Agenda — Indio City Council, September 18, 2023 (part 1 of 10)

City of Indio
AGENDA
City Council / Indio Water Authority / Indio
Electric Finance Authority
Regular Adjourned Meeting
Monday, September 18, 2023 @ 5:00 PM
Council Chamber, 150 Civic Center Mall
The City Council serves as the Board for Indio Water Authority and Indio Electric Finance Authority The City Council Chamber will be open to the public and City Council meetings will be conducted in person and remotely through Zoom
Members of the public will be required to comply with the California Department of Health Guidance for the Use of Face Coverings which strongly recommends that all persons, regardless of vaccine status, continue to mask while in indoor public settings and businesses. [Eff. 3/1/22].

You may view the meeting via Livestream on the City’s website, Facebook Live, YouTube or view and participate via Zoom
Webinar ID: 869 7611 5431, Passcode: 92201
Agenda en Español
CEQA Statement: Unless stated otherwise on the agenda, every item on the agenda is exempt from CEQA under Guideline Sections 15060(c), 15061(b)(3), 15273, 15378, 15301, 15323 and/or Public Resources Code Section 21065.

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 office of the City Clerk at 760-391-4007 prior to the meeting for assistance.

Members of the public who desire to address the City Council during the meeting may do so either in person or orally or in writing as described below.

Oral Comments: Oral testimony can be provided in person or during the virtual live session. Individual speakers are limited to three minutes each, unless the Mayor amends the time limit. To address the Council in person please complete speaker request card located at the entrance and give it to the City Clerk. Your name will be called when it is your turn to speak. To address the Council during the virtual live session via zoom, please email the City Clerk at [email protected], or alternatively, during the specific agenda item or general comment period (i.e. non-agenda items), please use the "raise your hand" function in zoom in order to be recognized by the City Clerk in order to provide comments in real time. The City Clerk will facilitate to the extent possible any email requests to provide oral testimony that are sent during the live meeting. Please specify on the subject line of the email “Oral Comment” and note the agenda item number or if general comment (i.e. non-agenda item). To participate during the live session, please keep track of the meeting proceedings by watching the meeting via Livestream, Facebook Live, YouTube, or Zoom. Please raise your hand and your name or other identifier (phone number) will be called when it is your turn to speak.

Written Comments: If you are unable to provide comments during the meeting (whether in person or the virtual live session), written public comments on agenda and non-agenda items, or both, may be submitted by email to the City Clerk at [email protected]. Please specify on the subject line the agenda item number or if general public comment (i.e. non-agenda item). For example on a specific item, write "agenda item 8a" on the email subject line.

Email/Written comments must be received by the City Clerk no later than 2:00 p.m. on the day of the meeting and such comments will be distributed to the City Clerk, City Council, posted on the agenda landing page and be made part of the agenda packet and public record of the meeting; however, they will not be read during the meeting.

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Public Hearing Items: Any person may provide in-person comments on public hearing items. Oral or written comments will also be accepted on public hearing items in the manner prescribed in the notice at the top of this agenda except that comments will be accepted during the public hearing until the hearing is closed.

MISSION STATEMENT

THE CITY OF INDIO'S PUBLIC SERVANTS PROVIDE OUTSTANDING MUNICIPAL SERVICES TO ENHANCE

THE QUALITY OF LIFE FOR OUR RESIDENTS, VISITORS AND THE BUSINESS COMMUNITY CLOSED SESSION - 4 PM

1. CALL TO ORDER AND ROLL CALL
Mayor Oscar Ortiz
Mayor Pro Tem Lupe Ramos Amith
Councilmember Glenn Miller
Councilmember Elaine Holmes
Councilmember Waymond Fermon

2. PUBLIC COMMENT
This is the time set aside for public comment for items not on the agenda. Public comments may be provided in the manner prescribed at the top of this agenda.

3. ADJOURN TO CLOSED SESSION TO CONSIDER:

3.1 Conference with Labor Negotiator, Government Code Section 54957.6; City Negotiator: Bryan H. Montgomery, City Manager, Rob Rockwell, Assistant City Manager & Finance Director, Michael Washburn, Chief of Police, Brian Tully, Assistant Chief of Police, Christopher Shaefer, Assistant Chief of Police, and Andrew Ansoorian, Director of Human Resources and Risk Management; Employee Organizations: POA & PCU

3.2 Conference with Real Property Negotiators, pursuant to California Government Code Section 54956.8; Property:45238 Oasis Street, APN 611-172-007; Negotiating Parties: City of Indio; Bryan H.

Montgomery, City Manager and IORA Hospitality, LLC; Under Negotiation: Price and Terms of payment.

REGULAR SESSION - 5 PM

1. CALL TO ORDER AND ROLL CALL
Mayor Oscar Ortiz
Mayor Pro Tem Lupe Ramos Amith
Councilmember Glenn Miller
Councilmember Elaine Holmes
Councilmember Waymond Fermon

2. INVOCATION
The City Council does not endorse the content of the invocation and does not endorse the invocational speaker’s particular faith, belief and/or religious denomination. The City Council does not engage in any prior inquiry, review of, or involvement in, the content of the invocation, except to request the speaker to refrain from using the invocation as an opportunity to attempt to convert others to a particular faith or to disparage any faith or belief and for the speaker to face the City Council. The City Council has an established neutral policy for selecting and scheduling invocational speakers. The City Clerk will make

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the Council’s policy on invocations available upon request for public inspection and copying.

3. PLEDGE OF ALLEGIANCE
Allison Demke, Johnson Elementary

4. CITY ATTORNEY REPORT ON CLOSED SESSION

5. PRESENTATIONS

5.1 Proclamation - Hispanic Heritage Month, Sep 15, 2023 – Sun, Oct 15, 2023

5.2 Proclamation - National Information Technology Professionals Day, September 19, 2023

5.3 Proclamation - Constitution Day, Citizenship Day, and Constitution Week, September 17 - 23, 2023

5.4 Proclamation - National Community Planning Month - October 2023

5.5 Certificate of Recognition - Universal Training Center

6. CITY MANAGER REPORTS AND INFORMATION

7. REPORT ON CITY COUNCIL EXTERNAL/INTERNAL BOARDS,

COMMISSIONS AND COMMITTEE MEETINGS

8. CONSENT CALENDAR
Consent calendar items are considered to be routine in nature and will be approved by one motion.

Reading of text of Ordinances is waived and Ordinances are adopted as second reading, by title only.

Public requests to discuss consent calendar items must be filed with the City Clerk before the consent calendar is called. This is the time for any member of the public wishing to speak on a consent calendar item to do so. Any member of the public wishing to speak shall have a total of three minutes to address any and all items on which he/she wishes to speak. Unless a consent calendar item is pulled for discussion by a council member, there will be no further opportunity to discuss the matter. If a consent calendar item is pulled for Council discussion and a member of the public then wishes to speak, he/she shall limit comments to matters raised during the Council discussion.

8.1 Minutes for City Council meeting of August 16, 2023 (Sabdi Sanchez, City Clerk Administrator) Recommendation: Approve
Staff Report - Minutes for August 16, 2023 - Pdf
9 - 17

8.2 Resolution No. 10392, approving the revised Citywide Records Retention and Destruction Schedule (Sabdi Sanchez, City Clerk Administrator) Recommendation: Approve
Staff Report - Revised Citywide Records Retention and Destruction Schedule - Pdf
18 - 114

8.3 City Warrants from 08.12.2023 thru 09.14.2023 (Rob Rockwell, Assistant City Manager and Director of Finance) Recommendation:

Receive & File
Staff Report - City Warrants from 08.12.2023 thru 09.14.2023 - Pdf 115 - 174

8.4 IWA Warrants from 08.02.23 thru 08.30.23 (Rey Trejo, IWA General Manager) Recommendation: Receive & File
Staff Report - IWA Warrants from 08.02.23 thru 08.30.23 - Pdf 175 - 181

8.5 Purchase of LED Screen for the Downtown Living Room Stage from Lightking Tech Group Co. Ltd. for $80,550 (Bryan H. Montgomery, City Manager) Recommendation: Approve
182 - 191

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Staff Report - Purchase of LED Screen for the Downtown Living Room Stage - Pdf

8.6 Resolution No. 10393, authorizing the Execution and Delivery of a Cost Reimbursement Agreement with the Indio Electric Finance Authority (Bryan H. Montgomery, City Manager) Recommendation:

Approve
Staff Report - Resolution No. 10393 - Cost Reimbursement Agreement between City and IEFA - Pdf
192 - 201

8.7 License Agreement between the City of Indio and Smith & Fields LLC dba CVharvestbox for the use of City Property Downtown (Bryan H.

Montgomery) Recommendation: Approve
Staff Report - Approval of Farmers' Market License Agreement - Pdf 202 - 226

8.8 Accept a Fiscal Year 2023-2024 State of California - Office of Traffic Safety (OTS) grant under the Selective Traffic Enforcement Program (STEP) in the amount of $70,000 and authorize the City Manager or his designee to execute all necessary grant documents on behalf of the City of Indio (Michael Washburn, Chief of Police)
Recommendation: Accept & Approve
Staff Report - OTS Acceptance - Pdf
227 - 244

8.9 Purchase of internet, cable, and voice services from Charter Communications, DBA Spectrum, for three years not-to-exceed $130,000 per year (Ian Cozens, Director of Information Technology) Recommendation: Approve
Staff Report - Purchase of internet, cable, and voice services from Charter Communications - Pdf
245 - 246

8.10 Resolution No. 10394, Extending Participation in the Riverside County Abandoned Vehicle Abatement Service Authority (Michael Washburn, Chief of Police) Recommendation: Approve
Staff Report - Resolution 10394 - Extending Abandoned Vehicle Abatement Program - Pdf
247 - 250

8.11 Resolution No. 10389 acknowledging receipt of a report made by the Fire Chief of Indio Fire Department regarding compliance with the annual inspection of certain identified occupancies pursuant to sections 13146.2 and 13146.3 of the California Health and Safety Code (Bryan White, Fire Chief) Recommendation: Approve
Staff Report - Resolution No. 10389 - Fire Code Sections 13146.2 & 13146.3 - Pdf
251 - 256

8.12 Second Reading of Ordinance No. 1797, an Ordinance of the City Council of the City of Indio, acting as the Legislative Body of the City of Indio Community Facilities District No. 2004-1 (Law Enforcement, Fire and Paramedic Services) authorizing the levy of a special tax within Annexation Area No. 83 annexed to said District (Timothy T.

Wassil, Director of Public Works) Recommendation: Approve Staff Report - Second Reading of Ordinance No. 1797 - Annexation Area No. 83 to CFD No. 2004-1 - Pdf
257 - 266

8.13 Purchase of four (4) Ford F-150 trucks and two (2) Ford Mavericks trucks and the upfitting costs in the amount of $352,161.72 (Michael 267 - 281

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Washburn, Chief of Police) Recommendation: Approve
Staff Report - Purchase of F-150s - Pdf

8.14 Commercial Lease Agreement with Rosemary HiFi, LLC, located at 45120 Oasis Street (Carl C. Morgan, Director of Economic Development) Recommendation: Approve
Staff Report - Approval of a Building Lease with Rosemary HiFi, LLC - Pdf
282 - 312

8.15 Amendment No. 3 to the Lease Agreement between the City of Indio and Miles DTI (Carl S. Morgan, Director of Economic Development) Recommendation: Approve
Staff Report - Approve Amendment No. 3 for an additional $200,000 allowance to Miles DTI. - Pdf
313 - 359

8.16 Bravo Project: Approve the design concept by artist Sara Dabbagh to be located at the northwest corner of Avenue 50 and Madison Streets (south of the Bravo residential community) and authorize the City Manager and City Attorney to negotiate and finalize the terms of the agreement for a total amount of $100,000 (Leila Namvar, Public Arts Analyst) Recommendation: Approve
Staff Report - Bravo Project - Pdf
360 - 375

8.17 First Amendment of the Master Services and Purchasing Agreement with Axon Enterprise Inc. to provide for the purchase of five (5) DaJiang Innovations (DJI) drones with the applicable accessories and a one-year subscription with Axon Air in the amount of $28,447.18 (Michael Washburn, Chief of Police) Recommendation: Approve Staff Report - Drone Purchase - Pdf
376 - 427

8.18 Resolution No. 10396, Ratifying the City Manager's August 20, 2023 Proclamation of a Local Emergency Related To Hurricane Hilary (Steven P. Graham, City Attorney) Recommendation: Approve Staff Report - Ratification of the City Manager's August 20, 2023 Proclamation of a Local Emergency Related To Hurricane Hilary - Pdf 428 - 435

9. ADMINISTRATIVE ITEMS

9.1 IEFA Resolution No. 2023-02 authorizes the issuance of not to exceed $70,000,000 aggregate principal amount of electric revenue bonds, approves the execution and delivery of certain documents in connection therewith, approves certain capital infrastructure improvement projects, approves the execution and delivery of project agreements in connection therewith, approves the execution and delivery of a cost reimbursement agreement and certain other matters (Bryan H. Montgomery, Executive Director)
Recommendation: Approve
Staff Report - IEFA Resolution No. 2023-02 authorizing issuance of bonds - Pdf
436 - 582

9.2 Purchase of five (5) 28MVA Transformers for substations in Indio from Delta Star, Inc. not to exceed $10,500,000 (Bryan H.

Montgomery, City Manager) Recommendation: Approve
Staff Report - Purchase of five (5) 28MVA Transformers for 583 - 638

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substations - Pdf

9.3 Landscape Maintenance Agreements with Conserve LandCare in the amount of $2,044,996 per fiscal year, for City Properties and Landscape and Lighting District Properties (Timothy T. Wassil, Director of Public Works) Recommendation: Approve
Staff Report - Landscape Maintenance Agreement with Conserve LandCare - Pdf
639 - 732

9.4 Community Benefit Agreement with Shyrne Indio, LLC dba STIIIZY for its City of Indio Cannabis Storefront Retail Business Program Permit (Kevin Snyder, Director of Community Development) Recommendation: Approve
Staff Report - Community Benefit Agreement - Shyrne Indio, LLC dba STIIIZY - Pdf
733 - 746

9.5 Community Benefit Agreement with Culture CC Indio dba Culture Cannabis Club for its City of Indio Cannabis Storefront Retail Business Program Permit (Kevin Snyder, Director of Community Development) Recommendation: Approve
Staff Report - Community Benefit Agreement for Culture CC Indio dba Culture Cannabis Club - Pdf
747 - 759

9.6 Community Benefit Agreement with Indio West Coast Retail, LLC dba West Coast Cannabis Club for its City of Indio Cannabis Storefront Retail Business Program Permit (Kevin Snyder, Director of Community Development) Recommendation: Approve
Staff Report - Community Benefit Agreement for Indio West Coast Retail, LLC dba West Coast Cannabis Club - Pdf
760 - 773

9.7 Community Benefit Agreement with Indio Responsible & Compliant, LLC dba Embarc Indio for its City of Indio Cannabis Storefront Retail Business Program Permit (Kevin Snyder, Director of Community Development) Recommendation: Approve
Staff Report - Community Benefit Agreement for Indio Responsible & Compliant, LLC dba Embarc Indio - Pdf
774 - 786

9.8 Community Benefit Agreement with OTC Indio, LLC for its City of Indio Cannabis Storefront Retail Business Program Permit (Kevin Snyder, Director of Community Development) Recommendation:

Approve
Staff Report - Community Benefit Agreement for OTC Indio, LLC - Pdf
787 - 799

10. PUBLIC HEARINGS

10.1 Resolution No. 10391, requesting the approval of the Calhoun and Ave 43 (Indio Canyon) Specific Plan for the development of 1,200 build-to-rent residential units with community pools, gyms, clubhouses, and open space common areas on approximately 60 acres of land located along Calhoun Street and Avenue 43 (Kevin Snyder, Director of Community Development) Recommendation:

Approve
Staff Report - Resolution No. 10391 - Calhoun and Avenue 43 800 -
1257

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Specific Plan - Pdf

10.2 Resolution No. 10390, conditionally approving Tentative Parcel Map 38473 (TPM 22-05-469) for the Desert Retreat by Pulte Homes Project creating 5 parcels of land located along Avenue 38, Avenue 39, Avenue 40, Jefferson Street, and Madison Street and finding it is consistent with the Desert Retreat Final Environmental Impact Report (Kevin Snyder, Director of Community Development) Recommendation: Approve
Staff Report - Desert Retreat by Pulte Homes - Tentative Parcel Map - Pdf
1258 -
1267

10.3 Certificate of Public Convenience or Necessity for a Type 47 On-Sale General – Eating Place Liquor License for Miles DTI LLC, (Case File No. 23-08-72) located at 82-851 Miles Avenue, Unit 2, Indio CA 92201 & 82-867 Miles Avenue, Indio, CA 92201 (Kevin Snyder, Director of Community Development) Recommendation: Approve Staff Report - Certificate of PCN for Miles DTI, LLC - Pdf 1268 -
1283

10.4 Public Hearing pursuant to the Tax Equity Financial Responsibility Act (“TEFRA”) and adoption of a resolution authorizing the California Municipal Finance Authority (CMFA) to issue tax-exempt bonds to St.

John's Community Health to finance the acquisition and renovation of the commercial building located at 82025 Highway 111 to be used as a health clinic (Carl S. Morgan, Dir. of Economic Development) Recommendation: Approve
Staff Report - TEFRA Public Hearing to Approve Bond Financing of St.

John's Community Health (health clinic) - Pdf
1284 -
1306

11. PUBLIC COMMENTS FOR ITEMS NOT ON THE AGENDA
This is the time set aside for public comment for items not on the agenda. Public comments may be provided in the manner prescribed on the first page of this agenda.

12. ADJOURN
NEXT COUNCIL / IWA MEETING: OCTOBER 4, 2023
Agenda packets are available on the city’s website at www.indio.org. Materials related to an item on this Agenda submitted to the City Council after distribution of the agenda packet are available in City Clerk's Office at 100 Civic Center Mall, Indio, during normal City business hours and during the meeting.

PUBLIC NOTICE
It is the intention of the City of Indio to comply with the Americans with Disabilities Act (ADA) in all respects. If, as an attendee or a participant at this meeting, you will need special assistance beyond what is normally provided, the City of Indio will attempt to accommodate you in every reasonable manner. Please contact the City Clerk's Office at (760) 391-4007 or via email at [email protected].

For individuals with hearing impairments, please contact the City Clerk’s Office.

Notification 48 hours prior to the meeting will enable the City to make reasonable arrangements to ensure accessibility to this meeting. (28 CFR 35. 102, and 35. 104 ADA Title II)

RULES OF DECORUM

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To help conduct the business of the City Council in an orderly fashion, the City Council has adopted rules pertaining to decorum and order, as provided for in Ordinance No. 1205. The City Council will strictly enforce these rules in order to allow full expression of ideas and opinions by councilmembers, staff and the public.

Generally, the City's rules of decorum prohibit comments or actions which willfully disrupt the meeting. All remarks and questions shall be addressed to the Council as a whole and not to any particular member. No individual Councilmember or member of the City staff shall be questioned without first obtaining permission from the Presiding Officer. The City Council asks that all persons - including councilmembers, staff and the public - act and speak respectfully.

COMMUNICATION AND ELECTRONIC DEVICES
To minimize distractions, please be sure all personal communication and electronic devices are turned off or on silent mode.

DECLARATION OF POSTING
I, Sabdi Sanchez, City Clerk Administrator of the City of Indio, California, do hereby declare that the foregoing agenda was posted on September 14, 2023, at least seventy-two (72) hours prior to the meeting per Government Code 54954.2, at the following locations:

City of Indio Council Chamber, 150 Civic Center Mall, Indio, CA 92201 City of Indio website www.indio.org
Sabdi Sanchez

SABDI SANCHEZ, CMC

CITY CLERK ADMINISTRATOR

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City of Indio
City Council
September 18, 2023

STAFF REPORT
To: City Council
From: Bryan H. Montgomery, City Manager
Prepared by: Sabdi Sanchez, City Clerk Administrator
Subject: Minutes for City Council meeting of August 16, 2023 RECOMMENDATION:

Approve the Minutes of August 16, 2023, as presented.

ATTACHMENTS:

Attachment 1 - 16 August 2023 - Unofficial Minutes_Final Draft.ss AGENDA ITEM #8.1
Minutes for City Council meeting of August 16, 2023 (Sabdi Sanchez, City... Page 9 of 1306 City of Indio
City Council / Indio Water Authority Minutes
Wednesday, August 16, 2023
Mayor Oscar Ortiz called to order the closed session meeting of the City Council for the City of Indio and the Indio Water Authority, at 4:01 p.m. in the Council Chamber located at 150 Civic Center Mall, Indio, California.

CLOSED SESSION - 4 PM

1. CALL TO ORDER AND ROLL CALL

Present:

Mayor Oscar Ortiz
Councilmember Glenn Miller
Councilmember Elaine Holmes

Absent:

Mayor Pro Tem Lupe Ramos Amith
Councilmember Waymond Fermon

2. PUBLIC COMMENT None

3. ADJOURN TO CLOSED SESSION TO CONSIDER:

Councilmember Elaine Holmes recused herself from Items 3.2 thru 3.5, as she owns property within 1000ft and holds a financial interest.

3.1 Conference with Labor Negotiator, Government Code Section 54957.6; City Negotiator: Bryan H. Montgomery, City Manager, Rob Rockwell, Assistant City Manager & Finance Director, Michael Washburn, Chief of Police, Brian Tully, Assistant Chief of Police, and Andrew Ansoorian, Director of Human Resources and Risk Management; Employee Organizations: POA

3.2 Conference with Real Property Negotiators, pursuant to California Government Code Section 54956.8; Property: 45120 and 45130 Oasis Street, APN 611- 152-003; Negotiating Parties: City of Indio; Bryan H. Montgomery, City Manager and Finders Keepers Records; Under Negotiation: Price and Terms of payment.

3.3 Conference with Real Property Negotiators, pursuant to California Government Code Section 54956.8; Property: 82851 and 82867 Miles Avenue; Negotiating Parties: City of Indio; Bryan H. Montgomery, City Manager and Miles DTI, LLC; Under Negotiation: Lease Amendment.

3.4 Conference with Real Property Negotiators, pursuant to California Government Code Section 54956.8; Property: 45127 Towne St, APN 611-172-013; Negotiating Parties: City of Indio; Bryan H. Montgomery, City Manager and Raul Gonzalez Robledo; Under Negotiation: Price and Terms of payment.

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Minutes for City Council meeting of August 16, 2023 (Sabdi Sanchez, City... Page 10 of 1306 City Council / Indio Water Authority
August 16, 2023

3.5 Conference with Real Property Negotiators, pursuant to California Government Code Section 54956.8; Property: 45120 Oasis Street, APN 611-152-003; Negotiating Parties: City of Indio; Bryan H. Montgomery, City Manager and Rosemary HiFi, Adrian Romero; Under Negotiation: Price and Terms of Payment.

REGULAR SESSION - 5 PM
Mayor Oscar Ortiz called to order the regular joint meeting of the City Council for the City of Indio and the Indio Water Authority, at 5:04 p.m. in the Council Chamber located at 150 Civic Center Mall, Indio, California.

1. CALL TO ORDER AND ROLL CALL

Present:

Mayor Oscar Ortiz
Councilmember Glenn Miller
Councilmember Elaine Holmes
Councilmember Waymond Fermon

Absent:

Mayor Pro Tem Lupe Ramos Amith
City Staff Present:

Bryan H. Montgomery, City Manager, Trujillo, Deputy City Manager, Kevin H. Snyder, Dir. Of Community Development (via zoom), Carl S. Morgan, Dir. Of Economic Development, Sabdi Sanchez, City Clerk Administrator, Ian Cozens, Director of Information Technology, Mike Washburn, Chief of Police, Reymundo Trejo, P.E., IWA General Manager, and Steven Graham, City Attorney

2. INVOCATION Pastor Dave McCoy ~ Garden Fellowship Church

3. PLEDGE OF ALLEGIANCE led by Elena Cañas, Second Grader at Jackson Elementary

4. CITY ATTORNEY REPORT ON CLOSED SESSION
City Attorney Steven Graham reported Council met in Closed Session to discuss the items listed therein and there was no reportable action.

5. PRESENTATIONS

5.1 Proclamation to Ralph Duarte, U.S. Army Sergeant in honor of "Hunter Lopez Day"
Mayor Ortiz, along with City Council presented a proclamation for Ralph Duarte, U.S. Army Sergeant in honor of "Hunter Lopez Day" to Marine Corp.

Veteran - Keanu Stoneburner on behalf of Ralph Duarte.

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6. CITY MANAGER REPORTS AND INFORMATION
City Manager Montgomery recognized Police Chief ~ Mike Washburn on his seven (7) year anniversary with Team Indio

7. REPORT ON CITY COUNCIL EXTERNAL/INTERNAL BOARDS, COMMISSIONS

AND COMMITTEE MEETINGS
Councilmember Holmes reported on East Valley Reclamation Authority.

Councilmember Fermon reported on Coachella Valley Energy Commission.

Councilmember Miller reported on SunLine Transit Agency and East Valley Reclamation Authority
Mayor Ortiz had no report.

8. CONSENT CALENDAR

8.1 Minutes for City Council meeting of July 19 & July 26, 2023

8.2 Second Reading of Ordinance No. 1796, amending Chapter 32, Sections

32.03 and 32.04 City Commissions, allowing Commissioners to also serve on the Mobile Home Fair Practices Commission and allowing Commissioners to voluntarily waive the stipend provided by the City pursuant to their appointment

8.3 City Warrants from 07.15.23 thru 08.11.23

8.4 Report of investments for the quarter ending June 30, 2023

8.5 IWA Warrants from 07.06.23 thru 08.01.23

8.6 Conservation Program Update and Recommendation for Revisions to the Turf Removal Rebate Program

8.7 Purchase from Ferguson Waterworks, Core & Main, Dangelo Company, United Waterworks, Inc. and Western Waterworks for as-needed waterworks parts and supplies for a combined not-to-exceed amount of $360,000 in accordance with the approved budget for Fiscal Year 2023-2024

8.8 Authorize the full release of the performance and payment bond and accept the Bill of Sale and Maintenance bond in the amount of $47,794.00 from Terra Lago, Indio, LLC, for the K. Hovnanian’s Four Seasons at Terra Lago Tract No. 32341-8

8.9 Authorize the full release of the performance and payment bond and accept the Bill of Sale and Maintenance bond in the amount of $35,628.00 from Terra Lago Indio, LLC for the K. Hovnanian’s Four Seasons at Terra Lago Tract No. 32341-9

8.10 Authorize the full release of the performance and payment bond and accept the Bill of Sale and Maintenance bond in the amount of $20,322.00 from Terra Lago, Indio, LLC, for the K. Hovnanian’s Four Seasons at Terra Lago Tract No. 32341-11

8.11 Authorize the full release of the performance and payment bond and accept the Bill of Sale and Maintenance bond in the amount of $39,777.00 from Terra

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Minutes for City Council meeting of August 16, 2023 (Sabdi Sanchez, City... Page 12 of 1306 City Council / Indio Water Authority
August 16, 2023
Lago, Indio, LLC, for the K. Hovnanian’s Four Seasons at Terra Lago Tract No. 32341-12

8.12 Agreement for Special Legal Counsel Services with the law firm of Liebert Cassidy Whitmore

8.13 Addendum No. 2 to LandMark Consultants, Inc. for Construction Testing and Inspection Services at the Public Safety Campus project in the not-to-exceed amount of $93,500

8.14 Approval of Purchase and Sale Agreement with Cipriano De La Cruz in the amount of $630,000 plus title and escrow costs and other related expenses not to exceed $645,000 for the City's purchase of the commercial property generally located at the north/east quadrant of Smurr Street and Bliss Avenue (Assessor Parcel Number 611-174-008), and finding of conformity with the General Plan

8.15 Approval of a Lease Agreement with Core & Main, LP located at 82314 Market Street

8.16 Approve a first amendment and extension to the Professional Services Agreement with Steve Serna dba Serna & Associates in an amount not to exceed $100,000 for downtown ambassador and security services

8.17 Construction contract with ATP General Engineering Contractors in the amount of $9,034,730 for the FY 23/24 Pavement Management Project (Project No.

SMPMP)

8.18 Construction contract with Road Works, Inc., for the Annual Crack Seal Program (Project No. CIP-24SMCS), in an amount not-to-exceed $400,000 per fiscal year, for a one-year term, with four optional one-year extensions

8.19 Construction contract with Universal Construction Engineering in an amount not-to-exceed $1,834,673.70 for the Madison Street Improvements Project (Project No. ST503C)

8.20 Approval of Final Parcel Map for The HH Trust, Parcel Map No. 38335 (Indio Self Storage), generally located on the south side of Indio Boulevard and east of Madison Street

8.21 Approval of Final Parcel Map for Canopy, LP, Parcel Map No. 38262 (Canopy at Citrus), generally located on the east side of Jefferson Street and north of Avenue 50

8.22 Fuel purchase in the amount of $500,000 from Soco Group, Inc. for the City’s bulk fuel needs
Mayor Ortiz pulled Item 8.6 for presentation.

Rey Trejo, IWA General Manager presented a PowerPoint Presentation.

Councilmember Holmes abstained from Items 8.8 thru 8.11 and 8.14 as she owns property with 500ft.

Motion made by Councilmember Elaine Holmes, seconded by Councilmember Glenn Miller to approve Consent Calendar Items 8.1 thru 8.7, 8.12 thru 8.13,

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Minutes for City Council meeting of August 16, 2023 (Sabdi Sanchez, City... Page 13 of 1306 City Council / Indio Water Authority
August 16, 2023
and 8.15 thru 8.22. Motion carried 4-0-1. Mayor Pro Tem Lupe Ramos Amith absent.

Motion made by Councilmember Miller, seconded by Councilmember Fermon to approve Consent Calendar Items 8.8 thru 8.11 and 8.14. Motion carried 3-0-

1. Mayor Pro Tem Lupe Ramos Amith absent.

9. ADMINISTRATIVE ITEMS

9.1 Select the finalist from three (3) options recommended by the Public Arts Commission for the 9/11 Memorial Project and authorize the City Manager and City Attorney to negotiate and finalize the terms of the agreement for the total amount of $125,000
Leila Namvar, Public Arts Analyst presented the PowerPoint Presentation.

E.J. Neumeyer, Chairperson of the Public Arts Commission provided comment.

Discussion ensued.

Motion made by Councilmember Glenn Miller, seconded by Councilmember Waymond Fermon to approve Artist James Dinh as the finalist for the 9/11 Memorial Project. Carried 4-0-1. Mayor Pro Tem Lupe Ramos Amith absent.

9.2 Miles Avenue South Alley Activation Project: Review the proposal from Building 180, select one or more ideas from their proposal, and allocate a budget of up to $135,000 or an amount the City Council deems appropriate for this project Councilmember Elaine Holmes recused herself from Item 9.2 as she owns property within 500ft.

Leila Namvar, Public Arts Analyst presented the PowerPoint presentation.

Public Comment provided by the following:

1. E.J. Neumeyer ~ Chairperson of Public Arts Commission Discussion ensued.

Motion made by Councilmember Waymond Fermon, seconded by Councilmember Glenn Miller to approve Miles Avenue South Alley Activation Project. Carried 3-1-1. Mayor Pro Team Lupe Ramos Amith absent.

Councilmember Elaine Holmes abstained.

10. PUBLIC HEARINGS

10.1 Public hearing to approve the conduction of a special election, adopt Resolution No. 10383 Determining the Validity of Prior Proceedings, adopt Resolution No. 10384 Calling a Special Election, adopt Resolution No. 10385 Canvassing the Results of the Election, conduct first reading by title only

Page 6 of 9 ends

Minutes for City Council meeting of August 16, 2023 (Sabdi Sanchez, City... Page 14 of 1306 City Council / Indio Water Authority
August 16, 2023
of Ordinance No. 1797 Authorizing the Levy of a Special Tax and approve a budget adjustment relating to the Annexation of Annexation Area No. 83 to CFD No. 2004-1 (Parcel Map No. 38493, Indio North Business, LLC) Mayor Oscar Ortiz opened the Public Hearing for Item 10.1 at 5:50 p.m.

Juan Raya, City Engineer presented the Staff Report.

Mayor Oscar Ortiz closed the Public Hearing with no comments, or protests at 5:54 p.m.

Motion made by Councilmember Elaine Holmes, seconded by Councilmember Glenn Miller to approve Resolution No. 10383, Determining the Validity of Prior Proceedings. Carried 4-0-1. Mayor Pro Tem Lupe Ramos Amith absent.

Motion made by Councilmember Elaine Holmes, seconded by Councilmember Glenn Miller to approve Resolution No. 10384, Calling a Special Election.

Carried 4-0-1. Mayor Pro Tem Lupe Ramos Amith absent.

Motion made by Councilmember Elaine Holmes, seconded by Councilmember Glenn Miller to approve Resolution No. 10385, Canvassing the Results of the Election. Carried 4-0-1. Mayor Pro Tem Lupe Ramos Amith absent.

Motion made by Councilmember Elaine Holmes, seconded by Councilmember Glenn Miller to waive full reading and introduce Ordinance No. 1797, Authorizing the Levy of a Special Tax. Carried 4-0-1. Mayor Pro Tem Lupe Ramos Amith absent.

Motion made by Councilmember Elaine Holmes, seconded by Councilmember Glenn Miller to approve a Budget Adjustment relating to the Annexation of Annexation Area No. 83 to CFD No. 2004-1. Carried 4-0-1. Mayor Pro Tem Lupe Ramos Amith absent.

10.2 Resolution No. 10386 approving the Specific Plan, Resolution No. 10387 approving the Tentative Tract Map 38470 (TTM 22-05-469) and Resolution No. 10388 certifying that the project’s Final Environmental Impact Report (EIR) is in compliance with Section 15089 and Section 15132 of the California Environmental Quality Act (CEQA) Guidelines for the development of 1,500 active adult residential units with a community clubhouse and other recreational amenities on approximately 378 acres located along Avenue 38, Avenue 39, Avenue 40, Jefferson Street, and Madison Street (Assessor’s Parcel Numbers 691-110- 002, 003, 004, 008, 011, 014, 021, 023, 025)
Kendra Reif, Principal Planner presented the PowerPoint Presentation.

Mayor Ortiz opened the Public Hearing at 6:26 p.m.

David Dewegeli, Land Manager for Pulte Homes and Jim Vaughn, Land Use Counsel of SZR Law provided a PowerPoint Presentation.

Page 7 of 9 ends

Minutes for City Council meeting of August 16, 2023 (Sabdi Sanchez, City... Page 15 of 1306 City Council / Indio Water Authority
August 16, 2023
Mayor Ortiz opened the Public Hearing once again at 6:58 p.m.

Public Comments provided by the following:

1. Deborah Gmeiner

2. Brandon Marley
Mayor Ortiz closed the Public Hearing at 7:07 p.m.

Discussion ensued.

Motion made by Councilmember Waymond Fermon, seconded by Councilmember Glenn Miller to approve Resolution No. 10386 approving the Specific Plan, Resolution No. 10387 approving the Tentative Tract Map 38470 (TTM 22-05-469) with amended condition of approval language provided by the City Attorney, and Resolution No. 10388 certifying that the project’s Final Environmental Impact Report (EIR) is in compliance with Section 15089 and Section 15132 of the California Environmental Quality Act (CEQA) Guidelines.

Carried 4-0-1. Mayor Pro Tem Lupe Ramos Amith absent.

Condition of Approval language for Resolution No. 10387 provided by City Attorney Graham:
“Without affecting the discretion of CVWD in the provision of services or any rights it may have under existing agreements or easements, Applicant shall be required to prepare and obtain approval from CVWD one or more Special and/or Standard Agreements for the provision of sanitary sewer service that does not require the upsizing of CVWD facilities located within the Sun City Shadow Hills development.”

11. PUBLIC COMMENTS FOR ITEMS NOT ON THE AGENDA
None

12. ADJOURNMENT
Motion made by Councilmember Glenn Miller, seconded by Councilmember Elaine Holmes to adjourn the City Council meeting to an Adjourned Regular meeting, Monday September 18, 2023 at 5:00 p.m. Carried 4-0-1. Mayor Pro Tem Lupe Ramos Amith absent.

There being no further business to discuss Mayor Ortiz adjourned the regular joint meeting at 7:21 p.m.

SABDI SANCHEZ, CMC

CITY CLERK ADMINISTRATOR

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Minutes for City Council meeting of August 16, 2023 (Sabdi Sanchez, City... Page 16 of 1306 City Council / Indio Water Authority
August 16, 2023

Page 9 of 9 ends

Minutes for City Council meeting of August 16, 2023 (Sabdi Sanchez, City... Page 17 of 1306 City of Indio
City Council
September 18, 2023

STAFF REPORT
To: City Council
From: Bryan H. Montgomery, City Manager
Prepared by: Sabdi Sanchez, City Clerk Administrator
Subject: Adopt Resolution No. 10392, approving the revised Citywide Records Retention and Destruction Schedule
RECOMMENDATION:

Adopt Resolution No. 10392, approving the revised Citywide Records Retention and Destruction Schedule
SUMMARY:

In accordance with the provisions of the Records Retention and Destruction Schedule adopted by the City Council on April 18, 2018 as set forth in Resolution No. 10020, staff continuously revises the records retention schedules for all City departments. Staff recommends adoption of the proposed amendments to the current Records Retention and Destruction Schedules.

BACKGROUND INFORMATION:

Government Code Section 34090 provides a procedure whereby any city record which that 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. Records include documents, instruments, books, microfilm, images, or papers. The purpose of this procedure was to provide a rational and responsible way to maintain critical documents while purging and streamlining the agencies' files of non-essential paperwork.

In November 1997, the first Citywide Records Retention and Destruction Schedule was adopted by the City Council. The City has been working with its records management consultant, Gladwell Governmental Services, Inc. ("Gladwell"), on revisions to the Citywide schedules. Gladwell specializes in California local government records and has reviewed and approved the proposed updates to the Citywide schedules.

Staff recommends the City Council adopt the Resolution approving the revised schedules which are attached as an exhibit to the Resolution. It is Staff's intent to review the City's Records Retention Schedule on regular basis to ensure the retention periods continue to meet State and Federal Guidelines.

ATTACHMENTS:

Attachment 1 - Resolution No. 10392 - Revised Records Retention Schedule Attachment 2 - Exhibit A to Reso 10392 - Revised Retention Schedules AGENDA ITEM #8.2
Resolution No. 10392 , approving the revised Citywide Records Retention ... Page 18 of 1306 APPROVAL(S):

Steven Graham, City Attorney Approved - 25 Aug 2023
Bryan H. Montgomery, City Manager Approved - 25 Aug 2023

Page 2 of 97 ends

Resolution No. 10392 , approving the revised Citywide Records Retention ... Page 19 of 1306 RESOLUTION NO. 10392

A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF INDIO ADOPTING REVISED RECORDS RETENTION

AND DESTRUCTION SCHEDULES FOR CITY

DEPARTMENTS AND AUTHORIZING THE

DESTRUCTION OF CERTAIN CITY RECORDS IN

ACCORDANCE WITH STATE LAW
WHEREAS, the maintenance of numerous records is expensive, slows document retrieval, and is not necessary after a certain period of time for the effective and efficient operation of the government of the City of Indio; and WHEREAS, Section 34090 of the Government Code of the State of California provides a procedure whereby any City record which has served its purpose and is no longer required may be destroyed; and
WHEREAS, the State of California has adopted guidelines specifying retention periods for various government records; and
WHEREAS, this Resolution is intended to adopt a records retention and destruction schedule that facilitates the orderly and efficient retention and destruction of City records in accordance with State law.

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

Section 1. For purposes of this Resolution and the attached Exhibit A, the following definitions shall apply.

A. “City Record”: 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 (e-mail), facsimile, or electronic file), 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.

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

Page 3 of 97 ends

Resolution No. 10392 , approving the revised Citywide Records Retention ... Page 20 of 1306 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 record exists, including both paper and electronic formats.

Section 2. Records Retention and Destruction Schedules
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 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 Indio that such Non-Records no longer need to be retained.

Section 3. Approval of Destruction of City Records
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 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. • Court records.
• City Records required to be kept by statute.

Page 4 of 97 ends

Resolution No. 10392 , approving the revised Citywide Records Retention ... Page 21 of 1306 • City Records less than two years old with the exception of 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. Repeal of Prior Schedule. 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. Updates to Records Retention and Destruction Schedule. 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. Certification. The City Clerk shall certify to the adoption of this Resolution.

Section 7. Effective Date. This Resolution shall take effect immediately upon its passage and adoption.

PASSED, APPROVED AND ADOPTED this 18th day of September, 2023, by the following vote:
__________________________________

OSCAR ORTIZ, MAYOR
ATTEST:
________________________________

SABDI SANCHEZ, CMC

CITY CLERK ADMINISTRATOR

Page 5 of 97 ends

Resolution No. 10392 , approving the revised Citywide Records Retention ... Page 22 of 1306 Exhibit A
Records Retention and Destruction Schedules for the City of Indio

Page 6 of 97 ends

Resolution No. 10392 , approving the revised Citywide Records Retention ... Page 23 of 1306

RECORDS RETENTION SCHEDULE LEGEND
©1995 – 2023 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission OFR (Office of Record): The department that keeps the original or “record copy.” Usually it is the department that originates the record, unless the item is for a City Council meeting (then it is the City Clerk.)
Records Description: The record series (a group of like records).

Transitory Records not retained in the ordinary course of business, that do NOT have substantive content: Preliminary drafts, notes, or interagency or intra- agency memoranda and records having only transitory value. Examples: Telephone messages, meeting room reservation schedules, logs, source records entered into a computer system that qualifies as a “trusted system”, etc.

Non-Record: Documents, studies, books and pamphlets produced by outside agencies, preliminary drafts not retained in the ordinary course of business.

Retention/Disposition: Active: How long the file remains in the immediate office area(guideline) Inactive: How long the file is in off-site storage, stored on Optical Disk or Microforms(guideline) Total Retention: The total number of years the record will be retained For file folders containing documents with different retention timeframes, use the document with the longest retention time.

P = Permanent
Indefinite = No fixed or specified retention period; used for databases, because the data fields are interrelated.

Vital? = Those records that are needed for basic operations in the event of a disaster.

Media Options(guideline) – the form of the record: Mag = Electronic Computer Magnetic Media (Hard drives, Networks, USB Drives, Cloud, etc.) Mfr = Microforms (aperture cards, microfilm, microfiche, or jackets) Ppr = Paper
OD = Optical Disk, CD-r, DVD-r, WORM, or other media which does not allow changes Scan / Import(guideline): “S” indicates the record should be scanned into the document imaging system; “I” indicates the record should be electronically imported into the document imaging system; “M” indicates the record should be microfilmed
Destroy Paper after Imaged & QC’d / Trustworthy Electronic Record: “Yes” indicates the electronic record may serve as the OFFICIAL record (and the paper version may be destroyed, or the record may be electronically generated and never exist in paper format;) IF (legal requirements) the document has been imaged (electronically generated, scanned or imported and placed on Unalterable Media, Immutable Cloud Media, DVD-R, CD- R, Blue-ray-R, or WORM– Write Once Read Many Media, or microfilmed) which is stored in a safe & separate location, and both the images and indexing Quality Checked (“QC’d”). The electronic record or image must contain all significant details from the original and be an adequate substitute for the original document for all purposes, and other legal mandates apply. Includes all electronic records which are to serve as the Official Record.

Legend for legal citations (§: Section) B&P: Business & Professions Code (CA) CBC: California Building Code CC: Civil Code (CA) CCP: Code of Civil Procedure (CA) CCR: California Code of Regulations (CA) CFC: California Fire Code CFR: Code of Federal Regulations (US) EC: Elections Code (CA) EVC: Evidence Code (CA) FA: Food & Agriculture Code FC: Family Code (CA) FTB: Franchise Tax Board (CA) GC: Government Code (CA) H&S: Health & Safety Code (CA) HUD: Housing & Urban Develop. (US) LC: Labor Code (CA) Ops. Cal. Atty. Gen..: Attorney General Opinions (CA) PC: Penal Code (CA) PRC Public Resources Code R&T: Revenue & Taxation Code (CA) UFC: Uniform Fire Code USC: United States Code (US) VC: Vehicle Code (CA) W&I: Welfare & Institutions Code (CA)

Page 7 of 97 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-1 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
Retentions apply to the department that is NOT the Office of Record (OFR), or the "Lead Department". If you are the OFR, refer to your department retention schedule.

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

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

CITY WIDE (Used by All Departments)
Human
Resources CW-001
Accident, Incident, Injury
reports: EMPLOYEES
Includes associated MSDS
(Material Safety Data Sheet), if
applicable
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Copies retained for reference;
GC §34090.7
Manag.

Services /
Accounting
CW-002
Accounts Payable, Invoices,
Petty Cash, Travel
Reimbursement, etc.

Includes all backup
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Payment
Mag,
Ppr
All originals go to Finance
(these are copies); GC
§34090.7
Lead Dept. CW-003 Advertising (Legal) 2 years 2 years Mag, Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; Statute of Limitations
on Municipal Government
actions is 3 - 6 months;
CCP§337 et seq; GC §§34090,
54960.1(c)(1)
Lead Dept. CW-004 Affidavits of Publications /
Public Hearing Notices 2 years 2 years
Mag,
Mfr, OD,
Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; Statute of Limitations
on Municipal Government
actions is 3 - 6 months; GC
§§34090, 54960.1(c)(1)
City Clerk CW-005 Agenda Packets / Agenda Staff
Reports (City Council)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S
Yes: After
10 years
The City Clerk retains originals;
GC §34090.7
INDIO, CA ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

Page 8 of 97 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-2 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk CW-006
Agreements & Contracts (ALL,
including DDAs, OPAs,
MOUs and MOAs) & Notices
of Completion.

Agreement or Contract includes all
contractual obligations (e.g. Scope
of Work, Amendments, Notices of
Completion), Insurance
Certificates
Change Orders are maintained by
the Lead Department.

Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S
Yes: After
Inactive
All agreements, service
agreements, and contracts are
sent to the City Clerk; Change
Orders are maintained by the
Lead Department; GC
§34090.7
Lead Dept. CW-007
Agreements & Contracts:

ADMINISTRATIVE FILES -
NOT funded by a grant
(Correspondence, Project
Administration, Project Schedules,
Certified Payrolls, Insurance
Certificates, RFPs, Invoices, etc.)
Completion 10 years Completion +
10 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio n
Covers E&O Statute of
Limitations (insurance
certificates are filed with
agreement); Published Audit
Standards=4-7 years; Statute
of Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10 years;
Statewide guidelines propose
termination + 5 years; records
are permanent by law; CCP
§§337. 337.1(a), 337.15, 343;
GC §34090
INDIO, CA ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

Page 9 of 97 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-3 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-008
Agreements & Contracts:

ADMINISTRATIVE FILES -
WITH grant funding
(Correspondence, Project
Administration, Project Schedules,
Certified Payrolls, Insurance
Certificates, RFPs, Invoices, etc.)
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion
+ 10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I
Yes: Upon
Completio n
Meets auditing standards;
Grants covered by a
Consolidated Action Plan are
required for 5 years; Uniform
Admin. Requirements for
Grants to Local Governments
is 3 years from expenditure
report or final payment of
grantee or subgrantee;
statewide guidelines propose 4
years; 2 CFR 200.334; 24 CFR

91.105(h), 92.505, 570.490, &
570.502(a), 29 CFR 97.42;
OMB Circular A-110 & A-133;
GC §34090; GC §8546.7
Lead Dept. CW-009
Agreements & Contracts:

UNSUCCESSFUL BIDS ,
PROPOSALS, or
RESPONSES to RFPs
(Request for Proposals) and/or
RFQs (Request for
Qualifications) that don't result
in a contract
2 years 2 years Mag,
Ppr
The RFP / RFQ and the
successful proposal becomes
part of the agreement or
contract (City Clerk is OFR);
GC §34090
Manag.

Services /
Accounting
CW-010
Audits / Audit Reports / Annual
Comprehensive Financial
Report (ACFR)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required

Mag,
Ppr Copies; GC §34090.7
INDIO, CA ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

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Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-4 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

CW-011 Bids: See Agreements &
Contracts
Staffing Dept. CW-012
Boards and Committees:

AUDIO RECORDINGS of
Meetings
2 years 2 years
Tape
(Mag)
Required by IMC, Title 3,
Chapter 30 §30.46; State law
only requires for 30 days; GC
§54953.5(b)
Lead Dept. CW-013
Boards, Commissions, &
Committees Internal -
Attended by employees: All
Records
(e.g. Records Management
Committee, Traffic Advisory
Committee, In-House Task
Forces, etc.)
2 years 2 years
Mag,
Ppr GC §34090
Staffing Dept. CW-014
Boards, Commissions, &
Committees: Citizens Advisory
Bodies Formed by City

COUNCIL

AGENDAS, AGENDA

PACKETS, NOTICES,
ADVERTISING, etc.
(except Council and Planning
Commission - see City Clerk's
and Planning's schedule)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years

Mag,
Ppr
Brown Act challenges must be
filed within 30 or 90 days of
action; GC §§34090,
54960.1(c)(1)
INDIO, CA ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

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Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-5 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Staffing Dept. CW-015
Boards, Commissions, &
Committees: Citizens Advisory
Bodies Formed by City

COUNCIL

MINUTES & BYLAWS
PP Yes
Mag,
Mfr, OD,
Ppr
S
Yes: After
10 years
Notes taken to facilitate the
writing of the minutes can be
destroyed after minutes have
been adopted; GC §34090 et
seq.

CW-016
Boards, Commissions, &
Committees: External
Organizations
(e.g. County Board of
Supervisors)
When No
Longer
Required
When No
Longer
Required

Mag,
Ppr Non-records
CW-017 Brochures: See Reference
Materials
City Clerk CW-018 Budgets - Finals
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S/I Yes: After
5 years
Final must be filed with County
Auditor; GC §34090.7, 40802,
53901
Manag.

Services /
Accounting
CW-019
Cash Receipts Detail / Backup
/ Accounts Receivable /
Refunds / Recaps
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
All detail is sent to Cashier GC
§34090.7
Lead Dept. CW-020 City Attorney Opinions P P Yes
Mag,
Mfr, OD,
Ppr
S
Department Preference; GC
§34090
INDIO, CA ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

Page 12 of 97 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-6 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Manag.

Services / Risk
Management
CW-021 Claims & Litigation
Copies -
When No
Longer
Required
(Upon
Settlement /
Final
Resolution)
Copies -
When No
Longer
Required
(Upon
Settlement /
Final
Resolution)
Yes: Before
Settlement
Mag,
Mfr, OD,
Ppr
S/I Yes: After
Settlement
City Attorney is OFR for
lawsuits; Risk Management
administers claim; GC
§§34090.7, 34090.6
Lead
(Responding)
Dept.

CW-022
Complaints / Concerns from
Citizens / Service Orders
(operational)
2 years 2 years Mag Ppr
City preference to be
consistent with
correspondence; Statute of
Limitations for personal
property, fraud, etc. is 3 years;
Claims must be filed in 6
months; CCP §340 et seq.,
342, GC §34090
CW-023 Contracts: See Agreements
CW-024 Copies or duplicates of any
record
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag Ppr GC §34090.7
INDIO, CA ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

Page 13 of 97 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-7 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document (from
an outside
source)
CW-025
Correspondence - ROUTINE
(Content relates in a
substantive way to the
conduct of the public's
business)
(e.g. Letters, Memorandums,
Administrative, Chronological,
General Files, Reading File,
Working Files, etc.)
2 years 2 years
Mag,
Ppr GC §34090
INDIO, CA ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

Page 14 of 97 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-8 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Dept. that
Authors
Document
or
Receives the
City's Original
Document (from
an outside
source)
CW-026
Correspondence -

TRANSITORY /

PRELIMINARY DRAFTS,
Interagency and Intraagency
Memoranda not retained in the
ordinary course of business
Content NOT Substantive, or
NOT made or retained for the
purpose of preserving the
informational content for
future reference
(e.g. calendars, checklists, e-mail
or social media posting that does
not have a material impact on the
conduct of business, invitations,
instant messaging, logs, mailing
lists, meeting room registrations,
staff videoconference chats, notes
and recordings, supply inventories,
telephone messages, text
messages, transmittal letters,
thank yous, requests from other
cities, undeliverable envelopes,
visitors logs, voice mails,
webpages, etc.)
When No
Longer
Required
When No
Longer
Required

Mag,
Ppr
Refer to the City's
Administrative Policies.

Electronic and paper records
are categorized, filed and
retained based upon the
CONTENT of the record.

Records where either the
Content relates in a
substantive way to the
conduct of the public's
business, or ARE made or
retained for the purpose of
preserving the informational
content for future reference
are saved by placing them in
an electronic or paper (project)
file folder and retained for the
applicable retention period. If
not mentioned here, consult
the City Attorney to determine
if a record is considered
transitory / preliminary draft.

GC §§34090, 6252, 6254(a);
64 Ops. Cal. Atty. Gen. 317
(1981)); City of San Jose v.

Superior Court (Smith).

S218066. Supreme Court of
California, 2017
INDIO, CA ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

Page 15 of 97 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-9 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

City Clerk CW-027 Deeds and Easements (All)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required

Mag,
Ppr GC §34090.7
Lead Dept. CW-028 Drafts & Notes: Drafts that are
revised (retain final version)
When No
Longer
Required
When No
Longer
Required

Mag,
Ppr
As long as the drafts and notes
are not retained in the "Regular
Course of Business". Consult
the City Attorney to determine
if a record is considered a
draft. GC §34090, GC §6252
6254(a)
Lead Dept. CW-029
GIS Database / Data / Layers
(both City-wide and
Specialized)
When
Superseded
When
Superseded Yes Mag
The Lead Department should
print out historical documents
(or save source data) prior to
replacing the data, if they
require the data or output;
Department Preference
(Preliminary documents); GC
§60200, 60201 et seq.

Lead Dept. CW-030 Grants (UNSUCCESSFUL
Applications, Correspondence) 2 years 2 years
Mag,
Ppr GC §34090
INDIO, CA ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

Page 16 of 97 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-10 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-031
Grants / Reimbursable Claims /
Subventions / CDBG / FEMA
Claims / OES Claims
(SUCCESSFUL Reports, other
records required to pass the
funding agency's audit, if
required)
Applications (successful), program
rules, regulations & procedures,
reports to grant funding agencies,
correspondence, audit records,
completion records
2 years
After
Funding
Agency
Audit, if
Required -
Minimum 5
years
After Funding
Agency Audit,
if required -
Minimum 5
years

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

91.105(h), 92.505, 570.490, &
570.502(a), 29 CFR 97.42;
OMB Circular A-110 & A-133;
GC §34090; GC §8546.7
Human
Resources CW-032 Grievances and Informal Complaints (Employees) Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Disposition
Mag,
Ppr
Send all grievances to Human
Resources; All State and
Federal laws require retention
until final disposition of formal
complaint; State requires 2
years after action is taken; GC
§§12946, 12960, 34090
Human
Resources CW-033 Injury reports: EMPLOYEES
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Copies retained for reference;
GC §34090.7
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Page 17 of 97 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-11 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

CD / Building &
Safety CW-034
Insurance Certificates -
Miscellaneous that Cannot be
Matched to a Contract or
Contractor
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
If a certificate cannot be
matched to a contract, send to
Building & Safety; GC
§34090.7
Manag.

Services / Risk
Management
CW-035 Lawsuits, Litigation, Pending
Litigation
Copies -
When No
Longer
Required
(Upon
Settlement /
Final
Resolution)
Copies -
When No
Longer
Required
(Upon
Settlement /
Final
Resolution)
Yes: Before
Settlement
Mag,
Mfr, OD,
Ppr
S/I Yes: After
Settlement
Risk Management
administrates claim; GC
§§34090.7, 34090.6
City Clerk CW-036 Minutes - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§34090.7
City Clerk CW-037 Municipal Code (these are
copies)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Current
Original
Mag,
Mfr, OD,
Ppr I No
Return any whole unused
codes to the City Clerk;
Originals maintained by City
Clerk Permanently; GC §34090
INDIO, CA ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

Page 18 of 97 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-12 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-035
Material Safety Data Sheet
(MSDS) / Safety Data Sheet
(SDS) / Chemical Use Report
Form
(or records of the chemical /
substance / agent, where &
when it was used)
30 years 30 years
Mag,
Mfr, OD,
Ppr
S
Yes (after
inactive)
MSDS may be destroyed as
long as a record of the
chemical / substance / agent,
where & when it was used is
maintained for 30 years;
Applies to qualified employers;
Claims can be made for 30
years for toxic substance
exposures; ; 8 CCR
3204(d)(1)(B)(2 and 3), 29
CFR 910.1020(d)(1)(ii)(B), GC
§34090
Lead Dept. CW-038 Newspaper Clippings
When No
Longer
Required
When No
Longer
Required
Ppr
Non-records - may be obtained
from the newspaper company;
GC §34090
Staffing Dept. CW-039
Notices: Public Hearing
Notices and Proofs of
Publications
2 years 2 years
Mag,
Ppr
Statute of Limitations on
Municipal Government actions
is 3 - 6 months; CCP§337 et
seq; GC §34090
City Clerk CW-040 Ordinances - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No Originals maintained by City
Clerk Permanently; GC §34090
Human
Resources CW-041 Personnel Files
Upon
Separation,
Shred
Upon
Separation,
Shred
Before
Separation
Mag,
Ppr
Ensure records kept in
Department files comply with
City policy (all originals are
sent to Human Resources); GC
§34090.7
INDIO, CA ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

Page 19 of 97 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-13 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-042 Personnel Files (Supervisor's
Notes)
1 year
(After Incorp.

In
Evaluation)
1 year
(After Incorp.

In Evaluation)
Before
Annual
Performance
Evaluation
Mag,
Ppr
Preliminary drafts; Notes
maintained in a separate folder
to be incorporated into
performance evaluation, or to
document progressive
discipline; GC §34090 et seq.

Lead Dept. CW-043 Personnel Work Schedules 2 years 2 years Mag,
Ppr GC §34090
Lead Dept. CW-044
Petitions (submitted to Council
on any subject. NOT Initiative,
Recall or Referendum petitions
- see City Clerk's schedule)
1 year 1 year Ppr
Not related to elections; Law
requires 1 year for petitions;
GC §50115
Lead Dept. CW-045 Public Relations / Press
Releases 2 years 2 years
Mag,
Mfr, OD,
Ppr
GC §34090
Manag.

Services /
Purchasing
CW-046 Purchase Orders / Requisitions
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Completion
Mag,
Ppr
GC §34090.7
Lead Dept.
(Who Ordered
the Appraisal)
CW-047
Real Estate Appraisal Reports:

Property NOT purchased,
Loans not funded, etc.
2 years 2 years Mag,
Ppr
Not accessible to the public;
Statewide Guidelines show 2
years; GC §§34090, 6254(h)
INDIO, CA ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

Page 20 of 97 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-14 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept.
(Who Ordered
the Appraisal)
CW-048
Real Estate Appraisal Reports:

Purchased Property, Funded
Loans
2 years
When No
Longer
Required -
Minimum 3
years
When No
Longer
Required -
Minimum 5
years
Yes: Before
Purchase
Mag,
Mfr, OD,
Ppr
S
Yes: After
Inactive
Not accessible to the public
until purchase has been
completed; meets grant
auditing requirements; 2 CFR
200.334; 24 CFR 91.105(h), &
570.502(b); 29 CFR 97.42, GC
§34090; GC §8546.7
City Clerk CW-049
Records Destruction Lists /
Certificate of Records
Destruction
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr GC §34090.7
Lead Dept. CW-050
Reference Materials: Policies,
Procedures Brochures,
Manuals, Newsletters &
Reports: Produced by YOUR
Department
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years

Mag,
Ppr
Statewide guidelines propose
superseded + 2 or 5 years; GC
§34090
Lead Dept. CW-051
Reference Materials: Policies,
Procedures, Brochures,
Manuals, Newsletters &
Reports: Produced by OTHER
Departments
When
Superseded
When
Superseded
Mag,
Ppr Copies; GC §34090.7
CW-052
Reference Materials: Policies,
Procedures, Brochures,
Manuals, Newsletters &
Reports: Produced by

OUTSIDE ORGANIZATIONS
(League of California Cities,
Chamber of Commerce, etc.)
When No
Longer
Required
When No
Longer
Required

Mag,
Ppr Non-Records
INDIO, CA ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

Page 21 of 97 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-15 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

CW-053 Reference or Working Files:

See Correspondence
Lead Dept. CW-054
Reports and Studies
(Historically significant - e.g.,
Zoning Studies)
10 yearsPP
Mag,
Mfr, OD,
Ppr
S/I Yes: After
10 years
Administratively and
Historically significant,
therefore retained permanently;
GC §34090
Lead Dept. CW-055
Reports and Studies (other
than Historically significant
reports - e.g. Annual Reports)
10 years 10 years
Mag,
Ppr
Information is outdated after 10
years; statewide guidelines
propose 2 years; If historically
significant, retain permanently;
GC §34090
City Clerk CW-056 Resolutions - City Council
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes (all)
Mag,
Mfr, OD,
Ppr
S No
Originals maintained by City
Clerk Permanently; GC
§34090.7
Lead Dept. CW-057 Speaker Cards (submitted at
public meetings)
When No
Longer
Required
When No
Longer
Required
Ppr
Transitory records not retained
in the ordinary course of
business (used to accurately
produce minutes); GC §34090
et seq., 6254(a)
Lead Dept. CW-058 Special Event Permits Expiration +
2 years
Expiration + 2
years
Yes: During
Class or
Program
Mag,
Ppr GC §34090
INDIO, CA ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

Page 22 of 97 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-16 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-059
Surveys / Questionnaires (that
the City issues)
If a summary of the data is
compiled, the survey forms are
considered a draft or transitory
record, and can be destroyed
Copies - When No Longer
Required.
2 years 2 years
Mag,
Ppr GC §34090
CW-060 Tapes: See Boards &
Commissions
Manag.

Services /
Payroll
CW-061
Time Sheets / Time Cards
WITH employee signatures
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Ppr
Overtime slips and vacation
requests are considered
preliminary / transitory
documents not retained in the
ordinary course of business
(the time card is the final
document); GC §34090.7
INDIO, CA ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

Page 23 of 97 ends

Ver. 17.0 RECORDS RETENTION SCHEDULE: CITY-WIDE STANDARDS Page CW-17 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

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

Lead Dept. CW-062
Training - All Course Records
(Attendance Rosters, Outlines
and Materials; includes Ethics,
Harassment Prevention, &
Safety training & Tailgate
Training Meetings)
2 years 5 years 7 years
Mag,
Mfr, OD,
Ppr
S
Yes: When
Inactive
Department preference; Ethics
Training is 5 years; Statewide
guidelines propose 7 years;
Calif. Labor Division is required
to keep their OSHA records 7
years; EEOC/FLSA/ADEA
(Age) requires 3 years for
promotion, demotion, transfer,
selection, or discharge; State
Law requires 2 -3 years for
personnel actions; 8 CCR
§3203 et seq., 29 CFR
1602.31, LC §6429(c); GC
§§12946, 12960, 34090,
53235.2(b), 53237.2(b)
INDIO, CA ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

Page 24 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-1 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

CITY CLERK
City Clerk CC-001
Agendas and Agenda Packets (City
Council, Public Finance Authority,
Redevelopment Agency, Successor
Agency, Oversight Board, Water
Authority)
1 year PP
Yes:

Before
Meeting
Mag, Mfr,
OD, Ppr
S
Yes: After

QC & OD
Department Preference
(agenda packets were not
saved prior to 1996); GC
§34090 et seq.

City Clerk CC-002
Agreements & Contracts - ALL
Infrastructure, DDAs, OPAs, and
MOUs and MOAs
Agreement or Contract includes all
contractual obligations (e.g. RFP /
Specifications / Successful Proposal
/ Scope of Work, Amendments, and
Notices of Completion), Insurance
Certificates
Change Orders are maintained by
the Lead Department .

Examples of Infrastructure: Architects,
Buildings, bridges, covenants,
development, park improvements,
property restrictions, reservoirs, sewers,
sidewalks, street & alley improvements,
utilities, water, etc.

CompletionPP
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr
S
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)
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 6/7/2023

Page 25 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-2 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media Options
Image:

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

City Clerk CC-003
Agreements & Contracts - ALL NonInfrastructure
Agreement or Contract includes all
contractual obligations (e.g. RFP /
Specifications / Successful Proposal
/ Scope of Work, Amendments,
Notices of Completion), Insurance
Certificates
Change Orders are maintained by
the Lead Department.

Examples of NON-Infrastructure:

Consulting, paving, painting, professional
services, slurry seals, tree trimming, etc.

Completion 10 years Completion +
10 years
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S/I Yes: After QC & OD
Covers E&O Statute of
Limitations; Published Audit
Standards=4-7 years; Statute
of Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Developers=comp. + 10
years; Statewide guidelines
propose termination + 5
years; records are permanent
by law; CCP §§337. 337.1(a),
337.15, 343; GC §34090
City Clerk CC-004
Assessment / Maintenance /
Landscape & Lighting / Street
Improvement District Projects -
Formation Documents (e.g. roads,
sewer, etc.)
1 year PP
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference;
Diagrams and Drawings are
maintained by Engineering;
GC §34090
City Clerk CC-005 Boards & Commission Rosters /
Maddy Act List 1 year
PP
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference; GC
§34090
City Clerk CC-006
Boards, Commissions &
Committees - APPLICATIONS:

APPOINTED
2 years 2 years Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department preference;
Statute of Limitations: Public
official misconduct is
discovery of offense + 4
years, Statewide guidelines
propose Appointment + 5
years; GC §34090; PC
§§801.5, 803c
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Page 26 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-3 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media Options
Image:

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

City Clerk CC-007
Boards, Commissions &
Committees - APPLICATIONS:

UNSUCCESSFUL
2 years 2 years Mag, Ppr Yes: After
QC & OD GC §34090 et seq.

City Clerk CC-008 Cable TV Quarterly Reports 2 years 2 years Mag, Ppr Yes: After QC & OD GC §34090
City Clerk CC-009 City Council Roster / Historical List of Council Members
PP
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC
§34090 et seq.

City Clerk CC-010 Deeds 2 yearsPP
Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-011 Easements 2 yearsPP
Mag, Mfr,
OD, Ppr S / I No GC §34090
City Clerk CC-012
Economic Interest Filings (FPPC
700 Series Forms - Statement of
Economic Interests): DESIGNATED

EMPLOYEES & CONSULTANTS
(specified in the City's Conflict of
Interest code)
2 years 5 years 7 years Mag, Ppr
City maintains original
statements; GC
§81009(e)&(g)
City Clerk CC-013
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)
When No
Longer
Required -
Minimum 4
years
When No
Longer
Required -
Minimum 4
years
Mag, Ppr
Department Preference; City
maintains copies only; original
statements are filed with
FPPC; GC §81009(f)&(g)
City Clerk CC-014
Economic Interest Filings (FPPC
Form 602/635) - Lobbyist
Authorization Reporting
2 years 3 years 5 years Mag, Ppr 2 CCR 18615(d), GC §34090 City Clerk CC-015 FPPC Form 801 (Gift to Agency
Report) 7 years 7 years Mag, Ppr Must post on website; GC §81009e INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 6/7/2023

Page 27 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-4 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media Options
Image:

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

City Clerk CC-016 FPPC Form 802 (Tickets Provided
by Agency Report) 7 years 7 years Mag, Ppr Must post on website for 4 years; GC §81009(e) City Clerk CC-017 FPPC Form 803 (Behested Payment
Report) 7 years 7 years Mag, Ppr FPPC Regulation 18734(c); GC §81009e City Clerk CC-018 FPPC Form 804 (Agency Report of
New Positions)
PP Mag, Ppr FPPC Regulation 18734(c);
GC §81009e
City Clerk CC-019 FPPC Form 805 (Agency Report of
Consultants)
PP Mag, Ppr GC §34090; GC §81009(e)
City Clerk CC-020 FPPC Form 806 (Agency Report of
Public Official Appointments) 7 years 7 years Mag, Ppr
Must post on website; 2 CCR
18702.5(b)(3); GC §34090;
GC §81009(e)

ELECTIONS - CONSOLIDATED
City Clerk CC-021
Candidate File: Campaign Filings
(FPPC 400 Series Forms) & Form
501: SUCCESSFUL
CANDIDATES (Elected Officials)
Includes Nomination Papers and
Candidate Statements
2 yearsPP
Mfr, OD,
Ppr
S After 2 years
Paper must be retained for at
least 2 years; Statewide
guidelines proposes 4 years
for Nomination Papers for
successful candidates, 2
years for unsuccessful; CA
law states term of office and 4
years after the expiration of
term and does not delineate
between the two; EC §17100,
GC §81009(b)&(g)
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 6/7/2023

Page 28 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-5 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media Options
Image:

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

City Clerk CC-022
Candidate File: Campaign Filings
(FPPC 400 Series Forms) & Form
501: UNSUCCESSFUL

CANDIDATES
Includes Nomination Papers and
Candidate Statements
5 years 5 years Mfr, OD,
Ppr
S After 2 years
Paper must be retained for at
least 2 years; Statewide
guidelines proposes 4 years
for Nomination Papers for
successful candidates, 2
years for unsuccessful; CA
law states term of office and 4
years after the expiration of
term and does not delineate
between the two; EC §17100;
GC §81009(b)&(g)
City Clerk CC-023
Campaign Filings (FPPC 400 Series
Forms): THOSE NOT REQUIRED

TO FILE ORIGINAL WITH CITY
CLERK (copies)
4 years 4 years Mfr, OD,
Ppr
S After 2 years
Paper must be retained for at
least 2 years; GC
§81009(f)&(g)
City Clerk CC-024
Campaign Filings (FPPC 400 Series
Forms): OTHER COMMITTEES
(PACS - not candidate-controlled)
7 years 7 years Mfr, OD,
Ppr
S After 2 years
Paper must be retained for at
least 2 years; GC
§81009(c)(g)
City Clerk CC-025
Elections - GENERAL, WORKING
or ADMINISTRATION Files
(Correspondence, Applications for
vacancies on the Council, Precinct
Maps, County Election Services,
Candidate Statements to be printed
in the Sample Ballot, etc.)
2 years 2 years Mag, Ppr Used for a model for the next
election, GC §34090
City Clerk CC-026
Elections - HISTORICAL File
(Sample ballot, Certificate of
Elections, copies of Resolutions -
calling the election, canvass, etc.,
election summary)
4 yearsPP
Mag, Mfr,
OD, Ppr
S No Retained for Historical Value,
GC §34090
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 6/7/2023

Page 29 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-6 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media Options
Image:

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

City Clerk CC-027 Elections - Petitions (Initiative,
Recall or Referendum)
Results + 8
months or
Final
Examination
if No Election
+ 1 year after
petition
examination if
petition is
insufficient
Results + 8
months or
Final
Examination
if No Election
+ 1 year after
petition
examination if
petition is
insufficient
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
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 6/7/2023

Page 30 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-7 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media Options
Image:

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

ELECTIONS - STAND-ALONE (use in conjunction with Consolidated elections … records series are not repeated) City Clerk CC-028 Vote-by-Mail Applications, Roster of
Vote-by-Mail Applications 6 mo. 6 mo. Ppr EC §17505
City Clerk CC-029 Vote-by-Mail Identification
Envelopes 6 mo. 6 mo. Ppr EC §17302
City Clerk CC-030 Assessment District Ballots - Prop.
218 proceedings 2 years 2 years Ppr GC §53753(e)(2)
City Clerk CC-031 Ballots - After Election 6 mo. 6 mo. Ppr EC §17302 City Clerk CC-032 Ballots - After Recount 6 mo. 6 mo. Ppr EC §17306 City Clerk CC-033 Challenged & Assisted Voters List 6 mo. 6 mo. Ppr If uncontested, EC §17304 City Clerk CC-034 Inspector Receipts for Ballots 6 mo. 6 mo. Ppr EC 17302, 17306 City Clerk CC-035 Logic & Accuracy Test 6 mo. 6 mo. Ppr Consistent with ballots; EC 17302, 17306
City Clerk CC-036
Precinct Officer Appointments,
Oaths of Office for Election Night
Workers
6 mo. 6 mo. Ppr EC §17503
City Clerk CC-037 Roster of Voters 5 years 5 years Mag, Mfr, OD, Ppr EC §17300
City Clerk CC-038 Tally Sheets 6 mo. 6 mo. Ppr EC §17304 City Clerk CC-039 Voter Index Copies used as the
Voting Record at Polling Places 6 mo. 6 mo. Ppr EC §17304 City Clerk CC-040 Voter Index Original 5 years 5 years Ppr EC §17001 (End of Elections Section)
City Clerk CC-041 Enterprise System Catalogue
(posted on line)
Minimum 2
years
Minimum 2
years
Mag Ppr GC §34090
City Clerk CC-042 Fireworks Booth Permits 2 years 2 years Mag, Mfr, OD, Ppr S / I Yes: After QC & OD GC §34090
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Approved: 6/7/2023

Page 31 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-8 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media Options
Image:

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

City Clerk CC-043 Historical Records (e.g.

Incorporation, City Seal, etc.)
PP
Mag, Mfr,
OD, Ppr
S No
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-044
Insurance Certificates -
Miscellaneous that Cannot be
Matched to a Contract or Contractor
11 years 11 years
Yes:

Before
Completion
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Longest Statute of Limitations
is 10 years; Conforms with
Agreement Retention (usually
filed with agreement);
statewide guidelines propose
permanent; CCP §337 et seq.;
GC §34090
City Clerk CC-045
Minutes (City Council, Public
Finance Authority, Redevelopment
Agency, Successor Agency,
Oversight Board, Water Authority)
10 yearsPP Yes (all) Mag, Mfr,
OD, Ppr
S No GC §34090
City Clerk CC-046 Municipal Code Administration,
Distribution, etc.

When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary drafts not retained
in the ordinary course of
business; GC § 34090
City Clerk CC-047 Municipal Code and History File
(always retain 1 supplement)
When No
Longer
Required
When No
Longer
Required
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090
City Clerk CC-048 Ordinances (City Council)PP Yes (all) Mag, Mfr, OD, Ppr
S No GC §34090 et. seq.

Page 32 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: CITY CLERK Page CC-9 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive /
CD or Mfr
Total
Retention Vital? Media Options
Image:

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

City
Manager
or City
Clerk
CC-049
Proclamations, Certificates of
Appreciation, Commendations,
Commemorations, Memoriums
2 years 2 years Mag, Ppr GC §34090
City Clerk CC-050
Public Records Requests / Request
for Public Records / Subpoenas for
Records / Summons
2 years 2 years Mag, Mfr,
OD, Ppr GC §34090
City Clerk CC-051
Recordings / Tapes: Audio
Recordings (City Council, Public
Finance Authority, Redevelopment
Agency, Successor Agency,
Oversight Board, Water Authority)
2 years 2 years Mag
Required by IMC, Title 3,
Chapter 30 §30.46; State law
only requires for 30 days; GC
§54953.5(b)
City Clerk CC-052
Recordings / Tapes: Video - VHS
Tape Video Tapes of meetings (City
Council)
90 days 90 days
Tape
(Mag)
Video tapes are required for
only 90 days; GC §34090.7
City Clerk CC-053 Records Destruction Lists /
Certificates of Records Destruction 10 years
PP
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD
Department Preference; GC
§34090 et. seq.

City Clerk CC-054
Records Retention Schedules /
Authorization for Amendments to
Retention Schedules
10 yearsPP
Mag, Mfr,
OD, Ppr S / I Yes: After QC & OD GC §34090 et. seq.

City Clerk CC-055
Redistricting Web Page / District
Boundary Web Page (Map,
Redistricting Process, Agendas,
Calendars, Notice, etc.)
10 years 10 years Mag, Ppr EC §21608(g); GC §34090
City Clerk CC-056
Resolutions (City Council, Public
Finance Authority, Redevelopment
Agency, Successor Agency,
Oversight Board, Water Authority)
PP Yes (all) Mag, Mfr,
OD, Ppr
S No GC §34090 et. seq.

Page 33 of 97 ends

Ver. 10.0 RECORDS RETENTION SCHEDULE: CITY MANAGER Page CM-1 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

CITY COUNCIL
City
Council CM-001
City Council Correspondence /
Projects
Send Photographs, Documents of
Significant Historical Value to the City
Clerk
Term of
Office + 4
years
Term of
Office + 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After QC
Department Preference (Send
Photographs, Documents of
Significant Historical Value to
the City Clerk); GC §34090
City
Council CM-002 City Council Memorandums 2 years 2 years 4 years Mag, Mfr, OD, Ppr S / I Yes: After QC Department Preference; GC
§34090
City
Council or
City Clerk
CM-003
Proclamations, Certificates of
Appreciation, Commendations,
Commemorations, Memoriums
2 years 2 years Mag, Ppr GC §34090

CITY MANAGER
City
Manager CM-005 City Manager Correspondence Separation + 2 years Separation +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC
Department Preference
(Separation of City Manager);
GC §34090
City
Manager CM-006 City Manager Reports to Council (Excluding Agenda Reports) Separation +
2 years
Separation +
2 years
Mag, Mfr,
OD, Ppr S / I Yes: After QC
Department Preference
(Separation of City Manager);
GC §34090
City
Manager CM-008 Department Files
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
INDIO, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Revision Approved: 6/6/2023

Page 34 of 97 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-1 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

COMMUNITY SERVICES
Community
Services CS-001 Activity / Program / Special Event Files When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
Community
Services CS-002 Course Brochures / Seasonal Program Brochures 2 years PP Mag, Ppr Department Preference; GC
§34090
Community
Services CS-003 Evaluations / Surveys (of programs)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr
Department Preference;
Preliminary drafts / Transitory
records; GC §34090
Community
Services CS-004
Facility Use and Equipment
Applications, Books, Alcoholic
Beverage Applications
2 years 2 years
Yes:

Before
Event
Mag, Ppr GC §34090
Community
Services CS-005 Fundraising, Donations, Sponsorships 2 years 2 years Mag, Ppr GC §34090 Community
Services CS-006 Public Art - Unaccepted Proposals & Samples 2 years 2 years Mag, Ppr GC §34090 Community
Services CS-007 Public Art Records 2 years
PP Mag, Ppr Department Preference; GC
§34090
Community
Services CS-008 Recreation Database Indefinite Indefinite Mag, Ppr Data fields are inter-related; GC §34090 et seq.

Community
Services CS-009
Registration / Applications /
Liability Forms / Release of
Liability Forms / Permissions:

Camps, Field Trips,
Authorization to give Medicine,
etc.
2 years 2 years
Yes:

During
Class or
Program
Mag, Ppr GC §34090
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Approved: 7/18/2023

Page 35 of 97 ends

Ver. 8.0 RECORDS RETENTION SCHEDULE: COMMUNITY SERVICES Page CS-2 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Community
Services CS-010 Sports Awards, Ejection Letters, Tournaments, Permits When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090
Community
Services CS-011
Sports Score Sheets,
Schedules, Emergency
Notification
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Preliminary drafts / Transitory
records; GC §34090
Community
Services CS-012 Swimming Pool Chemical Additive Logs / Records 30 years 30 years Mag, Mfr, OD, Ppr S / I Yes: 1 year Department Preference; Public
Works Claims can be made for 29
years for toxic substance
exposure; 8 CCR §3204(d)(1) et
seq., GC §§12946, 12960, 34090
Community
Services CS-013 Work Schedules, Rosters, etc. 2 years 2 years Mag, Ppr GC §34090 INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Approved: 7/18/2023

Page 36 of 97 ends

Ver. 6.0 RECORDS RETENTION SCHEDULE: ECONOMIC DEVELOPMENT Page ED-1 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged
& QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

ECONOMIC DEVELOPMENT
Econ.

Develop. ED-008 Special Events and Conferences, etc. (ICSC, etc.) 2 years 2 years Mag, Ppr GC §34090 INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Approved 3/15/2023

Page 37 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-1 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

HUMAN RESOURCES
Human
Resources HR-030
1095-C, 1094-C (EmployerProvided Health Insurance Offer and Coverage & Transmittal Form)
5 years 5 years Mag, Ppr
Department Preference;
Instructions state "Generally,
keep copies of information
returns you filed with the IRS or
have the ability to reconstruct
the data for at least 3 years,
from the due date of the returns"
GC §34090
Human
Resources HR-001
Awards / Employee Recognition
Nominations, Comments on
Nomination
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Preliminary documents not
retained in the ordinary course of
business; GC §34090 et seq.

Human
Resources HR-002 Benefit Plans (Health, Dental, Pension, etc.) Plan
Termination
+ 2 years
Plan
Termination
+ 2 years
Mag, Mfr,
OD, Ppr S / I No
EEOC / ADEA (Age) requires 1
year after benefit plan
termination; State Law requires
2 years after action; 29 CFR
1627.3(b)(2); GC §§12946,
12960, 34090
Human
Resources HR-003
Classification / Compensation /
Reorganization Studies (for
employee classifications and
department structures)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr
Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; Wage rate tables are 1
or 2 years; State requires 2
years; 29 CFR 516.6, 29 CFR
1602.14, GC §§12946, 12960,
34090
City Clerk HR-004 Compensation - Salary Schedule
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Superseded Mag, Ppr Copies (adopted by Council); GC §34090.7 INDIO, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 3/13/2023

Page 38 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-2 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-031 COVID-19 Notifications to Employees 3 years 3 years Mag, Ppr LC §6409.6(k), GC §34090 Human
Resources HR-005 Deferred Compensation Plan
Plan
Termination
+ 2 years
Plan
Termination
+ 2 years
Mag, Mfr,
OD, Ppr S / I No
EEOC / ADEA (Age) requires 1
year after benefit plan
termination; State Law requires
2 years after action; 29 CFR
1627.3(b)(2); GC §§12946,
12960, 34090
Human
Resources HR-006
Discrimination Claims that are
resolved administratively /
Harassment Claims
Final
Disposition +
3 years
Final
Disposition +
3 years
Mag, Ppr
All State and Federal laws
require retention until final
disposition of formal complaint;
State requires 2 years after
action is taken;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; 29 CFR 1602.31 &
1627.3(b)(1), 8 CCR
§3204(d)(1) et seq., GC
§§12946, 12960, 34090
Human
Resources HR-007 DMV Pull Notices
When
Superseded
or
Upon
Separation
When
Superseded
or
Upon
Separation
Mag, Ppr
Transitory or source records not
retained in the ordinary course of
business; CHP audits every 2
years; Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; GC §34090
INDIO, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 3/13/2023

Page 39 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-3 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-008
Drug and Alcohol Testing / D.O.T.
files (both negative and positive
results)
5 years 5 years Mag, Ppr
D.O.T. Requires 5 years for
positive tests, refusals, annual
summaries, etc, 1 year for
negative tests; EEOC / FLSA /
ADEA (Age) requires 3 years
physical examinations; State
Law requires 2 years; 29 CFR
1627.3(b)(1)(v), GC §§12946,
12960, 34090; 49 CFR 655.71
et seq.; 49 CFR 382.401 et seq.
49 CFR 653.71
Human
Resources HR-009
EEO-4 Reports and records
required to generate EEO-4 report
(Self-Identification Form, etc.)
3 years 3 years Mag, Ppr 29 CFR 1602.30, 29 CFR
1602.32; GC §34090
Human
Resources HR-010 Ethnic Surveys 3 years 3 years Mag, Ppr Department preference; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 2 - 3
years; 29 CFR 1602 et seq &
1627.3(a)(5) and (6), 2 CCR
11013©; 8 CCR §11040.7(7)(C),
GC §§12946, 12960, 34090
INDIO, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 3/13/2023

Page 40 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-4 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-011 Grievances and Informal Complaints (all) As Agreed
Upon, or
Consistent
with
Personnel
File
As Agreed
Upon, or
Consistent
with
Personnel
File
Yes: Before
Disposition Mag, Ppr
HR is OFR for all Grievances
and Informal Complaints; All
State and Federal laws require
retention until final disposition of
formal complaint; State requires
2 years after action is taken;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; 29 CFR 1602.31 &
1627.3(b)(1), GC §§12946,
12960, 12960, 34090; 29 USC
1113, LC 1174
Human
Resources HR-012
Insurance Policies & Certificates
(City-owned): Workers
Compensation Policy
Includes Certificates of SelfInsurance
PP
Yes: Before
Expiration
Mag, Mfr,
OD, Ppr
S
Yes: After
Expiration
For protection from litigation; GC
§34090
Human
Resources HR-012.1 Internal / Administrative Investigations 5 years 5 years Mag, Ppr Department Preference; GC §34090 Human
Resources HR-013 Job Specifications / Job Descriptions
PP
Yes: Before
Superseded
Mag, Mfr,
OD, Ppr
S
Yes: After
QC
Department Preference
(includes working conditions
upon which the employee was
hired); Bureau of National Affairs
recommends 2 years for all
supplementary Personnel
records; LC 1197.5, GC §34090
INDIO, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 3/13/2023

Page 41 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-5 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-029 I-9s Separation + 3 years
Separation +
3 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr
S
Yes: After
Separation
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; 29 CFR
1627.3(b)(1), GC §§12946,
12960, 34090; INA 274A(b)(3);
INS Rule 274a.1(b)(2)
Human
Resources HR-014 Labor Negotiations
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Department preference
(Preliminary drafts); GC §34090
et seq.

Human
Resources HR-015 LiveScan Fingerprint Clearance Log 50 years 50 years Mag, Ppr Department Preference to
protect City in the event of past
employee misconduct; DOJ
allows retention for legitimate
business needs; must be
maintained in a secure and
confidential file; DOJ Information
Bulletin No. 02-17-BCII; GC §
34090 et seq.

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Ver. 16.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-6 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-016 Personnel Files - Medical File (all
employees)
Separation +
6 years
Whichever is
Longer: 24
years, or
Termination
of Benefits +
5 years
Whichever is
Longer:

Separation +
30 years, or
Termination
of Benefits +
5 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr
S
Yes: When
Inactive
Department preference; Files
maintained separately; Claims
can be made for 30 years for
toxic substance exposure;=; 8
CCR §3204(d)(1) et seq., 8 CCR
5144, , 8 CCR 15400.2; 29 CFR
1910.1020(d)(1)(i), GC §§12946,
12960, 34090; LC §1198.5
Human
Resources HR-017
Personnel Files - Regular, Active,
Permanent, Non-Regular,
Temporary and Part-time
Employees (Includes benefit
enrollment forms & Disaster
Service Workers Oaths)
Separation +
6 years
Separation +
6 years
Yes: Until
Separation
Mag, Mfr,
OD, Ppr
S
Yes: After
Separation
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 2 -
3 years; 29 CFR
1602.14,1602.31 & 1627.3(b)(1),
GC §§12946, 12960, 34090; 29
USC 1113; GC §3105; LC
§1198.5
Human
Resources HR-018 Recruitment Database (Police) 3 years 3 years Yes Mag Department preference; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 2 - 3
years; 29 CFR 1627.3(b)(1), 29
CFR 1602.14; 2 CCR 11013(c)
GC §§12946, 12960, 34090
INDIO, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 3/13/2023

Page 43 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-7 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-019 Recruitment Eligibility List 3 years 3 years Mag, Ppr Department preference; EEOC /
FLSA / ADEA (Age) requires 1-3
years; State Law requires 2 - 3
years; 29 CFR 1627.3(b)(1), 29
CFR 1602.14; 2 CCR 11013(c)
GC §§12946, 12960, 34090
Human
Resources HR-020
Recruitment File / Test File -
Advertisements, Applications
(Unsuccessful), Brochures, Equal
Employment Opportunity Data,
Flyers, Interview Notes, Job
Announcements, Letters,
Scantrons, Tests, Questions,
Reference Checks
4 3 years 4 3 years Mag, Ppr
Department preference; State
Law requires 4 2 - 3 years;
EEOC / FLSA / ADEA (Age)
requires 1-3 years; 29 CFR
1627.3(b)(1), 29 CFR 1602.14; 2
CCR 11013(c) GC §§12946,
12960, 34090
Human
Resources HR-021
Safety: Central Safety Committee
Includes Accident Reports
5 years 5 years Ppr
Calif. Labor Division is required
to keep their records 7 years;
OSHA requires 5 years; State
law requires 2 years; 8 CCR
§3203(b)(1), GC §34090.7; LC
§6429c
Human
Resources HR-022
Safety: OSHA Inspections &
Citations, Log 200 and Log 300,
301, 301A
5 years 5 years Ppr
Calif. Labor Division is required
to keep their records 7 years;
OSHA requires 5 years; State
law requires 2 years; 8 CCR
14300.33, 8 CCR §3203(b)(1),
29 CFR 1904.33, OMB 1220-
0029, 8 CCR 14300.33; GC
§34090.7; LC §6429c
Human
Resources HR-023 Salary Surveys (conducted on behalf of the City) 2 years 2 years Mag, Ppr GC §34090 INDIO, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 3/13/2023

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Ver. 16.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-8 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-024
Studies & Surveys Conducted on
Behalf of the City (Sick Leave,
Attrition, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department preference; GC
§34090
Human
Resources HR-025
Volunteer / Unpaid Intern
Applications & Agreements -
Successful
Inactive /
Separation +
3 years
Inactive /
Separation +
3 years
Ppr
Department preference (Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; 29 CFR 1602.31 &
1627.3(b)(1)(i)&(ii), GC
§§12946, 12960, 34090
Human
Resources HR-026
Volunteer / Unpaid Intern
Applications & Agreements -
Unsuccessful or Pending
Applicants
3 years 3 years Ppr
Department preference (Courts
treat volunteers as employees);
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; 29 CFR 1602.31 &
1627.3(b)(1)(i)&(ii), GC
§§12946, 12960, 34090
Human
Resources HR-027 Workers Compensation Claim Runs 3 years 3 years Mag, Ppr Department preference (can
obtain these from CJPIA if
necessary); GC §34090
INDIO, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 3/13/2023

Page 45 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-9 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources HR-028
Workers Compensation or
Disability Claims
Includes all Accident, Incident, or
Injury Reports and associated
MSDS
Separation +
5 years
Whichever is
Longer: 25
years, or
Termination
of Benefits +
5 years
Whichever is
Longer:

Separation +
30 years, or
Termination
of Benefits +
5 years
Mag, Mfr,
OD, Ppr
S
Yes: When
Inactive
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 §3204(d)(1) et
seq., 8 CCR 5144, 8 CCR
15400.2 8 CCR 10102, 10755,
10758, 15400.2; 29 CFR
1910.1020(d); GC §§12946,
12960, 34090
RISK MANAGEMENT (General Liability)
Human
Resources
/ Risk
Manage.

RM-001 Amicus Briefs
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Yes: Until
Resolution
Mag, Mfr,
OD, Ppr
S
Yes: After
Settled
Department Preference; Covers
various statute of limitations;
CCP §§ 337 et seq.; GC §§
911.2, 945, 34090, 34090.6; PC
§832.5
Human
Resources
/ Risk
Manage.

RM-002 Claims
Settlement /
Final
Resolution +
7 years
Settlement /
Final
Resolution +
7 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr
S
Yes: After
Settled
Department Preference; Covers
various statute of limitations;
CCP §§ 337 et seq.; GC §§
911.2, 34090, 34090.6; PC
§832.5(b)
Human
Resources
/ Risk
Manage.

RM-003 Claims Registers 5 years 5 years Mag, Ppr Department Preference; meets auditing standards; GC §34090
INDIO, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 3/13/2023

Page 46 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: HUMAN RESOURCES Page HR-10 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Human
Resources
/ Risk
Manage.

RM-004
Insurance Policies & Certificates
(City-owned): Liability (General &
Public)
Includes Certificates of SelfInsurance
PP
Yes: Before
Expiration
Mag, Mfr,
OD, Ppr
S
Yes: After
Expiration
For protection from litigation; GC
§34090
Human
Resources
/ Risk
Manage.

RM-005 Litigation
Settlement /
Final
Resolution +
7 years
Settlement /
Final
Resolution +
7 years
Yes: Until
Settlement
Mag, Mfr,
OD, Ppr
S
Yes: After
Settled
Department Preference; Covers
various statute of limitations;
CCP §§ 337 et seq.; GC §§
911.2, 34090, 34090.6; PC
§832.5(b)
Human
Resources
/ Risk
Manage.

RM-006
Property Damage Claims
(Reimbursement for Damage to
City Property)
Payment + 5
years
Payment + 5
years
Yes: Until
Payment
Mag, Mfr,
OD, Ppr
S
Yes: After
Payment
Department Preference; meets
auditing standards; GC §34090
INDIO, CA ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 3/13/2023

Page 47 of 97 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-1 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

MANAGEMENT SERVICES / ACCOUNTING
Manag.

Services /
Accounting
MS-001
1099's / 1096's / DE542
(California Report of Independent
Contractors)
2 years 5 years 7 years Mag, Ppr
May contain independent
contractor's compensation
from the Water Authority,
which is a special district; 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; GC
§60201(d)(12); 29 USC 436
Manag.

Services /
Accounting
MS-002
Accounts Payable / Invoices and
Backup (All Records and Reports
- Includes Invoices, P.O.s, Travel
Expense Reimbursements, Petty
Cash, Postage, PERS reports,
check requests, backups, etc.)
2 years 5 years 7 years Yes: Until
Paid Mag, Ppr
Department Preference; may
contain independent
contractor's compensation,
expense reimbursement, or
credit card records from the
Water Authority, which is a
Special District; Meets
municipal government auditing
standards; Published articles
show 3 - 7 years; Statewide
guidelines propose audit + 4
years; Published articles show
3 - 7 years; GC §60201(d)(12);
GC §34090
Manag.

Services /
Accounting
MS-003 Assessment District Billing
(Street Lighting, etc.) 2 years
Termination
of District +
3 years
Termination
of District + 5
years
Yes: Until
Paid Mag, Ppr
Department Preference to
meet auditing standards; GC
§34090
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Page 48 of 97 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-2 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Manag.

Services /
Accounting
MS-004 Collection Agency Assignments 7 years 7 years Mag, Ppr Department Preference;
Negative credit information
remains on credit reports for 7 -
10 years; Meets auditing
standards; City does not Lien
property (Liens are good for
10 years from recording date,
and may be extended by rerecording lien); WC 36729;
GC §34090
Manag.

Services /
Accounting
MS-005 Audit Backup / Workpapers 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090
Manag.

Services /
Accounting
MS-006
Audit Reports / Annual
Comprehensive Financial Report
(ACFR)
5 yearsPP
Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference
(copies); GC §34090.7
Manag.

Services /
Accounting
MS-007
Bank Statements and Trustee
Statements, Fiscal Agent
Statements, Trustee Statements,
Investment Account Statements,
Pars Statements, Bank
Reconciliations, Outstanding
Check Lists, Daily Cash
Summaries, Bank Deposits,
Bank Transmittal Advice
2 years 3 years 5 years Mag, Ppr
For auditing purposes;
Published articles show 3 - 4
years; GC §34090, 26 CFR

31.6001-1
Manag.

Services /
Accounting
MS-008 Budget Amendments /
Adjustments 2 years 3 years 5 years Mag, Ppr Meets auditing standards; GC §34090 INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

Page 49 of 97 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-3 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Manag.

Services /
Accounting
MS-009
Budget Hearings and/or Review
(Proposed Budget / Preliminary
Budget)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr Drafts; GC §34090.7
Manag.

Services /
Accounting
MS-010 Budgets - Adopted / FinalPP
Yes:

Current
Fiscal Year
Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference
(copies); Must be filed with
County Auditor; GC §34090.7,
40802, 53901
Manag.

Services /
Accounting
MS-011 Checks / Warrants - Canceled
(Cashed) or voided 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference for
grant auditing / claims
reimbursement purposes;
Statute of Limitations is 4
years; statewide guidelines
propose Audit + 5 years; GC
§34090, CCP § 337
Manag.

Services /
Accounting
MS-056 Developer Trust Accounts /
Deposits
Close + 5
years
Close + 5
years
Mag, Ppr
Department Preference;
(meets municipal government
auditing standards); GC
§34090
Manag.

Services /
Accounting
MS-012 Escheat (Unclaimed money /
uncashed checks) 2 years 3 years 5 years Mag, Ppr
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), 1519; GC §34090
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Page 50 of 97 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-4 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Manag.

Services /
Accounting
MS-013 Financial Services Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090
Manag.

Services /
Accounting
MS-014 Fixed Assets - Annual Listing
(Source Documents) 2 years 3 years 5 years Mag, Ppr Department preference; GC §34090 Manag.

Services /
Accounting
MS-015 Journal Entries / Journal
Vouchers 2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference
(meets municipal government
auditing standards); Statute of
Limitations is 4 years;
statewide guidelines propose
Audit + 5 years; GC §34090,
CCP § 337
County
Assessor MS-016 Property Tax
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Non-records (the County
maintains originals); GC
§34090 et seq.

Manag.

Services /
Accounting
MS-017 Refunds and Credits 2 years 3 years 5 years Yes: Until Paid Mag, Ppr
Department Preference to
meet auditing standards; GC
§34090
Manag.

Services /
Accounting
MS-018 Reports - Prop A, Prop C,
Pension, Regulatory Reports 2 years 3 years 5 years Mag, Ppr Department Preference; GC §34090 INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

Page 51 of 97 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-5 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Manag.

Services /
Accounting
MS-019
Reports: Annual State or
Federal: State Controller's
Report, Local Government
Compensation Report, Obligation
Payment Schedules, Due
Diligence Reviews, Street
Report, MOE (Maintenance of
Effort) Report, Fixed Charge
Special Assessment Report,
Public Self Insurer Report (SIP
Report), Gas Report, etc.
2 years 3 years 5 years Mag, Ppr
Department Preference; Meets
auditing standards; GC
§34090
Manag.

Services /
Accounting
MS-020
Reports, Subsidiary Ledgers,
Reconciliations, Registers,
Transaction Histories, Balance
Sheets, Proof & Merge Reports,
etc. (MONTHLY OR PERIODIC)
Does NOT include year-end
General Ledger.

When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Transitory records not retained
in the ordinary course of
business Financial system
qualifies as a trusted system
and can re-create reports
accurately; statewide
guidelines propose 2 years;
GC §34090
Manag.

Services /
Accounting
MS-021 Reports: Year-end General
Ledger 10 years 10 years
Mag,
Mfr, OD,
Ppr I
Yes: After
1 year
Department preference; GC
§34090 et seq.

City Clerk MS-022 Treasurer's Reports / Monthly
Financial Statements (to Council)
Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference; Meets
auditing standards; GC
§34090
Manag.

Services /
Accounting
MS-022.1 W-9s
Vendor
Inactive + 3
years
Vendor
Inactive + 3
years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference; Meets
IRS auditing standards; GC
§34090
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Page 52 of 97 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-6 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

MANAGEMENT SERVICES / DEBT SERVICE
Manag.

Services /
Debt Service
MS-023
Bond Transcripts / Certificates of
Participations (COPs) - In
debenture Statements
Fully
Defeased 10 years
Fully
Defeased
+ 10 years
Yes: Until
Maturity Mag, Ppr
Department Preference;
Statute of Limitations for
bonds, mortgages, trust
deeds, notes or debentures is
6 years; Bonds issued by local
governments are 10 years;
There are specific
requirements for disposal of
unused bonds; CCP
§§336a(1) et seq., 337.5(a);
26 CFR 1.6001-1(e): GC
§43900 et seq.

Manag.

Services /
Debt Service
MS-024
Bond Transcripts / Certificates of
Participations (COPs) - Trustee
Statements 2 years 3 years 5 years Mag, Ppr
Meets auditing standards
(consistent with Bank
Statements); GC §43900 et
seq.

Manag.

Services /
Debt Service
MS-025
Investment Files - Receipts /
Advisor Reports / Trade Tickets /
LAIF (Local Agency Investment
Fund)
2 years 3 years 5 years Yes: Until
Paid
Mag,
Mfr, OD,
Ppr
S / I Yes: After
1 year
Department Preference; Meets
auditing standards; Published
articles show disposal + 7
years for security brokerage
slips; statewide guidelines
propose permanent; FTC
Reg's rely on "selfenforcement"; GC§§ 34090,
43900
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Page 53 of 97 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-7 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

MANAGEMENT SERVICES / PAYROLL
Manag.

Services /
Payroll
MS-030
Compensation - Deferred
Compensation, ICMA Retirement
Reports and Registers,
Retirement Collection, Earnings,
Direct Deposit, Check Registers
2 years 3 years 5 years Mag, Ppr
Department Preference; IRS:
4 yrs after tax is due or paid;
Ca. FTB: 3 years; Articles
show 7 years; IRS Reg
§31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6,
29USC 436, GC §34090
Manag.

Services /
Payroll
MS-031
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.
2 years 3 years 5 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
Inactive
Department Preference; IRS:
4 yrs after tax is due or paid;
Ca. FTB: 3 years; Articles
show 7 years; IRS Reg
§31.6001-1(e)(2), R&T
§19530; 29CFR 516.5 - 516.6,
29USC 436, GC §34090
Manag.

Services /
Payroll
MS-032 Payroll Registers
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Transitory records not retained
in the ordinary course of
business Financial system
qualifies as a trusted system
and can re-create reports
accurately; statewide
guidelines propose 2 years;
GC §34090
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Page 54 of 97 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-8 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Manag.

Services /
Payroll
MS-033
Time Sheets / Time Cards /
Overtime Sheets / Overtime
Cards
2 years 3 years 5 years Mag, Ppr
Meets auditing standards
(audit + 4 years); IRS requires
4 years; Ca. requires 2 yr min.;
FTB keeps 3 years; Published
articles show 4 -10 years;
Other cities show 2 - 20 years;
Meets municipal government
auditing standards; Published
articles show 3 - 7 years; GC
§60201 et seq.; IRS Reg
§31.6001-1(e)(2), R&T
§19530; LC § 1174(d); 29
CFR 516.5 & 516.6(c); GC
§34090
Manag.

Services /
Payroll
MS-034 W-2's 2 years 48 years 50 years
Mag,
Mfr, OD,
Ppr
S / I Yes: After
Inactive
Department Preference for
PERS buy-backs; IRS: 4 yrs
after tax is due or paid; Ca.

FTB: 3 years; Articles show 7
years; IRS Reg §31.6001-
1(e)(2), R&T §19530; 29CFR
516.5 - 516.6, 29USC 436, GC
§34090
Manag.

Services /
Payroll
MS-055 W-4's
No Longer in
Effect + 4
years
No Longer in
Effect + 4
years
Ppr
IRS Regulation 31-6001-1 four
years after the due date of
such tax for the return period
to which the records relate, or
the date such tax is paid,
whichever is the later. GC
§34090
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Page 55 of 97 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-9 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

MANAGEMENT SERVICES / PURCHASING
Manag.

Services /
Purchasing
MS-035
Purchase Orders, Procurement &
Contracting Records (RFPs,
Specifications, Contracts,
Amendments, Successful Bids,
Notice of Award, RFQs, etc.)
5 years 5 years Yes: Before
Completion Mag, Ppr
Department preference for
grant audits (errors &
omissions does not apply);
Statewide guidelines propose
completion + 5 years for noncapital improvement contracts & completion + 4 years for
transportation and
concessionaire agreements.

Statute of Limitations is 4
years; CCP §§337. 337.1(a),
337.15, 343; GC §34090
Manag.

Services /
Purchasing
MS-036 Vehicle Registrations Life of Vehicle
+ 2 years
Life of
Vehicle + 2
years
Ppr GC §34090
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Page 56 of 97 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-10 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

MANAGEMENT SERVICES / REVENUE
Manag.

Services /
Revenue
MS-037 Business License Applications &
Renewals
Inactive + 5
years
Inactive + 5
years
Ppr Meets auditing standards; GC
§34090 et seq.

Manag.

Services /
Revenue
MS-038 Business Licenses (Database) Indefinite Indefinite Yes
(before
termination)
Mag, Ppr Data fields are inter-related;
GC §34090 et seq.

Manag.

Services /
Revenue
MS-039 Citations 2 years 2 years Mag, Ppr GC §34090 et seq.

Manag.

Services /
Revenue or
Water
Authority
MS-040 Collection Agency Assignments /
Unpaid Accounts 7 years 7 years Mag, Ppr
Department Preference;
Negative credit information
remains on credit reports for 7 -
10 years; Meets auditing
standards; City does not Lien
property (Liens are good for
10 years from recording date,
and may be extended by rerecording lien); WC 36729;
GC §34090
Manag.

Services /
Revenue
MS-041 False Alarms 2 years 3 years 5 years Yes: Until
Paid Mag, Ppr
Department Preference
(meets auditing standards);
Statewide guidelines propose
audit + 4 years; Published
articles show 3 - 7 years; GC
§34090
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

Page 57 of 97 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-11 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Manag.

Services /
Revenue
MS-042 FEMA Claims Payment + 2
years
3 years Payment + 5
years
Yes: Until
Paid Mag, Ppr
Meets FEMA auditing
standards; Uniform Admin.

Requirements for Grants to
Local Governments is 3 years
from expenditure report or final
payment of grantee or
subgrantee; statewide
guidelines propose 4 years; 2
CFR 200.333; 24 CFR

91.105(h), 92.505, &
570.502(b), 29 CFR 97.42;
OMB Circular A-133; GC
§34090
Manag.

Services /
Revenue
MS-043
Receipts / Accounts Receivable /
Cash Receipts / Cash Register
Tapes / Revenue / Utility Billing /
Invoices to Outside Entities /
Ambulance Reconciliation /
Parking Citation Reconciliation /
MCR, etc.
2 years 3 years 5 years Yes: Until
Paid Mag, Ppr
Department Preference
(meets auditing standards);
Statewide guidelines propose
audit + 4 years; Published
articles show 3 - 7 years; GC
§34090
Manag.

Services /
Revenue
MS-044 Reconciliations & Registers
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag, Ppr
For auditing purposes;
Published articles show 3 - 4
years; GC §34090, 26 CFR

31.6001-1
Manag.

Services /
Revenue
MS-045 Returned Checks 2 years 3 years 5 years Mag, Ppr Meets auditing standards; GC §34090 et seq.

Page 58 of 97 ends

Ver. 20.0 RECORDS RETENTION SCHEDULE: MANAGEMENT SERVICES Page MS-12 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Manag.

Services /
Revenue
MS-046
Revenue Folders - Revenue
Sales Tax, Revenue Fund
Report, Property Tax Report
2 years 3 years 5 years Mag, Ppr Meets auditing standards; GC §34090 et seq.

Manag.

Services /
Revenue
MS-047 Transient Occupancy Tax (TOT) 2 years 3 years 5 years Yes: Until Paid Mag, Ppr
Department Preference
(meets auditing standards);
Statewide guidelines propose
audit + 4 years; Published
articles show 3 - 7 years; GC
§34090
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Revision Adopted: 3/15/2023

Page 59 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-1
Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

POLICE ADMINISTRATION
Police /
Admin. PD-001 Access Control Database - Doors, Key Fobs, etc.

Inactive
Records
After 2 years
Inactive
Records
After 2 years
Yes Mag
Department preference; Data
Fields / Records are interrelated;
Inactive records are generally
purged after 2 years; GC §34090
Police /
Admin. PD-002 Daily Shift Schedules / Work Sheets 2 years 2 years Mag, Ppr GC § 34090 et seq.

Police /
Admin. PD-003 Code Enforcement / Abatement
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department preference; GC §
34090 et seq.

Police /
Admin. PD-004 Drug Buy Money 5 years 5 years Mag, Ppr Department preference; GC § 34090 et seq.

Police /
Admin. PD-005 Hearings / Hearing Officer (Parking, etc.) 2 years 2 years Mag, Ppr GC §34090 Police /
Admin. PD-006
Hearings / Hearing Officer
(Parking, etc.): Audio
Recordings
30 days 30 days Mag
Department Preference; State
law only requires for 30 days for
public meetings; GC §54953.5(b)
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Page 60 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-2
Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Police /
Admin. PD-007
Internal Affairs Investigations -
WITHOUT Sustained Finding
of Misconduct
Final
Disposition +
5 years
Final
Disposition +
5 years
Mag, Ppr
Consistent with Lexipol Policy;
State requires for at least 5
years; other State & Federal
laws require retention until final
disposition of formal complaint;
State requires 2 years after
action is taken; Statute of
Limitations is 4 years after the
discovery of the offense for
misconduct in office; PC 801.5,
803(c); EVC §1045(b)(1), GC
§§12946, 12960, 34090, PC
§§801.5, 803(c), 832.5, VC
§2547
Police /
Admin. PD-007.1
Internal Affairs Investigations -
WITH Sustained Finding of
Misconduct
Final
Disposition +
15 years
Final
Disposition +
15 years
Mag, Ppr PC §§832.5(b), 832.7; GC
§34090
Police /
Admin. PD-008
Licenses / Permits: Concealed
Weapon Permits (CCW) -
Civilians
When No
Longer
Required -
Minimum
Expiration
or
Revocation
+ 2 years
When No
Longer
Required -
Minimum
Expiration
or
Revocation
+ 2 years
Mag, Ppr
DOJ manages the sale and
transfer of firearms; most
agencies retain for 2 years; GC
§§34090, 6252€
Police /
Admin. PD-009
Licenses / Permits:

Entertainment / Masseur /
Massage Technicians
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department preference; GC
§34090
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Page 61 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-3
Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Police /
Admin. PD-010 Community Police Academy
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr See City-wide Schedules for
volunteers; GC § 34090 et seq.

Police /
Admin. PD-011 Neighborhood Watch
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr GC § 34090 et seq.

Police /
Admin. PD-012
Operation Directives / General
Orders (Department Policies and
Procedures)
PP
Mag, Mfr,
OD, Ppr S / I Yes: After superseded
Department Preference; GC §
34090 et seq.

Lead Dept. PD-013 Public Education / Public
Relations / Press Releases 2 years 2 years Mag, Mfr, OD, Ppr GC §34090 Police /
Admin. PD-013.1
Report of data regarding the
number, type, or disposition of
complaints made against its
officers (optional)
2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Admin. PD-013.2
Report to the State Commission
on Peace Officer Standards and
Training (POST Commission) of
peace officer employment,
compliant, finding, disposition, or
judgement pursuant to §PC
13510.9
2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Admin. PD-014
Reports and Studies - Historical
/ Annual Reports
(those that the department
determines are of significant
historical value)
PP
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
Department Preference; GC §
34090 et seq.

Page 62 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-4
Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Police /
Admin. PD-015
Reports and Studies regarding
Police operations (not historical
- manpower, etc.)
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC §
34090 et seq.

Police /
Admin. PD-016 School Resource Officer Monthly Reports 2 years 2 years Mag, Ppr GC § 34090 et seq.

Police /
Admin. PD-017 Special Projects / Subject Files / Issue Files When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department Preference; GC
§34090 et seq.

Page 63 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-5
Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

INVESTIGATION
Police /
Investigat. PD-020 Alcohol Beverage License Applications When No
Longer
Required
When No
Longer
Required
Ppr Non-records; GC §34090
Police /
Investigat. PD-021 Detectives Investigation Books
When No
Longer
Required
When No
Longer
Required
Ppr, Mag
Final Records are transferred to
Records Files; GC §34090 et
seq.

Police /
Investigat. PD-022 Business Background Files
Out of
Business + 2
years
Out of
Business + 2
years
Ppr, Mag Department Preference; GC
§34090 et seq.

Police /
Investigat. PD_070 Informant Files
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Ppr, Mag
Department Preference; Does
not contain criminal intelligence
information concerning
individuals; GC §34090
Police /
Investigat. PD-023 Intelligence Files (Vice, Terrorist, etc.) 5 years 5 years Mag, Mfr, OD, Ppr S / I Yes: When Superseded Files contain criminal intelligence
information concerning an
individual only if there is
reasonable suspicion that the
individual is involved in criminal
conduct or activity and the
information is relevant to that
criminal conduct or activity.

Misleading, obsolete or
unreliable information is required
to be destroyed; remaining
records must not be retained
longer than 5 years; 28 CFR

23.20(h); GC §34090
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Page 64 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-6
Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Police /
Investigat. PD-024 Pawn Slips 3 years 3 years Ppr
Department Preference (Dealers
are required to keep for 3 years);
Non-records used for
investigations; Originals entered
into the State Automated
Property System; most agencies
retain for 2 years; B&P §21633;
GC §34090
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Page 65 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-7
Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

OPERATIONS
Police /
Operations PD-025 Canine Program Files: Action Reports, Monthly Reports When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr GC §34090
Police /
Operations PD-026 Canine Program Files: Animal Files
Separation +
3 years
Separation +
3 years Mag, Ppr
3 years is required for animal
care / treatment records; FA
§32003(e), PC §597.1(d); GC
§34090 et seq.

Police /
Operations PD-027
Jail Check Logs, Visitor Logs,
Operations Booking Log,
Intoxilizer Log
2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Operations PD-028 PAS Device Calibration Logs 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Operations PD-029
Traffic Control: Radar Trailer
Surveys, Special Event Action
Plans, etc.

When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr GC §34090 et seq.

Page 66 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-8
Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

PROPERTY AND EVIDENCE
Police /
Property &
Evidence
PD-030 Evidence, Property, Photographs
& Film: Crime Scenes
When No
Longer
Required -
Minimum
Expiration
of Appeals
Period for
Crime
When No
Longer
Required -
Minimum
Expiration
of Appeals
Period for
Crime
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
See appropriate Crime Report;
Statute of Limitations is 1 year
for property seized by officers;
CCP §340(4); GC §34090
Police /
Property &
Evidence
PD-031 Lost and Found Items (Records
of Disposal) 2 years 2 years Mag, Ppr GC §34090
Police /
Property &
Evidence
PD-032 Negatives: Crime Report Photos
Follows
Disposition
of Crime
Report
Follows
Disposition
of Crime
Report
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
Department Preference; GC
§34090
Police /
Property &
Evidence
PD-033 Records of Property Dispositions 2 years 2 years Mag, Ppr GC §34090 INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Approved 7/19/2023

Page 67 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-9
Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

RECORDS
Police /
Records PD-035 Arson Registrations: Adults 5 years P, or Death of Registrant P, or Death
of Registrant
Mag, Mfr,
OD, Ppr S / I Yes: After 5 years
Department preference;
Pursuant to PC §457.1 et seq.;
required to register for life; If
released from CYA, records are
destroyed after age 25 or sealing
pursuant to W&I §781; GC
§34090.7
Police /
Records PD-036
Arson Registrations: Juveniles
released from California Youth
Authority
Age 25 or
Sealing Date
+ 5 years
Age 25 or
Sealing Date
+ 5 years
Mag, Ppr
Pursuant to PC §457.1 et seq.; If
released from CYA, records are
destroyed after age 25 or sealing
pursuant to W&I §781; GC
§34090.7
Police /
Records PD-067
Audio Recordings or Tapes -
(CAD/RMS) Recordings of
Telephone & Radio
Communications Dispatch Tapes
(CAD)
180 days 180 days Mag
Department Preference;
Statewide guidelines propose
180 days (legally mandated for
100 days); (may be discoverable
or made public in some
circumstances), GC §§34090,
34090.6
Police /
Records PD-037 Bail Receipts 2 years 2 years Mag, Ppr GC §§34090 et seq.

Police /
Records PD-038 Citation Log Books - Parking, Traffic 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Records PD-039 Citations - Parking, Traffic 2 years 2 years Mag, Ppr GC §34090 et seq.

Police /
Records PD-039.1
Citations - Payment Plans for
outstanding parking citations
received by indigent persons
Fully Paid,
Written off,
or Forgiven
+ 5 years
Fully Paid,
Written off,
or Forgiven
+ 5 years
Mag, Ppr
Department preference (the
Statute of Limitation for
collections is 5 years from the
date of the last violation); CVC
40222(b); GC §34090
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Page 68 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-10 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Police /
Records PD-040
CRIME REPORTS:

IMAGED, Unless otherwise
Specified (Felonies and
Misdemeanors) - Except those
with outstanding stolen property,
including firearms, or lost
firearms
PP Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC
Department Preference to
facilitate Three Strikes law and
ease of document imaging
administration; GC §26202, PC
§§802, PC §§187, 800 et seq.,
W&I §389(a), 781(d)
Police /
Records PD-042
Crime Reports:

Felonies that are NOT Imaged,
Felonies reduced to
misdemeanors
Except Homicide, Serious
Felonies / Major Crimes
7 years 7 years Yes Mag, Mfr,
OD, Ppr S / I No
Department Preference;
Provided there are no
outstanding warrants,
unrecovered identifiable items,
criminal deaths, they are not
historically significant, and it is
not classified under PC §800 &
290, Stat. of Limit. is 2 yrs;
Destroy juvenile marijuana after
age18; H&S §11361.5, GC
§34090, PC §802, PC §§187,
800 et seq.

Police /
Records PD-075

POLICE REPORTS / INCIDENT
REPORTS:

Juvenile Child Abuse or
Severe Neglect
Date of
Incident + 10
years,
If No
Subsequent
Reports
Date of
Incident + 10
years,
If No
Subsequent
Reports
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC
PC §§11169(i); 11170(a); GC
§34090
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Page 69 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-11 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Police /
Records PD-043
CRIME REPORTS:

Misdemeanor or Infraction -
Adult Marijuana / Cannabis -
H&S §11357(b)(c)(d)(e) or H&S
§11360(b) (with procedure in
H&S §11361.5) - Except those
with outstanding stolen property,
including firearms, or lost
firearms, serious felonies, or
synthetic cannabis
Conviction
or Arrest (if
No
Conviction)
+ 2 years
Conviction
or Arrest (if
No
Conviction)
+ 2 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC
("Shall" Destroy); H&S §11361.5;
GC §34090
Police /
Records PD-068
CRIME REPORTS:

Misdemeanor or Infraction
Marijuana / Cannabis
§11357(d) - Juvenile on School
Grounds during School Hours
(with procedure in H&S
§11361.5)
Offender is
18 Years
Old
Offender is
18 Years
Old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
(Courts and other Agencies
"Shall" destroy); H&S§ 11361.5
et seq., 11357(de)
Police /
Records PD-044
CRIME REPORTS:

Misdemeanor or Infraction -
Juvenile Marijuana / Cannabis -
H&S §11357- Except those with
outstanding stolen property,
including firearms, or lost
firearms
2 years or
Juvenile 18
years old
2 years or
Juvenile 18
years old
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC
If no subsequent conviction
("Shall" Destroy); H&S §11361.5
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Page 70 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-12 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Police /
Records PD-045
Crime Reports:

Misdemeanors & Infractions
that are NOT Imaged
Also See Marijuana
7 years 7 years Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I No Department Preference; GC §34090
Police /
Records PD-046
Crime Reports:

Non-Criminal that are NOT
Imaged
Information Reports, Towed
Vehicles, Restraining Orders,
Natural Deaths
7 years 7 years Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S / I No Department Preference; GC §34090
Police /
Records PD-047
CRIME REPORTS:

Sealed Juvenile and Ward
Cases - Except those with
outstanding stolen property,
including firearms, or lost
firearms
Sealing Date
+ 5 years
(Or Court
Order)
Sealing Date
+ 5 years (or
Court Order)
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC
Statute of Limitations runs up to
age 22 or within five years of
date of discovery of injury/illness
occurring after age of majority,
whichever is later. sealed
records for juveniles and wards
of the Court must be destroyed 5
years after sealing date; CCP
§§340.1, GC §26202; W&I
§§389(a), 781(d)
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Page 71 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-13 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Police /
Records PD-048
CRIME REPORTS:

Factually Innocent Petition
Accepted Records Sealed
Pending Destruction - Except
those with outstanding stolen
property, including firearms, or
lost firearms
Arrest Date
+ 3 years
Arrest Date
+ 3 years
Yes: Before
Disposition
Mag, Mfr,
OD, Ppr S/M/I Yes: After QC
Individual petitions District
Attorney; Sheriff concurs that
person is factually innocent, then
seals record ("Shall" Destroy);
GC §26202; PC §851.8(a)
Police /
Records PD-049
CRIME REPORTS:

Serious Felonies / Major
Crimes - Capital Crimes (Crimes
Subject to the Death Penalty),
Substantiated Child Abuse or
Severe Neglect (Adults Only),
Fatal traffic collisions,
Homicides, Unattended Death,
Felonies which have not been
adjudicated in court, Suicides,
Lost property involving firearms
or identifiable artifacts over
$1,000, Mental Cases which are
active, Drug (11590 H&S),
Weapon (stolen with identifiable
serial numbers entered into the
DOJ stolen property system),
Kidnapping and Missing persons
where the person has not bee
located)
PP Yes Mag, Mfr,
OD, Ppr S/M/I Yes: After QC
Department Preference; No
limitations on commencement of
action; DOJ retains CACI (Child
Abuse Central Index) information
for adults 100 years; Courts keep
permanently PC §§ 261, 286,
288, 288a, 288.5, 289, 289.5,
290, and 799; 803(h), 11169 et
seq.; 11170(a); WIC 707(b)
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Page 72 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-14 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Police /
Records PD-049.1
CRIME REPORTS:

Vacatur Relief Granted by
Court - Victim of Human
Trafficking (Nonviolent Crimes)
Court Order
+ 1 year
Court Order
+ 1 year Yes Mag, Mfr, OD, Ppr S/M/I Yes: After QC
Individual petitions Court ("Shall"
Destroy); GC §34090; PC
§§236.14(k); 236.15(k)
Police /
Records PD-050 Crime Statistics / Uniform Crime Reports - Summaries (BCS) When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Filed on line with the State;
Department preference; GC
§34090
Police /
Records PD-051 Field Investigation Cards (Fis)
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Entered into RMS (these are
preliminary drafts); GC §34090
et seq.

Police /
Records PD-052 Guns: Dealers Record of Sale 2 years 2 years Mag, Ppr GC §34090 Police /
Records PD-053 LiveScan Requests /
Applications from the Public
When No
Longer
Required
When No
Longer
Required
Mag, Ppr
Transitory records not retained in
the ordinary course of business;
GC§34090 et seq.

Police /
Records PD-054
Miscellaneous Parking & Animal
Control - Records not assigned a
DR #, including abandoned
vehicle complaints, tow logs, trap
rentals, etc.
2 years 2 years Mag, Mfr,
OD, Ppr S / I No GC §34090
Court PD-056 Order after Hearing (restraining
order)
Life of the
Order
Life of the
Order Mag Court records - originals retained by the Court; GC §34090 et seq.

Police /
Records PD-069 Pitchess Motions and Logs 2 years 2 years Mag, Mfr, OD, Ppr S / I No GC §34090 Police /
Records PD-057 RMS Database Indefinite Indefinite Yes Mag Data Fields / Records are interrelated; GC §34090 INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Approved 7/19/2023

Page 73 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-15 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Police /
Records PD-058 Sex Offender Registrations:

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

Police /
Records PD-059 Sex Offender Registrations: Juveniles
P or Sealing
Date + 5
years (or
Court Order)
P or Sealing
Date + 5
years (or
Court Order)
Mag, Ppr
After 2021, Offenders can
petition Court for removal 10 or
20 years after offense, provided
there are no subsequent
offenses; Pursuant to PC §290
et seq.; W&I §781(d)
Police /
Records PD-060 Video Recordings - Jail
surveillance, front desk, etc. 1 year 1 year Mag Records regular and ongoing operations; GC §34090.6(a)
Police /
Operations PD-072
Officer Recordings: Body-Worn
Cameras – LOGS of Access or
Deletion of Data
PP Mag PC§ 832.18(b)(5)(E); GC
§34090.6 et seq.

Police /
Operations PD-073
Officer Recordings: Body-Worn
Cameras - that ARE evidence,
Officer Involved Shootings /
Detention or Arrest /
Complaints
Follows
retention for
Evidence,
Minimum 2
years
Follows the
Retention of
the
Evidence,
Minimum 2
years
Mag PC§ 832.18(b)(5)(B)&(C); GC
§34090.6 et seq.

Police /
Operations PD-074
Officer Recordings: Body-Worn
Cameras - that are NOT
evidence
1 year 1 year Mag PC§ 832.18(b)(5)(A); GC
§34090.6 et seq.

Page 74 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-16 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Police /
Records PD-061
Officer Recordings: Mobile
Audio Video (MAV) Recordings
(Mobile in-Car Video) that are
not evidence
2 year 2 year Mag
Department preference; Lexipol
Section 446.10.1 requires 1
year; Those segments of videos
that are determined to be
evidence are copied onto a
different tape and retained for
the same length of time as the
crime report (see crime reports
for legal citations); GC §34090.6
et seq.

Police /
Records PD-061.1
STOP Source Data, Audit Log /
Racial and Identity Profiling Act
(RIPA) Annual Report
3 years 3 years Mag, Ppr 11 CCR 999.228; 11 CCR
999.229; GC §34090
Police /
Records PD-062 Video Recordings - Public
Areas, Parking Lots, etc. 1 year 1 year Mag
Does not record "regular and
ongoing operations"; GC §34090
et seq.

TRAINING
Police /
Training PD-063 Personnel Background Packet -
unsuccessful (not hired)
Minimum 4
years
Minimum 4
years
Mag, Mfr,
OD, Ppr S / I Yes: After 1 year
State Law requires 4 years; 2
CCR 11013(c); GC
§§12946,12960, 34090
Human
Resources PD-064 Personnel Files
Upon
Separation,
Shred
Upon
Separation,
Shred
Before
Separation Mag, Ppr
Copies and preliminary drafts;
Ensure records kept in
Department files comply with
City policies; GC §34090.7
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Page 75 of 97 ends

Ver. 18.0 RECORDS RETENTION SCHEDULE: POLICE Page PD-17 Office of
Record
Record
Series No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Police /
Training PD-065
Personnel Training File - Officer
Training (Includes POST
printouts)
Separation +
5 years
Separation +
5 years
Mag, Mfr,
OD, Ppr
S
Yes: When
Inactive
Department preference;
Statewide guidelines propose 7
years; Calif. Labor Division is
required to keep their records 7
years; OSHA requires safety
training 5 years;
EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -
3 years; 29 CFR 1627.3(b)(1); 2
CCR 11013(c); GC §§12946,
12960, 34090
Police /
Training PD-066
Training - Department Training
Records (Attendance Rosters,
Outlines and Materials; includes
Use of Force training, safety
training, etc.)
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag, Mfr,
OD, Ppr
S
Yes: When
Inactive
Rosters are sent to POST;
Statewide guidelines propose 7
years; Calif. Labor Division is
required to keep their records 7
years; EEOC/FLSA/ADEA (Age)
requires 3 years for promotion,
demotion, transfer, selection, or
discharge; State Law requires 2 -
3 years for personnel actions; 8
CCR §3203 et seq., 29 CFR
1627.3(b)(1), LC §6429(c); GC
§§12946, 12960, 34090
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Page 76 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-1 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

PUBLIC WORKS / ENVIRONMENTAL PROGRAMS
Public Works
/ Environ.

Programs
PW-001
Recycling / AB 939 Compliance /
Solid Waste Reduction / SB
1383 Compliance (Organic
Waste Collection and Recycling)
10 years 10 years
Mag,
Mfr, OD,
Ppr
S / I Yes: When
Inactive
Consistent with City-wide
standards for contract
administration; SB 1383
compliance is required for 5
years; 14 CCR § 18995.2; GC
§34090
Public Works
/ Environ.

Programs
PW-002 Solid Waste Tonnage Reports /
Statistics 10 years 10 years Mag, Ppr Department preference; GC §34090 Public Works
/ Environ.

Programs
PW-003 Solid Waste: Contract
Administration Files Completion 5 years Completion + 5 years Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I Yes: Upon
Completion
Department preference; Covers
Statute of Limitations for
Contracts (errors and omissions
does not apply); Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Statewide guidelines propose
termination + 5 years; CCP
§§336(a), 337 et. seq., GC
§34090
Public Works
/ Environ.

Programs
PW-004 Hazardous Materials /
Hazardous Waste Manifests 30 years 30 years Mag, Ppr
Department Preference; (City
has "cradle to grave" liability);
only 3 years is mandated; 40
CFR 262.40, 8 CCR
3204(d)(1)(A), 22 CCR
66262.40 GC §34090
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Page 77 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-2 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Public Works
/ Environ.

Programs
PW-005 Stormwater: NPDES Monitoring
Reports 3 years 3 years
Mag,
Mfr, OD,
Ppr
S / I Yes: 5
years
Department preference;
Monitoring records required for
3 years; 40 CFR §§122.21,
122.41
Public Works
/ Environ.

Programs
PW-006 Stormwater: NPDES Permits Superseded
+ 3 years
PP
Yes: Until
Expiration Mag, Ppr
Department Preference to
conform with Statewide
Guidelines; Monitoring records
required for 3 years; 40 CFR
§§122.21, 122.41; CCP §337 et
seq.

Public Works
/ Environ.

Programs
PW-072 Underground Service Alerts
(USA's) / Dig Alerts 3 years
3 years Ppr GC §§4216.2(f) & 4216.3(d),
GC §34090
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Page 78 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-3 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

ENGINEERING SERVICES
Public Works
/ Engineer.

Services
PW-007 Abandonments / Vacations
(Streets)
PP Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes: After
2 years GC §34090 et seq.

Public Works
/ Engineer.

Services
PW-008 Aerial Maps / Photographs -
Analog or Digital
PP
Mag,
Mfr, OD,
Ppr
S/I Yes: 1
year
Department Preference
(Information Systems maintains
digital aerials); GC §34090
Public Works
/ Engineer.

Services
PW-009 AQMD Permits (Dust Control,
etc.) 5 years 5 years Mag, Ppr 40 CFR 70.6; GC §34090
Public Works
/ Engineer.

Services
PW-010
Capital Improvement Projects
(CIP) / Jobs: Administration
File
Project Administration, Certified
Payrolls, Inspections, Project
Schedules, Progress meetings, Real
Estate Appraisals, etc.

Upon
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency
Audit, if
required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: 1
year
Some grant funding agencies
require audits; Statute of
Limitations for Errors &
Omissions is 10 years;
Published Audit Standards=4-7
years; Statute of Limitations:

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; Statewide guidelines
propose termination + 5 years;
CCP §§336(a), 337 et. seq., GC
§34090
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 7/19/2023

Page 79 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-4 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Public Works
/ Engineer.

Services
PW-011
Capital Improvement Projects
(CIP) / Jobs: Permanent File
Plans, Specifications, RFPs,
Successful Bid / Proposal,
Environmental Documents, Maps /
Plats, Materials Testing Reports,
Grading Permits, Hazardous
Materials Plans, Appraisals &
Purchase Agreements, Right of
Ways, Soils Reports, Studies,
Surveys, Council Staff Reports, etc.

Services
PW-012 Encroachment Permits PP
Yes: Until
Revocation
Mag,
Mfr, OD,
Ppr
S
Yes: After
Inactive
Department Preference;
Statewide guidelines propose
Permanent; CCP § 337 et.

Seq.; GC § 34090
Public Works
/ Engineer.

Services
PW-013
Engineering Studies / Surveys -
Preliminary Studies / Project
Assessments (Not Acquired or
Developed)
When No
Longer
Required -
Minimum 10
years
When No
Longer
Required -
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S/I Yes: After
Inactive
Department Preference; GC
§34090
Public Works
/ Engineer.

Services
PW-014 Engineering Studies / Surveys
(City Built Projects)
PP
Mag,
Mfr, OD,
Ppr
S/I Yes: After
Inactive
Department Preference; GC
§34090
Public Works
/ Engineer.

Services
PW-015 Geotechnical ReportsPP Mag Ppr Department Preference; GC §34090 et seq.

Public Works
/ Engineer.

Services
PW-016 Inspection Weekly Logs 2 years 2 years Mag, Ppr Department preference; GC §34090
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 7/19/2023

Page 80 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-5 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Public Works
/ Engineer.

Services
PW-017
Maps, Plans and Drawings
(Final Maps, Parcel Maps,
Record of Survey, Right-of-Way,
Tract Maps, "As-Builts", Record
Drawings, etc.)
3 yearsPP Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes: 1
year
Drafts should be destroyed;
Some maps are also retained
by Planning; Selected maps are
retained in Public Works for
administrative purposes; GC
§34090, 34090.7
Public Works
/ Engineer.

Services
PW-018 Master PlansPP Yes (all)
Mag,
Mfr, OD,
Ppr
S
Yes: 1
year
Department preference; Drafts
should be destroyed; GC
§34090
Public Works
/ Engineer.

Services
PW-070
Non-CIP Projects (Parks
projects, Tree Trimming /
Cutting / Planting, etc.)
5 years 5 years
Mag,
Mfr, OD,
Ppr
S
Yes: After
10 years
Department preference (covers
statute of limitations for
contracts); CCP §337 et seq.;
GC §34090
Public Works
/ Engineer.

Services
PW-019
Special Projects / Studies /
Issues (e.g., Trolley, Strand
Gardens, etc.)
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag,
Mfr, OD,
Ppr
S
Yes: After
10 years
Department preference; GC
§34090
Public Works
/ Engineer.

Services
PW-020 Survey Books / Field NotebooksPP Mag, Ppr Department preference; GC §34090
Public Works
/ Engineer.

Services
PW-06 Traffic Collision Reports (copies) 5 years 5 years Mag, Ppr Department preference; GC §34090.7
Public Works
/ Engineer.

Services
PW-021 Traffic Speed Surveys 15 years 15 years Mag, Ppr Department preference
(required every 5 years, but can
be extended to 7 or 10 years);
GC §34090
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 7/19/2023

Page 81 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-6 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Public Works
/ Engineer.

Services
PW-022
Traffic Studies / Traffic Counts /
Schools / Traffic Calming
Requests
When No
Longer
Required -
Minimum 10
years
When No
Longer
Required -
Minimum 10
years
Mag,
Mfr, OD,
Ppr
S
Yes: After
10 years
Department preference; GC
§34090
Public Works
/ Engineer.

Services
PW-071 Transportation Permits / Wide
Load Permits 2 years 2 years Mag, Ppr Department preference; GC §34090 Public Works
/ Engineer.

Services
PW-023 Well PermitsPP
Yes: Until
Revocation
Mag,
Mfr, OD,
Ppr
S
Yes: After
Inactive
Department Preference; GC §
34090
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 7/19/2023

Page 82 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-7 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

MOTOR FLEET
Public Works
/ Motor Fleet PW-024
Daily Safety Checks / DMV
Reports / Daily Work Reports /
Vehicle Inspections / Daily
Equipment Checks / Pre-Trip
Inspections
2 years 2 years Ppr 13 CCR 1234(c); GC§34090
Public Works
/ Motor Fleet PW-025
Equipment and Vehicle
Maintenance History,
Warrantees, etc.

Life of
Equipment or
Vehicle + 2
years
Life of
Equipment or
Vehicle + 2
years
Mag, Ppr
Department preference; 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
/ Motor Fleet PW-026 Fleet Management Database Indefinite Indefinite Yes
(before
termination)
Mag, Ppr Data fields are inter-related; GC
§34090 et seq.

Public Works
/ Motor Fleet PW-027
Fuel Storage Records /
Underground Storage Tanks –
UST Monitoring and
Maintenance, Release Detection
Systems, Cathodic Protection
Maintenance Records
3 years 4 years 7 years Mag, Ppr
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
§25284.24(i)
Public Works
/ Motor Fleet PW-028 Fuel Usage, Receipts, Gas Fleet Tags, Fuel Calibrations 2 years 2 years Mag, Ppr GC §34090 Public Works
/ Motor Fleet PW-029
Pressure Vessel Certifications or
Permits (Air Compressors,
Propane, etc.)
Expiration of
Certificate or
Permit
Expiration of
Certificate or
Permit
Mag,
Mfr, OD,
Ppr
S
Yes: After
1 year
Department preference; GC
§34090 et. seq.

Page 83 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-8 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Public Works
/ Motor Fleet PW-030 Vehicles - Parts Inventory 2 years 2 years Mag, Ppr GC § 34090 Public Works
/ Motor Fleet PW-031
Vehicles - Replacement
Schedules & Specs, Disposal at
Auctions / Sales
2 years 2 years Mag, Ppr GC § 34090
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 7/19/2023

Page 84 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-9 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

PARKS & FACILITIES SERVICES
Public Works
/ Parks &
Faciliites
Services
PW-032
Annual Assessment / Inspection
of Facilities (e.g. playgrounds,
sidewalks, etc.)
10 years 10 years Mag, Ppr Department preference to show due diligence; GC §34090
Public Works
/ Parks &
Faciliites
Services
PW-033
Annual Assessment / Inspection
of Facilities (e.g. playgrounds,
sidewalks, etc.)
10 years 10 years Mag, Ppr Department preference to show due diligence; GC §34090
Public Works
/ Parks &
Faciliites
Services
PW-034 AQMD Permits for Equipment
(Compressors, Generators) 5 years
5 years Mag, Ppr 40 CFR 70.6; GC §34090
Public Works
/ Parks &
Faciliites
Services
PW-035
Agreements & Contracts:

MAINTENANCE CONTRACT

ADMINISTRATIVE FILES
(Correspondence, Project
Administration, Project
Schedules, Certified Payrolls,
Invoices, Logs, etc.)
Examples: Custodian, painting,
tree trimming, etc.

Completion 5 years Completion +
5 years
Yes: Before
Completion
Mag,
Mfr, OD,
Ppr
S/I Yes: Upon
Completion
Department preference (E&O
Statute of Limitations does not
apply for these type of
contracts); Published Audit
Standards=4-7 years; Statute of
Limitations: Contracts &
Spec's=4 years, Wrongful
Death=comp. + 5 years,
Statewide guidelines propose
termination + 5 years; CCP
§§336(a), 337 et. seq., GC
§34090
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 7/19/2023

Page 85 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-10 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Public Works
/ Parks &
Faciliites
Services
PW-036
Capital Improvement Projects
(CIP) / Jobs: Administration
File
Project Administration, Certified
Payrolls, Community Outreach /
Notifications, Inspections,
Project Schedules, Progress
meetings, Real Estate
Appraisals, etc.

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; Statewide guidelines
propose termination + 5 years;
CCP §§336(a), 337 et. seq., GC
§34090
Public Works
/ Parks &
Faciliites
Services
PW-037
Capital Improvement Projects
(CIP) / Jobs: Permanent File
Plans, Specifications,
Bids/RFPs, Successful
Proposal, Change Orders,
Materials Testing Reports,
Grading Permits, Hazardous
Materials Plans, Notice of
Completion, Construction
Manager's Logs, Photos, Soils
Reports, Studies, Submittals,
Surveys, etc.

Upon
Completion
PP
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: 1
year
All permanent project files are
maintained in Engineering no
matter what department was
involved in the project; retained
for disaster preparedness
purposes (City Clerk does not
maintain Plans, Materials
Testing Reports, etc.) Statewide
guidelines propose Permanent
for Infrastructure plans; GC
§34090
Public Works
/ Parks &
Faciliites
Services
PW-038 Generator Inspections 2 years 2 years Mag, Ppr GC §34090 INDIO, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 7/19/2023

Page 86 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-11 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

Public Works
/ Parks &
Faciliites
Services
PW-073 Generator Operation Logs (for Fixed / Stationary Generators )
3 years 3 years Mag, Ppr AQMD Rule 1470; GC §34090
Public Works
/ Parks &
Faciliites
Services
PW-074
Generator Operation Logs (for
Portable /Emergency
Generators)
5 years 5 years Mag, Ppr
AQMD Rule 1470; Form
400–E–13a instructions, GC
§34090
Public Works
/ Parks &
Faciliites
Services
PW-039
Work Orders / Service Orders /
Service Requests / Memos
(Division providing service retains
originals; Division requesting service
is considered a copy)
2 years 2 years Mag Ppr
City preference; CCP §§338 et
seq., 340 et seq., 342, GC
§34090
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. (909) 337-3516 - all rights reserved Do not duplicate or distribute without prior written permission Approved: 7/19/2023

Page 87 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-12 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

STREET & TRAFFIC SIGNAL MAINTENANCE
Public Works
/ Street &
Traffic Signal
Maintenance
PW-040 Street Light Repairs 10 years 10 years Mag, Ppr Department preference; GC §34090 et seq.

Public Works
/ Street &
Traffic Signal
Maintenance
PW-041 E-mails / Faxes to Imperial
Irrigation District 2 years 2 years Mag, Ppr Department preference; GC §34090 et seq.

Public Works
/ Street &
Traffic Signal
Maintenance
PW-042 Street Light Inspection Reports 10 yearsPP
Mag,
Mfr, OD,
Ppr
S
Yes (after
inactive)
Department preference; GC
§34090 et seq.

Page 88 of 97 ends

Ver. 16.0 RECORDS RETENTION SCHEDULE: PUBLIC WORKS Page PW-13 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site,
OD or Mfr)
Total
Retention Vital? Media Options
Image:

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

INDIO WATER AUTHORITY (IWA)
Public Works
/ Indio Wate
Authority
(IWA)
PW-043
Material Data Safety Sheet
(MSDS) / Chemical Use Report
Form (or records of the chemical
/ substance / agent, where &
when it was used)
30 years 30 years
Mag,
Mfr, OD,
Ppr
S
Yes (after
inactive)
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),
GC §34090
Public Works
/ Indio Wate
Authority
(IWA)
PW-044 Pressure Vessel Certifications or
Permits (Air Compressors, etc.)
Expiration of
Certificate or
Permit -
Minimum 2
years
Expiration of
Certificate or
Permit -
Minimum 2
years
Mag,
Mfr, OD,
Ppr
S
Yes: After
1 year
Department preference; GC
§34090 et. seq.

Page 89 of 97 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: WATER AUTHORITY Page WA-1 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

WATER AUTHORITY
Water
Authority WA-001
Adjustments & Penalties
(Backup) / NSF Backup (copies
of checks, etc.)
2 years 3 years 5 years Mag, Ppr
Meets municipal government
auditing standards; GC
§34090
Water
Authority WA-002
All Billing Records / Exceptions /
Mic. Postings and Accounts
Receivable
2 years 3 years 5 years Yes: Before
Payment Mag, Ppr
Department Preference
(meets municipal government
auditing standards; GC
§34090
Water
Authority WA-003
Applications / Contracts for
Service / New Meter Install Cards
& Forms & Charges ("Water
Contract Cards") / Stop Service
Forms
5 yearsPP
Mag,
Mfr, OD,
Ppr
S
Yes: After
5 years
Department preference (some
deposits are never refunded
due to delinquency issues);
Meets municipal government
auditing standards; GC
§34090
Water
Authority WA-004
Authorization for Automatic
Withdrawals (Bank Drafts for
Utility Bills) / Authorization
Request for Change of Mailing
Address
Inactive + 2
years
Inactive + 2
years
Mag, Ppr Department Preference; GC
§34090
Water
Authority WA-005 Backflow Certifications - City Facilities 2 years 2 years Mag, Ppr UFC §2-5.7, UPC §603.3.3, GC §34090 Water
Authority WA-006
Backflow: Cross-Connection
Backflow Device Inspections and
Maintenance
3 years 3 years Mag, Ppr
Department Preference; Meets
California Department of
Health requirements (3 years);
GC §34090; 17 CCR 7605(f)
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Page 90 of 97 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: WATER AUTHORITY Page WA-2 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Water
Authority WA-007
Capital Improvement Projects
(CIP) / Jobs: Administration
File
Project Administration, Certified
Payrolls, Inspections, Project
Schedules, Progress meetings,
Real Estate Appraisals, etc.

Upon
Completion
10 years or
After
Funding
Agency
Audit, if
required,
whichever is
longer
Completion +
10 years or
After Funding
Agency Audit,
if required,
whichever is
longer
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: 1
year
Some grant funding agencies
require audits; Statute of
Limitations for Errors &
Omissions is 10 years;
Published Audit Standards=4-
7 years; Statute of Limitations:

Contracts & Spec's=4 years,
Wrongful Death=comp. + 5
years, Developers=comp. + 10
years; Statewide guidelines
propose termination + 5 years;
CCP §§336(a), 337 et. seq.,
GC §34090
Water
Authority WA-008
Capital Improvement Projects
(CIP) / Jobs: Permanent File
Plans, Specifications,
Bids/RFPs, Successful Proposal,
Change Orders, Materials
Testing Reports, Grading
Permits, Hazardous Materials
Plans, Notice of Completion,
Construction Manager's Logs,
Photos, Soils Reports, Studies,
Submittals, Surveys, etc.

Upon
Completion
PP
Yes: Until
Completed
Mag,
Mfr, OD,
Ppr
S/I Yes: 1
year
All permanent project files are
maintained in Engineering no
matter what department was
involved in the project;
retained for disaster
preparedness purposes (City
Clerk does not maintain Plans,
Materials Testing Reports,
etc.) Statewide guidelines
propose Permanent for
Infrastructure plans; GC
§34090
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Approved: 7/19/2023

Page 91 of 97 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: WATER AUTHORITY Page WA-3 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Water
Authority WA-009
Cash Reconciliations / Journal
Entry Postings / All LBX, C2G,
BC Postings
2 years 3 years 5 years Yes: Before
Payment Mag, Ppr
Department Preference
(meets municipal government
auditing standards; GC
§34090
Water
Authority WA-010 Chains of Custody (Water testing instructions) 5 years 5 years Mag, Ppr 22 CCR 64453(b) et seq.; 40 CFR 141.33(a) Manag.

Services /
Revenue or
Water
Authority
WA-011 Collection Agency Assignments /
Unpaid Accounts 7 years 7 years Mag, Ppr
Department Preference;
Negative credit information
remains on credit reports for 7 -
10 years; Meets auditing
standards; City does not Lien
property (Liens are good for
10 years from recording date,
and may be extended by rerecording lien); WC 36729;
GC §34090
Water
Authority WA-012
Confined Space Entries & Logs
(Permitted entries into confined
spaces such as sewers and
storm drains in order to comply
with regulations)
2 years 2 years Mag, Ppr
8 CCR 5157(d)(14) & (e)(6);
29 CFR 1910.146(e)(6) GC
§34090
Water
Authority WA-013 Conservation Reports (Online Reports Submitted to the State) 2 years 2 years Mag, Ppr GC §34090 Water
Authority WA-014
Customer Concerns: Odor /
Taste / Visual Complaints
(regarding potable water)
5 years 5 years Mag, Ppr
5 years is required in State
and Federal law for any
complaints; 40 CFR
122.41(j)(2) & 40 CFR
141.33(b); 22 CCR 66470
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Approved: 7/19/2023

Page 92 of 97 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: WATER AUTHORITY Page WA-4 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Water
Authority WA-015 Environmental Agencies / Regulatory Agencies 10 years 10 years Mag, Ppr Department Preference; GC §34090 Water
Authority WA-016 Environmental Monitoring
PP
Mag,
Mfr, OD,
Ppr
S/I Yes: 1
year
Department preference; GC
§34090
Water
Authority WA-017 Meter # Changes 2 years 3 years 5 years Mag, Ppr Preliminary drafts / copies; GC §34090 et seq.

Water
Authority WA-018
Rebate Applications (ALL Indoor
or Outdoor). Includes Approved /
Denied / Forfeited / Incomplete
2 years 3 years 5 years Mag, Ppr
Department Preference
(meets municipal government
auditing standards; GC
§34090
Water
Authority WA-019
Regulatory Agency Reports /
Compliance Reports: Monthly
and Quarterly Reports, including
backup data
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag, Ppr
Department Preference;
Hazmat discharge records are
required for 3-5 years; 40 CFR
122.41(j)(2)
Water
Authority WA-020 Unauthorized Discharges / Violations 3 years 3 years Mag, Ppr NPDES records are required
for 3 years; 40 CFR
122.41(j)(2); 40 CFR
141.33(b); 22 CCR
64453(b)(2) et seq.

Water
Authority WA-021
Underground Service Alerts
(USA) / Dig Alerts: Utility Cuts,
etc. - All
3 years 3 years Mag, Ppr
Required for 3 years; the
warrantee period for work
done is usually 5 years, the
Statute of Limitations for some
work may be up to 10 years;
CCP §337 et seq., GC
§§4216.2(f) & 4216.3(d),
34090
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Approved: 7/19/2023

Page 93 of 97 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: WATER AUTHORITY Page WA-5 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Water
Authority WA-022 Underground Storage Tank Permits (UST) PP
Yes: Until
Revocation
Mag,
Mfr, OD,
Ppr
S
Yes: After
Inactive
Department Preference; H&S
§25284.4(i); GC § 34090
Water
Authority WA-023
Underground Storage Tanks –
UST Monitoring and
Maintenance, Release Detection
Systems, Cathodic Protection
Maintenance Records
3 years 4 years 7 years Mag, Ppr
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;
H&S §25284.24(i)
Water
Authority WA-024 Utility Receipts / Stubs from Bills (when payment is submitted) 2 years 2 years Mag, Ppr Meets municipal government
auditing standards; GC
§34090
Water
Authority WA-025 Variance Applications (Denied & Approved) PP
Mag,
Mfr, OD,
Ppr
S
Yes: After

QC & OD
Department Preference; GC
§34090
Water
Authority WA-026
Vulnerability Assessment /
Emergency Response Plan /
Risk & Resiliency Assessment /
Hazard Mitigation Plan
Superseded +
5 years
Superseded +
5 years Mag, Ppr Highly Confidential; 42 USC 300i-2(d), GC §34090 Water
Authority WA-027
Water Audit Reports (Performed
and written by a third part
company – evaluations on
customer’s outdoor irrigation
systems)
2 years 2 years Mag, Ppr GC §34090
Water
Authority WA-028
Water Billing: Appeals -
Payment Delinquency &
Impending Discontinuation
Final Decision
+ 2 years
Final
Decision + 2
years
Mag,
Ppr, Mfr,
OD
S
Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Approved: 7/19/2023

Page 94 of 97 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: WATER AUTHORITY Page WA-6 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Water
Authority WA-029
Water Billing: Non-payment
Notices / Notice of Payment
Delinquency & Impending
Discontinuation (Initial, Final)
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S
Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
Water
Authority WA-030
Water Billing: NSF Checks /
Adjustments to Customer
accounts
When No
Longer
Required
When No
Longer
Required
Mag,
Ppr, Mfr,
OD
S
Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116908
Water
Authority WA-031
Water Billing: Payment Plans:

Amortization, Alternative
Payment Plans, Deferrals, etc.

Expiration or
Completion of
Payment Plan
Expiration or
Completion of
Payment Plan
Mag,
Ppr, Mfr,
OD
S
Yes: After

QC & OD
Documented or attached to
Customer Record in database
GC §34090; H&S §116910
Water
Authority WA-032
Water Billing: Policy on
Discontinuation of Residential
Service for Nonpayment
When
Superseded -
Minimum 2
years
When
Superseded;
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S
Yes: After

QC & OD
Must post to Website; H&S
§116906; GC §34090
Water
Authority WA-033
Water Billing: Report of Annual
Discontinuations of Residential
Service
Minimum 2
years
Minimum 2
years
Mag,
Ppr, Mfr,
OD
S
Yes: After

QC & OD
Must post to Website; H&S
§116918; GC §34090
Water
Authority WA-034 Water Conservation
When No
Longer
Required -
Minimum 2
years
When No
Longer
Required -
Minimum 2
years
Mag, Ppr Department preference; GC
§34090 et seq.

Water
Authority WA-035
Water Engineering: Plan
Checks, Development, Capital
Impact Fees, etc.

Copies -
When No
Longer
Required
Copies -
When No
Longer
Required
Yes: Before
Payment Mag, Ppr
All originals go to Finance
(these are copies); GC
§34090.7
Water
Authority WA-036 Water Pressure Charts 2 years 2 years Mag, Ppr Department Preference; GC §34090 et seq.

Page 95 of 97 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: WATER AUTHORITY Page WA-7 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Water
Authority WA-037 Water Quality Reports / Consumer Confidence Reports P P
Mag,
Mfr, OD,
Ppr
S / I Yes (after
2 years)
Department preference; State
law requires 12 years, federal
10 years; 40 CFR 141.33(a);
22 CCR 64470; 22 CCR
§64483; GC §34090
Water
Authority WA-038 Water Reports and Sampling -- Perchlorate, Radon, Arsenic, etc. 2 years 10 years 12 years Mag,
Mfr, OD,
Ppr
S / I Yes (after
2 years)
Department preference to
establish a baseline; GC
§34090
Water
Authority WA-039 Water Reports and Sampling / Tabular Summaries -- Chemical 2 years 8 years 10 years Mag,
Mfr, OD,
Ppr
S / I Yes (after
2 years) 40 CFR 141.33(a)
Water
Authority WA-040
Water Reports and Sampling /
Tabular Summaries -- Lead &
Copper
2 years 10 years 12 years
Mag,
Mfr, OD,
Ppr
S / I Yes (after
2 years)
Lead and Copper are required
for 12 years or 2 compliance
cycles (the city's compliance
cycle is 3 years); 22 CCR
64400.25; 22 CCR §64470, 40
CFR 141.33(a); 40 CFR
141.91
Water
Authority WA-041
Water Reports and Sampling /
Tabular Summaries: --
Bacteriological and Organics
2 years 3 years 5 years Mag, Ppr 40 CFR 141.33(a)and (b)(1); 22 CCR §64470
Water
Authority WA-042 Water Standards and Specifications
When No
Longer
Required -
Minimum 5
years
When No
Longer
Required -
Minimum 5
years
Mag, Ppr Department Preference; GC
§34090
Water
Authority WA-043 Water Waster Reports / Leak Investigations 2 years 2 years Mag, Ppr GC §34090 INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Approved: 7/19/2023

Page 96 of 97 ends

Ver. 14.0 RECORDS RETENTION SCHEDULE: WATER AUTHORITY Page WA-8 Office of
Record
Record Series
No. Records Description Retention / Disposition Comments / Reference (OFR) Active
(in office)
Inactive
(Off-site, OD
or Mfr)
Total
Retention Vital? Media Options
Image:

I=Import
M=Mfr
S=Scan
Destroy
Paper
after
Imaged &
QC'd?
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, claims, complaints, audits, pending records requests, and/or investigations suspend normal retention periods (retention resumes after settlement).

Water
Authority WA-044 Wells
PP
Mag,
Mfr, OD,
Ppr
S / I Yes: 5
years
Department preference; GC
§34090
Water
Authority WA-045
Work Orders: Service - Turnons, Shut-offs, TONP, MCO,
NSF, all other Mis. / Cut off
(TONP) & Delinquent Listings
2 years 3 years 5 years Mag, Ppr
Meets municipal government
auditing standards; GC
§34090
INDIO, CA. ©2006 Gladwell Governmental Services, Inc. - all rights reserved Do not duplicate or distribute without prior written permission from GGS (909) 337-3516 Approved: 7/19/2023

Page 97 of 97 ends

City of Indio
City Council
September 18, 2023

STAFF REPORT
To: City Council
From: Bryan H. Montgomery, City Manager
Prepared by: Rob Rockwell, Asst. City Manager & Dir. Of Finance Subject: City Warrants from 08.12.2023 thru 09.14.2023
RECOMMENDATION:

Receive & File
SUMMARY:

City Warrants from 08.12.2023 thru 09.14.2023
BACKGROUND INFORMATION:

N/A
ALTERNATIVES:

N/A
ATTACHMENTS:

City Warrants 091423
APPROVAL(S):

Samantha Lopez, Finance Manager Approved - 18 Sep 2023
AGENDA ITEM #8.3
City Warrants from 08.12.2023 thru 09.14.2023 (Rob Rockwell, Assistant C... Page 115 of 1306 WARRANT REGISTER 08/12/2023-09/14/2023
CHECK
NUMBER

CHECK DATE CHECK TYPE VENDOR
NUMBER

VENDOR NAME ORG ORG DESCRIPTION OBJECT PROJECT AMOUNT
238611 08/24/2023 PRINTED 7969 DC ELECTRONICS TWO, INC 101 General Fund 204005 3,566.50 238810 08/31/2023 PRINTED 1158 FRANCHISE TAX BOARD 101 General Fund 204005 990.00 759 09/01/2023 WIRE 4415 PAYROLL - UNITED STATES TREASURY 101 General Fund 206010 98,523.97 759 09/01/2023 WIRE 4415 PAYROLL - UNITED STATES TREASURY 101 General Fund 206015 75,394.86 759 09/01/2023 WIRE 4415 PAYROLL - UNITED STATES TREASURY 101 General Fund 206020 27,167.20 760 09/05/2023 WIRE 4416 PAYROLL - STATE OF CALIFORNIA-STATE 101 General Fund 206025 41,664.85 761 09/05/2023 WIRE 4417 PAYROLL - STATE OF CALIFORNIA-SDI 101 General Fund 206030 4,908.55 762 09/05/2023 WIRE 4418 PAYROLL-PERS RETIREMENT 101 General Fund 206035 217,974.47 238929 09/14/2023 PRINTED 285 COLONIAL LIFE & ACCIDENT INSURANCE 101 General Fund 206040 443.35 238900 09/07/2023 PRINTED 6536 THE LINCOLN NATIONAL LIFE INS CO 101 General Fund 206040 3,520.01 238900 09/07/2023 PRINTED 6536 THE LINCOLN NATIONAL LIFE INS CO 101 General Fund 206040 1,503.43 239095 09/14/2023 PRINTED 305 UNITED WAY OF THE DESERT 101 General Fund 206045 163.00 238768 08/24/2023 PRINTED 305 UNITED WAY OF THE DESERT 101 General Fund 206045 163.00 238974 09/14/2023 PRINTED 6087 INDIO POLICE OFFICERS ASSOCIATION 101 General Fund 206050 7,103.87 238638 08/24/2023 PRINTED 6087 INDIO POLICE OFFICERS ASSOCIATION 101 General Fund 206050 7,103.87 239093 09/14/2023 PRINTED 5426 U.S. BANK 101 General Fund 206050 260.26 238766 08/24/2023 PRINTED 5426 U.S. BANK 101 General Fund 206050 260.26 238973 09/14/2023 PRINTED 1111 INDIO POLICE COMMAND UNIT 101 General Fund 206055 998.18 238637 08/24/2023 PRINTED 1111 INDIO POLICE COMMAND UNIT 101 General Fund 206055 998.18 238972 09/14/2023 PRINTED 6164 INDIO CITY EMPLOYEE ASSOC 101 General Fund 206060 759.22 238636 08/24/2023 PRINTED 6164 INDIO CITY EMPLOYEE ASSOC 101 General Fund 206060 759.22 238975 09/14/2023 PRINTED 6163 INDIO WATER AUTH EMPLOYEE ASSOC 101 General Fund 206060 420.00 238639 08/24/2023 PRINTED 6163 INDIO WATER AUTH EMPLOYEE ASSOC 101 General Fund 206060 420.00 239068 09/14/2023 PRINTED 300 SEIU 101 General Fund 206065 98.50 238751 08/24/2023 PRINTED 300 SEIU 101 General Fund 206065 110.50 758 09/05/2023 WIRE 181 NATIONWIDE RETIREMENT SOLUTIONS 101 General Fund 206070 29,340.87 238989 09/14/2023 PRINTED 3481 LEGAL SHIELD 101 General Fund 206095 575.80 238720 08/24/2023 PRINTED 5198 NAPA AUTO PARTS 101 General Fund 206105 64.72 239054 09/14/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 478.33 239054 09/14/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 106.55 239054 09/14/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 70.01 239054 09/14/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 8.10 239054 09/14/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 53.14 239054 09/14/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 53.14 239114 09/14/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 19.73 239114 09/14/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 19.73 238565 08/17/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 53.14 238735 08/24/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 64.72 238735 08/24/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 113.56 238735 08/24/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 135.48 238735 08/24/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 8.10 238735 08/24/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 70.01 238735 08/24/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 70.01 238735 08/24/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 8.10 238735 08/24/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 67.54 1 of 59

Page 2 of 60 ends

WARRANT REGISTER 08/12/2023-09/14/2023
CHECK
NUMBER

CHECK DATE CHECK TYPE VENDOR
NUMBER

VENDOR NAME ORG ORG DESCRIPTION OBJECT PROJECT AMOUNT
238735 08/24/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 73.97 238735 08/24/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 95.31 238868 08/31/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 70.01 238868 08/31/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 8.10 238868 08/31/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 53.14 238868 08/31/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 111.38 238868 08/31/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 8.10 238868 08/31/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 70.01 238868 08/31/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 19.73 238868 08/31/2023 PRINTED 4897 PRUDENTIAL OVERALL SUPPLY 101 General Fund 206105 19.73 238900 09/07/2023 PRINTED 6536 THE LINCOLN NATIONAL LIFE INS CO 101 General Fund 206110 6,906.09 239082 09/14/2023 PRINTED 7457 TEXAS LIFE INSURANCE COMPANY 101 General Fund 206130 1,846.35 238655 08/24/2023 PRINTED 835 Lenora Grimaud 101 General Fund 208005 4.00 238731 08/24/2023 PRINTED 5214 PHANTOM FIREWORKS 101 General Fund 208005 100.00 238763 08/24/2023 PRINTED 1389 TNT FIREWORKS 101 General Fund 208005 800.00 238792 08/31/2023 PRINTED 166 COACHELLA VALLEY ASSOC OF GOVERNMENTS 101 General Fund 208006 80,202.00 238792 08/31/2023 PRINTED 166 COACHELLA VALLEY ASSOC OF GOVERNMENTS 101 General Fund 208006 473,962.04 238792 08/31/2023 PRINTED 166 COACHELLA VALLEY ASSOC OF GOVERNMENTS 101 General Fund 208006 60,250.00 238662 08/24/2023 PRINTED 493 BRENT PLANCK 101 General Fund 208007 9.41 238680 08/24/2023 PRINTED 493 JOSEPH ANDERSON 101 General Fund 208007 3.58 238839 08/31/2023 PRINTED 173 MIRIAM NOJAN 101 General Fund 208007 102.88 238938 09/14/2023 PRINTED 303 DEPARTMENT OF CONSERVATION 101 General Fund 208009 9,293.95 238792 08/31/2023 PRINTED 166 COACHELLA VALLEY ASSOC OF GOVERNMENTS 101 General Fund 208015 76,649.51 238792 08/31/2023 PRINTED 166 COACHELLA VALLEY ASSOC OF GOVERNMENTS 101 General Fund 208015 52,494.75 238792 08/31/2023 PRINTED 166 COACHELLA VALLEY ASSOC OF GOVERNMENTS 101 General Fund 208015 30,009.38 238809 08/31/2023 PRINTED 7913 FLORES CARPETS, INC. 101 General Fund 208017 9,020.25 239051 09/14/2023 PRINTED 4839 PETTY CASH - TEEN CENTER 101 General Fund 208017 37.98 238911 09/14/2023 PRINTED 7679 ARC ATTIRE INC 101 General Fund 208018 506.25 238657 08/24/2023 PRINTED 493 ABARCA CONSTRUCTION INC 101 General Fund 401405 7.50 238658 08/24/2023 PRINTED 493 ADVANCED INSTALLATION INC 101 General Fund 401405 4.00 239001 09/14/2023 PRINTED 493 AJ POOL PLUMBING INC 101 General Fund 401405 225.00 238851 08/31/2023 PRINTED 493 APEX COMPANIES LLC 101 General Fund 401405 17.50 238661 08/24/2023 PRINTED 493 BALLY'S CLEANERS 101 General Fund 401405 20.00 238852 08/31/2023 PRINTED 493 BERMUDA DUNER 101 General Fund 401405 45.00 238663 08/24/2023 PRINTED 493 CALIFORNIA BORING INC 101 General Fund 401405 9.50 238665 08/24/2023 PRINTED 493 CHRISTAL CANSINO 101 General Fund 401405 45.00 238666 08/24/2023 PRINTED 493 CLIVE REID 101 General Fund 401405 88.00 238668 08/24/2023 PRINTED 493 CONTRACT CARPET CORP 101 General Fund 401405 6.00 239004 09/14/2023 PRINTED 493 CV REGISTRATION SERVICES 101 General Fund 401405 50.00 239005 09/14/2023 PRINTED 493 DANA BANKS 101 General Fund 401405 60.00 239006 09/14/2023 PRINTED 493 DESERT ARC RECYCLING 101 General Fund 401405 154.00 238671 08/24/2023 PRINTED 493 DHP ANESTHESIA MEDICAL GROUP INC 101 General Fund 401405 262.00 239007 09/14/2023 PRINTED 493 EL CAMPANARIO RESTAURANT INC 101 General Fund 401405 50.00 238672 08/24/2023 PRINTED 493 EMPIRE REAL ESTATE PROPERTIES 101 General Fund 401405 17.50 238673 08/24/2023 PRINTED 493 ENTERPRISE RENT-A-CAR 101 General Fund 401405 74.70 2 of 59

Page 3 of 60 ends

WARRANT REGISTER 08/12/2023-09/14/2023
CHECK
NUMBER

CHECK DATE CHECK TYPE VENDOR
NUMBER

VENDOR NAME ORG ORG DESCRIPTION OBJECT PROJECT AMOUNT
238674 08/24/2023 PRINTED 493 FRUTAS & ANTOJITOS ROSITA INC 101 General Fund 401405 8.00 239008 09/14/2023 PRINTED 493 GM BUSINESS INTERIORS 101 General Fund 401405 18.00 239009 09/14/2023 PRINTED 493 GNC HOLDINGS LLC # 8847 101 General Fund 401405 5.00 239010 09/14/2023 PRINTED 493 GNC HOLDINGS LLC # 8847 101 General Fund 401405 5.00 239013 09/14/2023 PRINTED 493 GREEN POWER PROS 101 General Fund 401405 24.50 238675 08/24/2023 PRINTED 493 GREEN SYSTEMS 101 General Fund 401405 36.90 238833 08/31/2023 PRINTED 173 GREGORIO ALVARADO 101 General Fund 401405 60.00 238677 08/24/2023 PRINTED 493 INLAND PSYCHIATRIC MECICAL GROUP INC 101 General Fund 401405 50.00 239014 09/14/2023 PRINTED 493 INTEGRITY HVAC AND PLUMBING INC 101 General Fund 401405 223.00 238678 08/24/2023 PRINTED 493 INTERNATIONAL AUTO SALES & MOBILITY 101 General Fund 401405 13.20 238834 08/31/2023 PRINTED 173 JANET LUA 101 General Fund 401405 60.00 238993 09/14/2023 PRINTED 173 JERRY SANTILLAN 101 General Fund 401405 60.00 238835 08/31/2023 PRINTED 173 JESSE AGUIRRE 101 General Fund 401405 60.00 238836 08/31/2023 PRINTED 173 JESSICA DUBIN 101 General Fund 401405 60.00 238994 09/14/2023 PRINTED 173 JIMMY MELENDEZ 101 General Fund 401405 60.00 238681 08/24/2023 PRINTED 493 JUAN BERNAL DRYWALL 101 General Fund 401405 3.75 238683 08/24/2023 PRINTED 493 JUNE HILLS TABLE 101 General Fund 401405 14.80 238997 09/14/2023 PRINTED 493 Katie McCullum 101 General Fund 401405 60.00 239015 09/14/2023 PRINTED 493 KINGDOM OF GRANT VENDING LLC 101 General Fund 401405 225.00 238686 08/24/2023 PRINTED 493 MACHAR PROPERTY MANAGEMENT 101 General Fund 401405 12.00 238687 08/24/2023 PRINTED 493 MACKLIN MIRROR & GLASS 101 General Fund 401405 10.00 238688 08/24/2023 PRINTED 493 MADISON INDUSTRIES INC 101 General Fund 401405 448.00 239018 09/14/2023 PRINTED 493 MANUEL ESCOBEDO 101 General Fund 401405 60.00 238837 08/31/2023 PRINTED 173 MARIA GOMEZ 101 General Fund 401405 250.00 239020 09/14/2023 PRINTED 493 MARY MARTIN-AKHIGBE 101 General Fund 401405 30.00 239021 09/14/2023 PRINTED 493 MARY MARTIN-AKHIGBE 101 General Fund 401405 30.00 238691 08/24/2023 PRINTED 493 MAS MANAGEMENT SERVICES LLC 101 General Fund 401405 50.00 239023 09/14/2023 PRINTED 493 MATTHEWS SIGNS 101 General Fund 401405 46.00 238838 08/31/2023 PRINTED 173 MIGUEL LUA 101 General Fund 401405 60.00 239026 09/14/2023 PRINTED 493 MURDICA ELECTRIC INC 101 General Fund 401405 146.00 238698 08/24/2023 PRINTED 493 PARTS GALORE 101 General Fund 401405 4.00 239028 09/14/2023 PRINTED 493 PLANET SOLAR INC 101 General Fund 401405 2.00 239029 09/14/2023 PRINTED 493 POWER 4 WARD LLC 101 General Fund 401405 315.00 239030 09/14/2023 PRINTED 493 R 3 CONTRACTORS 101 General Fund 401405 108.00 239031 09/14/2023 PRINTED 493 R 3 CONTRACTORS 101 General Fund 401405 108.00 238701 08/24/2023 PRINTED 493 RODERICK DALE HARRIES 101 General Fund 401405 6.00 238704 08/24/2023 PRINTED 493 ROSEMARY SINCLAIR 101 General Fund 401405 4.00 238706 08/24/2023 PRINTED 493 SELWYN J PATRICK M D 101 General Fund 401405 9.90 239034 09/14/2023 PRINTED 493 SENIOR LIVING ALTERNATIVES LLC 101 General Fund 401405 27.00 239035 09/14/2023 PRINTED 493 SENIOR LIVING ALTERNATIVES LLC 101 General Fund 401405 27.00 239036 09/14/2023 PRINTED 493 SENIOR LIVING ALTERNATIVES LLC 101 General Fund 401405 27.00 238707 08/24/2023 PRINTED 493 SO CAL DOOR & TRIM INC 101 General Fund 401405 42.00 238709 08/24/2023 PRINTED 493 SUNBIRD RV SUPPLIES & SERVICE 101 General Fund 401405 32.70 238710 08/24/2023 PRINTED 493 SUNSET RECYCLING 101 General Fund 401405 5.50 238711 08/24/2023 PRINTED 493 TATRO CLIFF 101 General Fund 401405 40.00 3 of 59

Page 4 of 60 ends

WARRANT REGISTER 08/12/2023-09/14/2023
CHECK
NUMBER

CHECK DATE CHECK TYPE VENDOR
NUMBER

VENDOR NAME ORG ORG DESCRIPTION OBJECT PROJECT AMOUNT
238840 08/31/2023 PRINTED 173 TATYANA VAKSMAN 101 General Fund 401405 60.00 239039 09/14/2023 PRINTED 493 TRACTOR SUPPLY COMPANY 101 General Fund 401405 268.29 238999 09/14/2023 PRINTED 493 UNITED RENTALS NORTH AMERICA 101 General Fund 401405 12.50 239040 09/14/2023 PRINTED 493 VACASA SEASONALS INC 101 General Fund 401405 12.00 238714 08/24/2023 PRINTED 493 VCA VALLEY ANIMAL MEDICAL CENTER & EMERGENCY HOSP101 General Fund 401405 1.66 239041 09/14/2023 PRINTED 493 VLADIMIR RASKIN 101 General Fund 401405 60.00 239043 09/14/2023 PRINTED 493 ZITO WEST HOLDING LLC 101 General Fund 401405 448.00 238715 08/24/2023 PRINTED 493 HAMPTON INN & SUITES INDIO 101 General Fund 401605 4,287.71 238832 08/31/2023 PRINTED 173 CYNTHIA QUINONEZ 101 General Fund 403210 408.25 238833 08/31/2023 PRINTED 173 GREGORIO ALVARADO 101 General Fund 403210 1,633.00 238834 08/31/2023 PRINTED 173 JANET LUA 101 General Fund 403210 1,633.00 238993 09/14/2023 PRINTED 173 JERRY SANTILLAN 101 General Fund 403210 1,633.00 238835 08/31/2023 PRINTED 173 JESSE AGUIRRE 101 General Fund 403210 1,633.00 238836 08/31/2023 PRINTED 173 JESSICA DUBIN 101 General Fund 403210 1,633.00 238994 09/14/2023 PRINTED 173 JIMMY MELENDEZ 101 General Fund 403210 1,633.00 238837 08/31/2023 PRINTED 173 MARIA GOMEZ 101 General Fund 403210 1,633.00 238838 08/31/2023 PRINTED 173 MIGUEL LUA 101 General Fund 403210 1,633.00 238552 08/17/2023 PRINTED 173 SARGIS YAPUNGYAN 101 General Fund 403210 1,633.00 238840 08/31/2023 PRINTED 173 TATYANA VAKSMAN 101 General Fund 403210 1,633.00 238850 08/31/2023 PRINTED 493 COBRA 28 NO 8 LP 101 General Fund 403215 60.00 239000 09/14/2023 PRINTED 493 AHMAD HUSSEIN DIAB 101 General Fund 403215 60.00 238856 08/31/2023 PRINTED 493 ALBERT TATE 101 General Fund 403215 60.00 239002 09/14/2023 PRINTED 493 ALFRED HABIB 101 General Fund 403215 223.00 238659 08/24/2023 PRINTED 493 ANTONIO XIQUES 101 General Fund 403215 120.00 238660 08/24/2023 PRINTED 493 AZM VENTURES 101 General Fund 403215 60.00 238853 08/31/2023 PRINTED 493 BERMUDA DUNES SENIOR RESIDENTS ORG 101 General Fund 403215 19.00 238664 08/24/2023 PRINTED 493 CBPIC CA OWNER LLC 101 General Fund 403215 60.00 238854 08/31/2023 PRINTED 493 CBPIC CA OWNER LLC 101 General Fund 403215 60.00 238855 08/31/2023 PRINTED 493 CBPIC CA OWNER LLC 101 General Fund 403215 39.00 239003 09/14/2023 PRINTED 493 CHRISTOPHER CORSIGLIA 101 General Fund 403215 60.00 238667 08/24/2023 PRINTED 493 COBRA 28 NO 8 LP 101 General Fund 403215 60.00 239005 09/14/2023 PRINTED 493 DANA BANKS 101 General Fund 403215 19.00 238992 09/14/2023 PRINTED 173 DARREN BRILLHART 101 General Fund 403215 265.00 238669 08/24/2023 PRINTED 493 DAVID VERITY 101 General Fund 403215 60.00 238670 08/24/2023 PRINTED 493 DESERT LUXURY ESTATES 101 General Fund 403215 60.00 238996 09/14/2023 PRINTED 493 DUNG MY NGO 101 General Fund 403215 60.00 239011 09/14/2023 PRINTED 493 GOLDEN OPPORTUNITY NO 14 LP 101 General Fund 403215 60.00 239012 09/14/2023 PRINTED 493 GOLDEN OPPORTUNITY NO 14 LP 101 General Fund 403215 60.00 238676 08/24/2023 PRINTED 493 INGA FAMILY TRUST 101 General Fund 403215 60.00 238834 08/31/2023 PRINTED 173 JANET LUA 101 General Fund 403215 223.00 238679 08/24/2023 PRINTED 493 JEFFERY A DAVISON 101 General Fund 403215 45.00 238994 09/14/2023 PRINTED 173 JIMMY MELENDEZ 101 General Fund 403215 223.00 238682 08/24/2023 PRINTED 493 JUAN TAN 101 General Fund 403215 60.00 238684 08/24/2023 PRINTED 493 KIMBERLEE DRAKE INC 101 General Fund 403215 60.00 239016 09/14/2023 PRINTED 493 LORNA WILLARD 101 General Fund 403215 60.00 4 of 59

Page 5 of 60 ends

WARRANT REGISTER 08/12/2023-09/14/2023
CHECK
NUMBER

CHECK DATE CHECK TYPE VENDOR
NUMBER

VENDOR NAME ORG ORG DESCRIPTION OBJECT PROJECT AMOUNT
239017 09/14/2023 PRINTED 493 LORNA WILLARD 101 General Fund 403215 60.00 238685 08/24/2023 PRINTED 493 LUIS ESTRADA 101 General Fund 403215 60.00 239018 09/14/2023 PRINTED 493 MANUEL ESCOBEDO 101 General Fund 403215 31.00 239019 09/14/2023 PRINTED 493 MARC NALLY 101 General Fund 403215 60.00 238689 08/24/2023 PRINTED 493 MARIA FEBY RENEE MARTIREZ 101 General Fund 403215 60.00 238690 08/24/2023 PRINTED 493 MARTHA FRANCO 101 General Fund 403215 60.00 239022 09/14/2023 PRINTED 493 MATT SHARIFI 101 General Fund 403215 60.00 238692 08/24/2023 PRINTED 493 MATT SHARIFI 101 General Fund 403215 60.00 239024 09/14/2023 PRINTED 493 MI JIN KIM 101 General Fund 403215 60.00 239025 09/14/2023 PRINTED 493 MI JIN KIM 101 General Fund 403215 60.00 238693 08/24/2023 PRINTED 493 MICHAEL J BOTTA 101 General Fund 403215 60.00 238694 08/24/2023 PRINTED 493 MODESTO & ALICIA RIOS 101 General Fund 403215 60.00 238695 08/24/2023 PRINTED 493 MPSN PROPERTIES II 2 LP 101 General Fund 403215 60.00 238696 08/24/2023 PRINTED 493 PALZ INVESTMENTS LLC 101 General Fund 403215 60.00 238697 08/24/2023 PRINTED 493 PAMA MANAGEMENT #7923 101 General Fund 403215 74.00 238998 09/14/2023 PRINTED 493 Peter Lau 101 General Fund 403215 42.00 239027 09/14/2023 PRINTED 493 PHI VAN DINH 101 General Fund 403215 60.00 238699 08/24/2023 PRINTED 493 RICHARD RODRIGUEZ 101 General Fund 403215 152.00 238700 08/24/2023 PRINTED 493 ROBERT BRADACH 101 General Fund 403215 60.00 238702 08/24/2023 PRINTED 493 ROMAN OLAY 101 General Fund 403215 60.00 238703 08/24/2023 PRINTED 493 RONALD BILANSKI 101 General Fund 403215 84.00 238705 08/24/2023 PRINTED 493 RUDY ARECHIGA TRUST 101 General Fund 403215 60.00 239032 09/14/2023 PRINTED 493 S & J INVESTORS LLC 101 General Fund 403215 60.00 239033 09/14/2023 PRINTED 493 SCOTT BREWER 101 General Fund 403215 60.00 239037 09/14/2023 PRINTED 493 SHOHREH OMMI 101 General Fund 403215 60.00 238708 08/24/2023 PRINTED 493 STEVEN THORNBURG 101 General Fund 403215 60.00 238840 08/31/2023 PRINTED 173 TATYANA VAKSMAN 101 General Fund 403215 223.00 239038 09/14/2023 PRINTED 493 TERRY PAULSEN 101 General Fund 403215 60.00 238712 08/24/2023 PRINTED 493 TONY AVALOS 101 General Fund 403215 60.00 238713 08/24/2023 PRINTED 493 TYRUS INVESTMENTS LLC 101 General Fund 403215 60.00 238653 08/24/2023 PRINTED 835 Associates Property Landscape Services 101 General Fund 403305 1,202.57 238655 08/24/2023 PRINTED 835 Lenora Grimaud 101 General Fund 403305 74.00 238784 08/31/2023 PRINTED 164 AUDITOR-CONTROLLER RIVERSIDE CO. 101 General Fund 404010 3,398.50 238831 08/31/2023 PRINTED 173 Avant Stay 101 General Fund 404020 200.00 239005 09/14/2023 PRINTED 493 DANA BANKS 101 General Fund 404035 27.00 238995 09/14/2023 PRINTED 173 JONATHAN PARCH 101 General Fund 404035 189.23 239018 09/14/2023 PRINTED 493 MANUEL ESCOBEDO 101 General Fund 404035 15.00 239042 09/14/2023 PRINTED 493 WENBIN CAI 101 General Fund 404035 27.50 238653 08/24/2023 PRINTED 835 Associates Property Landscape Services 101 General Fund 406105 74.00 238653 08/24/2023 PRINTED 835 Associates Property Landscape Services 101 General Fund 406125 2.40 238656 08/24/2023 PRINTED 835 PEDRO TOBAR 101 General Fund 406210 265.00 238654 08/24/2023 PRINTED 835 Frontier CA Inc 101 General Fund 406215 530.00 238845 08/31/2023 PRINTED 860 INLAND EMPIRE HEALTH PLAN 101 General Fund 406605 124.05 238841 08/31/2023 PRINTED 860 ANDREA SANCHEZ 101 General Fund 406610 200.00 238842 08/31/2023 PRINTED 860 BLUE SHIELD OF CALIFORNIA 101 General Fund 406610 260.72 5 of 59

Page 6 of 60 ends

WARRANT REGISTER 08/12/2023-09/14/2023
CHECK
NUMBER

CHECK DATE CHECK TYPE VENDOR
NUMBER

VENDOR NAME ORG ORG DESCRIPTION OBJECT PROJECT AMOUNT
238843 08/31/2023 PRINTED 860 DESERT OASIS HEALTHCARE 101 General Fund 406610 549.28 238844 08/31/2023 PRINTED 860 DONALD ERICKSON 101 General Fund 406610 93.86 238845 08/31/2023 PRINTED 860 INLAND EMPIRE HEALTH PLAN 101 General Fund 406610 120.53 238846 08/31/2023 PRINTED 860 KAISER FOUNDATION HEALTH PLAN 101 General Fund 406610 673.72 238847 08/31/2023 PRINTED 860 SANDIE MILLER 101 General Fund 406610 150.00 238848 08/31/2023 PRINTED 860 WELLCARE 101 General Fund 406610 410.82 238849 08/31/2023 PRINTED 860 WILLIAM BAUMAN 101 General Fund 406610 155.00 238938 09/14/2023 PRINTED 303 DEPARTMENT OF CONSERVATION 101 General Fund 406720 (464.70) 101 Total 1,367,875.77
238928 09/14/2023 PRINTED 8189 COLE HUBER LLP 1011115 City Attorney 521056 40,310.50 238928 09/14/2023 PRINTED 8189 COLE HUBER LLP 1011115 City Attorney 521056 53,068.71 238928 09/14/2023 PRINTED 8189 COLE HUBER LLP 1011115 City Attorney 521056 45,166.89 238742 08/24/2023 PRINTED 238 RICHARDS, WATSON & GERSHON 1011115 City Attorney 521056 1,464.00 238871 08/31/2023 PRINTED 238 RICHARDS, WATSON & GERSHON 1011115 City Attorney 521056 16,558.42 1011115 Total 156,568.52
239111 09/14/2023 PRINTED 564 INDIO WATER AUTHORITY 1011121 City Manager's Office 521064 3,750.00 239111 09/14/2023 PRINTED 564 INDIO WATER AUTHORITY 1011121 City Manager's Office 521064 809.25 239111 09/14/2023 PRINTED 564 INDIO WATER AUTHORITY 1011121 City Manager's Office 521064 2,232.50 238980 09/14/2023 PRINTED 8310 JOSE RAMIREZ 1011121 City Manager's Office 524028 412.94 239067 09/14/2023 PRINTED 3809 SCOTT TRUJILLO 1011121 City Manager's Office 524028 288.00 239111 09/14/2023 PRINTED 564 INDIO WATER AUTHORITY 1011121 City Manager's Office 531060 488.29 1011121 Total 7,980.98
238628 08/24/2023 PRINTED 7612 HANSON BRIDGETT LLP 1011122 Human Resources 521056 135.00 238548 08/17/2023 PRINTED 213 LIEBERT CASSIDY WHITMORE 1011122 Human Resources 521056 166.00 238548 08/17/2023 PRINTED 213 LIEBERT CASSIDY WHITMORE 1011122 Human Resources 521056 1,950.50 238548 08/17/2023 PRINTED 213 LIEBERT CASSIDY WHITMORE 1011122 Human Resources 521056 48.00 238548 08/17/2023 PRINTED 213 LIEBERT CASSIDY WHITMORE 1011122 Human Resources 521056 7,825.86 238548 08/17/2023 PRINTED 213 LIEBERT CASSIDY WHITMORE 1011122 Human Resources 521056 207.50 238582 08/17/2023 PRINTED 7852 VAN DERMYDEN MAKUS LAW CORPORATION 1011122 Human Resources 521056 871.59 238576 08/17/2023 PRINTED 417 TAG/AMS, INC. 1011122 Human Resources 521060 265.00 238758 08/24/2023 PRINTED 417 TAG/AMS, INC. 1011122 Human Resources 521060 180.00 238646 08/24/2023 PRINTED 5424 KEENAN & ASSOCIATES 1011122 Human Resources 521064 1,250.00 238907 09/14/2023 PRINTED 6301 ALTA LANGUAGE SERVICES, INC 1011122 Human Resources 521072 55.00 238586 08/17/2023 PRINTED 8200 WS CHIEF CORNERSTONE INC. 1011122 Human Resources 524018 800.00 238910 09/14/2023 PRINTED 7704 ANDREW ANSOORIAN 1011122 Human Resources 524028 1,020.80 238650 08/24/2023 PRINTED 213 LIEBERT CASSIDY WHITMORE 1011122 Human Resources 524028 475.00 238583 08/17/2023 PRINTED 5779 VENEZ DUONG 1011122 Human Resources 524028 1,445.50 238497 08/17/2023 PRINTED 6585 AMAZON CAPITAL SERVICES, INC. 1011122 Human Resources 531033 63.03 238779 08/31/2023 PRINTED 6585 AMAZON CAPITAL SERVICES, INC. 1011122 Human Resources 531033 82.64 238908 09/14/2023 PRINTED 6585 AMAZON CAPITAL SERVICES, INC. 1011122 Human Resources 531033 (22.83) 238600 08/24/2023 PRINTED 6298 CINTAS FIRST AID & SAFETY 1011122 Human Resources 531033 630.91 238561 08/17/2023 PRINTED 7934 ODP BUSINESS SOLUTIONS, LLC 1011122 Human Resources 531033 11.95 238561 08/17/2023 PRINTED 7934 ODP BUSINESS SOLUTIONS, LLC 1011122 Human Resources 531033 331.01 1011122 Total 17,792.46
238641 08/24/2023 PRINTED 5308 J.L. ENDICOTT, INC. 1011130 City Clerk 521040 57.31 6 of 59

Page 7 of 60 ends

WARRANT REGISTER 08/12/2023-09/14/2023
CHECK
NUMBER

CHECK DATE CHECK TYPE VENDOR
NUMBER

VENDOR NAME ORG ORG DESCRIPTION OBJECT PROJECT AMOUNT
238781 08/31/2023 PRINTED 1070 AMERICAN LEGAL PUBLISHING CORP. 1011130 City Clerk 521064 163.51 238781 08/31/2023 PRINTED 1070 AMERICAN LEGAL PUBLISHING CORP. 1011130 City Clerk 521064 1,478.75 238741 08/24/2023 PRINTED 7372 RELIABLE TRANSLATIONS INC. 1011130 City Clerk 521064 340.92 238757 08/24/2023 PRINTED 5058 STERICYCLE, INC 1011130 City Clerk 521064 206.38 238757 08/24/2023 PRINTED 5058 STERICYCLE, INC 1011130 City Clerk 521064 203.24 238515 08/17/2023 PRINTED 6580 DAILY JOURNAL CORPORATION 1011130 City Clerk 524002 132.01 238562 08/17/2023 PRINTED 8282 PAMELA MILLER 1011130 City Clerk 524028 1,650.00 238876 08/31/2023 PRINTED 8035 SABDIZARETH SANCHEZ 1011130 City Clerk 524028 306.12 238894 08/31/2023 PRINTED 7967 VANESSA CASTILLO 1011130 City Clerk 524028 414.65 238592 08/24/2023 PRINTED 6585 AMAZON CAPITAL SERVICES, INC. 1011130 City Clerk 531033 100.58 239058 09/14/2023 PRINTED 614 QUILL CORPORATION 1011130 City Clerk 531033 (33.70) 239058 09/14/2023 PRINTED 614 QUILL CORPORATION 1011130 City Clerk 531033 33.70 1011130 Total 5,053.47
238986 09/14/2023 PRINTED 6308 LANCE, SOLL & LUNGHARD, LLP 1011151 Finance 521012 470.00 238986 09/14/2023 PRINTED 6308 LANCE, SOLL & LUNGHARD, LLP 1011151 Finance 521012 7,058.00 238986 09/14/2023 PRINTED 6308 LANCE, SOLL & LUNGHARD, LLP 1011151 Finance 521012 19,411.00 238918 09/14/2023 PRINTED 7818 BLAIS & ASSOCIATES LLC 1011151 Finance 521064 13,280.50 238918 09/14/2023 PRINTED 7818 BLAIS & ASSOCIATES LLC 1011151 Finance 521064 3,469.60 238918 09/14/2023 PRINTED 7818 BLAIS & ASSOCIATES LLC 1011151 Finance 521064 2,350.00 238598 08/24/2023 PRINTED 7818 BLAIS & ASSOCIATES LLC 1011151 Finance 521064 3,400.00 238598 08/24/2023 PRINTED 7818 BLAIS & ASSOCIATES LLC 1011151 Finance 521064 3,469.60 238920 09/14/2023 PRINTED 248 BRINKS, INC. 1011151 Finance 521064 205.30 238920 09/14/2023 PRINTED 248 BRINKS, INC. 1011151 Finance 521064 1,531.67 238967 09/14/2023 PRINTED 6166 HDL COREN & CONE 1011151 Finance 521064 695.00 239047 09/14/2023 PRINTED 5447 NBS GOVERNMENT FINANCE GROUP 1011151 Finance 521064 682.50 238798 08/31/2023 PRINTED 7949 DEBTBOOK 1011151 Finance 521084 13,000.00 238610 08/24/2023 PRINTED 6580 DAILY JOURNAL CORPORATION 1011151 Finance 524002 240.72 238990 09/14/2023 PRINTED 8312 MARGARET HURLEY 1011151 Finance 524002 189.00 238574 08/17/2023 PRINTED 8252 SUPERIOR PRINTING INC 1011151 Finance 524022 1,211.90 238905 09/14/2023 PRINTED 8311 ADRIENNE AGUILAR 1011151 Finance 524028 357.99 238926 09/14/2023 PRINTED 3712 CALIFORNIA MUNICIPAL REVENUE AND TAX ASSOCIATION 1011151 Finance 524028 40.00 238779 08/31/2023 PRINTED 6585 AMAZON CAPITAL SERVICES, INC. 1011151 Finance 531033 33.92 238592 08/24/2023 PRINTED 6585 AMAZON CAPITAL SERVICES, INC. 1011151 Finance 531060 234.90 238503 08/17/2023 PRINTED 3090 CALIFORNIA CITY MGMT FOUNDATION 1011151 Finance 540018 400.00 1011151 Total 71,731.60
239069 09/14/2023 PRINTED 4584 SHELLEY SOLIZ 1011165 Senior Center 524028 72.22 239070 09/14/2023 PRINTED 4584 SHELLEY SOLIZ 1011165 Senior Center 524028 276.50 238908 09/14/2023 PRINTED 6585 AMAZON CAPITAL SERVICES, INC. 1011165 Senior Center 531060 47.86 238908 09/14/2023 PRINTED 6585 AMAZON CAPITAL SERVICES, INC. 1011165 Senior Center 540033 33.58 238908 09/14/2023 PRINTED 6585 AMAZON CAPITAL SERVICES, INC. 1011165 Senior Center 540033 54.59 238908 09/14/2023 PRINTED 6585 AMAZON CAPITAL SERVICES, INC. 1011165 Senior Center 540033 169.34 239089 09/14/2023 PRINTED 1641 SACHER ENTERPRISES 1011165 Senior Center 540033 560.00 1011165 Total 1,214.09
238904 09/14/2023 PRINTED 8315 ADRIAN ALBA 1011166 Teen Center 521064 62.00 238592 08/24/2023 PRINTED 6585 AMAZON CAPITAL SERVICES, INC. 1011166 Teen Center 524022 38.01 7 of 59

Page 8 of 60 ends

WARRANT REGISTER 08/12/2023-09/14/2023
CHECK
NUMBER

CHECK DATE CHECK TYPE VENDOR
NUMBER

VENDOR NAME ORG ORG DESCRIPTION OBJECT PROJECT AMOUNT
238983 09/14/2023 PRINTED 8300 KARLA MARTINEZ 1011166 Teen Center 524028 62.00 239051 09/14/2023 PRINTED 4839 PETTY CASH - TEEN CENTER 1011166 Teen Center 524028 116.10 239051 09/14/2023 PRINTED 4839 PETTY CASH - TEEN CENTER 1011166 Teen Center 531033 36.57 238865 08/31/2023 PRINTED 7011 PALMS TO PINES PRINTING & PROMOTIONAL PRODUCTS 1011166 Teen Center 531042 579.31 238497 08/17/2023 PRINTED 6585 AMAZON CAPITAL SERVICES, INC. 1011166 Teen Center 531060 46.72 238779 08/31/2023 PRINTED 6585 AMAZON CAPITAL SERVICES, INC. 1011166 Teen Center 531060 246.98 238908 09/14/2023 PRINTED 6585 AMAZON CAPITAL SERVICES, INC. 1011166 Teen Center 531060 (289.28) 238908 09/14/2023 PRINTED 6585 AMAZON CAPITAL SERVICES, INC. 1011166 Teen Center 531060 40.23 238908 09/14/2023 PRINTED 6585 AMAZON CAPITAL SERVICES, INC. 1011166 Teen Center 531060 289.28 238497 08/17/2023 PRINTED 6585 AMAZON CAPITAL SERVICES, INC. 1011166 Teen Center 540042 37.93 239051 09/14/2023 PRINTED 4839 PETTY CASH - TEEN CENTER 1011166 Teen Center 540042 129.24 1011166 Total 1,395.09
238931 09/14/2023 PRINTED 7794 COTA SECURITY SERVICES 1011167 Community Services 521079 560.00 238512 08/17/2023 PRINTED 7794 COTA SECURITY SERVICES 1011167 Community Services 521079 560.00 238496 08/17/2023 PRINTED 7796 EDDY'S MAINTENANCE & JANITORIAL SERVICES 1011167 Community Services 521079 1,006.00 239112 09/14/2023 PRINTED 8313 JOHN GROUNDS 1011167 Community Services 521079 800.00 239080 09/14/2023 PRINTED 7800 TAKE FIVE ENTERTAINMENT LLC 1011167 Community Services 521079 10,900.00 238577 08/17/2023 PRINTED 7800 TAKE FIVE ENTERTAINMENT LLC 1011167 Community Services 521079 10,900.00 239090 09/14/2023 PRINTED 78 TOPS N BARRICADES 1011167 Community Services 521079 1,060.00 239090 09/14/2023 PRINTED 78 TOPS N BARRICADES 1011167 Community Services 521079 1,168.20 239090 09/14/2023 PRINTED 78 TOPS N BARRICADES 1011167 Community Services 521079 1,060.00 238737 08/24/2023 PRINTED 614 QUILL CORPORATION 1011167 Community Services 531033 39.14 238588 08/24/2023 PRINTED 8286 A.B.C. RECOVERY CENTER, INC. 1011167 Community Services 540012 500.00 238902 09/14/2023 PRINTED 7474 ACADEMY OF MUSICAL PERFORMANCE 1011167 Community Services 540012 2,500.00 238599 08/24/2023 PRINTED 3060 BOYS & GIRLS CLUB OF 1011167 Community Services 540012 5,000.00 238796 08/31/2023 PRINTED 8292 COACHELLA VALLEY DISASTER PREPAREDNESS NETWORK 1011167 Community Services 540012 500.00 238603 08/24/2023 PRINTED 1815 COACHELLA VALLEY HISTORICAL SOCIETY INC 1011167 Community Services 540012 5,000.00 238609 08/24/2023 PRINTED 8288 COACHELLA VALLEY JOURNALISM FOUNDATION 1011167 Community Services 540012 1,000.00 238614 08/24/2023 PRINTED 8285 DESERT CANCER FOUNDATION 1011167 Community Services 540012 2,000.00 238941 09/14/2023 PRINTED 890 DESERT SANDS UNIFIED SCHOOL DIST. 1011167 Community Services 540012 1,500.00 238942 09/14/2023 PRINTED 890 DESERT SANDS UNIFIED SCHOOL DIST. 1011167 Community Services 540012 1,000.00 238943 09/14/2023 PRINTED 890 DESERT SANDS UNIFIED SCHOOL DIST. 1011167 Community Services 540012 5,000.00 238615 08/24/2023 VOID 890 DESERT SANDS UNIFIED SCHOOL DIST. 1011167 Community Services 540012 5,000.00 238615 08/24/2023 VOID 890 DESERT SANDS UNIFIED SCHOOL DIST. 1011167 Community Services 540012 1,000.00 238615 08/24/2023 VOID 890 DESERT SANDS UNIFIED SCHOOL DIST. 1011167 Community Services 540012 1,500.00 238616 08/24/2023 PRINTED 6513 DESERT THEATREWORKS CORP 1011167 Community Services 540012 5,000.00 238622 08/24/2023 PRINTED 7729 FAMILY YMCA OF THE DESERT 1011167 Community Services 540012 2,000.00 238643 08/24/2023 PRINTED 8287 JEWISH FAMILY SERVICE OF THE DESERT 1011167 Community Services 540012 1,000.00 238718 08/24/2023 PRINTED 5681 MIZELL SENIOR CTR OF PALM SPRINGS 1011167 Community Services 540012 1,000.00 238724 08/24/2023 PRINTED 8064 OLIVE CREST 1011167 Community Services 540012 1,000.00 238726 08/24/2023 PRINTED 7727 PALMS TO PINES PARASPORTS 1011167 Community Services 540012 1,000.00 238738 08/24/2023 PRINTED 8289 REGIONAL ACCESS PROJECT FOUNDATION 1011167 Community Services 540012 1,000.00 238746 08/24/2023 PRINTED 8135 RIVERSIDE COUNTY WORKS 1011167 Community Services 540012 500.00 238753 08/24/2023 PRINTED 8057 SHAY'S WARRIORS 1011167 Community Services 540012 2,500.00 1011167 Total 74,553.34
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Indio City CouncilSeptember 18, 2023

Indio City Council
September 18, 2023