Palm Springs City Council
July 25, 2024

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ON-SITE
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Construct a 6 inch curb and gutter, 18 feet east of centerline along the entire frontage of APN 505-182-005 AND 505-182-004 to match existing improvements in accordance with City of Palm Springs Standard Drawing No. 200.

Construct a driveway approaches (main entrance 26' feet wide) in accordance with City of Palm Springs Standard Drawing No. 201 .

Dedicate an easement 2 feet wide along the back of the driveway approach and or utility structures for sidewalk purposes. A current title report; or a copy of a current tax bill and a copy of a vesting grant deed shall be provided to verify current property ownership. A right-of-way plan check fee shall be paid by the applicant in effect at the time that the dedication is submitted
Construct a 5 feet wide sidewalk behind the curb along the entire frontage of APN 505-182-005 AND 505-182-004 to match existing improvements in accordance with City of Palm Springs Standard Drawing No. 210.

Construct pavement with a minimum pavement section of 3 inches asphalt concrete pavement over 4 inches crushed miscellaneous base with a minimum subgrade of 24 inches at 95% relative compaction, or equal, from edge of proposed gutter to clean sawcut edge of pavement along the entire frontage of APN 505-182-005 AND 505-182-004 in accordance with City of Palm Springs Standard Drawing No. 110. (Additional pavement removal and replacement may be required upon review of existing pavement cross-sections, and to ensure grade breaks of the pavement cross-section do not occur within a travel lane.) If an alternative pavement section is proposed, the proposed pavement section shall be designed by a California registered Geotechnical Engineer using "R" values from the project site and submitted to the City Engineer for approval.

Remove and replace existing asphalt concrete pavement where required, in accordance with applicable City standards.

All broken or off grade street improvements along the project frontage shall be repaired or replaced.

For on-site bay parking in residential and commercial zones, paving material shall be decorative paving, colored and/or patterned to relate to the overall design in accordance with Zoning Code 93.06.00.C.15.e.

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City Council Resolution No. 25084

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The minimum pavement section for all on-site pavement (drive aisles, parking spaces ) shall be 3 inches asphalt concrete pavement over 4 inches crushed miscellaneous base with a minimum subgrade of 24 inches at 95% relative compaction, or equal. If an alternative pavement section is proposed, the proposed pavement section shall be designed by a California registered Geotechnical Engineer using "R" values from the project site and submitted to the City Engineer for approval.

All on-site drive aisles shall be two-way with a minimum 26 feet wide travelway (as measured from face of curb) where no on-street parking is proposed.

On-site drive aisles or parking lots shall be constructed with curbs, gutters, and cross-gutters, as necessary to accept and convey street surface drainage of the on-site streets to the on-site drainage system, in accordance with applicable City standards.

SANITARY SEWER
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GRADING
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All sanitary facilities shall be connected to the public sewer system (via the proposed on-site private sewer system). New laterals shall not be connected at manholes.

Pay a sewer assessment fee of $424.92 in accordance with the terms of the Sewer Construction Refund Agreement between the City of Palm Springs and Ted Pelton, Sewer Agreement No. 1418. The fee shall be paid prior to issuance of a building permit.

Submit a Precise Grading Plan prepared by a California registered Civil engineer to the Engineering Services Department for review and approval.

The Precise Grading Plan shall be approved by the City Engineer prior to issuance of grading permit.
a. A Fugitive Dust Control Plan shall be prepared by the applicant and/or its grading contractor and submitted to the Engineering Services Department for review and approval. The applicant and/or its grading contractor shall be required to comply with Chapter 8.50 of the City of Palm Springs Municipal Code, and shall be required to utilize one or more "Coachella Valley Best Available Control Measures" as identified in the Coachella Valley Fugitive Dust Control Handbook for each fugitive dust I
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source such that the applicable performance standards are met. The I applicant's or its contractor's Fugitive Dust Control Plan shall be prepared by staff that has completed the South Coast Air Quality Management Item 1AA - Page 57
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City Council Resolution No. 25084

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District (AQMD) Coachella Valley Fugitive Dust Control Class. The applicant and/or its grading contractor shall provide the Engineering Services Department with current and valid Certificate(s) of Completion from AQMD for staff that have completed the required training. For information on attending a Fugitive Dust Control Class and information on the Coachella Valley Fugitive Dust Control Handbook and related "PM1 O" Dust Control issues, please contact AQMD at (909) 396-3752, or at http://www.AQMD.gov. A Fugitive Dust Control Plan, in conformance with the Coachella Valley Fugitive Dust Control Handbook, shall be submitted to and approved by the Engineering Services Department prior to approval of the Grading plan.
b. The first submittal of the Grading Plan shall include the following information: a copy of final approved conformed copy of Conditions of Approval; a copy of a final approved conformed copy of the Site Plan; a copy of current Title Report; a copy of Soils Report; and a copy of the associated Hydrology Study/Report; a copy of the project-specific Final Water Quality Management Plan.

Prior to approval of a Grading Plan (or issuance of a Grading Permit), the applicant shall obtain written approval to proceed with construction from the Agua Caliente Band of Cahuilla Indians, Tribal Historic Preservation Officer or Tribal Archaeologist ( a copy of the written approval must be provided to the City) . The applicant shall contact the Tribal Historic Preservation Officer or the Tribal Archaeologist at ACBCI[email protected] to determine their requirements, if any, associated with grading or other construction. The applicant is advised to contact the Tribal Historic Preservation Officer or Tribal Archaeologist as early as possible. If required, it is the responsibility of the applicant to coordinate scheduling of Tribal monitors during grading or other construction, and to arrange payment of any required fees associated with Tribal monitoring.

In accordance with an approved PM-10 Dust Control Plan, temporary dust control perimeter fencing shall be installed. Fencing shall have screening that is tan in color; green screening will not be allowed. Temporary dust control perimeter fencing shall be installed after issuance of Grading Permit, and immediately prior to commencement of grading operations.

Temporary dust control perimeter fence screening shall be appropriately maintained, as required by the City Engineer. Cuts (vents) made into the perimeter fence screening shall not be allowed. Perimeter fencing shall be adequately anchored into the ground to resist wind loading.

Within 10 days of ceasing all construction activity and when construction activities are not scheduled to occur for at least 30 days, the disturbed Item 1AA - Page 58
City Council Resolution No. 25084

areas on-site shall be permanently stabilized, in accordance with Palm I Springs Municipal Code Section 8.50.022. Following stabilization of all disturbed areas, perimeter fencing shall be removed, as required by the ENG 26.

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City Engineer.

A Notice of Intent (NOi) to comply with the California General Construction Stormwater Permit (Water Quality Order 2009-0009-DWQ as modified September 2, 2009) is required for the proposed development via the California Regional Water Quality Control Board online SMARTS system.

A copy of the executed letter issuing a Waste Discharge Identification (WDID) number shall be provided to the City Engineer prior to issuance of a grading or building permit.

This project requires preparation and implementation of a stormwater pollution prevention plan (SWPPP). As of September 4, 2012, all SWPPPs shall include a post-construction management plan (including Best Management Practices) in accordance with the current Construction General Permit. Where applicable, the approved final project-specific Water Quality Management Plan shall be incorporated by reference or attached to the SWPPP as the Post-Construction Management Plan. A copy of the up-to-date SWPPP shall be kept at the project site and be available for review upon request.

In accordance with City of Palm Springs Municipal Code, Section 8.50.022 (h), the applicant shall post with the City a cash bond of two thousand dollars ($2,000.00) per disturbed acre at the time of issuance of grading permit for mitigation measures for erosion/blowsand relating to this property and development.

A Geotechnical/Soils Report prepared by a California registered Geotechnical Engineer shall be required for and incorporated as an integral part of the grading plan for the proposed development. A copy of the Geotechnical/Soils Report shall be submitted to the Engineering Services Department with the first submittal of a grading plan.

The applicant shall provide Grading Certification for all building (or structure) pads in conformance with the approved grading plan to the Engineering Services Department for review and approval.

In cooperation with the California Agricultural Commissioner and the California Department of Food and Agriculture Red Imported Fire Ant Project, applicants for grading permits involving a grading plan and involving the export of soil will be required to present a clearance document from a Department of Food and Agriculture representative in the form of an approved "Notification of Intent To Move Soil From or Within Quarantined Areas of Orange, Riverside, and Los Angeles I
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Counties" (Revised - RIFA Form CA-1) prior to approval of the Grading Plan (if required). The California Department of Food and Agriculture office is located at 6819 East Gage Avenue, Commerce, Ca 90040 (Phone(760)782-3271 ,(562)505-6415),[email protected].

WATER QUALITY MANAGEMENT PLAN
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This project shall be required to install measures in accordance with applicable National Pollution Discharge Elimination System (NPDES) Best Management Practices (BMP's) included as part of the NPDES Permit issued for the Whitewater River Region from the Colorado River Basin Regional Water Quality Control Board (RWQCB). The applicant is advised that installation of BMP's, including mechanical or other means for pre-treating contaminated stormwater and non-stormwater runoff, shall be required by regulations imposed by the RWQCB. It shall be the applicant's responsibility to design and install appropriate BMP's, in accordance with the NPDES Permit, that effectively intercept and pre-treat contaminated stormwater and non-stormwater runoff from the project site, prior to release to the City's municipal separate storm sewer system ("MS4"), to the satisfaction of the City Engineer and the RWQCB. Such measures shall be designed and installed on-site; and provisions for perpetual maintenance of the measures shall be provided to the satisfaction of the City Engineer, including provisions in Covenants, Conditions, and Restrictions (CC&R's) required for the development (if any).

A Final Project-Specific Water Quality Management Plan (WQMP) shall be submitted to and approved by the City Engineer prior to issuance of a grading or building permit. The WQMP shall address the implementation of operational Best Management Practices (BMP's) necessary to accommodate nuisance water and storm water runoff from the site. Direct release of nuisance water to the adjacent property (or public streets) is prohibited. Construction of operational BMP's shall be incorporated into the Precise Grading and Paving Plan.

Prior to issuance of any grading or building permits, the property owner shall record a "Covenant and Agreement" with the County-Clerk Recorder or other instrument on a standardized form to inform future property owners of the requirement to implement the approved Final ProjectSpecific Water Quality Management Plan (WQMP). Other alternative instruments for requiring implementation of the approved Final ProjectSpecific WQMP include: requiring the implementation of the Final ProjectSpecific WQMP in Home Owners Association or Property Owner Association Covenants, Conditions, and Restrictions (CC&Rs); formation of Landscape, Lighting and Maintenance Districts, Assessment Districts or Community Service Areas responsible for implementing the Final Project- Item 1AA - Page 60
City Council Resolution No. 25084

DRAINAGE
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Specific WQMP; or equivalent. Alternative instruments must be approved I by the City Engineer prior to issuance of any grading or building permits.

All stormwater runoff passing through the site shall be accepted and conveyed across the property in a manner acceptable to the City Engineer. For all stormwater runoff falling on the site, on-site retention or other facilities approved by the City Engineer shall be required to contain the increased stormwater runoff generated by the development of the property. Provide a hydrology study to determine the volume of increased stormwater runoff due to development of the site, and to determine required stormwater runoff mitigation measures for the proposed development. Final retention basin sizing and other stormwater runoff mitigation measures shall be determined upon review and approval of the hydrology study by the City Engineer and may require redesign or changes to site configuration or layout consistent with the findings of the final hydrology study. No more than 40-50% of the street frontage parkway/setback areas should be designed as retention basins. On-site open space, in conjunction with dry wells and other subsurface solutions should be considered as alternatives to using landscaped parkways for on-site retention.

The project is subject to flood control and drainage implementation fees.

The acreage drainage fee at the present time is$ 10,311 .99 per acre in accordance with Resolution No. 15189. Fees shall be paid prior to issuance of a building permit.

Any utility trenches or other excavations within existing asphalt concrete pavement of off-site streets required by the proposed development shall be backfilled and repaired in accordance with City of Palm Springs Standard Drawing No. 115.

All proposed utility lines shall be installed underground.

All existing utilities shall be shown on the improvement plans if required for the project. The existing and proposed service laterals shall be shown from the main line to the property line.

Upon approval of any improvement plan (if required) by the City Engineer, the improvement plan shall be provided to the City in digital format, consisting of a DWG (AutoCAD 2015 drawing file), DXF (AutoCAD ASCII drawing exchange file), and PDF (Adobe Acrobat 6.0 or greater) formats.

Variation of the type and format of the digital data to be submitted to the City may be authorized, upon prior approval by the City Engineer.

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The original improvement plans prepared for the proposed development and approved by the City Engineer (if required) shall be documented with record drawing "as-built" information and returned to the Engineering Services Department prior to issuance of a final certificate of occupancy.

Any modifications or changes to approved improvement plans shall be submitted to the City Engineer for approval prior to construction.

Nothing shall be constructed or planted in the corner cut-off area of any intersection or driveway which does or will exceed the height required to maintain an appropriate sight distance per City of Palm Springs Zoning Code Section 93.02.00, D.

All proposed trees within the public right-of-way and within 10 feet of the public sidewalk and/or curb shall have City approved deep root barriers installed in accordance with City of Palm Springs Standard Drawing No. 904.

This property is subject to the Coachella Valley Multiple Species Habitat Conservation Plan Local Development Mitigation Fee (CVMSHCP-LDMF).

The LDMF shall be paid prior to issuance of Building Permit.

The developer shall apply for an annexation to the City of Palm Springs Community Facilities District established for public safety services and submit required applications, waivers, and consent forms to the annexation prior to approval of a final map. Payment of an annexation fee ($7,500) and shall be made at the time of the application. The annexation shall be completed by action of the city council in a public hearing, prior to processing a final map for approval.

A Final Map shall be prepared by a California registered Land Surveyor or qualified Civil Engineer and submitted to the Engineering Services Department for review and approval. A Title Report prepared for subdivision guarantee for the subject property, the traverse closures for the existing parcel and all lots created therefrom, and copies of record documents shall be submitted with the Final Map to the Engineering Services Department as part of the review of the Map. The Final Map shall be approved by the City Council prior to issuance of building permits.

In accordance with Government Code Section 66499, the Tentative Tract Map is subject to construction of all required public improvements. Prior to approval of a Tract Map, all required public improvements shall be secured by a construction agreement and bonds in accordance with Government Code Section 66499.

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City Council Resolution No. 25084

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TRAFFIC
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Acceptance of public improvements required of this development shall be completed by resolution of the City Council to release the faithful performance bond and acceptance of replacement maintenance bond to be held for one year. An inspection will be performed nine months after said acceptance as part of the notice of completion process, a notice of completion will be filed certifying the improvements are complete.

A minimum of 48 inches of clearance for accessibility shall be provided on public sidewalks. Minimum clearance on public sidewalks shall be provided by either an additional dedication of a sidewalk easement if necessary and widening of the sidewalk, or by the relocation of any obstructions within the public sidewalk along the frontage of the subject property.

Construction signing, lighting and barricading shall be provided during all phases of construction as required by City Standards or as directed by the City Engineer. As a minimum, all construction signing, lighting and barricading shall be in accordance with Part 6 "Temporary Traffic Control" of the California Manual on Uniform Traffic Control Devices (CAMUTCD), dated November 7, 2014, or subsequent editions in force at the time of construction.

This property is subject to the Transportation Uniform Mitigation Fee which shall be paid prior to issuance of building permit.

FIRE DEPARTMENT CONDITIONS
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These Fire Department conditions may not provide all requirements.

Owner/developer is responsible for all applicable state and locally adopted fire codes. Detailed plans are still required for review. Conditions are subject to final plan check and review.

Fire Department Conditions were based on the 2019 California Fire Code as adopted by City of Palm Springs, Palm Springs Municipal Code, PSFD Appendix 'T ' Development Requirements and latest adopted NFPA Standards. Three (3) complete sets of plans for fire sprinkler system plans, underground water improvement plans, & fire alarm plans must be submitted prior to a building permit being released.

Conditions of Approval - "Conditions of Approval" received from the Palm Springs Planning Department must be submitted with each plan set. Failure to submit will result in a delay of plan approval.

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Plans and Permits (CFC 105.1):

Permits and scaled drawings are required for this project. Plan reviews can take up to 20 working days. Submit a minimum of three (3) sets of drawings for review. Upon approval, the Fire Prevention Bureau will retain one set.

Plans shall be submitted to:

City of Palm Springs
Building and Safety Department
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
Counter Hours: 8:00 AM - 6:00 PM, Monday - Thursday
A deposit for Plan Check and Inspection Fees is required at the time of Plan Submittal. These fees are established by Resolution of the Palm Springs City Council.

Complete listings and manufacturer's technical data sheets for all system materials shall be included with plan submittals. All system materials shall be UL listed or FM approved for fire protection service and approved by the Fire Prevention Bureau prior to installation.

Plans shall include all necessary engineering features, including all hydraulic reference nodes, pipe lengths and pipe diameters as required by the appropriate codes and standards. Plans and supporting data, (calculations and manufacturers technical data sheets) including fire flow data, shall be submitted with each plan submittal. Complete and accurate legends for all symbols and abbreviations shall be provided on the plans.

Access During Construction (CFC 503): Access for firefighting equipment shall be provided to the immediate job site at the start of construction and maintained until all construction is complete. Fire apparatus access roads shall have an unobstructed width of not less than 24 feet and an unobstructed vertical clearance of not less than 13'-6". Fire Department access roads shall have an all-weather driving surface and support a minimum weight of 73,000 lbs.

Required access (CFC 504.1 ): Exterior doors and openings required by this code or the California Building Code shall be maintained readily accessible for emergency access by the fire department. An approved access walkway leading from fire apparatus access roads to exterior openings shall be provided when required by the fire code official.

Key Box Required to be Installed (CFC 506.1 ): Where access to or within a structure or an area is restricted because of secured openings or where Item 1AA - Page 64
City Council Resolution No. 25084

immediate access is necessary for life-saving or fire-fighting purposes, the fire I code official is authorized to require a key box to be installed in an approved location. The key box shall be flush mount type and shall contain keys to gain necessary access as required by the fire code official.

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Secured emergency access gates serving apartment, town home or condominium complex courtyards must provide a key box in addition to association or facility locks. The nominal height of Knox lock box installations shall be 5 feet above grade. Location and installation of Knox key boxes must be approved by the fire code official.

Key Box Contents (CFC 506.1 ): The Knox key box shall contain keys to all areas of ingress/egress, alarm rooms, fire sprinkler riser/equipment rooms, mechanical rooms, elevator rooms, elevator controls, plus a card containing the emergency contact people and phone numbers for the building/complex.

NFPA 130 Fire Sprinklers Required: An automatic fire sprinkler system is required. Only a C-16 licensed fire sprinkler contractor shall perform system design and installation. System to be designed and installed in accordance with NFPA standard 13, 2016 Editions, as modified by local ordinance.

FID 10. Dead Ends: Dead-end fire apparatus roads in excess of 150 feet in length shall be provided with an approved area for turning around a fire apparatus, I or hammer head as approved by the City's Engineering Department.

FID 11 . Designated Fire Lanes: in private developments shall be not less than 24 feet wide (curb face to curb face) with no parking on either side and shall be identified as afire lanes with red curb, stating in white lettering " NO PARKING FIRE LANE", or by approved signage, or by both red curb with lettering and signage.

FID 12. Fire Department Access Roads/Driveways: Shall be provided so that no portion of the exterior wall of the first floor of any building will be more than 150 feet from such roads.

FID 13. Private Fire Hydrants: Additional private hydrants may be required.

FID 14. Security Gates: A Knox key operated switch shall be installed at every automatic gate. Secured automated vehicle gates or entries, if approved for installation, shall utilize a combination of a Tomar Strobeswitch™, or approved equal, and an approved Knox key switch when required by the fire code official. Secured non-automated vehicle gates or entries, if approved for installation, shall utilize an approved padlock or chain (maximum link or lock shackle size of ¼ inch) when required by the fire code official.

END OF CONDITIONS I
Attachment E
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RESOLUTION NO. _____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

PALM SPRINGS, CALIFORNIA, APPROVING TRACT MAP
38416 AND AN ASSOCIATED SUBDIVISION
IMPROVEMENT AGREEMENT WITH 12@ LAS PALMAS,

LLC, A CALIFORNIA LIMITED LIABILITY COMPANY, FOR
PROPERTY LOCATED AT 1424 CAMINO NORTE, IN
SECTION 10, TOWNSHIP 4 SOUTH, RANGE 4 EAST.

WHEREAS, the Planning Commission of the City of Palm Springs, at its meeting of December 14, 2022, recommended conditional approval of Tentative Tract Map 38416, subject to conditions; and
WHEREAS, on December 21, 2022, 12@ Las Palmas, LLC, Limited Liability Company, (hereinafter the “Subdivider”), filed an appeal of the Planning Commission’s decision, seeking the removal of a condition of approval that was added as part of the conditional approval;
WHEREAS, the City Council of the City of Palm Springs, (hereinafter the “City”), at its meeting of January 26, 2023, denied the Subdivider’s appeal and approved Tentative Tract Map 38416 subject to the conditions set forth by the Planning Commission; and
WHEREAS, the Subdivider has filed with the City a final map for Tentative Tract Map 38416, identified as Tract Map 38416, in accordance with Section 66458 of the California Government Code; and
WHEREAS, the Subdivider, has offered dedication to the City of Palm Springs easements 1 and 2 for sidewalk purposes; and
WHEREAS, required Works of Improvements have not been completed by the Subdivider as of the filing of Tract Map 38416, and the Subdivider has requested that the City enter into a Subdivision Improvement Agreement with the Subdivider to secure the cost of public improvements in accordance with Section 66462 of the California Government Code.

THE CITY COUNCIL OF THE CITY OF PALM SPRINGS DOES HEREBY RESOLVE AS FOLLOWS:

SECTION 1. Tract Map 38416 is in substantial conformance with the approved Tentative Tract Map 38416.

SECTION 2. Tract Map 38416 is in conformance with the General Plan SECTION 3. Tract Map 38416 conforms to all requirements of the Subdivision Map Act of the State of California.

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Resolution No. _____

SECTION 4. In accordance with Section 66477.1 of the California Government Code, the offers of sidewalk easement dedication to the public on Tract Map 38416 shall be accepted by the City Clerk, subject to improvement, who shall certify acceptance by signature on the map thereof.

SECTION 5. The City Council hereby approves a Subdivision Improvement Agreement for Tract Map 38416 with the Subdivider and accepts subdivision improvement securities in conformance with the requirements therein for public improvements.

SECTION 6. The City Manager is hereby authorized to execute the Subdivision Improvement Agreement with the Subdivider
SECTION 7. The City Clerk shall cause to have recorded the Subdivision Improvement Agreement with the Riverside County Recorder.

SECTION 8. Tract Map 38416 is hereby approved for purposes therein defined.

ADOPTED THIS 25TH DAY OF JULY, 2024.

SCOTT C. STILES

CITY MANAGER, CITY OF PALM SPRINGS
ATTEST:

BRENDA PREE

CITY CLERK, CITY OF PALM SPRINGS
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Resolution No. _____

CERTIFICATION

STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE ) ss.

CITY OF PALM SPRINGS )
I, Brenda Pree, City Clerk of the City of Palm Springs, hereby certify that Resolution No. ____ is a full, true and correct copy, and was duly adopted at a regular meeting of the City Council of the City of Palm Springs on July 25, 2024, by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Palm Springs, California, this ______ day of ______________, _________.

BRENDA PREE

CITY CLERK, CITY OF PALM SPRINGS
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55575.18115\42490060.1

CITY COUNCIL STAFF REPORT
DATE: JULY 25, 2024 CONSENT CALENDAR
SUBJECT: RECORDS RETENTION SCHEDULE AND DESTRUCTION PROCEDURE FROM: Scott C. Stiles, City Manager
BY: Brenda Pree, City Clerk
SUMMARY:

City staff have identified the need to update record retention policies to ensure compliance with current state and federal statutory requirements. Staff have collaborated with contracted consultants from Western Integrated Systems in developing updated citywide retention and destruction policies. In addition to achieving regulatory compliance, the objective of the retention and destruction schedule update will also address several ongoing issues with the retention of obsolete records, such as excessive liability to Public Records Act compliance, improved utilization of office space, a reduction of off-site storage costs and improved efficiency with standardized record-keeping practices.

RECOMMENDATION:

Adopt a Resolution entitled, “A RESOLUTION OF THE CITY COUNCIL OF THE CITY

OF PALM SPRINGS, CALIFORNIA, ADOPTING A REVISED RECORDS RETENTION

AND DESTRUCTION SCHEDULE AND AUTHORIZING THE DESTRUCTION OF CERTAIN CITY RECORDS IN ACCORDANCE WITH STATE AND FEDERAL LAW.” BACKGROUND:

The records retention update was initiated in 2020 with the implementation of the repository program Laserfiche; however, due to the COVID-19 pandemic and staff resource limitations, the project was suspended. In February 2024, the Office of the City Clerk, in compliance with Palm Springs Municipal Code section 7.03.040, selected Western Integrated Systems as the consultant for the records retention and destruction process policy updates. The consultant has met with Department Heads to address concerns and feedback, identify operational needs, and research statutory requirements.

The most recent Council approved retention policies are Resolution Nos. 19644 and 21227. On September 15, 1999, the City Council adopted Resolution No. 19644, which approved general guidelines for records retention and directed departments to establish Item 1BB - Page 1
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July 25, 2024 -- Page 2
Adopt a Resolution Approving a Retention and Destruction Policy individual retention schedules compliant with Section 34090 of the California Government Code.

On March 16, 2005, the City Council adopted Resolution No. 21227, which provided further guidance on records retention requirements not previously addressed for records from Public Works and Engineering, Community and Economic Development, Building and Safety, and Planning Departments. The retention requirements were incorporated as Exhibit “A” to Resolution No. 21227 and dictated the accepted retention schedule for those department.

STAFF ANALYSIS:

Given the significant time that has elapsed since the last council approved records retention, Resolution Nos. 19644 and 21227, staff have identified a pressing and urgent need to update record retention schedules and establish a destruction policy. The citywide retention schedule, provided as attachment B to this staff report, considers legal requirements and operational needs based on the content and not the format of the record.

Aside from compliance concerns, staff have identified other areas significantly impacted by outdated retention guidelines. For instance, the retention of obsolete records poses significant barriers to optimizing office space for departments that are expanding to meet operational needs. This issue is particularly prevalent in departments that process large format documents such as Planning, Building and Safety, Engineering, and the adjacent Community and Economic Development and Sustainability.

Large scale digitization efforts may be initiated once an approved retention schedule is implemented. Digitization prior to the schedule would be inefficient due to an unclear determination of which records may be obsolete and ready for destruction processing under the council approved policies. These projects will improve response time to mandated requirements such as Public Records Act request responses. Staff have also identified goals to improve remote public accessibility and transparency to digitized documents.

Staff anticipates periodic updates to be brought forward to the Council for approval as operational needs and state and federal statues adapt.

ALIGNMENT WITH STRATEGIC PLANNING:

Approval of this action supports City Council priority 2A, Improve City Facilities.

FISCAL IMPACT:

The initial fiscal impact of processing records eligible for destruction currently in commercial offsite storage will be considerable, and it will be determined by the number of boxes that Item 1BB - Page 2
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City Council Staff Report
July 25, 2024 -- Page 3
Adopt a Resolution Approving a Retention and Destruction Policy have met retention requirements.

REVIEWED BY:

Department Director: Brenda Pree
City Attorney Jeffrey S. Ballinger
City Manager: Scott Stiles
ATTACHMENTS:

A. Resolution Establishing a Citywide Retention Policy
B. Resolution Exhibit A – Citywide Retention Schedule
C. Resolution Exhibit B – Destruction Policy
D. Resolution No. 19644
E. Resolution No. 21227

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ATTACHMENT A

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RESOLUTION NO. _____

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF

PALM SPRINGS, CALIFORNIA, ADOPTING A REVISED

RECORDS RETENTION AND DESTRUCTION SCHEDULE

AND AUTHORIZING THE DESTRUCTION OF CERTAIN

CITY RECORDS IN ACCORDANCE WITH STATE AND

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

THE CITY COUNCIL OF THE CITY OF PALM SPRINGS DOES HEREBY RESOLVE AS FOLLOWS:

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

A. “City Record” or “Records”: Anything that constitutes an objective lasting indication of a writing, event or other information, regardless of physical form or characteristics [including, but not limited to, any record, document, instrument, book, paper, map, exhibit, audio/visual recording, magnetic or paper tape, photographic film, photographic print, optical media, electronically transmitted mail (email), facsimile, other electronic file, or other records as defined by the California Public Records Act], which is in the custody of a public officer and is kept either: (1) because a law requires it to be Item 1BB - Page 5
Resolution No. _____

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 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 Legal Hold must be preserved in all forms in which the records exist, including both paper and electronic formats.

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

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

B. City Records shall be retained for the minimum periods listed in the column entitled “Total Retention” on “Exhibit A” and shall not be destroyed until notice approved for destruction in accordance with this Resolution C. Non-records need not be retained in any form; provided, however, that any Non-records that are subject to Legal Hold shall not be destroyed until notice is provided by the responsible attorney for the City of Palm Springs that such Non-records no longer need to be retained.

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

A. At the expiration of the retention period set forth for each record series listed in “Exhibit A”, such expired City Records are authorized to be destroyed as provided by Government Code Section 34090 upon approval by City Council.

All City Records approved for destruction that are of a sensitive or confidential nature shall be shredded when in a paper format’ deleted when in electronic format; and demagnetized when in magnetic tape format.

B. Notwithstanding the foregoing, City Records that are subject to Legal Hold shall be retained and are not authorized for destruction until notice is provided by the Item 1BB - Page 6
Resolution No. _____

City Attorney that such City Records subject to a Legal Hold no longer need to be retained.

C. In no event may any of the following City Records be destroyed:
x City Records affecting the title to real property or liens thereon. x Court Records.
x City Records that are required to be kept by statute. x City Records less than two (2) years old except for duplicate records or unless otherwise provided by law.
x The minutes, ordinances or resolutions of the City Council or any City Committee, Board or Commission.

SECTION 4. Any provision of a previously adopted City Council resolution or Records Retention or 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. The City Clerk shall certify the passage and adoption of this Resolution and enter it into the book of original resolutions.

SECTION 6. This Resolution shall become effective immediately upon its passage and adoption.

ADOPTED THIS 25TH DAY OF JULY 2024.

Scott C. Stiles, City Manager
ATTEST:

Brenda Pree, City Clerk
Item 1BB - Page 7
Resolution No. _____

CERTIFICATION

STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE ) ss.

CITY OF PALM SPRINGS )
I, BRENDA PREE, City Clerk of the City of Palm Springs, hereby certify that Resolution No._______ is a full, true and correct copy, and was duly adopted at a regular meeting of the City Council of the City of Palm Springs on July 25, 2024 by the following vote:

AYES:

NOES:

ABSENT:

ABSTAIN:

IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the City of Palm Springs, California, this ______ day of _______ 2024. ____________________________________
Brenda Pree, MMC, CERA, City Clerk
City of Palm Springs, California
Item 1BB - Page 8
55575.18115\42490060.1

ATTACHMENT B

Item 1BB - Page 9
City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
1 2
3 B C D E F G HIJ K
Record Series
Name Description Status Notes
Departmen
t
Regulatory
Retention
City
Retentio
n
Total
Retention
Duplicat
e Copies
Citations (See
Sheet 3)
Abatement Records Weed Abatement Files, Abandoned Vehicle abatements - AKA Abatement Files, Abatement
Files - non-conforming
Originating
Department
AC+2 AC+2 AC+2 MAXACT GC34090
Accounting:

Administration
Working papers, accounting information,
including trial balances, Aging Reports, Account
Detail Reports, and other records related to
accounting activities not covered in more
specific categories.

Financial
Services
2 7 7 MAX1 GC34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 10 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
4 B C D E F G HIJ K
Accounts Payable
(A/P)
Records related to the accounting for money
due to creditors. Includes cash disbursements,
and invoices, vouchers, bad debt write-off
allowances, contract accounting records, cost
accounting records, credit card charge slips,
credit card statements, donations, employee
expense reports, petty cash records, royalty
payments, unemployment insurance payments,
vendor packets & workers' compensation
insurance payments. ALSO INCLUDES BLANK
CHECKS.

AKA Authorization to Pay (ATP), Refunds,
Reimbursements, Accounts Payable Checks -
General Fund, Accounts Payable Checks
w/Backup, Rental Rehab. Program Grants,
Payment Records, Cash Disbursement
Registers, Budget Journal Vouchers, Travel
Expense Files, Departmental Budget
Expenditure Files, Accounts Payable Checks
with Backup Statements for Recipients of NonEmployee Compensation, Cash, Water Deposit Refund Records, Uniform Vouchers (by name),
CalPers Billing Payments, Risk Recovery, Wire
Transfers.

Vital Financial
Services
CU+3 7 7 MAX3 CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501 - (CY+3Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 11 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
5 B C D E F G HIJ K
Accounts
Receivable (A/R)
Records related to accounting for money owed
to the organization including user fees and
delinquent payments. Includes cash receipts,
credit advises, sales receipts, cash
packets/receipts, cash reconciliations.

AKA Customer History Files, False Alarm
Financial Reports, Billing/Customer Files, Cash
Receipts Registers, Treasurer's Receipts ,
Treasurer Receipts Adjustment Journals ,
Treasurer's Receipts/Receipts for Monies
Received, Airport Revenue & Invoices, Airport
Storage Receipts, Invoices: Paid, Void & Writeoff, Adaptor & Key Deposit Receipts, Paid Receipts, Cash Register Tapes/End of Day
Reports, Notice of Delinquent Parking Violation,
Parking Citations, Cash Register Tapes,
Delinquent Water Accounts File Cards, Receipt
Books, Daily Recap of Receipts, Parking Lot
Files: Revenue Received, Water Bill Receipts,
Paid Receipts, Recreation deposits, Affidavits of
Gross Receipts, Records related to the
management and collection of bad debts or
Liens, monies into the General Fund, False
Alarm receipts, Accounts Receivable Invoices,
Ambulance Invoices, Ambulances Receivables,
Bicycle Registration receipts and renewals, Wire
Transfers.

Vital Subject to Audit Financial
Services
6 7 7 MAX1 CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501 - (CY+3Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 12 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
6 B C D E F G HIJ K
Actuarial Reports Reports projecting life expectancy, future benefits and other information needed to
calculate contributions and provisions of benefit
programs. AKA Workers Compensation Claims
Actuarial reports, Claims Management Liability
Actuarial reports.

Historical Used to justify
reserves. See
also "Reports:

Financial"
Originating
Department
ACT+6 PERM PERM MAXACT CA - 22 CCR 1085-2 - (4Y)
CA - GOV 12946 - (2Y)
US - 26 CFR 301.6501 - (CY+3Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 825.500 - (3Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1059 - (TE+1Y)
US - 29 USC 1113 - (LA6Y)
US - 29 USC 1451 - (LA6Y)
US - 29 CFR 4007.10 - (6Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 13 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
7 8
9 B C D E F G HIJ K
Administrative Files Working papers pertaining to and arising from the policies and procedures of the Department;
includes directors and other staff members'
files. Also includes memos, reference reports,
calendars, day planners, contact files, working
files, back-up documents, source documents,
charts, outlines and chronological files, phone
memo pads, forwarded digital messages, voice
over internet (VOIP) messages received in email that pertain to City business not related to suspected legal or enforcement action, Contract
Management files, social media posts.

AKA Salvage Schedule, Investment Portfolios,
Budget Working Files, Studies & Reports,
Agreement/Lease Working Files, CalCard Files,
Correspondence Files, Revenue & Tax Receipt
Records, Bond Administration Files, Parking
Correspondence Files - City/Other Agencies,
Parking Citation Logs: Palm Springs/Other
Agencies, Requests for Review of Parking
Citations, Refund Payment Records,
Applications for Water Service, Trash Reports,
Property Transitory Files, Submittals, Alarms,
False Alarms at Schools, Investment Files:

Monthly Work.

Review for
historical value
Originating
Department
CY+2 ACT+2 ACT+2 MAX1 GC34090
Agendas & Staff
Reports: Council
and legislative
bodies
Agendas and staff reports submitted to council
and other legislative bodies for consideration.

Includes Affidavits of mailing and Appeals,
original communications presented to the
legislative bodies.

Historical See also
Meeting
Minutes
Originating
Department
CY+2 PERM PERM MAX3 GC34090
Agendas & Staff
Reports: Nonlegislative
Agendas and staff reports submitted to nonlegislative boards, commissions and committees
Originating
Department
CY+2 PERM PERM MAX1 GC34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 14 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
10 11
12 13
14 15
16 17

B C D E F G HIJ K
Appeals See "Agendas
& Staff Reports"
Articles of
Incorporation.

Original Articles of Incorporation. Historical City Clerk PERM PERM PERM MAX2 GC 34458-60 Assessment
Districts
Original documentation for assessment district
formation.

AKA Landscaping/Lighting districts, Community
Facilities Districts
Vital City Clerk 10Y PERM PERM MAXACT CA - CCP 337.15 - (LA10Y) CA - GOV 34090d - (2Y)
CA - HSC 19850 - (LI)
Assessment Rolls Received from the County once a year.

AKA Final Assessments
Originating
Department
SUP AUD+4 AUD+4 MAXACT CA - GOV 34090d - (2Y)
Associations Records related to membership or in the
activities of professional or industry associations
of which the City is a member or has a business
interest.

Commissions
and
Committees are
NOT included
in this series
Originating
Department
2 ACT ACT MAXACT CA - HSC 19850 - (LI)
Audit Reports:

External
Records reviewing and documenting financial
information created as part of an audit
performed by an outside person or organization.

AKA Financial Audits - External, DOJ Audits,
P.O.S.T. audits, CJIS audits, Audit Reports,
Findings of Compliance
Financial
Services
6 7 7 MAX3 CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501e - (6Y)
US - 26 USC 6531 - (TAX+6Y)
Audit Reports:

Internal
Records reviewing and documenting financial
information created as part of an audit
performed by a person in the organization.

AKA Financials - Audited - Internal, Budget
Audits, Audit Reports
Financial
Services
2 7 7 MAXACT CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501e - (6Y)
US - 26 USC 6531 - (TAX+6Y)
Audits: General Records related to operational auditing activities. AKA Section 8, HUD, CDBG Audits
Originating
Department
7 7 7 MAX3 CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501e - (6Y)
US - 26 USC 6531 - (TAX+6Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 15 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
18 19
20 B C D E F G HIJ K
Banking: General Includes bank deposits, bank reconciliations, bank statements, check registers, check
copies/stubs, checks - canceled, deposit slips.

AKA Check/Warrant Registers, Bank Receipts,
Account Reconcilement/Outstanding Checks
Report, Bank Receipts, Daily Cash Sheets,
Bank Balance, Bank Reconciliations, Banking
Receipts, Checks, Cancelled, Acct
Reconcilement/Outstanding Check Reports,
Void Check Journals, Bank Reconciliations,
bank Receipts, Balance Transaction Report
Files, Checks, Cancelled, Bank Deposit Receipt
Books, Daily Cash Audit Sheets, Billing
Statements, Remittance Advice.

Financial
Services /
Treasurer
CU+3 7 7 MAX1 CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501 - (CY+3Y)
Bids, Proposals,
RFQ, RFP's:

Awarded
Records relating to bids, proposals, Requests
for Quotations (RFQ) and Request for
Proposals (RFP) and specifications.

Engineering is
Capital
Projects.

Procureme
nt and
Engineering
4Y CU6Y CU6Y MAXACT CA - GOV 34090 - (2Y)
CA - CCP 337 - (4Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501 - (CY+3Y)
US - 29 CFR 516.5 - (3Y)
Bids, Proposals,
RFQ, RFP's: NOT
Awarded
Unsuccessful bids, proposals or RFP/RFQ
responses
Procureme
nt
2 CU2Y CU2Y MAX1 GC34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 16 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
21 22
23 24
25 26

B C D E F G HIJ K
Bonds & Bond
Administration
Records documenting investments in bonds
including the actual bonds (if provided),
purchase information, annual statements, and
investment results.

Copies of docs copied for issuance of bonds,
prospectives, payment schedules, annual
reports, accounting work papers and other
documents involved with the issuing,
administering, paying of bonds.

AKA Bonds Administration Files, Bond
Administration Files, Bond Account Statements,
Bond Registers & Assessment Records, Bond
Account Statements, Bond Certificates &
Redeemed Coupons.

Vital Finance /
City Clerk
ACT+6 ACT+3 ACT+6 MAXACT CA - CCP 315 - (LA10Y)
CA - CCP 337 - (4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 343 - (4Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 -
(CY+4Y)
US - 26 CFR 301.6501 - (CY+3Y)
US - 40 CFR 70.6 - (CL+5Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
US - 49 CFR 107.504 - (CL+2Y)
Budgeting Records related to budgeting activities, including budgeting workpapers. Does NOT include
approved budgets.

AKA 101 fund files, Budget Preparation files,
Departmental Budget Expenditure Files, Budget
Adjustment Files
Originating
Department
2Y 7 7 MAXACT GC-34090.7
Budgets: Approved,
Operating and CIP
Records projecting income and authorizing
expenditures for the organization.

Vital Financial
Services
2 PERM PERM MAXACT CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501 - (CY+3Y)
Business Licenses Documentation of licenses, non-building permits and other authorizations issued in the City.

Originating
Department
4Y 4Y 4Y CA - CCP 337 (4Y)
CA - GOV 34090 - (2Y)
Case Files: Code
Enforcement
Code Enforcement case files
AKA Complaint case files
See also
"Abatement
Records"
Originating
Department
AC+2 PERM PERM MAXACT CA - GOV 34090 - (2Y)
US - 40 CFR 122.21 - (3Y)
US - 40 CFR 122.41 - (3Y)
CA 900 020 20 010
Certifications,
Outside Agencies
Audit findings of compliance. AKA CJIS,
CDBG, HUD, Air Quality Resources Board,
Federal Aviation Administration, Federal
Communications Commission
Originating
Department
0 SUP SUP MAXACT GC34090.7
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 17 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
27 28
29 30
31 32

B C D E F G HIJ K
Chain of Custody
Records
See Logs
Citations Traffic citations, misdemeanor/infraction
citations, Municipal Code violation citations.

Parking
Citations - See
"Accounts
Receivable"
Originating
Department
2 AC+2 AC+2 MAXACT GC34090
City Council Files Files created by Councilmembers and their aides addressing various projects and issues
related to City business . AKA Council
Correspondence, Mayor's Correspondence
Files, City Manager's Files
Review for
Historic Value
City Council 2 TERM+
10 TERM+
10 MAXACT GC34090
Code Books Outside agency Code books for building /
development / public safety adopted by Council
action.

National Electrical Code, Uniform Building, Fire,
Mechanical, Plumbing & Supplements.

See also
"Reference
Material"
City Clerk PERM PERM PERM MAXACT GC34458-60
Commission/
Committee Files
Membership tracking records See also
"Meeting
Minutes;
Advisory
Bodies","
Administrative
Documents"
and "Subject
File" series for
working papers
Originating
Department
2 Perm Perm MAX1 CCP CAL 359 GC34090
Community Events
& Programs
Records related to participation or promotion of
community activities, civic organizations, etc.

AKA Community Activities
Originating
Department
2 2 2 MAX1 GC-34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 18 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
33 34
35 B C D E F G HIJ K
Complaints: Citizen,
Constituents,
Public, Residents
Records related to communications and
contacts with constituents, including complaints
and comments. Includes action taken to resolve
complaints and response to comments,
Includes Traffic Complaints
Originating
Department
ACT+10 ACT+6 ACT+6 MAXACT CA - CCP 315 - (LA10Y)
CA - CCP 337 - (4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 343 - (4Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 -
(CY+4Y)
US - 26 CFR 301.6501 - (CY+3Y)
US - 40 CFR 70.6 - (CL+5Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
US - 49 CFR 107.504 - (CL+2Y)
Computer Files Email and information created by users in the normal course of business. Records retention
determined by content, not the format.

See appropriate
series for
correct
retention
period.

NONE - No specific Reference -
Retention based on subject
matter or content
Computer Software
& Licensing
Documentation of computer software developed
or used including software licenses,
maintenance, software back-up copies. These
are City assets.

AKA ArcView, GIS, Spherical Phone Database
(SPH) and enterprise-wide and specialized
software.

Vital Does not
include Data
created or
maintained by
the software,
see appropriate
Records Series
Title for data
type/content
and Review
programs prior
to supersession
for migration of
legacy data to
replacement
software
information
Technologi
es
0 ACT+4 ACT+4 MAXACT GC34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 19 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
36 B C D E F G HIJ K
Contracts /
Agreements:

Executed,
Council/City
Manager
Records relating to obligations defined in
contracts and agreements. Includes Specs and
Plans, Scope of Work, promissory agreements,
contracts and pending contracts for services,
leases and software licenses authorized by the
City Manager or City Council. Includes buy/sell
agreements, change orders, contract
documents. contract negotiations, government
contracts, leases, mortgages, promissory notes,
property improvement contracts, sales contracts
and warranties.

AKA: Agreements, Agreements Files,
Contracts, MOU's, Franchise, Releases,
Declarations, Professional service agreements.

Vital * CL = Close of
Grant, Plus All
Final Audit
Report
Completed; if
grant is in
perpetuity, it
never closes;
or, retain per
contract
stipulation,
whichever is
longer
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;
OMB Circular AOriginating
Department
ACT+6 PERM PERM MAXACT GC 304090 (2)
US - 7 CFR 3016.42 - (3Y)
US - 24 CFR 85.42 - (3Y)
US - 28 CFR 66.42 - (3Y)
US - 29 CFR 97.42 - (3Y)
US - 40 CFR 31.42 - (3Y)
US - 44 CFR 13.42 - (3Y)
US - 45 CFR 92.42 - (3Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 20 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
37 38
39 B C D E F G HIJ K
Contracts /
Agreements:

Executed,
Department
Directors
Records relating to obligations defined in
contracts and agreements. Includes Specs and
Plans, Scope of Work, promissory agreements,
contracts and pending contracts for services,
leases and software licenses authorized by the
Departments. Includes buy/sell agreements,
change orders, contract documents. contract
negotiations, government contracts, leases,
mortgages, promissory notes, property
improvement contracts, sales contracts and
warranties.

AKA: Agreements, Agreements Files,
Contracts, Releases, Declarations, Professional
service agreements, Tow Company
Agreements, Slip Rental Agreements, Airport
Hanger/Tie-down Agreements.

Original
Contracts,
Agreements
and MOU's
must be
forwarded to
the City Clerk
for filing and
review for long
term retention
requirements.

See also -
Insurance
Procureme
nt and
Engineering
ACT+6 ACT+1 ACT+6 MAXACT GC 304090 (2)
US - 7 CFR 3016.42 - (3Y)
US - 24 CFR 85.42 - (3Y)
US - 28 CFR 66.42 - (3Y)
US - 29 CFR 97.42 - (3Y)
US - 40 CFR 31.42 - (3Y)
US - 44 CFR 13.42 - (3Y)
US - 45 CFR 92.42 - (3Y)
Copyrights/Trademarks/PatentsRecords of rights conveyed by government related to copyrights, trade-marks and patents.

AKA City Flag, City Seal, City Software Projects.

City
Manager
ACT+6 ACT+1 ACT+6 MAXACT
Customer Lists Records of customers who have purchased
services from the City. AKA Water Service,
Business License list, Agenda Subscription,
Library Borrower Records (confidential record
series), mailing lists.

May be
Confidential
Originating
Department
0 SUP+3 SUP+3 MAXACT CA - 8 CCR 10102 - (5Y; AC+1Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 21 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
40 41
42 B C D E F G HIJ K
Drawings /
Blueprints / Plans:

Commercial / City
Facilities &
Infrastructure
Records detailing the design of structures within
the City limits. Includes Originals, as-builts,
notated drawings. Includes Plan ID files, spec
originals, notated drawings, as-builts. Also
includes Parcel Maps and Plats, Engineering
and field notes and profiles, cross-section of
roads, street, street numbering, right-of way,
bridges, may include annexations, park tracts,
block, storm drains, water easements, bench
marks, trees, grading, landfill, fire hydrants,
base maps, lighting.

AKA improvement plans, plan checks, paper
maps, parcel maps, parcel maps, plant plans,
traffic plans, Authorization to Modify (ATM),
Inspector Files, Roof Plans; Submittals, Plans -
Citywide - Commercial, Standard Plan Files,
Master Plan, Land Use, Pool Project Blueprints,
Building Drawings/Plans, Dock Plans
Vital Review for
Historical value
(City related
structures or
infrastructure)
Public
Works -
Engineering
LOS+3 PERM PERM MAXACT
Drawings /
Blueprints / Plans:

Residential
Records detailing the design of City residences.

Includes Originals, as-builts, notated.

Includes Plan ID files, spec originals, notated
drawings, as-builts. Also includes property
improvement plans, plan checks, parcel maps,
plot maps.

Vital 10 years after
close - per H&S
Code. (No
operational or
regulatory
requirement)
Building AC+10 AC+10 AC+10 MAX1 CA - 22 CCR 1085-2 - (4) Easements Contracts permitting one party to enter onto a portion of the property of another for a stated
purpose.

Includes irrevocable offers to dedicate.

Vital City Clerk PERM PERM PERM MAXACT CA - RTC 19384 - (LA4Y) AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 22 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
43 44
45 46
47 48
49 50

B C D E F G HIJ K
Election:

Applications,
Ballots
From the date of election, all ballots submitted
to precincts/City Clerk including those that were
NOT USED -- unless contested (EC 17302(c))
retention by court order. Does NOT include
Assessment District Ballots.

Supplies City Clerk E+6MOS E+6MOS E+6MOS MAX.5 CA - RTC 19704 - (LA6Y) Election: Assisted,
Challenged Voters
List
Assisted and Challenged Voter List, Tally
Sheets and copy of Index used as a voting
record
City Clerk E+6MOS E+6MOS E+6MOS MAX.5 CA - UIC 1132 - (LA3Y) Election:

Certification of
Election
Certificates of election -- original reports and
statements.

City Clerk PERM PERM PERM MAXACT CA - CCP 315 - (LA10Y) Election:

Nomination Papers
Nomination papers required for submission by
Candidates for Office.

City Clerk E+4 TERM+4 TERM+4 MAXACT CA - CCP 337.15 - (LA10Y) Elections:

Notifications /
Publications
Proof of publication or posting, certification and
listing of notice and posting; copy of newspaper
notice and certification of offices to be voted for
at forthcoming election.

City Clerk E+2 E+2 E+2 MAXACT US - 26 CFR 31.6001 (CY+3Y) Election:

Successful
Candidate
Statements
Statements printed in the sample ballots
retained permanently -- historical purposes.

Historical City Clerk PERM PERM PERM MAXACT US - 26 CFR 301.6501 - (3Y) Election:

Unsuccessful
Candidate
Statements
Statements printed in the sample ballots. City Clerk E+4 E+4 E+4 MAXACT US - 26 CFR 301.6532-1 - (LA2Y)
Employee Benefits
General
Records relating to benefits, benefit plans, plan
selection and plan administration for each
bargaining unit
Human
Resources
6 3 6 MAX1 US - 26 CFR 301.6532-2 -
(LA5Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 23 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
51 52
53 54
55 B C D E F G HIJ K
Employee Benefits
Provided
Records relating to employee benefits, including
government reporting, benefit reports, incentive
plans, medical Insurance, sick leave benefits
accrued, deferred comp plans, Explanation of
Benefits (EOBs), EEO Forms & salary
administration, benefits provided, absence
records, claims, educational assistance
financing, employee relocation, ESOP, group
insurance and health insurance claims,
Disability/Workers Compensation electronic
funds transfers.

AKA Leave of Absence (LOA), Fitness for Duty,
Staff Availability, Vacation Files, Employee
Benefits Trust Fund, Retired Employees
Benefits Files, Unemployment Benefit Claims.

Vital,
Confidential
Human
Resources
10 PERM PERM MAX1 US - 26 CFR 301.6532-3 (a) -
(LA9M)
Employee:

Hazardous
Exposure
Records documenting general exposure of
employees to hazardous substances, including
employee exposure records, Material Safety
Data Sheets (MSDS) and radiation exposure
records.

Confidential Human
Resources
PERM ACT PERM MAX1 US - 26 USC 6531 - (LA6Y)
Employees:

Health/Safety
Records related to employee health and safety. Human
Resources
10 3 6 MAX1 US - 26 USC 6532 - (LA2Y)
Employees: Lists Lists of employees created showing shift assignments, work assignments, standby lists.

Originating
Department
SUP SUP SUP MAX1 US - 29 USC 255 - (LA2Y)
Employee:

Plans/Programs
Records describing insurance plans available to
employees. Includes disability plans, education
assistance plans, employee relocation benefits,
group insurance plans, incentive plans, medical
insurance plans, pension plans, profit sharing
plans, retirement plans, sick leave benefits.

Review for
historical value
Human
Resources
ACT+6 PERM PERM MAXACT US - 29 USC 626 (d) - (LA300D)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 24 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
56 57
58 B C D E F G HIJ K
Employee: Training Records related to training employees; records containing materials used to train employees;
records related to the development and
operation of City-sponsored training programs
and seminars. Includes course listings,
employee certification & training materials. May
include material from both internal and external
sources.

AKA Training Materials, Lifeguard
Responsibility, Dive Training, Rescue Boat
Training, Training Records, Officer Field
Training, Certificates.

See also POST
(in Police
Schedule), or
"Safety" Record
Series
Originating
Department
ACT+3 ACT ACT+3 MAXACT US - 35 USC 286 - (6Y)
Environmental
Auditing/Monitoring/
Testing Records
Records documenting compliance with
established auditing procedures and
environmental pollution requirements, as well as
records monitoring environmental activities and
testing records. Includes records submitted to
government agencies to document the
environmental test results. AKA Water Records,
Outfall Records, Instrument Reading, Testing
Records, information Collection Request,
Chemical Emissions.

Subject to Audit Originating
Department
5 10 10 MAX1 US - 42 USC 2000e-5 (e ) -
(LA180D)
Environmental
Auditing/Programs
Records related to environmental auditing
procedures and requirements. Includes
environmental reference manual & records
documenting procedures for environmental
testing.

Originating
Department
PERM PERM PERM MAXACT US - 42 USC 2000e-5 (f) -
(LA180D)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 25 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
59 60
61 B C D E F G HIJ K
Environmental
Impact Studies, Site
Analyses, and
Reports
Document, reports and studies summarizing
environmental impact of proposals and plans.

Records used to prepare the draft and final EIR
published by the City's responses to comments,
mitigating declarations, addendum, and notices
of determination filed with the state/county clerk.

AKA Water Quality Assurance/Water Quality
Control.

Environmental Impact Reports. Negative
Declarations.

Originating
Department

LOP PERM PERM MAXACT
Environmental
Monitoring Records
& Testing
Worksheets
Records monitoring environmental activities and
testing worksheets. AKA Water Quality; Air
Quality
Originating
Department
30Y PERM PERM MAXACT CA - CalOSHA
CA - CCP 338.1 - (LA5Y)
CA - 8 CCR 3204d - (CL+30Y)
CA - 17 CCR 30293(1) - (3Y)
CA - 22 CCR 66262.40 - (3Y)
CA - 22 CCR 66263.22 - (3Y)
US - 29 CFR 1910.1020 -
(CL+30Y)
US - 29 CFR 1910.1025 -
(CL+20Y)
US - 29 CFR 1910.1050 -
(CL+30Y)
US - 40 CFR 268.7 - (3Y)
US - 40 CFR 270 - (3Y)
US - 49 CFR 172.201 - (3Y)
US - 49 CFR 177.817 - (3Y)
Financial Planning
& Forecasting
Records related to internal planning and
forecasting, including records stating the
financial plans that the organization will follow
related to investments and forecasts projecting
expenses or income over a specified period.

AKA Five-Year Plan
Originating
Department
0 ACT+1 ACT+1 MAXACT GC-34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 26 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
62 63
64 65

B C D E F G HIJ K
Financial Reporting:

Annual
Records stating financial condition of the City at
the end of the fiscal year. Generally, the same
as the Annual or Certified Financial Statements.

Also includes Annual Records stating Financial
condition of the City at the end of the fiscal year.

Generally, will become the Certified Financial
Statement after the audit has been completed.

Includes records stating the certified or official
financial condition of the City at the end of the
fiscal year.

Does NOT include MONTHLY/QUARTERLY
statements.

AKA Profit and Loss Statements
Historical Financial
Services
3 PERM PERM MAX1 GC 304090 (2)
US - 7 CFR 3016.42 - (3Y)
US - 24 CFR 85.42 - (3Y)
US - 28 CFR 66.42 - (3Y)
US - 29 CFR 97.42 - (3Y)
US - 40 CFR 31.42 - (3Y)
US - 44 CFR 13.42 - (3Y)
US - 45 CFR 92.42 - (3Y)
Financial Reporting:

Monthly/Quarterly
Records stating financial condition of the
organization at the end of the month or quarter.

The annual financial statements replace these
Reports. Does NOT include Annual Reporting.

AKA Agricultural Rebate Reports
Financial
Services
0 MAX2 MAX2 MAX1 GC-34090.7
Financing Includes external contracts with outside lending institutions to borrow money stating the terms
and conditions of the loan, Letters of Credit,
loan applications & agreements, mortgage
records, credit agency reports, credit
applications, as well as notes documenting
current financial obligations, cancelled notes,
internal records submitted from outside parties,
requesting credit for the purchase of products
and services that provide information that will be
used to determine whether credit will be
extended.

AKA Loan Applications and Agreements -
External.

Vital Financial
Services
ACT+6 ACT+3 ACT+6 MAX3 24CFR570.502(b)(3)
OMB Cir A-110 attach C, Cir A102 & 128
Fire: Incident
Reports
Events or circumstances requiring response by
Fire/EMS.

AKA Medical Aids & Rescue, EMS Reports.

Confidential Fire CY+2 CY+10 CY+10 MAX1 LOC015 - Local Government / General
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 27 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
66 67
68 69
70 71
72 73
74 75

B C D E F G HIJ K
Fire: Inspections Address files, contain alarm/sprinkler system information, fire prevention efforts, hazardous
materials records, Superfund Reauthorization
Act (SRA) Files
Fire AC+3 PERM PERM MAX1 UFC103.34-AC+3
Fire: Investigations Reports documenting investigation results and determinations of incident investigations.

May contain
confidential
material
Fire AC+6 PERM PERM MAXACT PC800
Fire Manuals Includes OPS manuals.

Does not include National Fire Code.

Standards adopted by City.

Fire SUP+3 SUP SUP+3 MAX1 CCP 340.5
Fixed Asset
Property
Inventory/Valuation
Records related to the accounting for the capital
gain or loss related to the purchase and sale of
non-real property. Includes capital property,
capital asset records, property depreciation
schedules, property material transfer files,
property detail records, property inventory and
property sold, records describing the type,
model, and location of property and the value for
accounting purposes.

AKA Fixed Asset Files, Fixed Asset Reports
Not for use with
Real Property
Originating
Department
3 ACT ACT+3 MAXACT GC 304090 (2)
US - 7 CFR 3016.42 - (3Y)
US - 24 CFR 85.42 - (3Y)
US - 28 CFR 66.42 - (3Y)
US - 29 CFR 97.42 - (3Y)
US - 40 CFR 31.42 - (3Y)
US - 44 CFR 13.42 - (3Y)
US - 45 CFR 92.42 - (3Y)
Forms: Blank Official City forms as well as blank forms received from outside agencies (example:
1099's).

Revision Date
to be in footer.

Originating
Department
0 SUP SUP MAXACT NONE - No Legal Requirement
FPPC:

Administrative
FPPC (Fair Political Practices Commission)
administration, working papers,
correspondence.

City Clerk CY+5 CY+5 CY+5 MAX1 GC81009
FPPC: Campaign
Filings - All Other
Committees
FPPC (Fair Political Practices Commission)
Filings. Includes non-candidate PAC filings.

City Clerk E+7 E+7 E+7 MAX1 GC81009-E+7
FPPC: Campaign
Filings - Elected
FPPC (Fair Political Practices Commission)
Filings.

City Clerk PERM PERM PERM MAX1 GC81009b
FPPC: Campaign
Filings - Not
Elected
FPPC (Fair Political Practices Commission)
Filings.

City Clerk E+5 E+5 E+5 MAX1 GC81009b-E+5
FPPC: Statement of
Economic Interest
FPPC (Fair Political Practices Commission)
Filings. Includes filings from employees,
commission members, contractors and
consultants
City Clerk TERM+4 TERM+4 TERM+4 MAX1 GC81009f
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 28 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
76 77
78 79
80 81

B C D E F G HIJ K
FPPC: Statement of
Economic Interest -
Elected
FPPC (Fair Political Practices Commission)
Filings. AKA Conflict of Interest Filings.

City Clerk CY+7 CY+7 CY+7 MAX1 GC81009e
FPPC: Statement of
Economic Interest -
Not Elected
FPPC (Fair Political Practices Commission)
Filings.

City Clerk E+5 E+5 E+5 MAX1 GC81009b
General Ledger Summary Records of all accounts.

AKA General Subsidiary Ledger
Vital Financial
Services
3 7 7 MAX1 CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501 - (CY+3Y)
Government
Relations
Records and correspondence related to
communications with governmental agencies
and monitoring of legislation and regulations.

Originating
Department
2 5 5 MAX1 GC-34090
Grant Records &
Agreements Files:

General
Documents related to awarded grants including
applications, agreements, progress & financial
reports and compliance paperwork.

AKA Quality Children's Services, Grant
Financial Files, Grant Files: Community
Development Block Grants, Community
Applications, Grant Files: Proposals Not
Funded, Grant Files: State & Federal Grants.

Review for
historical value
Originating
Department
ACT+6 AUD+6 AUD+6 MAXACT GC 304090 (2)
US - 7 CFR 3016.42 - (3Y)
US - 24 CFR 85.42 - (3Y)
US - 28 CFR 66.42 - (3Y)
US - 29 CFR 97.42 - (3Y)
US - 40 CFR 31.42 - (3Y)
US - 44 CFR 13.42 - (3Y)
US - 45 CFR 92.42 - (3Y)
Grant Records &
Agreements: City
Property Acquisition
Documents related to grants awarded for
property acquisition including applications,
progress & financial reports and compliance
paperwork, Acquisitions including land use
restrictions.

Historical May include
recorded
documents
Originating
Department
ACT+3 PERM PERM MAX1 GC 34458-60 24CFR880.603-
ACT+3
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 29 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
82 83
84 85

B C D E F G HIJ K
Historical: General Various items of historical value, including mementos from Sister Cities, City scrapbooks.

AKA Landfill Records, Water Records, Special
Events (Final information), City Jail Records,
Mementos, gifts to Council or Library, Municipal
Court Files, Assessment Rolls prior to 1958,
Property Tax Apportionment Records prior to
1958.

Historical City Clerk /
Library
0 PERM PERM MAX3 NONE - No Legal Requirement
Human Resources Employee Files - no hazardous material
exposures
Vital, PII Human
Resources
CL6 TERM6 TERM6 MAX1 CA - 22 CCR 1085-2 - (4Y)
CA - GOV 12946 - (2Y)
US - 26 CFR 301.6501 - (CY+3Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 825.500 - (3Y)
US - 29 USC 1027 - (6Y)
US - 29 USC 1059 - (TE+1Y)
US - 29 USC 1113 - (LA6Y)
US - 29 USC 1451 - (LA6Y)
US - 29 CFR 4007.10 - (6Y)
Human Resources Employee Files - hazardous material exposures Vital, PII Human Resources
TERM30 TERM30 TERM30 MAX1 CA - CalOSHA
CA - CCP 338.1 - (LA5Y)
CA - 8 CCR 3204d - (CL+30Y)
CA - 17 CCR 30293(1) - (3Y)
CA - 22 CCR 66262.40 - (3Y)
CA - 22 CCR 66263.22 - (3Y)
US - 29 CFR 1910.1020 -
(CL+30Y)
US - 29 CFR 1910.1025 -
(CL+20Y)
US - 29 CFR 1910.1050 -
(CL+30Y)
US - 40 CFR 268.7 - (3Y)
US - 40 CFR 270 - (3Y)
US - 49 CFR 172.201 - (3Y)
US - 49 CFR 177.817 - (3Y)
Human Resources Drug & Alcohol Testing: Negative Confidential Human Resources
1 1 1 MAX1 CA - LAB 5410 - (LA5Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 30 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
86 87
88 89
90 91

B C D E F G HIJ K
Human Resources Drug & Alcohol Testing: Positive Confidential Human Resources
5 1 5 MAX1 CA - RTC 7154 - (LA5Y)
Human Resources Employment eligibility verification forms collected for active employees and
supporting documentation regarding
immigration status. Retain for longest of
term: 3 years after hire or 1 year after
termination, whichever is longest
Vital, PII Human
Resources
TE+1Y TE+1Y TE+1Y US - 20 CFR 655 Subpart H -
(TE+1Y)
US - 8 CFR 274a.2 - (3Y, or
TE+1Y)
Human Resources:

Reporting
Records related to preparing and filing reports,
including benefits reports, EEO forms and
salary administration and fringe benefit reports.

Human
Resources
2 CU+2 CU+2 MAX1 US - 8 CFR 274a.2 - (3Y, or
TE+1Y)
Industry Relations Records related to associations and other cooperative efforts with other organizations in
the industry.

Originating
Department
0 ACT ACT MAXACT CA - 8 CCR 3204d - (CL+30Y)
Insurance: Active &
Cancelled/Expired
Records related to all insurance coverage
affecting the City except Liability Insurance.

Includes Certificates of Insurance, fidelity
bonds, insurance claims and surety bonds.

Statement of self-insurance. EXCLUDES
LIABILITY INSURANCE.

Vital Risk
Manager
ACT+10 PERM PERM MAXACT CA - 17 CCR 30293(1) - (3Y)
Insurance: Liability Records related to insurance coverage for liability, hazardous exposure, or other problems
manifesting themselves long after the policy
terminates.

Includes Certificates, Records, and internal City
self-insurance documentation and policies.

Vital Risk
Manager
ACT+5 PERM PERM MAXACT CA - 22 CCR 66262.40 - (3Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 31 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
92 93
94 95

B C D E F G HIJ K
Internal Services Records documenting internal support or services that are not covered in more specific
categories. Includes, but is not limited to, IT
Help Desk tickets, postal operations, service
requests and supplies requisitions.

Includes all maintenance EXCEPT VEHICLE
MAINTENANCE.

AKA Maintenance requests, support/service call
records
See "Vehicle
Maintenance"
for fleet records
Originating
Department
3 7 7 MAXACT CA - 22 CCR 66263.22 - (3Y)
Investments Records related to investing including records relating to bonds, futures/options, securities &
records documenting other investments
including the proof of ownership, purchase
information, annual statements, and investment
results.

AKA Monthly Investments, Treasury
Investments, Buy/Sell, Investment Broker
Orders, Investment Transaction Records,
Investment Safekeeping Statements.

Vital City
Treasurer
ACT+6 ACT+3 ACT+6 MAXACT US - 29 CFR 1910.1020 -
(CL+30Y)
Job
Announcements
Records documenting notices of job openings
communicated in the media or other means.

AKA Recruitment
Human
Resources
3 10 10 MAX1 US - 29 CFR 1910.1025 -
(CL+20Y)
Job Descriptions Job descriptions, job positions & inactive job positions.

AKA Class Specifications
Human
Resources
ACT+10 ACT ACT+10 MAXACT US - 29 CFR 1910.1050 -
(CL+30Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 32 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
96 97

B C D E F G HIJ K
Journals/Ledgers Records related to summarizing charges to individual accounts including account ledgers,
A/P ledger, A/R ledger, balance sheets, cash
journals, chart of accounts; journal entries, and
subsidiary ledgers. Does NOT include General
Ledger or any AKA's in that group.

AKA Check Adjustment/Corrections Register,
Travel Journals, Water Billing Registers, Daily
Input/Transaction Journal, Accounting Journals,
Adjusting Journal Entries, Budget Adjustment
Journals, Check Correction Journals, Standard
Journals, CDC, Travel Journals, Adjusting
Journal Entries, Budget Journal Entries, Checks
- Void Register, File Maintenance Journal,
Standard Journal Entries, Treasurer's Receipts:

Adjustments/Corrections, General Ledger
Papers & Other Work Documents, Journal
Vouchers for Investments.

Financial
Services
6 AUD+6 AUD+6 MAX1 US - 40 CFR 268.7 - (3Y)
Labor Relations Records related to relations between the City, labor unions and employees, including
arbitration files, Collective Bargaining
Agreements & labor union meetings.

AKA Labor Memorandum of Understanding
(MOU).

Human
Resources
ACT+10 PERM PERM MAXACT US - 40 CFR 270 - (3Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 33 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
98 99
100
101
102
103

B C D E F G HIJ K
Land
Use/Development
Files
Files that document the development and use of
public and private property within the City.

Includes: Specific Plans, General Plans,
General Plan Amendments, Zone Amendments,
Tentative Map Files, Tentative Parcel Map Files,
Development Plans, Conditional Use Permits,
Variances, Variances and Zone Amendments,
Regular Coastal Permits, Historic Permits,
Administrative Development Plans,
Administrative Coastal Plans, Administrative
Conditional Use Permits, Subdepartment Files,
Airport Files.

Historical, Vital Planning ACT+2 PERM PERM MAX1 US - 49 CFR 172.201 - (3Y) Legal - General Working files related to legal activities not covered in more specific categories.

Confidential City
Attorney
0 ACT+3 ACT+3 MAX3
Legal Compliance Records documenting compliance with legal requirements. Includes reports/forms submitted
to government and copies of internal records
not found anywhere else related to preparing
reports required by government.

Originating
Department
5 7 7 MAX1 CA - GOV 34090 - (2Y)
US - 29 CFR 405.9 - (5Y)
US - 29 CFR 1602.14 - (FR+1Y)
US - 29 CFR 1602.30 - (3Y)
US - 40 CFR 141.155 - (3Y)
Legal Notices Affidavits of Publication, Agenda Posting, Orders of Adjournment
City Clerk 5 ACT + 10 ACT + 10 MAX1 CA - GOV 34090 - (2Y) US - 29 CFR 405.9 - (5Y)
US - 29 CFR 1602.14 - (FR+1Y)
US - 29 CFR 1602.30 - (3Y)
US - 40 CFR 141.155 - (3Y)
Legal Opinions Records resulting from legal questions that document the specific legal advice provided.
review for
confidential
content
May include
Attorney/Client
Privilege
information
City
Attorney
PERM PERM MAXACT No Regulatory Requirement
Operational - permanent
Legislative
Documents
Documents created by legislative bodies such
as City Council, Planning Commission,
Manufactured Homes Fair Practices
Commission. AKA Ordinances, Resolutions,
Municipal Code Book.

Vital City Clerk PERM PERM PERM MAXACT GC 34090(e)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 34 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
104

B C D E F G HIJ K
Litigation: Final
Judgments
Settlements/Court
Orders
Records specifying final judgments, settlements
or orders related to or resulting from litigation.

Vital City
Attorney
City Clerk
ACT+6 PERM PERM MAXACT CA - 2 CCR 11013 - (CL+2Y)
CA - 8 CCR 10102 - (5Y; AC+1Y)
CA - 8 CCR 10103.1 - (5Y)
CA - 22 CCR 1085-2 - (4)
CA - LAB 5410 - (LA5Y)
CA - RTC 7154 - (LA5Y)
CA - RTC 19384 - (LA4Y)
CA - RTC 19704 - (LA6Y)
CA - UIC 1132 - (LA3Y)
CA - CCP 315 - (LA10Y)
CA - CCP 337.15 - (LA10Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501 - (3Y)
US - 26 CFR 301.6532-1 -
(LA2Y)
US - 26 CFR 301.6532-2 -
(LA5Y)
US - 26 CFR 301.6532-3 (a) -
(LA9M)
US - 26 USC 6531 - (LA6Y)
US - 26 USC 6532 - (LA2Y)
US - 29 USC 255 - (LA2Y)
US - 29 USC 626 (d) - (LA300D)
US - 35 USC 286 - (6Y)
US - 42 USC 2000e-5 (e ) -
(LA180D)
US - 42 USC 2000e-5 (f) -
(LA180D)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 35 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
105

B C D E F G HIJ K
Litigation/Claims/
Grievances
Records related to possible or pending litigation
or other legal action and court case files.

AKA Billing/Customer Records-Litigation,
Litigation files, Claims, Claims filed by the City,
Claims filed against the City, Grievance files,
DUI Cost Recovery.

Vital - may
contain
confidential
material,
Review for
Historical Value
Originating
Department
10 ACT+10 ACT+10 MAXACT CA - 2 CCR 11013 - (CL+2Y)
CA - 8 CCR 10102 - (5Y; AC+1Y)
CA - 8 CCR 10103.1 - (5Y)
CA - 22 CCR 1085-2 - (4)
CA - LAB 5410 - (LA5Y)
CA - RTC 7154 - (LA5Y)
CA - RTC 19384 - (LA4Y)
CA - RTC 19704 - (LA6Y)
CA - UIC 1132 - (LA3Y)
CA - CCP 315 - (LA10Y)
CA - CCP 337.15 - (LA10Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 301.6501 - (3Y)
US - 26 CFR 301.6532-1 -
(LA2Y)
US - 26 CFR 301.6532-2 -
(LA5Y)
US - 26 CFR 301.6532-3 (a) -
(LA9M)
US - 26 USC 6531 - (LA6Y)
US - 26 USC 6532 - (LA2Y)
US - 29 USC 255 - (LA2Y)
US - 29 USC 626 (d) - (LA300D)
US - 35 USC 286 - (6Y)
US - 42 USC 2000e-5 (e ) -
(LA180D)
US - 42 USC 2000e-5 (f) -
(LA180D)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 36 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
106
107
108

B C D E F G HIJ K
Loans & Credit: City
Issued
Includes letters of credit, loan agreements, loan
applications, mortgage records, notes, canceled
notes, internal records submitted from outside
parties, requesting credit for the purchase of
products and services, that provide information
that will be used to determine whether credit will
be extended, credit agency reports and credit
applications submitted from outside parties that
provide information that will be used to
determine whether credit will be extended.

Originating
Department
CL3 ACT+3 ACT+6 MAX3 GC 304090 (2)
US - 7 CFR 3016.42 - (3Y)
US - 24 CFR 85.42 - (3Y)
US - 28 CFR 66.42 - (3Y)
US - 29 CFR 97.42 - (3Y)
US - 40 CFR 31.42 - (3Y)
US - 44 CFR 13.42 - (3Y)
Loans: Grant
Funded
Includes loan agreements, loan applications,
mortgage records, notes, cancelled notes for
loans funded through grants received by the
City. AKA: Mortgage Credit Certificates (MCC),
Rental Rehabilitation Loans, Community
Development Block Grant (CDBG) loans,
CalHome loans, HOME loans.

City Clerk CL3 ACT+6 ACT+6 MAX3 GC 304090 (2)
US - 7 CFR 3016.42 - (3Y)
US - 24 CFR 85.42 - (3Y)
US - 28 CFR 66.42 - (3Y)
US - 29 CFR 97.42 - (3Y)
US - 40 CFR 31.42 - (3Y)
US - 44 CFR 13.42 - (3Y)
Lobbyist
Registration
Registration forms, quarterly and annual filings,
correspondence, statements
City Clerk 2 ACT+3 ACT+3 GC81009b
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 37 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
109
110
111

B C D E F G HIJ K
Logs A document listing activities, items, individuals
and noting the same information about each
entity. Includes journals, diaries, logbooks,
detail, records (i.e., seismic) day books and
rosters.

AKA Drivers Logs/Qualifications, Master
Record Audit Logs (MCT), Records -
Attendance, Sign-in Logs, Meter Read Books,
Visitor Registration Logs, Accident/Injury Logs,
EMS Quality Management Review, Code
Enforcement Logs. Booking Fees Paid, badge
lists, Case Assessment Logs, Court Liaison
Filing Logs, Equipment Inventory Logs,
Maintenance Logs of Taser and Radar
equipment (convenience copies), Traffic Logs,
Towed/Stored Vehicle Logs, Chain of Custody
records
Originating
Department
2 7 7 MAX1 CA - GC 34090 (2Y)
Logs: Dispatch and
daily
Logs created by City or received from outside
agencies reflecting use of City resources. AKA
Dispatch Logs, Court - Daily Schedule, Daily
accounting of calls-for-service and initiated
activities by officers and PST's, Daily Activity
Records, Officers Daily Logs, Subpoena Log
Book, Fire Vehicle Check Sheets, Meeting
Room Reservations, Dispatch Incident/Status
Cards (0bsolete).

Originating
Department
AC+3 AC+2 AC+3 MAX1 CCP340.5
Logs: Historical May Include journals, diaries, logbooks, detail, records (i.e., seismic) day books and rosters
documenting a significant event in the City or
impact on City assets/personnel.

Those logs determined to have historic value
such as documenting a significant event.

Historical See policies
and procedures
for determining
historic value
City Clerk 0 PERM PERM MAX3 NONE - No Legal Requirement AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 38 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
112
113
114
115
116

B C D E F G HIJ K
Logs: Sewage,
Water, Treatment
A document listing activities, items, individuals
and noting the same information about each
entity. Includes journals, diaries, logbooks,
detail, records (i.e., water flow, testing,
sampling) day books and rosters, chain of
custody logs.

Vital Subject to audit.

Review for
historical value
Water AC5 AC+10 AC+10 MAX1 CA - CCP 338 - (LA3Y)
CA - CCP 338.1 - (LA5Y)

CA - CAL OSHA
US - 40 CFR 122.21 - (3Y)
US - 40 CFR 122.41 - (3Y)
US - 40 CFR 141.155 - (3Y)
US - 40 CFR 261.32 - (3Y)
Maintenance: Motor
Vehicles
Records documenting the maintenance
performed on motor vehicles.

AKA Fleet, Vehicle Maintenance Records,
Inventory of Vehicles & Assignments,
Speedometer Calibration Certificates.

Originating
Department
LOE+2 LOE+10 LOE+10 MAX1 CA 900-0020-00 190
Maintenance:

Equipment
Service requests, supporting documentation for
equipment, including work orders and graffiti
removal.

AKA Field Operations, Pool Cleaning, Daily
Operations. Stations - Sewer Devices,
Maintenance, Respiratory Testing Kits,
Traffic/Electrical Footage, Pest Control,
Pesticide Certificates, Elevators, Radar
Calibration Records.

Excludes motor
vehicles
Originating
Department
2 ACT+3 ACT+3 MAXACT GC34090
Maintenance:

Facilities and
Infrastructure
Requests, supporting documentation for
structures or infrastructure; buildings,
waterlines, water pipe and sewer lines, streets,
etc. AKA Roof maintenance, sewer
treatment plant infrastructure, street
maintenance, structure painting, pier
maintenance, waterfront improvements,
infrastructure maintenance.

Originating
Department
2 ACT+3 ACT+3 MAXACT GC34090
Maps and Plats Engineering & field notes and profiles; crosssection of roads, streets, right-of-way, bridges; may include annexations, parks, tracks, block,
storm drains, water easements, bench marks,
trees, grading, landfill, fire hydrants, base maps,
tenant maps, GIS data, monuments.

Vital Public
Works -
Engineering
LI PERM PERM MAX1 CA - CCP 337.15 - (LA10Y)
CA - GOV 34090d - (2Y)
CA - HSC 19850 - (LI)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 39 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
117
118
119
120
121

B C D E F G HIJ K
Marketing/
Advertising/
Publicity
Records related to planning advertising, etc.

Includes trade shows and records related to
marketing and promotion activities. Lists
detailing current prices for products and
services, records documenting sales,
brochures, catalogs and price lists.

Originating
Department
0 ACT+1 ACT+1 MAXACT CA - GOV 34090d - (2Y)
Master Chart of
Accounts
Listing of the account names and codes used in
the accounting system.

AKA Master Chart of Accounts, Master Chart of
Accounts, CPO Reports
Vital Financial
Services
6 PERM PERM MAX1 CA - HSC 19850 - (LI)
Master
Plans/Strategic
Plans
Report describing long range program or major
projects planning and goals of the City.

Includes strategic plans.

Includes Land Use Master Plan, Solid Waste
Strategic Plans, General Plan, General Plan
Elements & Amendments, Local Coastal Plan,
Etc.

Historical See also "Land
use /
Development
Files"
Originating
Department

LOA PERM PERM MAXACT
Meeting Minutes:

Advisory Bodies
For meetings NOT City Council / Legislative
body related:

Meeting minutes, recording the decisions made
or actions taken during the meeting.

Review for
historical value
Originating
Department
2 AC+10 AC+10 MAX1 GC-34090
Meeting Minutes:

Council / Legislative
Bodies
Records regarding meeting minutes, special
meeting notices, including original summaries
and Action Minutes. Includes actions and
decisions of the City Council, Planning
Commission, Community Development
Commission, District Board of Directors,
Manufactured Homes Fair Practices
Commission, Library Board of Directors,
Historical Preservation Advisory Commission,
Building Authority, and other legislative bodies.

City Clerk PERM PERM PERM MAX3 GC-34090(e)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 40 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
122
123
124
125

B C D E F G HIJ K
Newspaper/
Magazine Clippings
Copies of articles about the City appearing in
newspapers or magazines related to important
activities or milestones & copies of published
articles describing City events.

See also -
"Public
information".

Review for
historical value.

Originating
Department
0 2 2 MAX1 NONE - No Legal Requirement
Oaths of Office Elected Officials, & employees, Boards & Commission members.

City Clerk 2 TERM+2 TERM+2 MAXACT CA - GC 34090 (2Y)
Payroll Records related to the accounting for payroll,
including payroll batch sheets, payroll records,
payroll garnishment accounting, payroll
garnishment orders, payroll registers &
timecards/timesheets, Form 1099, W-9, W-2, W4.

AKA Employee Time Sheets, Salary
Garnishment Records, PERS Payroll Listings,
Payroll Registers, Tax - Employment, Comp
Time/Shift Swap Request Forms, Watch
Assignment / Timekeeping Records.

Vital,
Confidential
Financial
Services
5 7 7 MAX3 CA - CCR 1085-2 (c) - (5Y)
CA - GOV 12946 - (2Y)
CA - LAB 226a (3)
CA - LAB 1174 - (3Y)
CA - LAB 1197.5 - (LA2Y)
CA - UIC 1132 - (LA3Y)
US - 26 USC 3301-3311 - (4Y)
US - 26 CFR 31.6001 (CY+3Y)
US - 26 CFR 31.6001-1 (4Y)
US - 26 CFR 301.6501 - (CY+3Y)
US - 29 CFR 516.5 - (3Y)
US - 29 CFR 516.6 - (2Y)
US - 29 CFR 1620.32 - (2Y)
US - 29 CFR 1627.3 - (3Y)
Permits Records of applications and rights obtained
from government permitting certain business
activities. Includes building permits,
environmental permits, & zoning permits.

Includes associated documents that pertain to
the permit, etc.

AKA Administrative Construction Permits,
Licensing, Building Applications & Permits,
Industrial Waste Discharge Permits (Issued by
Water Resources Board), Sales Tax Licenses
(Issued by State), Taxi Cab Applications,
Parking Permits.

May be
confidential
Review for
historic value -
See also "Land
Use",
"Environmental"
or "Permits:

Transitory"
Originating
Department
PERM PERM PERM MAXACT GC34090a
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 41 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
126
127
128
129

B C D E F G HIJ K
Permits: Transitory Permits and permitted actions of limited duration. AKA Business Licenses, business
application background check information, Use
of Fire Hydrants, Sign Permits, Alternate Sign
Permit Files, Special Events Permits, taxi/tow
truck inspections
Originating
Department
2 ACT+2 ACT+2 MAX1 GC34090
Personnel Selection Records related to hiring employees. Includes rejected applications, job announcements and
records documenting hiring for temporary
employees.

Note: Applications for hired employees go into
the Personnel File and are not part of this
group.

AKA Testing, Exams, Personnel Exams.

Human
Resources
3 3 3 MAX1 GC 34090 (2Y)
GC 12946 (2Y)
29 CFR § 516.5 (3Y)
29 CFR § 1602.31 (CU2Y)
29 CFR § 1627.3(a) (1Y)
Photographs Hard copy original, Digital or best available copy or negatives of events significant to the City.

AKA Aerial photographs, digital photographs
Historical See also
"Recorded
Media" Record
Series.

Originating
Department
0 PERM PERM MAXACT NONE - No Legal Requirement
Plans/Policies/Proc
edures: Internal
Includes directives, disaster recovery plans,
emergency action plans, policy statements,
procedure manuals, and table of organization,
Council Policies.

AKA Standard Operating Procedures (SOP's),
Retention Schedules, Administrative Directives,
Administrative Manuals, Disaster Plans,
Affirmative Action Plans, Employee Manuals,
Performance Standards, Procedures Manuals,
Policy Manuals, SWAT Operations Manual,
General Orders, Rules & Regulations.

Review for
historical value
Originating
Department
ACT+10 ACT ACT+10 MAXACT CA 34090 (2Y)
45 CFR 164.316 (10Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 42 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
130
131
132

B C D E F G HIJ K
Programs An organized set of activities directed toward a common purpose or goal that an agency
undertakes or proposes to carry out its
responsibilities. A mechanism for conveniently
and uniformly identifying and organizing the
City's activities and services. AKA: Affirmative
Action Program, Affordable Housing Program,
Literacy Program, Senior Activities, DARE
Program, Storm Water Program, Summer
Youth Program, Sister Cities Program, Clean
Water Program, Records Management
Program, Document Imaging Program, Safety
Programs, Educational Programs for
employees, Manufactured Homes Rent Control
Program; Vacation Rentals.

Review for
historical value.

Originating
Department
ACT+10 PERM ACT+10 MAXACT CA 34090 (2Y)
45 CFR 164.316 (10Y)
Projects - General Records related to activities of limited duration (defined start and end date) as opposed to
activities of an ongoing nature. Can include a
wide variety of documents gathered for
reference on any special project.

Projects that create an asset after close of
project will take on the retention of the asset.

AKA: Capital Improvement Projects, Project
Manager's Files, Projects Files, Relocation
Projects: General.

Review for
historical value.

For
Development
Projects - see
also "Land Use"
Originating
Department
2 AC+5 AC+6 MAXACT GC34090
Projects - Long
Term
Records related to activities of extended
duration (undefined end date). Can include a
wide variety of documents gathered to define or
manage the project. Includes feasibility studies.

Projects that become programs or an asset
after close of project will take on the retention of
the program or asset, I.E. Public Art
Review for
historical value.

For
Development
Projects - see
also "Land Use"
2 AC+5 AC+6 MAXACT GC34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 43 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
133
134
135
136
137

B C D E F G HIJ K
Property
Documents
Records documenting ownership of property,
includes Title Reports, Title Policies, deeds, etc.

Vital See also "Real
Property"
City Clerk 2 PERM PERM MAXACT GC34090
Public information informational materials related to City activities and special events. AKA: Special events such
as sports, summer camps, educational
materials, flyers and press releases.

Originating
Department
2 ACT+2 ACT+2 MAXACT GC34090
Public Records Act
Requests
Requests & responses to Public Records Act
request for City records, including all back-up
documentation.

AKA PRA requests, Freedom of information Act,
FOIA,
Originating
Department
CY+2 CY+2 CY+2 GC34090
Publications Records produced while preparing official City publications and finished product. Working
papers include the release to use artwork and
must be retained to document the right to use
the material.

AKA Palm Springs Quarterly Magazine, Palm
Springs Annual Report.

Review final
publication for
historical value.

Originating
Department
5 5 5 MAX1 Per GC50110, 3 copies of each
publication are to be submitted to
State Archives for retention.

GC34090
Purchase Orders Records of purchasing including approved bids or quotes.

See also
Accounts
Payable
Procureme
nt
ACT+10 ACT ACT+6 MAXACT CA - CCP 315 - (LA10Y)
CA - CCP 337 - (4Y)
CA - CCP 337.15 - (LA10Y)
CA - CCP 343 - (4Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001-1 -
(CY+4Y)
US - 26 CFR 301.6501 - (CY+3Y)
US - 40 CFR 70.6 - (CL+5Y)
US - 40 CFR 122.21(p) - (3Y)
US - 40 CFR 122.41(j) - (3Y)
US - 49 CFR 107.504 - (CL+2Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 44 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
138
139
140
141

B C D E F G HIJ K
Purchasing
Administration
Records requesting the purchase of goods or
services.

AKA Requisitions, Stores Requisitions,
Purchase Order Change Requests.

Procureme
nt
0 3 3 MAX1 NONE - No Legal Requirement
Real Property:

Acquisitions /
Divestitures /
Annexations
Records related to the acquisition of or
divestiture of City real property. Supporting
documents regarding the sale, purchase,
exchange, lease or rental of property by City.

May include records of acquisitions,
annexations, divestiture and reorganizations
including workpapers and due diligence. Also
includes tax records of acquisitions, divestiture
and reorganizations including workpapers,
parking validation receipts, and due diligence.

Vital See also
"Property
Administrative
Files" or
"Capital Assets"
series
Originating
Department
PERM PERM PERM MAXACT CA - CCP 337.15 - (LA10Y)
CA - GOV 34090 - (2Y)
US - 26 CFR 31.6001 - (CY+3Y)
US - 26 CFR 301.6501 - (CY+3Y)
Recorded Media Recorded media, including negatives, DVD's, CD's, blogs, instant messaging, microform,
webpages, optical images, electronic records,
meeting recordings, slide presentations &
speeches, audiovisual and any current or future
media formats.

See also
"Photographs"
Record Series
Review for
Historical Value
Originating
Department
0 ACT+2 ACT+2 MAXACT Final Retention Requirement to
be determined by retention period
based on the content or subject
of the information
Recorded Media:

Historical
Original or best available copies of recorded
media, including negatives & digital files that
depict significant events in the City's
development or document an historical event.

May consist of items recovered from other
records series that have reached their
maximum retention period.

AKA Displays, Aerial Photographs, exhibits, City
Infrastructure/project proposals (accepted
and/or rejected).

Historical City Clerk 0 PERM PERM MAXACT None - No specific Reference - Retention based on subject
matter or content
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 45 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
142
143

B C D E F G HIJ K
Records
Management
Activities
Records related to Records Management
activities, including procedures, application of
the records retention schedule, and certificates
of destruction. Includes Records Management
database(s) which includes all history, up to and
including final disposition. AKA: Accession
Files, Requests for Records Series Review,
Records Destruction Notices, Records Transfer
Lists.

Note: Records Retention Schedule is NOT in
this group.

See also
"Programs" or
"Plans, Policies/
Procedures"
City Clerk 2 PERM PERM MAX1 GC34090
Reference Material Documents published by outside organizations, used for reference, study and research. Usually
library-type (published) documents (i.e., books,
technical journals, periodicals) or reference
materials kept only until superseded by the next
edition. From external sources. Also includes
handouts, handbooks, flyers, announcements,
detail and summaries of other documents, FBI
Wanted Posters, TIP Bulletins, Security Guard
Agencies, Intelligence Operations Bulletins.

Applies to City internal use, not Public Library
Collection.

Cross
reference:

Code Books
Originating
Department
0 SUP SUP MAXACT NONE - No Legal Requirement
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 46 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
144
145

B C D E F G HIJ K
Reports: Financial Records relating to financial, fiscal and monthly reports. May include worksheets,
spreadsheets, analysis and report of financial or
investment results.

AKA Deferred Compensation Reports,
Statistical Reports, Labor Distribution Report,
Fiscal Agent, Fiscal information Financial
System Reports - Prior System, Check/Warrant
Registers, Monthly Health Plan Claims Reports,
Capital Outlay/Non-Capitalized Inventory,
Summary Capital Outlay/Non-Capitalized
Inventory, Cash Disbursement Registers, Cash
Receipts Register, Monthly Cash Receipts
Register, Check Registers: Bi-Monthly Approved
Registers, Cost Sharing Transfer Journals,
Department Expenditure Summary,
Departmental Expenditure Statement,
Department/Program Expenditure Summary,
Department/Program Revenue Summary,
Department Revenue Summary, Fund
Expenditure By Department,
Department/Program Expenditure Summary,
Fund Expenditure Summary, Fixed Assets
Reports, General Administrative Costs Report,
Cash R/D Summary, Programmatic Cost
Transfers Report, Summary of Programmatic
Costs Transfers, Fund Revenue Summary,
revenue - Expenditure Analysis, Subaccount
Expenditure Detail, Summary of Subaccount
Expenditures, Vendor Lists, Voucher Paid
Registers, Prepayment Registers, Outstanding
Purchase Orders, 1099 Reports by Vendor
Does not
include
Comprehensive
Annual
Financial
Report, see
"Reports:

Financial,
Historical"
Financial
Services
6 7 7 MAX1 26 CFR 1.6001-1/08
Reports: Finance,
Historical
City maintains the following reports as
permanent for historical research purposes:

Comprehensive Annual Financial Report,
Expenditure Ledger Detail & Summary,
Revenue Reports - Detail & Summary, Vendor
Registers, Annual Reports to State Comptroller.

Historical Financial
Services
6 PERM PERM MAX1 GC34090.5
26 CFR 1.6001-1/08
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 47 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
146
147
148

B C D E F G HIJ K
Reports: General Records generated internally and periodically, relating to the status or progress of routine
activities. May reflect daily activities, ad hoc
reports created for one-time use in response to
a specific query or project.

AKA Monthly Reports, activity reports
Originating
Department
0 CU + 5Y CU + 5Y MAX1 No Regulatory Requirement.

Operational 3 - 5 Years
Reports: Technical Technical or management reports based on studies or research commissioned or performed
by the City, the completed report or study. May
include backup material required to justify the
findings, recommendations, or actions.

AKA Statistics, Statistics - Daily, Statistics,
Crime Analysis, Clean Water Annual
information, Staff or equipment Turnovers,
Conductivity, Sewer Devices, Waste
Management, Storm Water Records, Solid
Waste Turnover, Water Regulations, Sludge
Reports, NDPS Reports, Conductivity Profile,
Inspection Reports, Studies of Sand, Air
Pollution Control District; Traffic Counts,
Monthly Traffic, Traffic Statistics.

Review for
Historical Value
Originating
Department
2 SUP+5 SUP+5 MAXACT GC34090
Safety Internal records related to the prevention,
investigation and handling of accidents,
including safety inspections, safety
investigations, investigation of employeeinvolved vehicle accidents.

AKA Facility Reviews, Accident Records,
Accident & Safety Records, Ergonomic issues,
Accident Review Board files, Compliance
Inspections, Accident Review, Employee Safety
Training
Review for
Confidential
Content See
also "Workers
Compensation"
Originating
Department
2 6 6 MAX1 GC34090
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 48 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
149
150
151
152

B C D E F G HIJ K
Sales Tax License License to collect sales tax. Issued by the State to Redevelopment, airport facility, and District
Financial
Services
ACT+5 ACT ACT+5 MAXACT 26 CFR 301.6532-2 (LA5)
Section 8 Housing:

General
Applies to all financial and programmatic
records, supporting documents, statistical
records, and other records of grantees or
subgrantees.

Includes/AKA: Drops, Accounting specifically
related to Section 8, Intake, Participant Files,
Port Outs, Drops/Recertifications, Tenant Files,
Family Self Sufficiency Files, Housing
Assistance Program/Payment Lists, Housing
Assistance Payment Program/Section 8 Files.

Confidential Neighborho
od Services
ACT+3 ACT+3 ACT+3 MAX1 CA - CCP 337.15 - (LA10Y)
Section 8 Housing:

Litigated
Where any litigation, claim, negotiation, audit or
other action involving the records has been
started before the expiration of the "Section 8
Housing: General" retention period, Includes
Section 8 cases involving PHA termination or
debt to the City.

Confidential &
Vital
See also
"Litigation/
Claims/
Grievances"
Neighborho
od Services
ACT+3 ACT+10 ACT+10 MAXACT CA - GOV 34090 - (2Y)
Security & Security
Plans
Records related to the protection of property
and information from unauthorized activities.

Includes courier authorizations, employee
clearance lists, security disturbances.

Records documenting the procedures pertaining
to security of employees, equipment, buildings,
and information.

May contain
confidential
information
See also "Plans
/ Policies /
Procedures,
Internal"
Originating
Department
0 3 3 MAX1 US - 24 CFR 84.53 - (LA3Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 49 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
153
154
155
156
157
158
159
160

B C D E F G HIJ K
Security
Recordings
Security/surveillance routine video recordings.
"Routine video monitoring" means videotaping
by a video or electronic imaging system
designed to record the regular and ongoing
operations of the departments, including mobile
in-car video systems,
jail observation and monitoring systems, and
building security taping systems.

Originating
Department
1 1 1 MAXACT US - 24 CFR 85.42(b) - (LA3Y)
Subject Files Records related to topics and issues filed by the subject of the records. May include studies,
reports and other results of research activities.

They could change to Project files if ongoing.

AKA A-Z files, General Correspondence files,
General Subject files Issues and Complaint,
Administrative Subject Files, Administrative
Subject Files.

Does not
include
Contracts &
Agreements.

Originating
Department
AC+2 AC+6 AC+6 MAX1 US - 24 CFR 511.15 - (3Y)
Surveys Engineering and Traffic Surveys per CA Vehicle
Code, Radar Surveys, and other surveys to
benchmark existing conditions.

Originating
Department
SUP+2 0 SUP+2 US - 24 CFR 511.73 - (LA3Y)
Storm Damage
Files
Files documenting storm damages and backup
material submitted to outside agencies for
reimbursement.

Review for
historical value
See also
"Historical"
series
Originating
Department
AUD+2 AUD+6 AUD+6 MAX1 US - 24 CFR 570.490 - (LA3Y)
Subpoenas Written legal order directing a person to appear in court or to produce documents or material.

City
Attorney/
City Clerk
CY+2 CY+2 CY+2 MAX1 US - 24 CFR 570.502(a)(16) -
(LA4Y)
Tax: General Tax Records and Administration and
information not covered elsewhere.

Financial
Services
6 7 7 MAX1 US - 24 CFR 582.301 - (LA5Y)
Tax: Sales & Use Sales and use tax returns and workpapers. Financial Services
2 7 7 MAX3 CA - GOV 34090 - (2Y)
Treasurer's Report Quarterly and Annual reports to the City Council outlining the City's financial investments
Historic City
Treasurer
2 PERM PERM MAXACT CA - GOV 34090 - (2Y)
AR = Annual Review CL = Closed / Completion / Final Resolution CU = Current Year ACT = Actve LIX = Life (of contract, program, asset) PERM = Permanent S = Superseded/Overwritten T = Termination Item 1BB - Page 50 City of Palm Springs Records Retention Schedule
(Police Department is a separate Schedule)
161
162

B C D E F G HIJ K
Waiver Release Forms from and Beaches,
Recreation, Library donor release forms,
Liability Release Forms, and other areas that
require use, damage or injury waiver release
forms
Originating
Department
2 ACT+3 ACT+3 MAXACT GC34090
Workers
Compensation
Records documenting occupational injuries and
claims involving workers compensation.

AKA Workers comp / safety files, closed;
Workers comp - safety - current; workers comp
/ safety files - current activity, worker's
compensation records, worker's compensation
reports
Confidential Human
Resources
30 PERM PERM MAX1 CA - CalOSHA
CA - CCP 338.1 - (LA5Y)
CA - 8 CCR 3204d - (CL+30Y)
CA - 17 CCR 30293(1) - (3Y)
CA - 22 CCR 66262.40 - (3Y)
CA - 22 CCR 66263.22 - (3Y)
US - 29 CFR 1910.1020 -
(CL+30Y)
US - 29 CFR 1910.1025 -
(CL+20Y)
US - 29 CFR 1910.1050 -
(CL+30Y)
US - 40 CFR 268.7 - (3Y)
US - 40 CFR 270 - (3Y)
US - 49 CFR 172.201 - (3Y)
US - 49 CFR 177.817 - (3Y)
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ATTACHMENT C
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DESTRUCTION PROCESS
Destruction Overview
I. Records which are due for destruction review are identified within Laserfiche, BluePrince, Application Extender, the N-Drive, SharePoint, Outlook, Tyler Munis, third party-contractors and offsite storage vendors. Any boxes in Circulation are called back. A Records Disposition Workflow is created in Laserfiche which incorporates non-Laserfiche repositories for the records that are eligible for destruction.

NOTE: The initial destruction review event in 2024 will be divided into subevents by record series, such as Administration, Contracts, Employee Files, etc.. This is due to an extended hiatus on destruction activities for most departments over the last decade.

II. For each event, a Destruction Notification memo is created by the City Clerk’s office. The Destruction Notification is addressed to the Records Liaison for that department. The Notification instructs the Records Liaison to respond by a specific due date. The response is the department's decision as to whether each record in the Notification is to be destroyed or retained. If it is to be retained, a reason must be provided.

III. The responses to the Destruction Notifications are received by the City Clerk’s office via email, or if the department is using it, Laserfiche. The City Clerk’s office tracks the responses. The City Clerk’s office assembles the Destruction Notifications and responses in a searchable .pdf format. When the response due date has passed, the City Clerk compiles a list for the City Legal Counsel to review. The City Legal Counsel reviews requests to retain longer than the retention period and may recommend a litigation hold on those and other records to protect the City’s interests.

IV. Once the City Legal Counsel returns the notated Destruction Notification to the City Clerk, the City Clerk drafts a Staff Report and a Resolution for the City Council.

V. The City Council meets. The City Council may override a department’s retain response if the reason for the Hold is not for legal purposes.

VI. The City Council minutes are received by City Clerk.

The City Clerk will do the following:
1) Note in Laserfiche any records which the City Council has decided to retain. The Manager will tag the physical records with a Hold Info temporary label and assign a future review date.
2) Edits as needed to the Laserfiche data regarding a specific carton. 3) The records approved for destruction are flagged in Laserfiche as approved.

VII. The City Clerk compiles the Destruction Authorization Report which shall Item 1BB - Page 62
comprise only those records which were approved for destruction.

VIII. The City Clerk sends the approved Destruction Authorization report to offsite storage vendors, referencing cartons of records that may now be destroyed.

IX The City Clerk sends the approved Destruction Authorization report to thirdparty contractors who manage City services on behalf of the City to remove records from those systems.

X. The City Clerk works with the Information Technology Department to delete those records on each Destruction Authorization Report from: SharePoint, the N-Drive, Application Extender, BluePrince, C-Drives, Tyler Munis and other repositories that may be used by the departments.

XI. The City Clerk schedules a “shred day” with the departments with paper records which are eligible for destruction with a vendor who will recycle the shredded paper to support the City’s sustainability policy.

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VIII. The approved destruction authorization report is returned to the City Clerk for processing. City Clerk completes the destruction process by noting the records as destroyed in Laserfiche. A pick list is then generated and the boxes are pulled off the shelves and/or the call back notices are re-sent. Any records not received back are noted. A list is generated of all records ready for destruction and picked up by the destruction vendor. The boxes and their contents will be cross-shredded and then recycled. The list of boxes destroyed will be attached to the vendor invoice to complete the destruction cycle.

IX. City Clerk informs clients of which records have been held and/ or destroyed and which have not been received back from end users.

X. Certificates of Destruction are kept for a retention period of “Life of the Legal Entity”.

XI. Call back notices for boxes on the destruction list will be sent every 30 days until the boxes are received back at City Clerk and destroyed.

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ATTACHMENT D

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ATTACHMENT E
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CITY COUNCIL STAFF REPORT
DATE: JULY 25, 2024 CONSENT CALENDAR
SUBJECT: APPROVE AN AMENDED LEASE AGREEMENT WITH THE LGBTQ COMMUNITY CENTER OF THE DESERT FOR TENANT SPACE AT 2901

EAST ALEJO ROAD FOR A FOOD BANK USE
FROM: Scott C. Stiles, City Manager
BY: Flinn Fagg, Deputy City Manager
SUMMARY:

This is a request to approve Amendment No. 1 (Amendment) to the lease agreement (Agreement) with the LGBTQ Community Center of the Desert (The Center) for tenant space at 2901 E. Alejo Road. The City entered into a lease with The Center in February 2024 to operate a food bank in Building 9 of the complex at 2901 E. Alejo Road, only to later discover that the cost of repairs to make the space habitable were in excess of the available budget. As a solution, staff is making Building 12 available to The Center, which will be ready for occupancy by September 1, 2024.

RECOMMENDATION:

1. Approve Amendment No. 1 to the Lease Agreement between the City of Palm Springs and the LGBTQ Community Center of the Desert for tenant space at 2901 E. Alejo Road, Palm Springs, California.

2. Authorize the City Manager or designee to execute all necessary documents.

STAFF ANALYSIS:

The City entered into a lease agreement with The Center for tenant space at 2901 E.

Alejo Road in February 2024. In the course of preparing the building for use by The Center, it was discovered that there were a number of maintenance issues, combined with building code compliance issues, that would make the make it impossible for use as a food bank without significant modification and expense. Due to the need to move its food bank operations by September 1st, The Center agreed to occupy Building 12 in the same complex, which can be ready for occupancy much more quickly.

Based on these changes, an Amendment has been prepared to the original agreement.

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City Council Staff Report
July 25, 2024 -- Page 2
The Center Lease Agreement
The modifications to the lease include the following:
x The Center will now occupy Building 12 instead of Building 9 at the 2901 E. Alejo Road complex.
x The term of the lease will continue to be for a period of two years but will now commence on September 1, 2024.
x The Amendment specifies that the City will make minor repairs to Building 12 (air conditioning maintenance, remove existing signage from the exterior, minor electrical revisions) so that the building is ready for The Center as of the start date.

The Center has expended $20,789.16 to date in the preparation of construction documents and associated services to prepare Building 9 for occupancy. As the City was not able to deliver the space to them, they have requested that their rent be reduced by an equivalent amount. City staff has agreed to this request, and the Amendment identifies that the rent for Building 12 shall be abated for a period of 13 months. Following the abatement period, The Center will pay the original rent amount of $1,500 per month through the end of the lease.

FISCAL IMPACT:

As noted, The Center will pay a monthly rent of $1,500 per month for the term of the agreement following the abatement period. The City will incur minor costs in preparing Building 12 for the tenant; however, the tenant will be responsible for their pro-rata share of utilities and will be responsible for minor maintenance during the course of the lease.

REVIEWED BY:

Deputy City Manager: Flinn Fagg
City Attorney: Jeffrey S. Ballinger
City Manager: Scott Stiles
ATTACHMENTS:

A. Amendment No. 1
B. Signed Lease Agreement
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ATTACHMENT A
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-1-
AMENDMENT NO. 1 TO

AIRPORT LEASE AGREEMENT

WITH LGBTQ COMMUNITY CENTER OF THE DESERT
This Amendment No. 1 to the Airport Lease Agreement (“Amendment”) for is made and entered into as of July 25, 2024 (“Effective Date”) by and between the City of San Bernardino, a charter city and municipal corporation (“City”) and LGTBQ Community Center of the Desert, a California nonprofit corporation (“Tenant”). City and Tenant are sometimes referred to herein individually as a “Party” and collectively as “Parties.”

RECITALS
A. WHEREAS, the City and the Tenant have entered into an agreement, dated , for the purpose of leasing property from the City in order to operate a community food bank (the “Original Agreement”).

B. WHEREAS, the Parties now desire to amend the Original Agreement in order to alter the term of the Original Agreement, alter the Leased Premises, and provide for an abatement of rent in return for improvements made on the Leased Premises.

NOW, THEREFORE, in consideration of the above recitals and the mutual covenants, conditions, and promises contained in the this Amendment No. 1 and the Original Agreement, the Parties mutually agree as follows:

AGREEMENT

1. Incorporation of Recitals. The recitals listed above are true and correct and are hereby incorporated herein by this reference.

2. Replacement of Exhibit “A” of the Original Agreement. Exhibit “A” of the Original Agreement shall hereby be replaced with Exhibit “A-1” attached hereto and incorporated herein by this reference. From the Effective Date of this Amendment, all references to Exhibit “A” in the Original Agreement shall refer to Exhibit “A-1”.

3. Amendment to Section 2.2 of the Original Agreement. Section 2.2 of the Original Agreement shall be amended in its entirety to read as follows:
“2.2 Acceptance of Leased Premises. With the exception of removing the lettering on the outside of the Leased Premises, the maintenance of the air conditioning system, and the removal of specified electrical components within the Lease Premises, Tenant hereby accepts the Leased Premises in the condition existing as of the date hereof. Tenant hereby agrees that the Leased Premises are in a good and tenantable condition and acknowledges that it has inspected the Leased Premises and common areas of the Airport to its satisfaction and acknowledges that City is not obligated to make any repairs or alterations to the Leased Premises or common areas.”
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4. Amendment to Section 3.1 of the Original Agreement. Section 3.1 of the Original Agreement shall be amended in its entirety to read as follows:
“3.1 Original Term. The original term of this Agreement shall be for two (2) years, commencing on September 1, 2024 (the “Commencement Date”) and ending at on August 31, 2026 (“Original Term”), unless sooner terminated in accordance with this Agreement.”

5. Addition of Section 4.1(a) to the Original Agreement. Section 4.1(a) shall be added to the Original Agreement to read as follows:
“(a) Rent Abatement. In return for previous expenses spent by Tenant related to the original Leased Premises, City agrees to abate the monthly rent for the period of September 1, 2024 through October 31, 2025 (the “Abatement Period”).”

6. Full Force. Except as amended by this Amendment No. 1, all provisions of the Master Agreement, including without limitation the indemnity and insurance provisions, shall remain in full force and effect and shall govern the actions of the Parties under this Amendment No. 1.

7. Electronic Transmission. A manually signed copy of this Amendment No. 1 which is transmitted by facsimile, email or other means of electronic transmission shall be deemed to have the same legal effect as delivery of an original executed copy of this Amendment No. 1 for all purposes. This Amendment No. 1 may be signed using an electronic signature.

8. Counterparts. This Amendment No. 1 may be signed in counterparts, each of which shall constitute an original.
[SIGNATURES ON FOLLOWING PAGE]

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-3-

SIGNATURE PAGE FOR
AMENDMENT NO. 1 TO THE AIRPORT LEASE AGREEMENT

BY AND BETWEEN THE CITY OF PALM SPRINGS AND LGBTQ

COMMUNITY CENTER OF THE DESERT
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first written above.

TENANT:

By: _____________________________ By: _____________________________ Signature Signature
(2nd signature required for Corporation)
CITY OF PALM SPRINGS:

APPROVED BY CITY COUNCIL:

Date: _______ Item No. ________
APPROVED AS TO FORM: ATTEST:

By: _____________________________ By: _____________________________ City Attorney City Clerk
APPROVED:

By: _____________________________
Scott Stiles
City Manager

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EXHIBIT “A-1”

DESCRIPTION/DEPICTION OF LEASED PREMISES
[ATTACHED]
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ATTACHMENT B

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