapter 6.4, Division 2, Title 5 of the Government Code of the State of California commencing with section 54703 (the “Act”); and WHEREAS, the Assessment District Engineer has prepared and filed with the City Clerk of the City of Indian Wells, and the City Clerk has presented to the City Council such report entitled “City of Indian Wells Engineer’s Annual Levy Report for the Drainage Maintenance Benefit Assessment District No. 1 Fiscal Year 2025-26” (the “Report”); and WHEREAS, the City Council has examined and reviewed the Report as presented and is satisfied with the Report, including, without limitation, each of the budget items and documents as set forth therein, and is confident that the assessments have been spread in accordance with the special benefits received from the improvements, operation, maintenance, and services to be performed, as outlined in said Report.

NOW, THEREFORE, BE IT RESOLVED, DETERMINED, AND ORDERED BY THE CITY COUNCIL OF THE CITY OF INDIAN WELLS AS FOLLOWS:

SECTION 1. That the above recitals are true and correct.

SECTION 2. That the Report, as presented consists of the following:
(a)A Description of Improvements; and,
(b)The Annual Budget (Costs and Expenses of Services, Operations, and Maintenance); and,
(c)The Method of Apportionment and the proposed amount to be levied and collected against each Assessor’s Parcel within the Assessment District for Fiscal Year 2025-26.

ATTACHMENT #3

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SECTION 3. The Report is hereby APPROVED on a preliminary basis and ordered to be filed in the Office of the City Clerk as a permanent record and to remain open to public inspection.

SECTION 4. The City Clerk shall certify the passage and adoption of this Resolution, and the minutes of this meeting shall reflect the presentation of the Report.

PASSED, APPROVED, AND ADOPTED by the City Council of the City of Indian Wells, California, at an adjourned regular meeting held on this 6th day of March 2025.

____________________________

BRUCE WHITMAN
MAYOR

CERTIFICATION FOR RESOLUTION NO. 2025-__

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 An adjourned regular meeting of the City Council of the City of Indian Wells the 6th day of March 2025, by the following vote:

AYES:

NOES:

ATTEST: APPROVED AS TO FORM:

_____________________________ ____________________________

ANGELICA AVILA TODD LEISHMAN

CITY CLERK CITY ATTORNEY

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INDIAN WELLS CITY COUNCIL
March 6, 2025

To: City Council
From: City Manager Department
Prepared by: Christopher Freeland, City Manager
Subject: Extension of Exclusive Negotiation Agreements with Abode Communities and Summit Development for Affordable
Housing Development in Indian Wells

RECOMMENDED ACTIONS:

FINDS the action is not a project within the meaning of Section 15378 of the State of California Environmental Quality Act (“CEQA”) Guidelines because it has no potential to result in physical change in the environment, directly or indirectly; and that the action is nonetheless exempt from the requirements of CEQA in that the activity is covered by the general rule that CEQA applies only to projects that have the potential for causing a significant effect on the environment. (14 CCR 15061(b)(3).)

BACKGROUND:

Government Code section 65302(c) mandates that cities adequately plan, through a Council-adopted Housing Element, for their existing and projected housing needs, including its share of the regional housing need allocation (“RHNA”). The City of Indian Wells has been assigned an allocation of 382 new housing units as its share of the RHNA in Southern California for the 6th cycle Housing Element (2021–2029). This includes 117 very-low-income units, 81 low-income units, 91 moderate-income units, and 93 above- moderate-income units. The City’s 6th cycle Housing Element has been adopted by the City Council and certified by the State Department of Housing and Community Development.

As required in Program No. 3 of the Housing Element, the City has recently rezoned the vacant 34-acre parcel at the northeast corner of Miles Avenue and Warner Trail as a Public Benefit Zone (PB Zone), allowing future development of affordable and workforce

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housing up to 24 dwelling units/acre on approximately 10-acres of the site. As identified in Program No. 3 of the Housing Element, the rezoning of the site is intended to help facilitate meeting the City’s RHNA requirements. The City is currently seeking to acquire this property through eminent domain to ensure the public benefit of the site with future affordable housing, public park, open space and associated parking uses.

Summit Developers has submitted an application for the development of a wellness resort hotel consisting of a wellness sanctuary, hotel rooms, condominiums, detached bungalows, and luxury villas on the vacant 15-acre property located at the northwest corner of Highway 111 and Miles Avenue. This project will generate hundreds of new employment positions within the City and Summit desires to develop a workforce-housing project as an incentive to attract and retain qualified staff for its new resort and wellness center. Their intent is to utilize a portion of the PB site to develop affordable work-force housing consistent with the City’s RHNA commitments for the site.

In 2020, the City entered into an exclusive-negotiation agreement (“ENA”)1 with Abode Communities for the development of affordable housing on another property elsewhere in the community. Development of that property has been delayed due to infrastructure improvements needed in the Whitewater Channel. Abode Communities was previously selected by the City after a competitive Request for Proposals process. Abode Communities has been in business for over 50 years, producing more than 45 affordable housing developments with approximately 3,000 units. They are also interested in developing a portion of the PB site with affordable housing consistent with our RHNA.

DISCUSSION:

At the June 20, 2024, City Council meeting, the City authorized ENAs with Summit Developers and Abode Communities to facilitate discussions on the potential development of affordable workforce housing on the vacant parcel at the northeast corner of Miles Avenue and Warner Trail (referred to as the PB site). This will allow both potential developers the opportunity to conduct the necessary studies of the property and develop initial designs of affordable workforce housing, park, recreation, open space, and associated parking. This in turn will provide the City with competitive options for ultimately selecting the final developer or developers to develop the PB site. It is important to note that this site has been identified as having Native American artifacts and will require additional site investigations and consultation with the affected tribe to determine the extent of developable area.

1 An ENA is legal document utilized by the City to provide parties the opportunity to discuss a potential project with specific developers who have expressed a willingness to work together on a potential development. It is not a development approval. Nor is it a promise to approve any project in the future.

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The initial term of the ENAs was for 120-days, which expired in November 2024. They were subsequently extended for an additional 120-days, which expires March 20, 2025.

Staff is recommending an additional 180-day extension to both ENAs (Attachments 1 and 2) to afford Abode and Summit additional time to conduct their due diligence, which has been delayed due to the City awaiting a resolution on the City’s effort on the eminent domain procedures for the PB site. In addition, the extension adds language to change the scope of negotiations to include the current owners of the Property, to facilitate City negotiation of the acquisition.

Residents and other stakeholders will have ample opportunity to comment on any development plans for the PB site at future community meetings when development proposals move forward. It is also important to note that entering an ENA does not commit the City to do a development with Abode Communities or Summit Developers.

FISCAL IMPACT:

This action involves no fiscal impact to the City. The extension of the ENAs will simply allow the perspective developers more time to do their due diligence investigating the site and preparing conceptual designs.

CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA):

This action has been assessed in accordance with the authority and criteria contained in CEQA, the state and local CEQA Guidelines, and the environmental regulations of the City.

The City, acting as Lead Agency, has determined the action is not a project within the meaning of Section 15378 of the State of CEQA Guidelines, because it has no potential to result in physical change in the environment, directly or indirectly; and that the action is nonetheless exempt from the requirements of CEQA in that the activity is co vered by the general rule that CEQA applies only to projects that have the potential for causing a significant effect on the environment. (14 CCR 15061(b)(3).) Any future development of the site will be subject to the appropriate CEQA analysis and mitigation, as warranted.

OPTIONS:

1. Authorize the City Attorney to prepare and the City Manager to execute a 180-day extension to the ENAs with Adobe Communities and Summit Developers.

2. Decide against extending the ENAs for one or both developers.

3. Provide alternative direction to staff.

ATTACHMENTS:

1. Abode ENA Extension Agreement

2. Summit ENA Extension Agreement

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26529.00041\43323518.2
Amendment No. 2 of
Exclusive Negotiation Agreement

This Amendment No. 2 (“Amendment”), effective March 22, 2025 (“Second Amendment Effective Date”), amends the Exclusive Negotiation Agreement, effective July 25, 2024 (“ENA”), between the City of Indian Wells (“City”) and Abode Communities (“Developer”). All capitalized terms have the same meaning as in the ENA unless indicated otherwise.

RECITALS
A.The Parties entered into the ENA for an initial term of 120 days.

B.Amendment No. 1 extended the term of the ENA for 120 days, through March 22, 2025.

C.The Parties desire to extend the term of the ENA for an additional 180 days, through September 18, 2025.

D.The City Council authorized the second extension on March 6, 2025.

E.The Parties also desire to expand the scope of negotiations to include the current owners of the Property to facilitate City negotiation of the acquisition.

TERMS AND CONDITIONS

NOW, THEREFORE, THE CITY AND DEVELOPER HEREBY AGREE AS
FOLLOWS:

1.Extension. The Negotiation Period of the ENA is hereby extended for 180 days, through September 18, 2025.

2.Scope of Negotiation. The last sentence of section 1.1 is hereby amended to read in its entirety as follows: “The City agrees, for the period set forth below, to not negotiate with any other person or entity regarding the conveyance of the Property or any portion thereof, other than with Developer, Summit Developers, and the current owners of the Property.”

3.No Other Change. All other terms and conditions of the ENA remain unchanged. (Signatures on following page)
ATTACHMENT #1

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26529.00041\43323518.2

Amendment No. 2 of
Exclusive Negotiation Agreement

CITY
CITY OF INDIAN WELLS, a public body,
corporate and politic
By:

Its: Chris Freeland, City Manager

DEVELOPER
ABODE COMMUNITIES, a California
non-profit public benefit corporation
By:

Its: President

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26529.00041\43323520.2
Amendment No. 2 of
Exclusive Negotiation Agreement

This Amendment No. 2 (“Amendment”), effective March 19, 2025, amends the Exclusive Negotiation Agreement, effective July 22 2024 (“ENA”), between the City of Indian Wells (“City”) and Summit Developments (“Developer”). All capitalized terms have the same meaning as in the ENA unless indicated otherwise.

RECITALS
A.The Parties entered into the ENA for an initial term of 120 days.

B.Amendment No. 1 extended the term of the ENA 120 days, through March 19, 2025.

C.The Parties desire to extend the term of the ENA for an additional 180 days, through September 15, 2025.

D.The City Council authorized the second extension on March 6, 2025.

E.The Parties also desire to expand the scope of negotiations to include the current owners of the Property to facilitate City negotiation of the acquisition.

TERMS AND CONDITIONS

NOW, THEREFORE, THE CITY AND DEVELOPER HEREBY AGREE AS
FOLLOWS:

1.Extension. The Negotiation Period of the ENA is hereby extended for 180 days, through September 15, 2025.

2.Scope of Negotiation. The last sentence of section 1.1 is hereby amended to read in its entirety as follows: “The City agrees, for the period set forth below, to not negotiate with any other person or entity regarding the conveyance of the Property or any portion thereof, other than with Developer, Abode Communities, and the current owners of the Property.”

3.No Other Change. All other terms and conditions of the ENA remain unchanged (Signatures on following page)
ATTACHMENT #2

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26529.00041\43323520.2

Amendment No. 2 of
Exclusive Negotiation Agreement

CITY
CITY OF INDIAN WELLS, a public body,
corporate and politic
By:

Chris Freeland
Its: City Manager

DEVELOPER
SUMMIT DEVELOPMENTS, LLC, a
Delaware limited liability company,
authorized to do business in the state of
California
By:

David Delrahim
Its: Managing Member

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INDIAN WELLS CITY COUNCIL
March 6, 2025

To: City Council
From: City Manager Department
Prepared by: Angelica Avila, City Clerk
Subject: Council Member’s Attendance at the 2025 Ophelia Luncheon

RECOMMENDED ACTIONS:

Council APPROVES the attendance of Mayor Whitman, Councilmember Penna, and Councilmember Sanders to attend the It’s a Girls World Ophelia Annual Luncheon on March 18, 2025, held at the Westin Rancho Mirage Resort & Spa; and

FINDS the action exempt from CEQA review under CEQA Guidelines section 15061(b)(3).

DISCUSSION:

The City Council adopted a ticket policy for pre-approval of Council Member attendance at events which serve a valid governmental or public purpose (Resolution No. 2022-36).

The Council Policy Manual Section 2.11.010 states the consent calendar staff report will include a description of the event, including the date and location, the Council Member/s attending, the total cost for each Council Member, and the City’s governmental or public purpose for attending the event. Once the Council has confirmed its attendance for the 2025 listed events, a report will be issued to the Council in a future agenda.

The Ophelia is a program of the John F. Kennedy Memorial Foundation. 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.

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PRE-APPROVAL OF EVENTS:

Description (Date and Location) Council
Member
Total
Cost
Public
Purpose

It’s a Girls World; Ophelia Project
Annual Luncheon on Tuesday, March
18, 2025- 11:30 a.m. at the Westin
Rancho Mirage Resort & Spa

Whitman

Penna

Sanders

$300
(2 tickets)

$125
(1 ticket)

Section F (13)

Resolution No. 2022-36 Section F (13) – Promote community resources and private facilities, including charitable and non-profit organizations facilities, available for use by city residents.

FISCAL IMPACT:

The Fiscal Year 2024-25 budget allocates up to $2,500 per Council Member for participation in governmental or public-purpose events. The Finance Department will monitor these expenditures and provide detailed monthly reports to the Senior Executive Assistant. The events outlined above are accounted for within the existing budget and do not result in any additional financial impact.

CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA):

The action is not a project within the meaning of Section 15378 of the State of California Environmental Quality Act (“CEQA”) Guidelines, because it has no potential for resulting in physical change in the environment, directly or indirectly; and that the action is nonetheless exempt from the requirements of CEQA in that the activity is covered by the general rule that CEQA applies only to projects that have the potential for causing a significant effect on the environment. (14 CCR 15061(b)(3).)

ATTACHMENTS:

1. 2025 Ophelia Luncheon Invitation

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2 ATTACHMENT #1

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INDIAN WELLS CITY COUNCIL
March 6, 2025

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; and

FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

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

Page 137 of 262 ends

Council Meeting Agenda- March 6, 2025

updates. In February 2025, 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.

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 changed. 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.

CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA):

ATTACHMENTS:

1. Resolution

2. Record Retention Schedule FY 2024-25

Page 138 of 262 ends

Council Meeting Agenda- March 6, 2025

RESOLUTION NO. 2025-__

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 Meeting Agenda- March 6, 2025

City of Indian Wells
Resolution No. 2025-__

Page 2 ends

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:

Page 140 of 262 ends

Council Meeting Agenda- March 6, 2025

City of Indian Wells
Resolution No. 2025-__

Page 3 ends

• 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 an adjourned regular meeting held on this 6th day of March 2025.

________________________________

BRUCE WHITMAN
MAYOR

CERTIFICATION FOR RESOLUTION NO. 2025-__

AYES:

NOES:

ATTEST: APPROVED AS TO FORM:

_______________________ ___________________________

ANGELICA AVILA TODD LEISHMAN

CITY CLERK CITY ATTORNEY

Page 141 of 262 ends

Council Meeting Agenda- March 6, 2025

City of Indian Wells
Resolution No. 2025-__

Page 4 ends

Exhibit “A”
(ATTACHMENT #2 to the Staff Report)

Page 142 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 23.0 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)
Lead Dept. CW-004 Advertising (Legal)2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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)
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

QC & OD
Covers E&O Statute of Limitations
(insurance certificates are filed with
agreement);Statute of Limitations: Contracts
& Spec's=4 years, Wrongful Death=comp. +
5 years, Developers=comp. + 10 years; CCP
§337 et. seq., GC §34090
Lead Dept. CW-008
Agreements & Contracts:

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; CCP
§337 et. seq., 2 CFR 200.334; 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, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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: 4/4/2024 ATTACHMENT #2

Page 143 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 23.0 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).

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)
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, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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)
Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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)
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: 4/4/2024

Page 144 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 23.0 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).

CW-018
Boards, Commissions, & Committees:

External Organizations (e.g. County Board
of Supervisors)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Non-records
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

QC & OD
Covers E&O Statute of Limitations
(insurance certificates are filed with
agreement); Statute of Limitations:

Contracts & Spec's=4 years, Wrongful
Death=comp. + 5 years, Developers=comp.
+ 10 years; CCP §337 et. seq., GC §34090
Lead Dept. CW-026
Committees / Staff Meetings: Internal
attended by employees (e.g. Records
Management Committee, In-House Task
Forces, etc.)
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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, Mfr, OD, Ppr S / I Yes: After

QC & OD
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
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: 4/4/2024

Page 145 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 23.0 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).

CW-030 Copies or duplicates of any record
Copies -
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
ONLY IF the Content relates in a
substantive way to the conduct of the
public's business; City of San Jose v.

Superior Court (2017) 2 Cal.5th 608 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: 4/4/2024

Page 146 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 23.0 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).

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 /
retuned mail, visitors logs, voice mails,
webpages, etc.)
When No
Longer
Required
Mag, Ppr
Electronic and paper records are filed and
retained based upon their CONTENT E-
mails, electronic records, or social media
postings 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 printing them out and placing
them in a file folder, or saving them
electronically. If not mentioned here,
consult the City Attorney to determine if a
record is considered transitory / preliminary
draft. GC §§34090, 7927.500, 64 Ops. Cal.

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

Superior Court (2017) 2 Cal.5th 608
Lead Depart. CW-033 Databases
Indefinite -
Follows
Retention of
the Records
attached to
the Database
Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
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: 4/4/2024

Page 147 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 23.0 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).

Lead Depart. CW-035 E-mail relating to the conduct of the City's business 2 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
City preference; GC §§34090, 7927.500,
7928.705 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; 2 CFR 200.334; 24
CFR 91.105(h), 92.505, 570.490, &
570.502(a), 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, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §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
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

QC & OD
Covers E&O Statute of Limitations
(insurance certificates are filed with
agreement); Statute of Limitations:

Contracts & Spec's=4 years, Wrongful
Death=comp. + 5 years, Developers=comp.
+ 10 years; CCP §337 et. seq., 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: 4/4/2024

Page 148 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 23.0 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 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
Lead Dept. CW-046 Newspaper Clippings
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Non-records - may be obtained from the
newspaper company; GC §34090
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); Statute of Limitations:

Contracts & Spec's=4 years, Wrongful
Death=comp. + 5 years, Developers=comp.
+ 10 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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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 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: 4/4/2024

Page 149 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 23.0 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).

Personnel CW-051 Personnel Files
Upon
Separation,
Send All
Originals to
Personnel
Before
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
Personnel CW-052
Personnel Files (Supervisors File of notes -
incorporated into Annual Performance
Evaluations)
1 year
Before
Annual
Performanc
e
Evaluation
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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.

Lead Dept. CW-056 Real Estate Appraisal Reports 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 GC
§§34090, 7928.705
Lead Dept. CW-057 Records Inventories Indefinite Yes Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Data is superseded; GC §34090
Lead Dept. CW-058 Records Management Audit Forms 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
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, 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: 4/4/2024

Page 150 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 23.0 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).

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, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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, Mfr,
OD, Ppr S / I Yes: After
QC & OD Copies; GC §34090.7
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)
Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; Information is
outdated after 10 years; If historically
significant, retain permanently; GC §34090
Lead Depart. CW-066 Social Media postings relating to the conduct of the City's business 2 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations any "...liability founded
upon an instrument in writing" or not
specifically provided for is 4 years; GC
§34090, CCP §§337, 343
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: 4/4/2024

Page 151 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 23.0 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).

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, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
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 are 5
years; EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 2
-3 years for personnel actions; 8 CCR
§3203 et seq., 29 CFR 1602.31; LC
§6429(c); GC §§12946, 12960, 34090,
53235.2(b), LC §6401.9(f),
Lead Dept. CW-074 Work / Vacation Schedules
When No
Longer
Required
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
The time card is the final (this is a
preliminary draft); 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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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: 4/4/2024

Page 152 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 16.0 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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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, Mfr, OD, Ppr S / I Yes: After

QC & OD
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; GC §34090
Building BL-005 Daily Logs
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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 GC §34090; H&S§19850,
Planning BL-008 Plan Check Files
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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)
1 year
180 days
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference to cover the period
of time for reduced fees; Permits expire if
work is not commenced within 1 year 180
days, and may be extended for 180 days if
requested; GC §34090; H&S 18938.6, CBC
105.5
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: 4/4/2024

Page 153 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 16.0 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; 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)
1 year
Minimum
180 days
Yes (all)Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference to cover the period
of time for reduced fees; Permits expire if
work is not commenced within 1 year 180
days, and may be extended for 180 days if
requested; GC §34090; H&S 18938.6, CBC
105.5
Building BL-012 PLANS: Approved Construction
Documents and Plans - RESIDENTIAL (all)
Completion
+ 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; 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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Database can re-re-created reports
accurately; Preliminary drafts 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, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Building BL-015 Uniform Building Codes / California Building Code (CBC, UBC, UPC, UEC, etc.)
When
Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §50022.6
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: 4/4/2024

Page 154 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 16.0 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).

CODE ENFORCEMENT
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: 4/4/2024

Page 155 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 13.0 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
Finance is OFR for other invoices;
Department Preference to cover auditing
standards; GC §34090
City Attorney CA-003 Lawsuits / Litigation - Historical Cases P Yes: Until Resolution
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, Mfr,
OD, Ppr S / I Yes: After
QC & OD Copies; GC §34090.7
City Attorney CA-006 Subject / Project Files (Cable TV, etc.)Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Some material may be required for
reference, depending upon subject; GC
§34090
City Attorney CA-007 Subpoenas 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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: 4/4/2024

Page 156 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 20.0 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, Mfr, OD, Ppr S / I Yes: After

QC & OD
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: 4/4/2024

Page 157 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 20.0 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

QC & OD
Covers E&O Statute of Limitations
(insurance certificates are filed with
agreement); Statute of Limitations:

Contracts & Spec's=4 years, Wrongful
Death=comp. + 5 years, Developers=comp.
+ 10 years; CCP §337 et. seq., GC §34090
City Clerk CC-006 Annexations / LAFCO P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Land Records; GC §34090
City Clerk CC-007 Assessment District Formation Records P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090 et seq.

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 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: 4/4/2024

Page 158 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 20.0 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-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 Clerk CC-011 Boards, Commissions & Committees -
APPLICATIONS: APPOINTED P Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference for Planning & ALC
members; Statute of Limitations: Public
official misconduct is discovery of offense +
4 years, GC §34090; PC §§801.5, 803c
City Clerk CC-012 Boards, Commissions & Committees -
APPLICATIONS: UNSUCCESSFUL 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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 / I 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 Yes: After
QC & OD No 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: 4/4/2024

Page 159 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 20.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
(OFR)
Retention No.Records Description Total
Retention Vital?Media
Options
Image:

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

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

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

City Clerk 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
Personnel /
Risk
Manage.

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

QC & OD
Department Preference (copies); GC
§34090.7
City Clerk CC-020 Condemnation Proceedings / Eminent
Domain
Settle + 5
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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 / I Yes: 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 / I Yes: 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 / I 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, Mfr, OD, Ppr S / I Yes: After
QC 2 years
Must post on website; GC §81009(e); GC
§34090;
City Clerk CC-026 FPPC Form 802 (Tickets Provided by
Agency Report)7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC 2 years
Must post on website for 4 years; GC
§81009(e); 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: 4/4/2024

Page 160 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 20.0 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-027 FPPC Form 803 (Behested Payment
Report)7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC 2 years GC §81009e; GC §34090
City Clerk CC-028 FPPC Form 804 (Agency Report of New
Positions)P Mag, Mfr,
OD, Ppr S / I Yes: After
QC 2 years
FPPC Regulation 18734(c); GC §81009e;
GC §34090
City Clerk CC-029 FPPC Form 805 (Agency Report of
Consultants)P Mag, Mfr,
OD, Ppr S / I Yes: After
QC 2 years
FPPC Regulation 18734(c); GC §81009e;
GC §34090
City Clerk CC-030 FPPC Form 806 (Agency Report of Public Official Appointments)7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC 2 years
Must post on website; 2 CCR 18702.5; GC
§34090; GC §81009(e)
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

QC & OD
Meets auditing standards; Grants covered
by a Consolidated Action Plan are required
for 5 years; Uniform Admin. Requirements
for Grants to Local Governments is 3 years
from expenditure report or final payment of
grantee or subgrantee; 2 CFR 200.334; 24
CFR 91.105(h), 92.505, 570.490, &
570.502(a), 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, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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 / I Yes: After
QC 2 years
Paper must be retained for at least 2 years;
GC §81009(b)&(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: 4/4/2024

Page 161 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 20.0 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-035
Campaign Filings (FPPC 400 Series Forms
& Form 501): UNSUCCESSFUL

CANDIDATES
5 years Ppr S / I Yes: After
QC 2 years
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 / I Yes: After
QC 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 / I Yes: After
QC 2 years
Paper must be retained for at least 2 years;
GC §81009(f)&(g)
City Clerk CC-038
Candidate File: Nomination Papers,
Candidate Statements, etc. -

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

QC & OD
Department Preference; CA law states term
of office and 4 years after the expiration of
term for Nomination Papers; EC §17100
City Clerk CC-039
Candidate File: Nomination Papers,
Candidate Statements, etc. -

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

QC & OD
Department Preference; CA law states term
of office and 4 years after the expiration of
term for Nomination Papers; 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: 4/4/2024

Page 162 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 20.0 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-043.1 Elections - Petitions (Initiative, Recall or Referendum) - IF INSUFFICIENT
Final
Examination
+ 1 year
after
petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or
final examination if no election, unless there
is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400
City Clerk CC-043.2 Elections - Petitions (Initiative, Recall or Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or
final examination if no election, unless there
is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400
City Clerk 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 §17302
City Clerk CC-045 Elections - Vote by Mail / Identification Envelopes 6 mo.Ppr EC §17302
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: 4/4/2024

Page 163 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 20.0 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-046 Elections - Assessment District Ballots - Prop. 218 proceedings / Protest Letters 2 years Ppr GC §53753(e)(2); 53755(d) 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 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, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC § 34090
City Clerk CC-057 Fee Studies 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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); 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 / I No 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: 4/4/2024

Page 164 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 20.0 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-061 Municipal Code Administration, Distribution, etc.

When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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 / I 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 Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Law requires 1 year for petitions; GC §50115
City Clerk CC-065 Proof of Publication (City Clerk)2 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
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, Mfr, OD, Ppr S / I Yes: After
QC & OD GC § 34090
City Clerk CC-067 Real Estate Appraisals - Property acquired by the City 7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Meets all auditing requirements; GC §34090
City Clerk CC-068 Real Estate Appraisals - Property NOT acquired 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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.

Page 165 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 20.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-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).

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, Mfr,
OD, Ppr S / I Yes: After
QC & OD EC §21160(i) 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 / I 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 / I Yes: After
QC & OD 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: 4/4/2024

Page 166 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 13.0 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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC § 34090
City Manager
/ Admin.CM-004 Newspaper Clippings
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Non-records
City Manager
/ Admin.CM-005 Proclamations 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Manager
/ Admin.CM-006
Projects, Subjects & Issues (Issues and/or
projects will vary over time - e.g. Hotels,
etc.)
Minimum 2
years
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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 Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
City Manager
/ Emerg.

Prep.

CM-009 Public Information Documents from Other
Agencies
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Non-records; GC §34090 et seq.

Page 167 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 13.0 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-010 Rosters, Emergency Personnel
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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.)
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), ; CCP
§§336(a), 337 et. seq., GC §34090
City Manager
/ Franchise
Manag.

CM-012 Recycling Programs 3 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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),CCP §§336(a),
337 et. seq., GC §34090
City Manager
/ Public
Safety
CM-014 Citations (Parking & Municipal Code
Violations)2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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 Manager
/ Redevelop.CM-016 Potential Projects & Issues Minimum 2 years
Yes: While
Active
Issues
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
City Manager
/ Redevelop.CM-017 Redevelopment Project Files: Denied, Not Approved, etc.

Minimum 2
years
Yes: Until
Completed
Mag, Mfr,
OD, Ppr S / I Yes: After QC
& OD 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: 4/4/2024

Page 168 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 13.0 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-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.

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: 4/4/2024

Page 169 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 21.0 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, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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 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: 4/4/2024

Page 170 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 21.0 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 S / 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.)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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: 4/4/2024

Page 171 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 21.0 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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; Finance Database
can re-produce these accurately; 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; 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; 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; GC §34090
Finance /
Admin.FIN-023
Reports, Finance Reports created from
Database: Journals, Ledgers,
Reconciliations, Registers, Reports,
Transaction Histories, Balance Sheets
(MONTHLY OR PERIODIC)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Financial system can re-create reports
accurately; Transitory records not retained in
the ordinary course of business; GC §34090
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; 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
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: 4/4/2024

Page 172 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 21.0 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-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; FTC Reg's rely on "self-
enforcement"; GC§§ 34090, 43900

ACCOUNTS PAYABLE
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;
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; 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; 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; GC §34090, CCP §
337
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: 4/4/2024

Page 173 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 21.0 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-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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Data Fields / Records are interrelated; meets
municipal government auditing standards;
GC §34090
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
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: 4/4/2024

Page 174 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 21.0 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-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; 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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Data Fields / Records are interrelated; meets
municipal government auditing standards;
GC §34090
Finance /
Payroll FIN-048
Payroll Journal / Register / W-2 & W-3
Summary Reports (Detail Year-end, or
periodic if no detail year-end)
5 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference t; consistent with
auditing standards; GC §34090
Finance /
Payroll FIN-049 Payroll Journal / Registers (Periodic reports,5 years Mag, OD, Mfr, Ppr S / I Yes: After

QC & OD
Considered a draft or transitory record 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; 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; IRS Reg §31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6, 29USC 436,
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: 4/4/2024

Page 175 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 21.0 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-053 W-4's
No Longer in
Effect + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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; GC §34090
Finance /
Purchasing FIN-056
Purchasing - Bidder / Vendor List
(Companies that want to receive RFPs /
RFQs)
Superseded Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Recommended by State Fire Marshall;
Statute of Limitations for Health Providers is
3 years; Juveniles are required until patient
becomes 18 years old; 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;
CCP §340.5, GC §34090
Finance /
Risk
Manage.

FIN-060 Accident / Incident Reports: CITY
VEHICLES with no injuries, City Property 2 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
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, 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: 4/4/2024

Page 176 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 21.0 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 /
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

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, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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: 4/4/2024

Page 177 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 14.0 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
When No
Longer
Required
Yes Mag.

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

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.

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..

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: 4/4/2024

Page 178 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 14.0 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).

RISK MANAGEMENT
Information
Technology
Finance /
Risk
Manage.

IT-006
FIN-058
Accident / Incident / Injury Reports:

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

IT-007
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;
CCP §340.5, GC §34090
Information
Technology
Finance /
Risk
Manage.

IT-008
FIN-060
Accident / Incident Reports: CITY
VEHICLES with no injuries, City Property 2 years Mag, Mfr, OD, Ppr S / I Yes: After

IT-009
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, GC §34090;
PC §§801.5, 803c
Information
Technology
Finance /
Risk
Manage.

IT-010
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)
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: 4/4/2024

Page 179 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 14.0 RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY Page IT-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).

Information
Technology
Finance /
Risk
Manage.

IT-011
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
Information
Technology
Finance /
Risk
Manage.

IT-012
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
Information
Technology
Finance /
Risk
Manage.

IT-013
FIN-065 Loss Run Reports 5 years Mag, Mfr,
OD, Ppr S / I Yes: After

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

IT-014
FIN-066 Vehicle Titles / Pink Slips
Upon
Disposal of
Vehicle
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Information
Technology
Finance /
Risk
Manage.

IT-006
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

Page 180 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 10.0 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
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Drafts not retained in the ordinary course of
business; GC §34090
Marketing &
Public
Relations
MKT-004 Marketing / Promotional Final Documents Minimum 2 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
Marketing &
Public
Relations
MKT-005 Press Releases 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC § 34090
Marketing &
Public
Relations
MKT-006 Speeches and Lectures
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Notes, drafts, or transitory records; GC
§34090 et seq.

Page 181 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 19.0 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 Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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)
Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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 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 years after "fully and finally
disposed"; 2 CCR 1101(c); GC §§12946,
12960, 34090
Personnel PER-005 DMV Pull Notices (for maintenance
vehicles)
When
Superseded
or Employee
Separated
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Transitory or source records not retained in
the ordinary course of business; CHP audits
every 2 years; Bureau of National Affairs
recommends 2 years for all supplementary
Personnel records; GC §34090
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: 4/4/2024

Page 182 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 19.0 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-006 Drug and Alcohol Testing / D.O.T files:

Negative Results 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
29 CFR 1602.30, 29 CFR 1602.32; GC
§34090
Personnel PER-009 Employee Assistance Program 2 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Personnel PER-010 Employee Awards 2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Personnel PER-011 Grievances (ALL)
Final
Disposition +
5 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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 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: 4/4/2024

Page 183 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 19.0 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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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; GC §34090
Personnel PER-014 Job Descriptions / Job Specifications P Yes: Before Superseded
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department Preference; statute of limitations
for EEOC/FLSA/ADEA (Age) requires 3
years for promotion, demotion, transfer,
selection, or discharge; State Law requires 4
years; 29 CFR 1602.31 & 1627.3(b)(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 Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
Personnel PER-017 PERS Actuarial Reports Minimum 10
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: 4/4/2024

Page 184 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 19.0 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-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
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 years Mag, Mfr, OD, Ppr S / I Yes: After

QC & OD
Department preference; Per NeoGov Policy;
29 CFR 1627.3(b)(1), 29 CFR 1602.14; 2
CCR 11013(c); GC §§12946, 12960, 34090
Personnel PER-022
Recruitment File - Advertisements,
Applications (unsuccessful), Tests, Letters,
Scantrons, Questions, Interview Notes
4 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Department preference; EEOC/FLSA/ADEA
(Age) requires 3 years for promotion,
demotion, transfer, selection, or discharge;
State Law requires 4 years; 29 CFR 1602.31
& 1627.3(b)(1), 8 CCR §3204(d)(1) et seq.,
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: 4/4/2024

Page 185 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 19.0 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-023 Recruitment Flyers and Brochures
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Brochures and Flyers are also maintained
with recruitment file (these are copies); GC
§34090.7
Personnel PER-024 Salary Surveys Minimum 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Personnel PER-025
Verifications of Employment, Child Support,
etc. (From lenders or other outside
companies)
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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: 4/4/2024

Page 186 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 18.0 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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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 S / I Yes: After
QC & OD Census Bureau is OFR; GC §34090 et seq.

Page 187 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 18.0 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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Not all internal communications and notes
are required to be saved; "E-mails that do
not provide insight into the project or the
agency’s CEQA compliance with respect to
the project — are not within the scope of
section 21167.6, subdivision (e) and need
not be retained." Golden Door Properties,
LLC v. Superior Court of San Diego County
(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
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Non-records
Planning PL-013 Film Permits 2 years Yes (during
filming)
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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: 4/4/2024

Page 188 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 18.0 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 / I 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 / Temporary
Use Permits - 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
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, Mfr,
OD, Ppr S / I 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: 4/4/2024

Page 189 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 15.0 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 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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
Statute of Limitations for any "...liability
founded upon an instrument in writing" or not
specifically provided for is 4 years; 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.)
Minimum 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: 4/4/2024

Page 190 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 15.0 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-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
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)
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.) 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: 4/4/2024

Page 191 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 15.0 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-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.) GC
§34090
Public Works
/ Engineer.PW-017 Project Files: Fugitive Dust Applications & Plans (PM 10)2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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
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: 4/4/2024

Page 192 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 15.0 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-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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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)
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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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
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: 4/4/2024

Page 193 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 15.0 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
/ 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, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090

MAINTENANCE
Public Works
/ Maint.PW-039 Air Compressor Tank Permits
Upon
Expiration
(minimum 2
years)
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works
/ Maint.PW-040 AQMD Permits 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 40 CFR 70.6; 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: 4/4/2024

Page 194 of 262 ends

Council Meeting Agenda- March 6, 2025

Ver. 15.0 RECORDS RETENTION SCHEDULE - PUBLIC WORKS Page PW-6 Office of
Record
(OFR)
Retention No. Records Description Total
Retention Vital?Media
Options
Image:

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

Retentions begin when the act is completed, 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-041 Generator Operation Logs (for Fixed /
Stationary Generators)3 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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, Mfr,
OD, Ppr S / I Yes: After

QC & OD
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, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Public Works
/ Maint.PW-046 Manuals - Operation and Maintenance for
various equipment
Life of
Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD No Administrative value; GC §34090
Public Works
/ Maint.PW-047 Pre-Trip Inspections / Daily Vehicle
Inspections 2 years Mag, Mfr,
OD, Ppr S / I Yes: After

QC & OD
13 CCR 1234(e); VC 34505.5(c); 49 CFR
396.11; 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; entered into
DigAlert Software; the Excavator, Operator
and the Regional Notification Cetner all have
an obligation to retain for 3 years; GC
§§4216.2(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: 4/4/2024

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Council Meeting Agenda- March 6, 2025

INDIAN WELLS CITY COUNCIL
March 6, 2025

To: City Council
From: Public Works Department
Prepared by: Ken Seumalo, Public Works Director
Subject: Supplemental Appropriation for City Hall Security System

RECOMMENDED ACTIONS:

Council APPROVES a supplemental appropriation of $800 for the purchase of 20 user licenses and one exterior video camera; and

DIRECTS Staff to adjust the project budget accordingly; and

FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Public Resources Code Section 15061 (b)(3).

BACKGROUND:

The City’s original security system was installed in the early 2000s and consisted of door sensors, a fire alarm, and a keypad-operated arming system. Over the past 25 years, the system expanded to include video cameras, panic alarms, motion sensors, and upgrades to the keypad access. In September of 2024, the City Council approved an upgrade to the system for $100,000. The work included upgrading the cable, adding and updating the security cameras, upgrading the access controls for seven doors, upgrading the control system, and increasing the video storage capacity to meet with the State’s new one-year retention requirement. The original project scope also increased security by upgrading the alarm sensors at the City Yard.

With this report, Staff is requesting a supplemental appropriation of $800 to utilize the new system's available access features, which require licensing. Staff is also requesting an additional exterior camera to cover unmonitored areas. The cost of this upgrade exceeds the original budget by $800.

FISCAL IMPACT:

The staff recommends that a supplemental appropriation of $800 from the General Fund be approved for the designated project account. These funds will be allocated for the procurement of one exterior camera to be integrated into the existing security system

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and the acquisition of 20 user licenses to facilitate enhanced access features of the new system.

CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA):

This project has been assessed in accordance with the authority and criteria contained in the California Environmental Quality Act (CEQA), the State and local CEQA Guidelines, and the environmental regulations of the City. The City acting as Lead Agency, h as determined the Safer Streets Phase I project qualifies as being Categorically Exempt from CEQA pursuant to Section 15061(b)(3).

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Council Meeting Agenda- March 6, 2025

INDIAN WELLS CITY COUNCIL
March 6, 2025

To: City Council
From: Public Works Department
Prepared by: Ken Seumalo, Public Works Director
Subject: Whitewater Channel West Drop Structure Repair Project Closeout

RECOMMENDED ACTIONS:

Council ADOPTS the Whitewater Channel West Drop Structure Repair project as complete; and

DIRECTS Staff to adjust insurance coverage amount and FEMA reimbursement requests to the final construction cost amount to $3,635,314; and

APPROVES the final project cost of $3,635,314, with a supplemental appropriation of $321,000; and

FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Public Resources Code Article 19, Section 15302.

BACKGROUND:

In February 2019, the Coachella Valley was subject to a major rainstorm that produced significant runoff and debris flows in the Whitewater River Channel. The resulting damage from the storm caused the temporary closure of the low-water crossing on Fred Waring Drive just west of the intersection with Eldorado Drive, significant debris deposits within the golf course are of the Whitewater River Channel, and considerable damage to both the East Drop Structure located between Holes 16 and 17 of the Players Course and the West Drop Structure located east of the Eldorado Drive Bridge.

The 2019 storms brought significant silt and debris deposits, and storm flows eroded the north half of the West Drop Structure and the downstream end of the East Drop Structure.

For reference, a drainage drop structure is a facility that dissipates much of the energy in a stream of flowing water. This energy dissipation helps to reduce erosion damage downstream. In addition to preserving the channel through the golf course area, the West Drop Structure protects the golf cart bridge and seasonal driving range area.

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Council Meeting Agenda- March 6, 2025

In 2023, Tropical Storm Hilary generated an extraordinary surge of stormwater through the Whitewater Channel, causing extensive structural damage and a critical failure of the west drop structure. Notably, repairs necessitated by the severe storms of 2019 had not yet commenced due to prolonged delays associated with federal funding reimbursement agreements and the pending acquisition of requisite design approvals from relevant regulatory agencies. Consequently, the unresolved structural vulnerabilities from the 2019 event significantly compounded the damage inflicted by the 2023 storm.

The February 2019 storm and Tropical Storm Hilary were formally declared natural disasters by the President of the United States and the Governor of California. These declarations activated eligibility for federal disaster relief through the Federal Emergency Management Agency (FEMA), facilitating access to funding intended to support the restoration and repair of infrastructure damaged by both events.

Under FEMA’s reimbursement framework, applicants must submit comprehensive project improvement plans for evaluation and approval before initiating construction activities.

Upon completion of all approved repairs, final project costs must be submitted for review to obtain reimbursement for eligible expenditures.

In addition to federal support, the City holds insurance coverage through the California Joint Powers Insurance Authority (CJPIA), providing additional financial protection for infrastructure repair efforts. A funding request totaling $3,314,314 was successfully fulfilled by the CJPIA, significantly contributing to the financial resources necessary to address the west drop structure’s restoration.

During repairs, unforeseen damage was identified, along with a critical need for supplemental rock protection around the basin's perimeter to enhance structural resilience. These additional repairs incurred an incremental expense of $311,500. In accordance with established funding protocols, this supplementary cost will be formally submitted for reimbursement consideration to both FEMA and the CJPIA.

FISCAL IMPACT:

The initial project bid was awarded at $3,314,314, with full funding secured through the City’s insurance coverage under the California Joint Powers Insurance Authority (CJPIA) policy. However, unforeseen sub-grade complications were identified during the excavation phase, necessitating additional structural reinforcement measures.

Specifically, these issues required enhanced rock protection to fortify the concrete basin and ensure the long-term integrity of the infrastructure. Addressing these unexpected conditions resulted in an additional expenditure of $321,000.

Staff is formally requesting that the City Council authorize an allocation of $321,000 from the Capital Improvement Fund to finalize outstanding contractual obligations and facilitate the completion of the project. Furthermore, the staff seeks direction to initiate

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Council Meeting Agenda- March 6, 2025

reimbursement requests from both the Federal Emergency Management Agency (FEMA) and the CJPIA for the total project cost of $3,635,314.

It is essential to emphasize that the City’s financial obligation for this project will be mitigated through a combination of FEMA and CJPIA reimbursements. However, reimbursement from both sources will not fully cover the entire cost in duplicate; instead, the City will recover eligible expenses proportionally, in accordance with the respective funding guidelines and coverage limitations of each entity.

CALIFORNIA ENVIRONMENTAL QUALITY ACT (CEQA):

This project has been assessed in accordance with the authority and criteria contained in the California Environmental Quality Act (CEQA), the State and local CEQA Guidelines, and the environmental regulations of the City. The City acting as Lead Agency, has determined the Safer Streets Phase I project qualifies as being Categorically Exempt from CEQA pursuant to Article 19, Section 15302.

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Council Meeting Agenda- March 6, 2025

INDIAN WELLS CITY COUNCIL
March 6, 2025

To: City Council
From: Finance Department
Prepared by: Kevin McCarthy, City Finance Director
Subject: Ordering the Levy and Collection of Assessments for the Special Fire Tax Standby and Availability Charges

RECOMMENDED ACTIONS:

Council OPENS the Public Hearing, takes any public testimony, CLOSES the Public Hearing, and

ADOPTS Resolution approving the annual levy of the Special Fire Tax Standby and Availability Charges for the Fiscal Year 2025-26 and

ORDERS the Special Fire Tax levy to be placed on the Fiscal Year 2025-26 Riverside County tax roll.

FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.

BACKGROUND:

Annually, the City Council is required to conduct a Public Hearing, solicit public input, and adopt a Resolution regarding the collection of levies for the Special Fire Tax Standby and Availability charges for the upcoming fiscal year. These levy collections are essential for enhancing fire safety services within the City. It is noteworthy that the Special Fire Tax Assessment for Fiscal Year 2024-25 will remain unchanged.

The City has entered into a contractual agreement with the Riverside County Fire Department to provide fire protection services. The Fire Station operates continuously, 24/7, with a dedicated team of five full-time personnel, including two firefighter paramedics trained in advanced life support. Indian Wells benefits from specialized fire service teams and rescue equipment, addressing critical needs such as vehicle accidents, hazardous materials incidents, confined space rescues, and swift water/flood rescues.

In 1980, Indian Wells voters approved a special tax of $120 per household annually, specifically designated for fire suppression, paramedic services and equipment, and ladder truck services. The revenues generated from the Special Fire Tax are crucial to sustaining

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Council Meeting Agenda- March 6, 2025

the City's emergency services program, contributing approximately $600,000 to the overall $5.2 million annual fire services budget.

The Special Fire Tax Standby and Availability charges are calculated as follows:

For residential parcels with existing structures, such as single -family homes, the annual charge is set at $120.00 per dwelling unit. Consequently, a parcel with a single residence is assessed at $120.00 annually, while a duplex is charged $240.00 annually.

The annual charge is $60.00 per potential dwelling unit for residential parcels that are subdivided but remain undeveloped. This applies to parcels designated for residential development that have not been constructed. In these cases, the annual charge is $60.00 per unit for each future residence that could be built on the parcel.

For vacant land parcels not subdivided, the annual charge begins at $39.00 for the first acre or any portion thereof. For parcels larger than one acre but up to 50 acres, the charge is $39.00 for the first acre plus $6.50 for each additional acre, prorated for any portion over one acre. The charge for parcels between 50 and 100 acres is $39.00 for the first acre, $6.50 per acre for the next 49 acres, and $2.60 per acre for the remaining acres up to 100, prorated for any portion over 50 acres. Parcels exceeding 100 acres are charged $39.00 for the first acre, $6.50 per acre for the next 49 acres, $2.60 per acre for the subsequent 50 acres, and $0.65 per acre for any portion exceeding 100 acres.

Additionally, in accordance with City Ordinance No. 170, non-residential land is subject to levies based on property improvements and usage. These charges are determined by the estimated fire flow requirements, as outlined in the Fire Prevention and Control Master Planning Guide published by the United States Department of Commerce.

FISCAL IMPACT:

There is no financial impact on the City. The voter-approved annual levy rate will remain consistent since this special tax is not subject to a CPI index. The levy collection in the Fiscal Year 2025-26 is $600,000.

OPTIONS:

1. Approve the annual levy of the Special Fire Tax Standby and Availability Charges for the Fiscal Year 2025-26.

2. Decide against approving the annual levy.

3. Provide alternative instructions for the staff.

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Indian Wells City CouncilMarch 6, 2025

Indian Wells City Council
March 6, 2025