CITY COUNCIL SPECIAL
MEETING REVISED AGENDA
Thursday, March 5, 2026
10:30 AM
City Hall Council Chamber
44950 Eldorado Drive, Indian Wells, CA 92210
Welcome to a meeting of the Indian Wells City Council.
Live Stream: Regular meetings held in the City Hall Council Chamber are streamed live.
You can watch the meeting on any device or computer. Members of the public who wish to listen or watch the meeting may access the livestream during the regular meetings.
LIVE STREAM CLICK HERE.
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 TOPER TAYLOR
MAYOR PRO TEM BRIAN PENNA
COUNCIL MEMBER GREG SANDERS
COUNCIL MEMBER DANA REED
COUNCIL MEMBER BRUCE WHITMAN
B.APPROVAL OF THE FINAL AGENDA
C.PROCLAMATIONS AND PRESENTATIONS
C.1 Introduction of Riverside County Fire Chief Robert Fish and Battalion Chief Cody Wright
*C.2 Coachella Valley Disaster Preparedness Network Presentation by Carla Sullivan-Dilley, CVDPN Past President
D.PUBLIC COMMENTS
Members of the public who wish to speak on Consent Calendar items or items not listed on the agenda may do so at this time. Public comments are limited to three (3) minutes per speaker. Speakers will be alerted when their time is up and are asked to promptly return to their seats. No further comments will be permitted after the allotted time.
Please note that while the City Council values public input, it cannot take action or engage in discussion on items not listed on the agenda.
However, the Council may refer matters raised during public comment to staff for review, follow-up, as appropriate.
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.
G.1 Initiating Proceedings and Preliminarily Approving the Annual Levy Report for Indian Wells Street Lighting District No. 2000-1 for Fiscal Year 2026-27
12 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 2026-27, 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 2026-27; and
SCHEDULES a noticed Public Hearing on April 2, 2026, 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.
G.2 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 2026-27
35 RECOMMENDED ACTIONS:
Council ADOPTS Resolution initiating the proceedings for the annual levy and collection of assessments for the Fiscal Year 2026-27 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 2, 2026, 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 2026-27 and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.
G.3 Initiating Proceedings, Preliminarily Approving the Annual Levy Report, and Declaring Intention to Order the Levy and Collection of Assessments for Annual Levy for Drainage Maintenance Benefit Assessment District No. 1 for the Fiscal Year 2026-27
102
RECOMMENDED ACTIONS:
Council ADOPTS Resolution initiating proceedings for annual levy and collection of assessments for the Fiscal Year 2026-27 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 2026-27 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 2026-27 pursuant to the Benefit Assessment Act of 1982.
SCHEDULES a noticed Public Hearing on April 2, 2026, 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.
G.4 Analysis of the Troon Access Loyalty Program and Request for Amendment to the Troon Management Agreement
126
RECOMMENDED ACTIONS:
Council APPROVES the attached Amendment to the Troon
Management Agreement authorizing participation in the Troon Access Program; and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15378.
G.5 Resolution Adopting the Citywide Record Retention and Destruction Schedule for the Fiscal Year 2026-27
132
RECOMMENDED ACTIONS:
Council ADOPTS Resolution Revising the Fiscal Year 2026-27 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.
G.6 Adoption of the City of Indian Wells Local Hazard Mitigation Plan Into the Safety Element of the General Plan
194
RECOMMENDED ACTIONS:
Council ADOPTS a Resolution to Amend the Public Safety Element of the General Plan to incorporate the Indian Wells Local Hazard Mitigation Plan (LHMP) into the Element; and
FINDS this item qualifies as being Categorically Exempt from CEQA pursuant to Section 15061(b)(3) as this action will not result in a significant environmental impact.
G.7 Supplemental Appropriation for Municipal Code Update Consulting Services
288
RECOMMENDED ACTIONS:
Council APPROVES supplemental appropriation in the amount of $49,838 for the total cost to complete a comprehensive zoning and municipal code update; and
FINDS the action to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3).
H.PUBLIC HEARINGS
For each item listed under Public Hearing Items, the public will have an opportunity to speak. Following the staff report, the Mayor will open the hearing. The applicant may present their case in up to five (5) minutes. Members of the public may speak for three (3) minutes each; if many wish to speak, the Mayor may reduce the time to two (2) minutes to accommodate more participants.
Council Members may ask questions during public testimony, which will not count against the speaker’s time. After all public comments, the applicant will have three (3) minutes to respond or provide rebuttal. The Mayor will then close the hearing, and the Council will deliberate and may take action.
H.1 Ordering the Levy and Collection of Assessments for the Special Fire Tax Standby and Availability Charges
333
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 2026-27; and
ORDERS the Special Fire Tax levy to be placed on the fiscal year 2026-27 Riverside County tax roll; and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.
H.2 Ordering the Levy and Collection of Assessments in the Fire Access Maintenance District No. 1 for Fiscal Year 2026-27
339
RECOMMENDED ACTIONS:
Council OPENS the Public Hearing, takes any public testimony, CLOSES the Public Hearing; and
ADOPTS Resolution No. 2026approving the annual levy of the Special Parcel Tax for Fire Access Maintenance District No. 1 for the Fiscal Year 2026-27; and
ORDERS the Fire Access Maintenance District No. 1 levy of the Special Parcel Tax on the Fiscal Year 2026-27 Riverside County tax roll; and
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.
I.1 Community Assistance Funding Request from Eisenhower Health for Trauma Center Upgrade
344
RECOMMENDED ACTIONS:
Council CONSIDERS the $1.0 million funding request from Eisenhower Health to support the hospital’s effort to elevate its trauma center designation; and
APPROVES, Ad Hoc Committee’s recommendation allocating funding from General Fund surpluses and distributing it evenly between Fiscal Years 2025-26 and 2026-27; and
APPROVES, Ad Hoc Committee’s recommendation to approve
Naming Rights Opportunity with Eisenhower Health within the Emergency Department; and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15060.
J.COUNCIL MEMBER'S REPORTS AND 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.
J.1 COUNCIL MEMBER WHITMAN
California Joint Power Insurance Authority (JPIA)
Coachella Valley Children's Museum
Cove Communities Services Commission
Desert Sands Unified School District
Eisenhower Funding Ad Hoc Committee
Indian Wells Golf Advisory Committee
Sunline Transit Agency
J.2 COUNCIL MEMBER REED
CVAG Conservation Commission
CVAG Public Safety Committee
Eisenhower Funding Ad Hoc Committee
Indian Wells Marketing Committee
Indian Wells Finance & Legal Oversight Committee
J.3 COUNCIL MEMBER SANDERS
Coachella Valley Animal Campus
Coachella Valley Clean Air Ad Hoc Committee
Cove Communities Service Commission
Desert Sands Unified School District
Desert Recreation District
Indian Wells 60th Anniversary Ad Hoc Committee
Indian Wells Golf Tournament Ad Hoc Committee
Indian Wells Marketing Committee
Indian Wells Municipal Code Ad Hoc Committee
Indian Wells Finance & Legal Oversight Committee
Indian Wells Public Safety Committee
Neighborhood Recognition Ad Hoc Committee
J.4 MAYOR PRO TEM PENNA
Coachella Valley Mountain Conservancy
Indian Wells Preservation Foundation
Indian Wells 60th Anniversary Ad Hoc Committee
Visit Greater Palm Springs
Indian Wells Community Activities Committee
Indian Wells Grants In Aid Committee
Indian Wells Personnel Committee
Indian Wells Public Safety Committee
Indian Wells Tee Committee
Neighborhood Recognition Ad Hoc Committee
Tennis Relationship Expansion Ad Hoc Committee
J.5 MAYOR TAYLOR
CVAG Executive Committee
CVAG Energy & Sustainability Committee
CVAG Homelessness Committee
CVAG Transportation Committee
Coachella Valley Clean Air Ad Hoc Committee
Golf Tournament Ad Hoc Committee
Indian Wells Golf Resort Advisory Committee
Indian Wells Golf Tournament Ad Hoc Committee
Indian Wells Personnel Committee
Indian Wells Tee Committee
Municipal Code Update Ad Hoc Committee
Riverside County Transportation Commission
Southern California Association of Governments
Tennis Relationship Expansion Ad Hoc Committee
K. ADJOURNMENT
To a scheduled City Council and Housing Authority Joint Strategic Planning Session to be held at 9:00 a.m. on March 17, 2026 in the Indian Wells Golf Resort Celebrity Ballroom.
Affidavit of Posting,
I, Angelica Avila, certify that on February 27, 2026 I caused to be posted a notice of a City Council Special Meeting to be held on March 5, 2026 at 10:30 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
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Item C.2
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INDIAN WELLS CITY COUNCIL
March 5, 2026
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 2026-27
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 2026-27, 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 2026-27; and
SCHEDULES a noticed Public Hearing on April 2, 2026, 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 2, 2026, to receive public testimony and consider approval of the fiscal year 2026-27 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 extends to Blackfoot Drive, 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. After the annexation, the City 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 2026-27
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
RESOLUTION NO. 2026-__
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 2026-27 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.
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”.
ATTACHMENT #1
City of Indian Wells
Resolution No. 2026-__
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 2, 2026, 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 a special meeting held on this 5th day of March 2026. ____________________________
DR. TOPER TAYLOR
MAYOR
CERTIFICATION FOR RESOLUTION NO. 2026-__
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 special meeting of the City Council of the City of Indian Wells the 5th day of March 2026 by the following vote:
AYES:
NOES:
ATTEST: APPROVED AS TO FORM:
______________________________ ____________________________
ANGELICA AVILA TODD LEISHMAN FOR
CITY CLERK BEST BEST & KRIEGER LLP
CITY ATTORNEY
RESOLUTION NO. 2026-__
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 2026-27
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. 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
City of Indian Wells
Resolution No. 2026-__
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Indian Wells, California, at a special meeting held on this 5th day of March 2026. ____________________________
DR. TOPER TAYLOR
MAYOR
CERTIFICATION FOR RESOLUTION BILL NO. 2026-___
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 special meeting of the City Council of the City of Indian Wells the 5th day of March 2026, by the following vote:
AYES:
NOES:
ATTEST: APPROVED AS TO FORM:
______________________________ ____________________________
ANGELICA AVILA TODD LEISHMAN FOR
CITY CLERK BEST, BEST & KRIEGER LLP
CITY ATTORNEY
City of Indian Wells
Resolution No. 2026-__
EXHIBIT "A"
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
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Resolution No. 2026-__
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Resolution No. 2026-__
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Resolution No. 2026-__
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Resolution No. 2026-__
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City of Indian Wells
Resolution No. 2026-__
INDIAN WELLS CITY COUNCIL
March 5, 2026
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 2026- 27 RECOMMENDED ACTIONS:
Council ADOPTS Resolution initiating the proceedings for the annual levy and collection of assessments for the Fiscal Year 2026-27 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 2, 2026, 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 2026-27 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 2, 2026, to receive public testimony and consider approval of the fiscal year 2026-27 levy. In addition, the Engineer’s Report provides a total budget for the landscape and lighting maintenance districts.
The City administers the levies for the citywide Landscape and Lighting Main tenance District No. 91-1 (LLMD), which was established to provide funding for the ongoing maintenance and enhancement of public landscaping and lighting infrastructure. The LLMD encompasses seventeen active districts along the Highway 111 corridor. Of the se, the City directly manages operations in twelve districts, ensuring that public spaces are maintained to established standards, while the remaining five districts are maintained by their respective homeowners’ associations. These assessments fund essent ial services,
including irrigation system upkeep, tree and shrub maintenance, streetlight operations, and other improvements that enhance public safety and community aesthetics.
FISCAL IMPACT:
There is no direct fiscal impact on the City, as the revenues generated from the annual levy are explicitly designated for the operation of the District and do not affect the City's General Fund. The preliminary levy amounts to operate the LLMD for Fiscal Year 2026- 27, per the Engineer’s Report, are as follows:
The total projected cost to operate the Landscape and Lighting Maintenance Districts (LLMD) for Fiscal Year 2026-27 is $2,081,360. This budget encompasses all maintenance, repair, and operational expenses necessary to uphold the established service levels for landscaping, irrigation, lighting, and related infrastructure within the districts. These costs include labor, materials, utility expenses, and contractual services required to maintain public spaces in accordance with City standards and regulatory requirements.
To support the operation of these districts, the City allocates $127,480 to eight designated landscape districts that provide a direct public benefit, ensuring that key public areas receive adequate maintenance and enhancements that contribute to the overall aesthetic and environmental quality of the City.
District reserves will contribute $82,435 toward the total expenditures, drawing from previously collected funds set aside for maintenance and contingency purposes. The remaining $1,871,444 will be funded through assessments levied on property owners within the respective districts. These assessments are calculated based on the proportional benefit Annual
Maximum Levy Prior Year Proposed Increase
Zone Description Allowed per EDU Levy per EDU Levy per EDU (Decrease) A1 Eldorado $ 272.52 $ 242.38 $ 271.83 $ 29.45 A2 Montecito/Stardust 573.30 556.06 573.02 16.96 A3 Casa Dorado (A Pass-through District) 263.23 254.26 263.18 8.92 A5B The Cove (A Pass-through District) 408.05 395.77 407.85 12.08 A8 Indian Wells Golf Resort 785.30 762.06 785.12 23.06 A11A Hwy. 111 & Club Drive 380.51 321.47 380.18 58.71 A11C Club Drive 246.92 239.03 246.29 7.26 C The Colony 4,712.04 1,150.62 1,244.37 93.75 D Colony Cove Estates 13,546.75 1,163.69 1,267.33 103.64 E Desert Horizons (A Pass-through District) 896.95 865.06 896.45 31.39 A19 Mountain Gate 1,436.71 993.63 1,101.63 108.00 A20 Mountain Gate Estates 1,397.58 1,060.76 1,166.12 105.36 A21 Villagio 2,940.64 1,295.64 1,402.02 106.38 A22 Vaidya 1,105.54 596.20 698.13 101.93 A23 Montelena 1,579.46 1,246.01 1,364.06 118.05 A25 Sundance (A Pass-through District) 1,732.25 1,276.08 1,387.19 111.11 A26 Province (A Pass-through District) $ 1,814.91 $ 1,639.11 $ 1,751.89 $ 112.78
received by each property and are collected in accordance with the provisions of the Landscape and Lighting Act of 1972.
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 2026-27
2. Decide against initiating proceedings.
3. Provide alternative instructions for 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
RESOLUTION NO. 2026-__
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 2026-27 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 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, 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
City of Indian Wells
Resolution No. 2026-__
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”.
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 2, 2026, at 1:30 P.M. or as soon thereafter as feasible, in the City Council Chambers located within:
Indian Wells City Hall
44-950 Eldorado Drive
Indian Wells, CA 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 a special meeting held on this 5th day of March 2026.
______________________________
DR. TOPER TAYLOR
MAYOR
City of Indian Wells
Resolution No. 2026-__
CERTIFICATION FOR RESOLUTION NO. 2026-__
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 special meeting of the City Council of the City of Indian Wells the 5th day of March 2026, by the following vote:
AYES:
NOES:
ATTEST: APPROVED AS TO FORM:
______________________________ ____________________________
ANGELICA AVILA TODD LEISHMAN FOR
CITY CLERK BEST BEST & KRIEGER LLP
CITY ATTORNEY
RESOLUTION NO. 2026-__
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 2026-27
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
City of Indian Wells
Resolution No. 2026-__
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Indian Wells, California, at a special meeting held on this 5th day of March 2026.
______________________________
DR. TOPER TAYLOR
MAYOR
CERTIFICATION FOR RESOLUTION NO. 2026-__
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 special meeting of the City Council of the City of Indian Wells the 5th day of March 2026, by the following vote:
AYES:
NOES:
ATTEST: APPROVED AS TO FORM:
______________________________ ____________________________
ANGELICA AVILA TODD LEISHMAN FOR
CITY CLERK BEST BEST & KRIEGER LLP
CITY ATTORNEY
City of Indian Wells
Resolution No. 2026-__
Exhibit
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INDIAN WELLS CITY COUNCIL
March 5, 2026
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 Drainage
Maintenance Benefit Assessment District No. 1 for the Fiscal Year 2026-27
RECOMMENDED ACTIONS:
Council ADOPTS Resolution initiating proceedings for annual levy and collection of assessments for the Fiscal Year 2026-27 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 202 6-27 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 2026-27 pursuant to the Benefit Assessment Act of 1982.
SCHEDULES a noticed Public Hearing on April 2, 2026, 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 2, 2026, at 1:30 p.m. to hear public testimony on the proposed levy.
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 D rive 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:
There is no direct fiscal impact on the City, as the revenues generated from the annual levy are designated specifically for the operation of the District and do not affect the City's General Fund. The levy is assessed at a fixed rate of $126.32 per parcel, with the City projecting total revenue of $16,800 from 133 assessed parcels located within the gated area of the Province. In accordance with sound financial management practices, all revenues collected for the District are recorded in a dedicated Special Revenue Fund. These funds are restricted and utilized exclusively for the administration and operation of the District, as detailed 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 2026-27
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- Order the Levy
2. Resolution- Initiate Proceedings
3. Resolution- Engineer Report
RESOLUTION NO. 2026-__
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 2026-27 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 2026/27, 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, 2026, and ending June 30, 2027, 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 improvements for the District can be described as follows: installation, construction, or ATTACHMENT #1
City of Indian Wells
Resolution Bill No. 2026-__
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 2, 2026, 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 2026-27 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 a sepcial meeting held on this 5th day of March 2026.
___________________________
DR. TOPER TAYLOR
MAYOR
CERTIFICATION FOR RESOLUTION NO. 2026-__
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 special meeting of the City Council of the City of Indian Wells the 5th day of March 2026, by the following vote:
AYES:
NOES:
ATTEST: APPROVED AS TO FORM:
______________________________ ____________________________
ANGELICA AVILA TODD LEISHMAN FOR
CITY CLERK BEST BEST & KRIEGER LLP
CITY ATTORNEY
RESOLUTION NO. 2026-__
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 2026-27 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 2026-27 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 2026-27 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
City of Indian Wells
Resolution No. 2026-__
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Indian Wells, California, at a special meeting held on this 5th day of March 2026.
____________________________
DR. TOPER TAYLOR
MAYOR
CERTIFICATION FOR RESOLUTION NO. 2026-__
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 special meeting of the City Council of the City of Indian Wells the 5th day of March 2026, by the following vote:
AYES:
NOES:
ATTEST: APPROVED AS TO FORM:
_____________________________ ____________________________
ANGELICA AVILA TODD LEISHMAN FOR
CITY CLERK BEST BEST & KRIEGER
CITY ATTORNEY
RESOLUTION NO. 2026-__
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 2026-27
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, 2026 and ending June 30, 2027, 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 2026-27” (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 2026-27.
ATTACHMENT #3
City of Indian Wells
Resolution No. 2026-__
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 a special meeting held on this 5th day of March 2026.
____________________________
DR. TOPER TAYLOR
MAYOR
CERTIFICATION FOR RESOLUTION NO. 2026-__
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 special meeting of the City Council of the City of Indian Wells the 5th day of March 2026, by the following vote:
AYES:
NOES:
ATTEST: APPROVED AS TO FORM:
______________________________ ____________________________
ANGELICA AVILA TODD LEISHMAN FOR
CITY CLERK BEST BEST & KRIEGER LLP
CITY ATTORNEY
City of Indian Wells
Resolution No. 2026-__
EXHIBIT “A”
“
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
City of Indian Wells
Resolution No. 2026-__
INDIAN WELLS CITY COUNCIL
March 5, 2026
To: City Council
From: Finance Department
Prepared by: Kevin McCarthy, Finance Director
Subject: Analysis of the Troon Access Loyalty Program and Request for Amendment to the Troon Management Agreement
RECOMMENDED ACTIONS:
Council APPROVES the attached Amendment to the Troon Management Agreement authorizing participation in the Troon Access Program; and
FINDS the project to be exempt from the provisions of the California Environmental Quality Act (CEQA) pursuant to Section 15378.
BACKGROUND:
Troon has formally requested an amendment to the City’s existing Troon Management Agreement to authorize implementation of the newly launched Troon Access loyalty and subscription program at the City’s golf facility.
Troon Golf has announced the launch of Troon Access, a consolidated loyalty and subscription program designed to replace its previous rewards and discount offerings.
Troon Access is intended to serve as a modernized, technology -driven platform that leverages dynamic pricing, online booking features, and customer loyalty incentives to increase rounds played and strengthen golfer engagement across Troon-managed and Troon-affiliated facilities nationwide.
Because the City’s golf operations rely on Troon for management support, understanding the program's structure, operational components, and financial implications is essential before determining whether participation aligns with City goals and revenue expectations.
Program Structure
Troon Access combines loyalty point accumulation with optional subscription-based discounts:
Loyalty Points: Golfers earn points for every dollar spent on tee times at participating facilities and can redeem those points online for future rounds.
Subscription Tiers: Optional paid tiers—Access and Access+—provide discounted tee times and short-term booking benefits designed to generate additional rounds and encourage repeat play.
The program’s overarching objective is to drive incremental revenue by filling underutilized tee-time inventory, enhancing customer retention, and expanding Troon’s national marketing reach.
Funding and Reimbursement Model
Based on information provided to staff, the program is funded through a contribution model associated with point-earning rounds:
Participating courses contribute 5% of the greens fee for each qualifying round played under the loyalty program.
When a golfer redeems points for a free round, Troon reimburses the participating course at 90% of the Best Available Rate (BAR) for that tee time.
The contribution pool is used by Troon to fund these reimbursements, creating a structure similar to hotel-industry loyalty systems, in which earned points accrue redemption value.
OPTIONS:
To support deliberation on the City’s potential participation in the Troon Access program, staff has outlined the following options for City Council consideration:
1. Approve Participation in the Troon Access Program: Authorize the Mayor to execute the Amendment to proceed with participation in the Troon Access loyalty program as presented, subject to verification of final contract terms with Troon and implementation of appropriate operational controls.
2. Deny Participation in the Troon Access Program: Decline participation at this time.
3. Provide Alternative Direction: Provide guidance to staff on modifications, conditions, or additional information needed before making a final decision. Staff will return with a revised analysis or recommendations consistent with Council direction.
FISCAL IMPACT:
To provide the most accurate and factual financial assessment possible, staff evaluated the Troon Access program using Indian Wells Golf Resort’s actual operating results from the prior year. This approach avoids reliance on projections and reflects real participation, revenue, and redemption activity at the Resort.
The Troon Access program is a fully integrated golf loyalty and booking platform designed to enhance customer engagement, increase retention, and optimize revenue through dynamic pricing and rewards-based participation. The program aligns with established best practices in loyalty economics and is comparable to widely adopted hospitality loyalty programs such as Hilton Honors and Marriott Bonvoy.
Under the program, Indian Wells Golf Resort would remit a 5 percent contribution fee on qualifying rounds where loyalty points are issued. Based on 2025 actual operati onal data:
Average revenue per awarded round: $111.03
Awarded Troon Reward rounds: 2,705 rounds
Tee time revenue associated with awarded rounds: $300,328
Estimated program contribution at 5 percent: approximately $15,016 annually
During the same period, golfers redeemed 96 rounds, generating approximately $9,593 in reimbursed revenue to the Resort based on the average round rate.
While prior-year participation would have resulted in an estimated net investment of approximately $5,424, staff recommends continuing the Troon Access program due to its significant value to Indian Wells residents, many of whom are already active Troon Rewards members. The program enhances the resident golf experience by providing seamless access to rewards, flexible booking, and loyalty benefits that residents routinely use at other Troon-managed facilities.
If approved, staff will track actual program participation, contribution fees, reimbursements, and yield impacts on an ongoing basis to calculate and report the realized net financial outcome each year.
Data Sources and Assumptions
Indian Wells Golf Resort internal records of awarded and redeemed Troon Reward rounds (2025)
Prior-year average round revenue from Resort financial reports
Troon Access program structure and contribution fee (Troon, 2025)
Industry benchmarking for loyalty program demand uplift based on hospitality and golf sector studies
Assumptions are conservative and based solely on prior-year operating performance
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. (15061(b)(3).)
ATTACHMENTS:
1. Troon Amendment to the Management Agreement.
ADDENDUM TO 2023 GOLF COURSE MANAGEMENT AGREEMENT
ACCESS REWARDS
THIS ADDENDUM TO 2023 GOLF COURSE MANAGEMENT AGREEMENT (the “Addendum”) is entered into this 5th day of March 2026 (“Effective Date”) by and between the CITY OF INDIAN WELLS, a California municipal corporation (“Owner”) and TROON GOLF, L.L.C., a Delaware limited liability company (“Troon”).
RECITALS:
A.Troon and Owner are parties to that certain 2023 Golf Course Management Agreement dated September 7, 2023 (the “Management Agreement”), with respect to that certain golf course known as “Golf Resort at Indian Wells” located in Indian Wells, California (the “Golf Course”), which shall remain in full force and effect. To the extent that provisions are included in the Management Agreement and not in this Addendum, they are incorporated herein by reference.
Capitalized terms not defined herein shall have the same meaning ascribed to it in the Management Agreement.
B.Troon has developed and operates a loyalty program known as “Access Rewards” which provides members discounts and other benefits at participating golf facilities.
C.Owner voluntarily desires to opt in and include the Golf Course in the Access Rewards program based on the terms and conditions described in this Addendum.
D.Troon and Owner mutually desire to enter into this Addendum under which Owner and the Golf Course shall participate in the Access Rewards program.
NOW, THEREFORE, in consideration of the mutual promises and covenants herein contained, Owner and Troon hereby agree as follows:
1.Introduction. Troon’s Access Rewards is the world’s largest golf loyalty program.
With this Addendum, Owner voluntarily desires to opt in and include its Golf Course in the Access Rewards program. The Access Rewards program allows its “Members” to earn “Access Reward Points” by reserving tee times at participating golf courses through Troon’s online platform (“App/Website”). Access Rewards Points earned can then be redeemed by Members for rounds of golf at participating golf courses. For clarity, the golf course where Access Rewards Points are earned by a Member may vary from where the Access Rewards Points are redeemed by a Member.
Access Reward Points earned, and Access Reward Point redemption amounts, vary for each round and at each golf course, and are subject to change upon the mutual agreement of Troon and Owner.
2.Access Rewards Program Details. The Access Rewards program details and terms and conditions (the “Access Rewards Terms and Conditions”), as amended from time to time in Troon’s sole discretion, are incorporated herein by this reference and available online at https://troon.com/rewards/access-rewards-terms . Owner acknowledges and agrees that by opting ATTACHMENT #1
in to Access Rewards, Owner has read, understands and consents to Access Rewards Terms and Conditions. Troon shall provide prior notice of any material changes to the Access Rewards Terms and Conditions. Owner’s continued participation constitutes acceptance of any updates.
IN WITNESS WHEREOF, the parties have entered into this Addendum as of the Effective Date first written above.
OWNER: TROON:
CITY OF INDIAN WELLS, TROON GOLF, L.L.C.,
a California municipal corporation a Delaware limited liability company By: ______________________________ By: ________________________________ Name: _________________________ Its: EVP & General Counsel Its: ____________________________
Approved as to form:
By: _____________________________
Name: _______________________
Its: __________________________
INDIAN WELLS CITY COUNCIL
March 5, 2026
To: City Council
From: City Manager Department
Prepared by: Angelica Avila, City Clerk
Subject: Resolution Adopting the Citywide Record Retention and Destruction Schedule for the Fiscal Year 2026-27
RECOMMENDED ACTIONS:
Council ADOPTS Resolution Revising the Fiscal Year 2026-27 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:
Effective records management ensures efficient, economical, and timely storage and retrieval of information essential to City operations. Core principles of records management include maintaining information in an organized manner, ensuring its availability when needed, and preserving it in an appropriate environment. A records program ensures that documents are retained only for as long as they hold administrative, fiscal, or legal value. Municipal records retention is governed by the Municipal Code, the California Government Code, the California Department of Justice, and, where applicable, federal regulations.
The Secretary of State establishes the local government records program which provides guidelines for local government retention and archival support to local agencies. These regulations require the City to have a retention schedule for all pertinent public records.
Government Code Section 34090 provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed, as long as the destruction of said records will not interfere with the services and functions of the City.
DISCUSSION:
The City contracts with Gladwell Governmental Services, Inc. (Gladwell,) to assist the City with the records retention schedule updates, as in past practice. Gladwell specializes in California local government records and has reviewed and approved the proposed updates. 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 Attachment No. 2. 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):
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. Resolution
2. Record Retention Schedule FY 2026-27
RESOLUTION NO. 2026_
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
City of Indian Wells
Resolution No. 2026_
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:
• City records affecting the title to real property or liens thereon.
City of Indian Wells
Resolution No. 2026_
• Court records.
• City Records are required to be kept by statute.
• City Records less than two years old except for duplicate records or unless otherwise provided by law.
• The minutes, ordinances, or resolutions of the City Council or any City Committee, Board or Commission.
SECTION 4. Any provision of a previously adopted City Council resolution or Records Retention and Destruction Schedule that conflicts with this Resolution or the attached “Exhibit A” is superseded and shall be of no further force or effect upon the adoption of this Resolution.
SECTION 5. With the written approval of the City Clerk, City Manager, and City Attorney, updates are hereby authorized to be made to the Records Retention and Destruction Schedule without further action by the City Council.
SECTION 6. The City Clerk shall certify the passage and adoption of this Resolution and enter it into the book of original resolutions.
SECTION 7. This Resolution shall become effective immediately upon its passage and adoption.
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Indian Wells, California, at a special meeting held on this 5th day of March 2026.
________________________________
DR. TOPER TAYLOR
MAYOR
CERTIFICATION FOR RESOLUTION NO. 2026-
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 special meeting of the City Council of the City of Indian Wells on the 6th day of March 2026, by the following vote:
AYES:
NOES:
ATTEST: APPROVED AS TO FORM:
__________________________ _______________________________
ANGELICA AVILA TODD LEISHMAN FOR
CITY CLERK BEST, BEST & KRIEGER LLP
CITY ATTORNEY
City of Indian Wells
Resolution No. 2026_
Exhibit “A”
(ATTACHMENT #2 to the Staff Report)
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-1Ver. 24.0
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.
(Managing
the
Agreement /
Contract)
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.
(Managing
the
Agreement /
Contract)
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.
(Managing
the
Agreement /
Contract)
CW-009
Agreements / Contracts: UNSUCCESSFUL
BIDS / PROPOSALS / RESPONSES to
RFPs (Request for Proposals) / RFQs
(Request for Qualifications) that don't result
in a contract
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
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: 3/6/2025 ATTACHMENT #2
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-2Ver. 24.0
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:
Recordings - AUDIO RECORDINGS - of
Meetings / Digital Audio Tapes (except
Council / Planning Commission - see City
Clerk's / 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:
Recordings - AUDIO RECORDINGS of
Meetings / Audio Tapes (except Council /
Planning Commission - see City Clerk's /
Planning's schedule)
2 years (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 / 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
Statute of Limitations for some Municipal
Government actions is 3 - 6 months;
CCP§335 337 et seq; GC §§34090,
65009(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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-3Ver. 24.0
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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-4Ver. 24.0
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 / 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
(IF CONTENT relates in a SUBSTANTIVE
way to the conduct of the public's
business)
(e.g. Letters, Memorandums, Administrative
Files, Chronological, e-mail / email with
SUBSTANTIVE content, General Files, etc.)
SUBSTANTIVE synonyms: Significant,
Meaningful, Considerable, Essential
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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-5Ver. 24.0
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 /
Intraagency Memoranda not retained in the
ordinary course of business
Content NOT Substantive, / NOT made /
retained for the purpose of preserving the
informational content for future reference
(e.g. calendars, checklists, e-mail / email,
instant messaging, inventories, invitations,
logs, mailing lists, meeting room
registrations, speaker slips, staff Teams
videoconference chats, notes / 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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-6Ver. 24.0
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
(2017) 2 Cal.5th 608 Jose v. Superior Court
(Smith). S218066. Supreme Court of
California, 2017
Lead Dept.
(Managing
the Grant)
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.
(Managing
the Grant)
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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-7Ver. 24.0
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 (/ 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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-8Ver. 24.0
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 (Department Level
Copies)
Send all originals to Human Resources
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
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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-9Ver. 24.0
Office of
Record
(OFR)
Retention No.Records Description Total
Retention Vital?Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Lead Dept.CW-059
Reference Materials: Policies, Procedures,
Activity Reports, Brochures, Handbooks,
Manuals, Plans (if not provided in the
schedule), Standard Operating Procedures
(SOPs), Studies, Reports (if not provided in
the schedule), Newsletters, Directives,
Goals / Objectives, etc.: Produced by
YOUR Department
Minimum 2
years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department preference; GC §34090
CW-060
Reference Materials: Policies, Procedures,
Activity Reports, Brochures, Handbooks,
Manuals, Plans (if not provided in the
schedule), Standard Operating Procedures
(SOPs), Studies, Reports (if not provided in
the schedule), Newsletters, Directives,
Goals / Objectives, 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,
Activity Reports, Brochures, Handbooks,
Manuals, Plans (if not provided in the
schedule), Standard Operating Procedures
(SOPs), Studies, Reports (if not provided in
the schedule), Newsletters, Directives,
Goals / Objectives, 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, Studies (Historically significant)P Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD
Administratively and Historically significant,
therefore retained permanently; 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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-10Ver. 24.0
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-064 Reports, 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 (2017) 2 Cal.5th 608 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
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 / transitory record, / can be
destroyed when no longer required.
2 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD GC §34090
Lead Dept.CW-070
Training EMPLOYEE RECORDS (If
Records are Created)
Required Information for all Employee
Training:
Employee Name
Training Provider’s Name
Date
Duration (length)
Core Competencies / Skills
Certifications / Qualifications
Separation +
5 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
LC §1198.5, 6401.9(f), 6429(c); 8 CCR
§3203 et seq., 29 CFR 1627.3(b)(ii), GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b); 53238.3(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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS
(Used By ALL Departments)
Page CW-11Ver. 24.0
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.
(Presenting
the Training)
CW-073
Training Presented by Staff - COURSE
RECORDS
(Attendance Rosters / Sign-in Sheets,
Outlines / Materials; includes Ethics, Fiscal
& Financial, Harassment, Workplace
Violence, Safety Training, Tailgates)
7 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference; Ethics, Fiscal and
Financial, Harassment & Workplace
Violence Prevention Training are 5 years;
EEOC/FLSA/ADEA (Age) requires 3 years
for promotion, demotion, transfer, selection,
or discharge; State Law requires 4 years for
personnel actions; 8 CCR §3203 et seq.,
29 CFR 1602.31; LC §6429(c); GC
§§12946, 12960, 34090, 53235.2(b),
53237.2(b); 53238.3(b); LC §6401.9(f),
Lead Dept.CW-074 Work / Vacation Schedules
When No
Longer
Required
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 Yes 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: 3/6/2025
RECORDS RETENTION SCHEDULE - BUILDING
(Code Enforcement)
Page B-1Ver. 17.0
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 Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
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 Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; GC §34090
Building BL-004 Certificates of Occupancy (filed with
Building Permits)P Yes (all)Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD CBC §§104.6 104.7 and 107.5; 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; CBC §§104.7, 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 CBC §§104.6 104.7 and 107.5; GC §34090
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 / commercial)
1 year Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
CBC §§ 1.8.4.3.1, 104.6 104.7 and 107.5;
H&S §19850; 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: 3/6/2025
RECORDS RETENTION SCHEDULE - BUILDING
(Code Enforcement)
Page B-2Ver. 17.0
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 / 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 §§
1.8.4.3.1, 104.7 – 104.7.4 and 107.5; GC
§34090
Building BL-011
PLANS: Approved Construction
Documents / Plans - EXPIRED PERMITS -
Projects that have been Started ("Stalled"
projects, etc. - includes applications)
1 year Yes (all)Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; Permits expire if
work is not commenced within 1 year, and
may be extended for 180 days if requested;
GC §34090; CBC §§ 1.8.4.3.1, 104.7 –
104.7.4 and 107.5; H&S 18938.6, CBC
105.5
Building BL-012 PLANS: Approved Construction
Documents / 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 require plans be retained 180 days
from completion date for residential and
appurtenances; CBC §§ 1.8.4.3.1, 104.7 –
104.7.4 and 107.5; 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 / 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: 3/6/2025
RECORDS RETENTION SCHEDULE - BUILDING
(Code Enforcement)
Page B-3Ver. 17.0
Office of
Record
(OFR)
Retention No.Records Description Total
Retention Vital?Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
BUILDING / CODE ENFORCEMENT
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, / 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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY ATTORNEY Page CA-1Ver. 14.0 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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-1Ver. 21.0
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 some Municipal
Government actions is 3 - 6 months;
CCP§335 337 et seq; GC §§34090,
65009(c)(1)
City Clerk CC-002
Agenda Packets / 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 /
Contract, Lease, MOU, etc. Agreement /
Contract includes Specifications / Bid
Documents / 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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-2Ver. 21.0
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 /
Contract, Lease, MOU, etc. Agreement /
Contract includes Specifications / Bid
Documents / 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
Council Meetings: Recordings - AUDIO
RECORDINGS of Meetings / Audio,
Analog, Digital, Tapes
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
Council Meetings: Recordings - DIGITAL
AUDIO RECORDINGS of Meetings / Digital
Audiotapes
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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-3Ver. 21.0
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 / 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 / Property - Acquisition /
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 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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-4Ver. 21.0
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; as of January 1,
2025, the FPPC is the Filing Officer for
87200 filers; City maintains copies only;
original statements are filed with FPPC; GC
§81009(f)&(g)
City Clerk CC-023
Economic Interest Filings (FPPC Form 602
or 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, Fiscal and
Financial, / Harassment Prevention
Training Certificates
Separation
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
GC §53235.2(b), §53237.2(b); 53238.3(b)
LC §1198.5
City Clerk CC-025 FPPC Form 801 (Gift to Agency Report) 7 years Mag, Mfr, OD, Ppr S / I Yes: After
QC
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
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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-5Ver. 21.0
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 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
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
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
Must post on website; 2 CCR 18702.5; GC
§34090; GC §81009(e)
City Clerk CC-031
Grants-in-Aid / Community Grants / Cultural
/ 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
/ 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 /
Elections CC-033 Applications to View Voter Registration Information 5 years Ppr EC 2188(f)
City Clerk /
Elections CC-034
Campaign Filings (FPPC 400 Series Forms
/ Form 501): SUCCESSFUL
CANDIDATES (Elected Officials)
P Mfr, OD,
Ppr S / I Yes: After
QC
Department Preference; as of January 1,
2025, the FPPC is the Filing Officer for
87200 filers; City maintains copies only;
original statements are filed with FPPC; GC
§81009(f)&(g)
CITY 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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-6Ver. 21.0
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 /
Elections CC-035
Campaign Filings (FPPC 400 Series Forms
/ Form 501): UNSUCCESSFUL
CANDIDATES
5 years Ppr S / I Yes: After
QC
Candidates without committees are not
required to file their statements, reports or
copies online or electronically; Paper must
be retained for at least 2 years; GC
§81009(b)&(g)
City Clerk /
Elections CC-036
Campaign Filings (FPPC 400 Series
Forms): OTHER COMMITTEES (PACS -
not candidate-controlled)
7 years Mfr, OD,
Ppr S / I Yes: After
QC
Paper must be retained for at least 2 years;
GC §81009(c)&(g)
City Clerk /
Elections 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
Paper must be retained for at least 2 years;
GC §81009(f)&(g)
City Clerk /
Elections 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 /
Elections 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 /
Elections CC-040
Candidate File: Potential Candidates that
pulled nomination papers, but never filed
them
2 years Mag, Ppr GC §34090
City Clerk /
Elections CC-041
Elections - GENERAL, WORKING /
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 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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-7Ver. 21.0
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 /
Elections 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 Clerk /
Elections CC-043.1
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - IF
Examined by Proponents
Final
Examination
+ 1 year
after
petition
examination
Ppr
Not accessible to the public; The 8 month
retention applies after election results, or
final examination if no election, unless there
is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400
City Clerk /
Elections CC-043.2
Elections - Petitions (Initiative, Recall /
Referendum) - IF INSUFFICIENT - NOT
Examined by Proponents
Determinatio
n of
Insufficiency
+ 8 months
Ppr
Not accessible to the public; The 8 month
retention applies after the City Clerk makes
the determination of insufficiency /
examines the petitions. unless there is a
legal or FPPC proceeding. EC
§§17200(b)(3), 17400
City Clerk /
Elections CC-043.32 Elections - Petitions (Initiative, Recall / Referendum) - IF SUFFICIENT
Results + 8
months Ppr
Not accessible to the public; The 8 month
retention applies after election results, or
final examination if no election, unless there
is a legal or FPPC proceeding. EC
§§17200(b)(3), 17400
CITY CLERK / ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk /
Elections CC-044 Elections - Vote by Mail / Applications, Roster of Absentee Applications 6 mo.Ppr EC §17302
City Clerk /
Elections CC-045 Elections - Vote by Mail / Identification Envelopes 6 mo.Ppr EC §17302
City Clerk /
Elections CC-046 Elections - Assessment District Ballots - Prop. 218 proceedings / Protest Letters 2 years Ppr GC §53753(e)(2); 53755(d) City Clerk /
Elections CC-047 Elections - Ballots - After Election 6 mo.Ppr EC §17302 City Clerk /
Elections CC-048 Elections - Ballots - After Recount 6 mo.Ppr EC §17306 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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-8Ver. 21.0
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 /
Elections CC-049 Elections - Challenged / Assisted Voters List 6 mo.Ppr If uncontested, EC §17304 City Clerk /
Elections CC-050 Elections - Inspector Receipts for Ballots 6 mo.Ppr EC 17302, 17306 City Clerk /
Elections CC-051 Elections - Precinct Officer Appointments 6 mo.Ppr EC §17503 City Clerk /
Elections CC-052 Elections - Roster of Voters 5 years Mag, Mfr, OD, Ppr EC §17300
City Clerk /
Elections CC-053 Elections - Tally Sheets 6 mo.Ppr EC §17304 City Clerk /
Elections CC-054 Elections - Voter Index Copies used as the Voting Record at Polling Places 6 mo.Ppr EC §17304
City Clerk /
Elections 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
COIs / Certificate of Insurance / Insurance
Certificates - Miscellaneous (from outside
companies), that can't be matched to an
agreement / contract but vendor may be
doing business with the Agency
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 / 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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-9Ver. 21.0
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 / 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 /
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 some Municipal
Government actions is 3 - 6 months;
CCP§335 337 et seq; GC §§34090,
65009(c)(1)
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.
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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY CLERK
(Elections)
Page CC-10Ver. 21.0
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); 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 / 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 GC §34090 et. seq.
City Clerk CC-076
City Council Meetings: Recordings - VIDEO
RECORDINGS of Meetings / Video Tapes,
DVD-R / VCR (ALL)
90 days (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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY MANAGER
(Admin., Emergency Prep., Franchise, Public Safety, Redevelopment) Page CM-1Ver. 14.0
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 / 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 /
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
CITY MANAGER / 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.
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.
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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY MANAGER
(Admin., Emergency Prep., Franchise, Public Safety, Redevelopment) Page CM-2Ver. 14.0
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 / 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
CITY MANAGER / 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
CITY MANAGER / 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
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 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: 3/6/2025
RECORDS RETENTION SCHEDULE: CITY MANAGER
(Admin., Emergency Prep., Franchise, Public Safety, Redevelopment) Page CM-3Ver. 14.0
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-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 /
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: 3/6/2025
RECORDS RETENTION SCHEDULE: FINANCE
(Admin / Budget Dev., A/P, A/R, Payroll, Purchasing)
Page F-1Ver. 22.0
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 / 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) / 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 / 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
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: 3/6/2025
RECORDS RETENTION SCHEDULE: FINANCE
(Admin / Budget Dev., A/P, A/R, Payroll, Purchasing)
Page F-2Ver. 22.0
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-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
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
Department Preference; Statute of
Limitations for bonds, mortgages, trust
deeds, notes or debentures is 6 years;
Bonds issued by local governments are 10
years; IRS bond auditing regulations state,
"…material records should generally be
kept for as long as the bonds are
outstanding, plus 3 years after the final
redemption date of the bonds;” There are
specific requirements for disposal of unused
bonds; CCP §§336 et seq. 337.5(a); 26
CFR 1.6001-1(e): 26 CFR § 1.148-
5(d)(6)(iii)(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 / 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 / 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
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: 3/6/2025
RECORDS RETENTION SCHEDULE: FINANCE
(Admin / Budget Dev., A/P, A/R, Payroll, Purchasing)
Page F-3Ver. 22.0
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-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 / 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
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 / 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 / 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
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: 3/6/2025
RECORDS RETENTION SCHEDULE: FINANCE
(Admin / Budget Dev., A/P, A/R, Payroll, Purchasing)
Page F-4Ver. 22.0
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-023
Reports, Finance Reports created from
Database: Journals, Ledgers,
Reconciliations, Registers, Reports,
Transaction Histories, Balance Sheets
(MONTHLY / PERIODIC)
When No
Longer
Required
Yes 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
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, / 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 / 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
FINANCE / ACCOUNTS PAYABLE
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2025
RECORDS RETENTION SCHEDULE: FINANCE
(Admin / Budget Dev., A/P, A/R, Payroll, Purchasing)
Page F-5Ver. 22.0
Office of
Record
(OFR)
Retention No.Records Description Total
Retention Vital?Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Accounts
Payable
FIN-030 1099's. 1096's, DE542 (California Report of
Independent Contractors)5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; IRS: 4 years after
tax is due or paid (longer for auditing &
contractor delinquency); Ca. FTB: 3 years;
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 / 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
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
FINANCE / 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 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 / Revocations
Termination
of Business
+ 5 years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Meets auditing standards; 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: 3/6/2025
RECORDS RETENTION SCHEDULE: FINANCE
(Admin / Budget Dev., A/P, A/R, Payroll, Purchasing)
Page F-6Ver. 22.0
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-039
Cash Receipts Detail / Backup / Accounts
Receivable / Deposit Slips / Deposit
Summaries
5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Retained in originating department for
auditing purposes; GC §34090
Finance /
Accounts
Receivable
FIN-040 Collection Agency (e.g., returned checks
assigned to collection)
Assignment
+ 7 years Yes Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference to match the length
of time negative credit information remains
on a consumer's credit report; GC §34090
Finance /
Accounts
Receivable
FIN-041 FTB (Franchise Tax Board) Report 5 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Meets auditing standards; GC §34090
Finance /
Accounts
Receivable
FIN-042 Gas Tax Revenue Reports 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Meets auditing standards; GC §34090
Finance /
Accounts
Receivable
FIN-043 Misc. Receipts - Revenue from County /
State 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Meets auditing standards; GC §34090
Finance /
Accounts
Receivable
FIN-044 Returned Checks, Credit Card Slips 5 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Meets auditing standards; GC §34090
FINANCE / 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 Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Data Fields / Records are interrelated;
meets municipal government auditing
standards; GC §34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2025
RECORDS RETENTION SCHEDULE: FINANCE
(Admin / Budget Dev., A/P, A/R, Payroll, Purchasing)
Page F-7Ver. 22.0
Office of
Record
(OFR)
Retention No.Records Description Total
Retention Vital?Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Payroll FIN-048
Payroll Journal / Register / W-2 / W-3
Summary Reports (Detail Year-end, /
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
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
FINANCE / 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.
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: 3/6/2025
RECORDS RETENTION SCHEDULE: FINANCE
(Admin / Budget Dev., A/P, A/R, Payroll, Purchasing)
Page F-8Ver. 22.0
Office of
Record
(OFR)
Retention No.Records Description Total
Retention Vital?Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Finance /
Purchasing FIN-057 Purchasing Card Backup Receipts / Cal Card 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: 3/6/2025
RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY
(Risk Management)
Page IT-1Ver. 15.0
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, Mfr,
OD, Ppr S / I
Yes: After
QC & OD
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, Mfr,
OD, Ppr
S / I
Yes: After
QC & OD
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
MEDIA (Cloud Immutable Backup) /
WORM / DVD-r / CD-r / Blue Ray-R / other
unalterable media that does not permit
additions, deletions, / changes
P Follows
Retention of
Official
Electronic
Record
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: 3/6/2025
RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY
(Risk Management)
Page IT-2Ver. 15.0
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 / RISK MANAGEMENT
Information
Technology
Risk
Manage.
IT-006 Accident / Incident / Injury Reports:
PUBLIC ADULTS (medical / 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
Information
Technology
Risk
Manage.
IT-007
Accident / Incident / Injury Reports:
PUBLIC JUVENILES / PREGNANT
ADULTS (medical / 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
Risk
Manage.
IT-008 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
Information
Technology
Risk
Manage.
IT-009 Bonds, Public Official (Faithful Performance
/ Employee Surety Bonds)P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; Statute of
Limitations for bonds, mortgages, trust
deeds, notes or debentures is 6 years;
Bonds issued by local governments are 10
years; IRS bond auditing regulations state,
"…material records should generally be
kept for as long as the bonds are
outstanding, plus 3 years after the final
redemption date of the bonds; There are
specific requirements for disposal of unused
bonds; CCP §§336 et seq. 337.5(a); 26
CFR 1.6001-1(e): 26 CFR § 1.148-
5(d)(6)(iii)(E); GC §43900 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: 3/6/2025
RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY
(Risk Management)
Page IT-3Ver. 15.0
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
Risk
Manage.
IT-010
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)
Information
Technology
Risk
Manage.
IT-011 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
Risk
Manage.
IT-012 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
Risk
Manage.
IT-013 Loss Run Reports 5 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference (meets auditing
standards); GC §34090
Information
Technology
Risk
Manage.
IT-014 Vehicle Titles / Pink Slips
Upon
Disposal of
Vehicle
Mag, Mfr,
OD, Ppr S / I 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: 3/6/2025
RECORDS RETENTION SCHEDULE: INFORMATION TECHNOLOGY
(Risk Management)
Page IT-4Ver. 15.0
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
Risk
Manage.
IT-006 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: 3/6/2025
RECORDS RETENTION SCHEDULE: MARKETING AND PUBLIC RELATIONS Page M/PR-1Ver. 11.0 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 AND 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 / Lectures
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Notes, drafts, or transitory records; 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: 3/6/2025
RECORDS RETENTION SCHEDULE: PERSONNEL Page PER-1Ver. 20.0 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 / 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 / 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 / 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 / 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: 3/6/2025
RECORDS RETENTION SCHEDULE: PERSONNEL Page PER-2Ver. 20.0 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 / 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 / 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 / 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: 3/6/2025
RECORDS RETENTION SCHEDULE: PERSONNEL Page PER-3Ver. 20.0 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 / 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 §34090 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: 3/6/2025
RECORDS RETENTION SCHEDULE: PERSONNEL Page PER-4Ver. 20.0 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 /
Part-time Employees (includes I-9s, Oaths
of Office, Disaster Service Workers Oaths,
benefits, Training Certificates, etc.)
Separation
+ 6 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department Preference; statute of
limitations for retirement benefits is 6 years
from last action; 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; 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-021 Recruitment Database (NeoGov)5 years Yes Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD
Department preference to allow for
successful selection and hiring;; 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: 3/6/2025
RECORDS RETENTION SCHEDULE: PERSONNEL Page PER-5Ver. 20.0 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 / 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 / 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. training, 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: 3/6/2025
RECORDS RETENTION SCHEDULE - PLANNING Page PL-1Ver. 19.0 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 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
Planning Commission / ALC / DRC
Meetings: Recordings - AUDIO
RECORDINGS of Meetings / Audio Tapes,
Analog, Digital Tapes
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
Planning Commission / ALC / DRC
Meetings: Recordings - AUDIO DIGITAL
RECORDINGS of Meetings / Digital Audio
Tapes
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.
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: 3/6/2025
RECORDS RETENTION SCHEDULE - PLANNING Page PL-2Ver. 19.0 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 / staff notes that provide
insight into the project / the agency’s CEQA
compliance with respect to the project
Project
Approval or
Denial + 2
years
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Not all internal communications and notes
are required to be saved; "E-mails that do
not provide insight into the project or the
agency’s CEQA compliance with respect to
the project — are not within the scope of
section 21167.6, subdivision (e) and need
not be retained." Golden Door Properties,
LLC v. Superior Court of San Diego County
(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 / 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
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: 3/6/2025
RECORDS RETENTION SCHEDULE - PLANNING Page PL-3Ver. 19.0 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.
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
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-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 /
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 /
Implemented / Cancelled / Expired /
Withdrawn
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
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: 3/6/2025
RECORDS RETENTION SCHEDULE - PLANNING Page PL-4Ver. 19.0 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-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: 3/6/2025
RECORDS RETENTION SCHEDULE - PUBLIC WORKS
(Engineering, Transportation / Traffic Eng., Maintenance) Page PW-1Ver. 16.0
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, /
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 / 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
Public
Works /
Engineer.
PW-010 Manuals - Operation / Maintenance for
various equipment
Life of
Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Administrative value; GC §34090
CITY OF INDIAN WELLS, CA. ©2004 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/6/2025
RECORDS RETENTION SCHEDULE - PUBLIC WORKS
(Engineering, Transportation / Traffic Eng., Maintenance) Page PW-2Ver. 16.0
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-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 / 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 / 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 / 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
Public
Works /
Engineer.
PW-016
Project Files: City Infrastructure / 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
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: 3/6/2025
RECORDS RETENTION SCHEDULE - PUBLIC WORKS
(Engineering, Transportation / Traffic Eng., Maintenance) Page PW-3Ver. 16.0
Office of
Record
(OFR)
Retention No.Records Description Total
Retention Vital?Media
Options
Image:
I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
Comments / Reference
If the record is not listed here, refer to the Retention for City-Wide Standards .
Retentions begin when the act is completed, and imply a full file folder (e.g. last document + 2 years), since destruction is normally performed by file folder.
HOLDS: Litigation, complaints, claims, public records act requests, audits and/or investigations suspend normal retention periods (retention resumes after settlement or completion).
Public
Works /
Engineer.
PW-017 Project Files: Fugitive Dust Applications /
Plans (PM 10)2 years Mag, 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 / Overflows (SSOs)5 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD
Required for a minimum of 5 years;
SWRCB Order 2022-0103-DWQ; 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
retained 5 years and updated every 6 5
years, audits are required every 2 years;
SWRCB Order 2006-03 2022-0103-DWQ;
40 CFR 122.41(j)(2); GC §34090
Public
Works /
Engineer.
PW-024
Solid Waste Reduction / AB 939
Compliance / SB 1383 Compliance
(Organic Waste Collection / 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
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: 3/6/2025
RECORDS RETENTION SCHEDULE - PUBLIC WORKS
(Engineering, Transportation / Traffic Eng., Maintenance) Page PW-4Ver. 16.0
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-027
Underground Storage Tank (City Owned)
UST Monitoring, Inspections /
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
PUBLIC WORKS / TRANSPORTATION / TRAFFIC ENGINEERING
Public
Works /
Trans.
PW-031 Speed Surveys 10 years Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD
Department preference (required every 5
years, but can be extended to 7 or 10
years); GC §34090
Public
Works /
Trans.
PW-032 SWTRS - Traffic Accident Reports 10 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Public
Works /
Trans.
PW-033 Traffic Calming (speed humps, etc.)10 years Mag, Mfr, OD, Ppr S / I Yes: After
QC & OD GC §34090
Public
Works /
Trans.
PW-034 Traffic Counts / Volumes, Summaries,
Reports - Historical P Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD Department Preference; GC §34090
Public
Works /
Trans.
PW-035 Traffic Counts / Volumes, Summaries,
Reports - Routine
Superseded -
Minimum 2
years
Mag, 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: 3/6/2025
RECORDS RETENTION SCHEDULE - PUBLIC WORKS
(Engineering, Transportation / Traffic Eng., Maintenance) Page PW-5Ver. 16.0
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-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
PUBLIC WORKS / 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
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
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: 3/6/2025
RECORDS RETENTION SCHEDULE - PUBLIC WORKS
(Engineering, Transportation / Traffic Eng., Maintenance) Page PW-6Ver. 16.0
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-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 / Maintenance for
various equipment
Life of
Equipment
Mag, Mfr,
OD, Ppr S / I Yes: After
QC & OD 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; EPA FAQs
recommend Life of the Tank; applies to both
Tier I and Tier II Tanks; (Tier II tanks are
required to have an integrity test every 20
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: 3/6/2025
INDIAN WELLS CITY COUNCIL
March 5, 2026
To: City Council
From: City Manager Department
Prepared by: Eric Ceja, Assistant City Manager
Yessica Prieto, Emergency Services Coordinator
Subject: Adoption of the City of Indian Wells Local Hazard Mitigation Plan Into the Safety Element of the General Plan
RECOMMENDED ACTIONS:
Council ADOPTS a Resolution to Amend the Public Safety Element of the General Plan to incorporate the Indian Wells Local Hazard Mitigation Plan (LHMP) into the Element; and
FINDS this item qualifies as being Categorically Exempt from CEQA pursuant to Section 15061(b)(3) as this action will not result in a significant environmental impact.
BACKGROUND:
Indian Wells’ Local Hazard Mitigation Plan (LHMP) aims to identify the City’s hazards, review, and assess past disaster occurrences, estimate the probability of future events, and set goals to mitigate potential risk to reduce or eliminate long-term risks to people and property from natural and manufactured hazards. The LHMP addresses a range of hazards, including earthquakes, fires, floods, and terrorism.
The City of Indian Wells adopted its FEMA-approved LHMP on February 15, 2024.
Adoption of the LHMP ensures the City’s continued eligibility for federal and state hazard mitigation grants and cost-sharing programs.
Assembly Bill No. 2140 (AB 2140) encourages local jurisdictions to integrate their LHMPs into the Safety Element of the General Plan. A key benefit of AB 2140 compliance is the potential for the State of California to assume a greater share of eligible disaster recovery costs following a Governor-declared disaster. By incorporating the LHMP into the General Plan, the city may reduce its local cost burden for post-disaster recovery and reconstruction efforts.
The proposed action would adopt a resolution formally incorporating the City’s LHMP into the Safety Element of the General Plan, consistent with the provisions of AB 2140.
FISCAL IMPACT
There is no Fiscal Impact by adopting the recommended actions. However, adoption may have positive fiscal impact to the City through increased reimbursement for qualified declared emergencies.
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 approval of this item qualifies as being Categorically Exempt from CEQA pursuant to Section 15061(b)(3) as this action will not result in a significant environmental impact.
ATTACHMENTS:
1. Local Hazard Mitigation Plan
2. Resolution
LOCAL HAZARD MITIGATION PLAN
DATE 12/2022
LOCAL HAZARD MITIGATION PLAN
CONTACT INFORMATION
City ofIndianWells
Name:Linda Soto
Title:EmergencyServiceCoordinator
Address:44-950 Eldorado Drive
City,StateandZip:Indian Wells,CA92210
DirectContact:(760) 346-2489
Fax:(760) 346-0407
Email:[email protected]
CONTACT INFORMATION
LOCAL HAZARD MITIGATION PLAN
CONTACT INFORMATION
LOCAL HAZARD MITIGATION PLAN
CONTACT INFORMATION
LOCAL HAZARD MITIGATION PLAN
ATTACHMENT #1
1 LOCAL HAZARD MITIGATION PLAN
DATE 12/2022
CONTACT INFORMATION
City of Indian Wells
Name: Yessica Prieto
Title: Emergency Service Coordinator
Address: 44-950 Eldorado Drive
City, State and Zip: Indian Wells, CA 92210
Direct Contact: (760) 346-2489
Fax: (760) 346-0407
Email: [email protected]
Direct Contact: (760) 346-2489
Fax: (760) 346-0407
Email: [email protected]
CONTACT INFORMATION
City of Indian Wells
2 LOCAL HAZARD MITIGATION PLAN
DATE 12/2022
TABLE OF CONTENTS
TABLE OF CONTENTS .................................................................................................. 2 PLAN ADOPTION/RESOLUTION ................................................................................... 3 EXECUTIVE SUMMARY ................................................................................................. 4 RECORD OF CHANGES ............................................................................................. 5 SECTION 1.0 - COMMUNITY PROFILE ..................................................................... 6
1.1 CITY MAP ....................................................................................................... 6
1.2 GEOGRAPHY AND CLIMATE DESCRIPTION .............................................. 6
1.3 BRIEF HISTORY ............................................................................................ 7
1.4 ECONOMY DESCRIPTION ............................................................................ 7
1.5 POPULATION AND HOUSING ...................................................................... 8
1.6 DEVELOPMENT TRENDS AND LAND USE .................................................. 9 SECTION 2.0 - PLANNING PROCESS ........................................................................ 12
2.1 LOCAL PLANNING PROCESS .................................................................... 12
2.2 PARTICIPATION IN REGIONAL (OA) PLANNING PROCESS .................... 13
2.3 DATES AVAILABLE FOR PUBLIC COMMENT ............................................ 13
2.4 PLANS ADOPTED BY RESOLUTION .......................................................... 13 SECTION 3.0 - HAZARD IDENTIFICATION AND RISK ASSESSMENT ...................... 14
3.1 NEW HAZARDS OR CHANGES FROM 2018 .............................................. 14
3.2 BRIEF STATEMENT OF UNIQUE HAZARDS .............................................. 14
3.3 IDENTIFICATION OF RISKS AND VULNERABILITIES ............................... 14
3.4 VULNERABILITY ASSESSMENT ................................................................. 31
3.4.3 KEY ASSETS REPLACEMENT VALUES..................................................... 32 SECTION 4.0 – MITIGATION STRATEGIES ................................................................ 47
4.1 MITIGATION GOALS AND OBJECTIVES ................................................... 48
4.2 MITIGATION ACTIONS FROM 2017 UPDATE ............................................ 50
4.3 2023-2028 MITIGATION ACTIONS FOR EACH IDENTIFIED HAZARD ..... 49
4.4 MITIGATION PROJECTS ............................................................................ 51 SECTION 5.0 – COMMUNITY RATING SYSTEM ........................................................ 52
5.1 REPETITIVE LOSS PROPERTIES .............................................................. 52
5.2 NATIONAL FLOOD INSURANCE PROPERTIES ......................................... 52 SECTION 6.0 - CAPABILITIES ASSESSMENT ............................................................ 52
6.1 REGULATORY MITIGATION CAPABILITIES .............................................. 52
6.2 ADMINISTRATIVE/TECHNICAL MITIGATION CAPABILITIES .................... 54
6.3 FISCAL MITIGATION CAPABILITIES .......................................................... 56
6.4 MITIGATION EDUCATION/ OUTREACH AND PARTNERSHIPS ................ 57
6.5 EXPANSION OF AND IMPROVEMENT ON MITIGATION CAPABILITIES .. 58
6.6 MITIGATION FUNDING OPPORTUNITIES CAPABILITIES ........................ 58 SECTION 7.0 - INCORPORATION INTO EXISTING PLANNING MECHANISMS ....... 59 SECTION 8.0 - PLAN IMPLEMENTATION AND MAINTENANCE PROCESS ............. 60 SECTION 9.0 - CONTINUED PUBLIC INVOLVEMENT ............................................... 61 APPENDIX A – PUBLIC NOTICES AND MAPS ........................................................... 62 Appendix A-12: HAZARD IDENTIFICATION QUESTIONAIRE (TABLE 1A) .......... 80 Appendix A-13: LHMP Draft Open for Public Comment e-blast ............................. 82 Appendix A-14: LHMP Draft Open for Public Comment City website. .................... 83
3 LOCAL HAZARD MITIGATION PLAN
DATE 12/2022
PLAN ADOPTION/RESOLUTION
The City of Indian Wells will submit plans to the Riverside County Emergency Management Department , which will forward them to the California Governor’s Office of Emergency Services (CAL OES) for review before being submitted to the Federal Emergency Management Agency (FEMA). In addition, we will wait to receive an “Approval Pending Adoption” letter from FEMA before taking the plan to our local governing bodies for adoption. Upon approval, the City of Indian Wells will insert the signed resolution.
4 LOCAL HAZARD MITIGATION PLAN
DATE 12/2022
EXECUTIVE SUMMARY
This local hazard mitigation plan aims to identify the city’s hazards, review and assess past disaster occurrences, estimate the probability of future events, and set goals to mitigate potential risks to reduce or eliminate long -term risks to people and property from natural and manufactured hazards.
The plan was prepared under the Disaster Mitigation Act of 2000 requirements to achieve eligibility and potentially secure mitigation funding through Federal Emergency Management Agency (FEMA) Flood Mitigation Assistance, Pre -Disaster Mitigation, and Hazard Mitigation Grant Programs.
The City of Indian Wells’ continual efforts to maintain a disaster-mitigation strategy is ongoing. We aim to develop and maintain an all-inclusive plan to include all jurisdictions, special districts, businesses, and community organizations to promote consistency, continuity, and unification.
The City of Indian Wells’ planning process followed a methodology presented by FEMA and CAL-OES, which included conducting meetings with the Operational Area Planning Committee (OAPC) coordinated by Riverside County Emergency Management Department (EMD) comprised of participating Federal, State , and local jurisdictions agencies, special districts, school districts, non-profit communities, universities, businesses, tribes, and the public.
The plan identifies vulnerabilities, provides recommendations for prioritized mitigation actions, evaluates resources, identifies mitigation shortcomings, and provides future mitigation planning and maintenance of the existing plan.
The plan will be implemented upon FEMA approval.
5 LOCAL HAZARD MITIGATION PLAN
DATE 12/2022
RECORD OF CHANGES
This 2023 Local Hazard Mitigation Plan, including Appendices, will be reviewed and approved annually by the Steering Committee following any significant disasters. All updates and revisions to the Plan will be tracked and recorded in the following table.
This process will ensure that the City's recent version of the Plan is disseminated and implemented.
Table 1. Summary of Changes
Date of Change Entered By Summary of Changes
6 LOCAL HAZARD MITIGATION PLAN
DATE 12/2022
SECTION 1.0 - COMMUNITY PROFILE
1.1 CITY MAP
1.2 GEOGRAPHY AND CLIMATE DESCRIPTION
Indian Wells is a small-scale residential resort community within the Coachella Valley in Riverside County. The City of La Quinta, the City of Palm Desert, and the unincorporated areas of Riverside County adjoin the city. The current City limits encompass approximately 9,240 acres or 14.4 square miles. Direct access to the city is from State Highway 111. Direct access to the region is by Interstate 10. State Route 74 also provides access to the Coachella Valley region from the south. Unincorporated lands to the city’s southwest are included within the Indian Wells sphere of influence.
Indian Wells is best known for its world-class resorts, catering to golf and tennis enthusiasts, and quality lifestyle. City residents enjoy an ideal climate, with over 330 days of sunshine each year. The City’s beautiful surroundings include views of the Santa Rosa and San Jacinto Mountains.
7 LOCAL HAZARD MITIGATION PLAN
DATE 12/2022
1.3 BRIEF HISTORY
Indian Wells officially became a city on July 14, 1967. At that time, Indian Wells was the 16th city to incorporate in Riverside County and the 400th in California. It was the fourth city, after Indio, Coachella, and Palm Springs, to incorporate into the Coachella Valley.
The election for incorporation was held on June 27, 1967, and, per the League of California Cities, had the most significant percentage of approval for incorporation of any city in California. The voter turnout was 87 percent of the 285 registered voters , with 93 percent in favor of becoming a city. At incorporation, there were an estimated 855 legal residents and 585 homes.
However, The Indian Wells area was inhabited long before incorporation. The name Indian Wells originated from a Cahuilla Indian hand-dug well, documented on the earliest maps of California before 1850. The original well was generally located north of present-day Highway 111 and east of Miles Avenue. The well served as a stage station until a public well was established around 1870 and remained in use until 1910. Like most communities established in the Coachella Valley, Indian Wells’ origins are based on travelers’ needs for water and a place to rest. A massive flood destroyed both wells in 1916.
1.4 ECONOMY DESCRIPTION
Indian Wells comprises a resort city and year-round residences with a population of 4,757 (2020 United States Census Bureau). Located in the heart of Southern California’s Desert Resort communities, the City of Indian Wells is recognized worldwide for its tranquil and luxurious resort environment. The city offers numerous cultural and social activities, inspiring philanthropy, a cohesive and innovative city government, world-class resorts, and championship golf at Indian Wells Golf Resort. The city sponsors many major sporting and cultural events throughout the year. These include the world-renowned BNP Paribas Open and the Margaritaville USA Pickleball National Championships held at Indian Wells Tennis Garden; Desert Town Hall Indian Wells, the Coachella Valley's leading speaker series, and the Indian Wells Arts Festival.
A significant contributor to the City of Indian Wells’ budget revenues is collected from tourism. The tourism revenues comprised of the transient occupancy tax, admissions tax, and general sales tax comprise over 66% of the City's revenue. The 2021 American Community Surveys reported that the City of Indian Wells’ median household income is $120,680. The City of Indian Wells recognizes that a strong and healthy local economy is one of the most critical funding mechanisms in providing essential services and amenities to meet the current and future needs of the city.
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1.5 POPULATION AND HOUSING
Population: 4,757 (2020 United States Census Bureau)
The 2020 Census showed that the total population of Indian Wells decreased by 201 people since its last 2010 survey.
Housing: The City of Indian Wells’ 2020 total housing units was 5,140, 23% of which are renter-occupied housing units. In 2020, the Median Home Value of an owner- occupied housing unit was 723,600. (2020 United States Census Bureau
United States Census Bureau Population
Median Home Values
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1.6 DEVELOPMENT TRENDS AND LAND USE
The City of Indian Wells is landlocked and has no potential for expanding city boundaries because it shares borders with Palm Desert and La Quinta. The City of Indian Wells’ focus has been primarily centered on the quality of new development to existing and vacant lots to stimulate economic growth, expand the hotel/resort/hospitality industry, and support opportunities to create a full spectrum housing inventory.
There are potentially three developments along the Whitewater River. Their brief descriptions are:
Genton Development – Located on the northwest corner of Highway 111 and Miles Avenue.
• Resort commercial development proposing a hotel and villas. • The land is currently vacant, and no development application has been filed. • The project proposes to modify the bank of the channel by relocating it approximately 60 feet to the north of its current location to create additional developable land.
Brixton Development – located on the northeast corner of Highway 111 and Miles Avenue.
• Mixed-use development proposing a hotel, a short-term rental area, and a commercial retail area.
• The land is currently vacant, and no development application has been filed. • The project proposes to modify the bank of the channel by relocating it approximately 60 feet to the north of its current location to create additional developable land.
Housing Authority Property – located on the north side of Highway 111 , just east of the Brixton site.
• City-owned property currently designated as a site for affordable housing. If an alternative location is identified for affordable housing, this site will likely be sold as another hotel site for development.
• The land is currently vacant, and no development application has been filed. • The project proposes to modify the bank of the channel by relocating it approximately 40 feet to the north of its current location to create additional developable land.
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In addition to these three sites, there are three vacant properties in the City. 1) Lissoy – Located at the northeast corner of Miles Ave. at Warner Trail. 2) Tennis Garden (south of Miles) – Located on the south side of Miles Ave, extending from the intersection at Warner Trail to the intersection of Miles Ave and Washington Street.
3) Haggen – Located at the northwest corner of Washington Street at Miles Ave.
This is a small parcel abutting the Indian Wells Tennis Garden property.
Potential Hazards for the Genton Development, Brixton Development, and Housing Authority property: These locations are positioned directly below the Whitewater channel, protecting the City from flooding. However, if the channel is not maintained and cleaned after heavy rains, it can become compromised, making this area a high risk for flooding.
Figure 1.6.1 City of Indian Wells Land Opportunity Site Map from General Plan
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Figure 1.6.2 City of Indian Wells Land Use Map
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SECTION 2.0 - PLANNING PROCESS
2.1 LOCAL PLANNING PROCESS
The City of Indian Wells Local Hazard Mitigation Planning Committee regularly meets to discuss the update process, identify mitigation strategies, prioritize mitigation actions, participate in public outreach planning, and review the plan before county submission.
Representatives from multiple City departments contributed to updating the 2023 Local Hazard Mitigation Plan.
Planning Team:
History of Planning Meetings, Community Events, and OA MJLHMP Meetings:
• In June 2022, the City of Indian Wells participated in a Multi-Jurisdictional Local Hazard Mitigation Plan kick-off meeting hosted by The County of Riverside Emergency Management Department.
• September 2022 LHMP Community survey for Indian Wells planning meeting. • October 6th, 2022, LHMP update presentation for City Council and Indian Wells residents. (See Appendix A-2)
• October 12th, 2022, LHMP update meeting with City staff, Riverside County sheriffs, and Cal Fire. (See Appendix A-3)
• December 13, 2022, LHMP update meeting with City staff, Riverside County Sheriffs, and Cal Fire. (See Appendix A-5)
NAME POSITION DEPARTMENT
Chris Freeland City Manager Management
Eric Ceja Assistant City Manager Management
Dina Purvis Public Works Director Public Works
Kevin McCarthy Finance Director Finance
Jon Berg Community Development Director Planning
Cody Wright Battalion Chief Cal Fire
Frank Schivone Lieutenant
Riverside County Sheriff’s
Department
John Mitroff
Special Enforcement Team (SET)
Officer.
Riverside County Sheriff’s
Department
Kendall Martinez
Special Enforcement Team (SET)
Officer.
Riverside County Sheriff’s
Department
Michael Ornelas
Emergency Service Coordinator
Supervisor
Emergency Management
Department
Yessica Prieto Emergency Service Coordinator
Emergency Management
Department
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2.2 PARTICIPATION IN REGIONAL (OA) PLANNING PROCESS
The City of Indian Wells participated in the Multijurisdictional LHMP (MJHMP) planning process with the Riverside County Operational Area (OA) by attending workshops, plan development meetings, Operational Area planning committee, MJHMP steering committee meetings, and public hearings.
The City of Indian Wells participated in Riverside County workshops and meetings, which included:
• June 15th, 2022, The County of Riverside Emergency Management Department Multi-Jurisdictional Local Hazard Mitigation Plan kick-off meeting. • October 5th, 2022, Riverside County Emergency Management Department LHMP Steering Committee meeting.
• October 20th, 2022, Local Hazard Mitigation Planning Risk Assessment Meeting.
2.3 DATES AVAILABLE FOR PUBLIC COMMENT
The City of Indian Wells invited its residents to participate in the update process; a survey was developed to better understand their concerns regarding hazards threatening their community. To reach the community members, the survey was sent out via social media and a community e-blast, which is the City of Indian Wells’ email distribution. (See Appendix A:6)
The City provided information to the public about the Local Hazard Mitigation Plan through multiple methods to ensure the widest dissemination of information.
The methods that were utilized were:
• Online Hazard Mitigation Survey – 09/29/2022- 11/18/2022 (See Appendix A:6) • City Council Meeting -10/06/2022 (See Appendix A:2)
• City community e-blast- 9/29/2022 and 11/14/2022 (See Appendix A:6) • City community e-blast- 01/12/2023 (See Appendix A:13)
• LHMP draft posted for public comment on the City Website from 01/12/2023- 1/31/2023 (See Appendix A:14)
2.4 PLANS ADOPTED BY RESOLUTION
Upon approval by FEMA, the LHMP will be presented to t he City Council in a public meeting for adoption via an official Resolution.
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SECTION 3.0 - HAZARD IDENTIFICATION AND RISK ASSESSMENT
3.1 NEW HAZARDS OR CHANGES FROM 2018
No new Hazards have occurred since the approval of the 2018 LHMP plan.
3.2 BRIEF STATEMENT OF UNIQUE HAZARDS
The most prominent hazards faced by residents of Indian Wells are Earthquakes, Drought, Flooding, Wildland- Urban Interface Fires, and Severe Weather. A long-term power outage in summer could produce life-threatening extreme heat conditions for residents without access to air conditioning. In addition, the proximity of Interstate 10 and the Union Pacific Railroad increases the risk of hazardous materials transportation spills or releases during any of these natural disasters listed . The City of Indian Wells could also be impacted by terrorism or bioterrorism that initially targets the Tennis Gardens or Indian Wells Golf Resort and then spreads the impact to surrounding communities.
3.3 IDENTIFICATION OF RISKS AND VULNERABILITIES
The City of Indian Wells is a unique desert community that intends to remain the premier residential/resort city in the Coachella Valley. Only 50% of the total population resides in the City year-round. This is reflected in the fact that approximately 41 percent of the total housing units in Indian Wells were utilized for seasonal, recreational, or occasional use only, according to the 2020 Census. Although there is a decline in residential population during the summer months, the City continues to operate and prepare as if it is at 100% of the total population due to year-round tourism.
The Land Use/Zoning map shows that full build-out within the current city limits could increase from 4,685 residential units to 6,025 residential units. The City’s population would increase to an estimated 6,025 persons, factoring in a vacancy rate of 0 percent.
Hazard Identification
The Hazard Mitigation Planning Committee (HMPC) conducted a hazard identification study to determine the hazards that threaten the Planning Area. This section details the methodology and results of this effort. Risks and Vulnerabilities for the Jurisdiction were identified by collecting data from our planning committee as well as utilizing The Jurisdiction Vulnerability Worksheet (See Appendix A-11 & A-12); the community was also involved and was asked to fill out a Hazard survey, which was available online. The following data sources were used for this Hazard Identification portion of the Plan Update:
• Indian Wells General Plan
• Indian Wells Emergency Operations Plan
• 2022 Indian Wells LHMP Survey (See Appendix A-6)
• The Jurisdiction Vulnerability Worksheet (See Appendix A-11 & A-12)
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• 2018 Riverside County MJLHMP
• 2018 City of Indian Wells LHMP
• NOAA Storm Events Database
• FEMA National Risk Index (NRI) Comparison Report
Hazard Screening and Prioritization
Following the identification of hazards, the Planning Team went through a process to prioritize (screen) the hazards to determine which hazards created the most significant concern in the community. The Planning Team utilized a ranking implemented during this update to the City of Indian Wells LHMP. This process consists of generating a qualitative scale, Very High, High, Medium, or Low rating for 1) Probability and 2) Severity from each hazard. As part of this process, the following criteria (definitions) were applied:
❖ Geographic Extent
o Extreme: 50-100 percent of the planning area
o Extensive: 25-5 percent of the Planning area
o Significant: 10-25 percent of the planning area
o Limited: less than 10 percent of the planning area
❖ Probability
o Very Likely: Near 100% chance of it happening. There have been Historic Occurrences of the Hazard in the community or region, and experts concluded it is highly likely that the hazard will occur in the community. Citizens feel that there is a likelihood of occurrence.
o Likely: Between 10 and 100 percent chance of happening in the next year.
There may or may not have been historical occurrences of the hazard in the community or region, but experts concluded that it is likely that the hazard will occur in the community. Citizens feel that there is a likelihood of occurrence.
o Occasional: Between 1 and 10 percent chance of happening within the next year or has a recurrence interval of 11 to 100 years. There may or may not have been a historical occurrence of the hazard in the community or region, but experts concluded that it is possible that the hazard could occur in the community. Citizens may feel that there is a likelihood of occurrence.
o Unlikely: Less than 1 percent chance of happening or has a recurrence interval of greater than every 100 years. There have been no historic occurrences of the hazard in the community or region and both experts and citizens agree that it is highly unlikely that the hazard will occur in the community.