Utah Department of Administrative Services

Division of Archives & Records Service

County Schedule 27 Parks and Recreation Records

 

 

Class Rolls (Item 27-1)

These sheets record participation in recreational programs sponsored by the county (e.g., crafts, nutrition, exercise). The rolls are used to create monthly and annual reports and for future planning. They include program or activity title, date, and participant's name.

Retention

Retain for 1 year and then destroy.

Suggested Primary Designation

Public.

(Approved 11/95)

 

Commercial Exhibitors Applications and Contracts (Item 27-2)

These are the applications and contracts of commercial exhibitors who want to set up a booth during the county fair. The information includes name of exhibitor, how space will be used, items to be exhibited or sold, fees of contract, address, and date.

Retention

Retain for 4 years and then destroy.

Suggested Primary Designation

Public.

(Approved 11/95)

 

Construction Project Files (Item 27-3)

These project files document the actual construction for park development, park renovation, and other recreational facility improvements. They are used for reference while projects are in progress and after completion. They include final drawings of all park/recreational facility development projects along with specifications, as-built construction drawings, and related correspondence. They may also include property acquisition records including original deeds.

Retention

Permanent. May be transferred to the State Archives after park closure with authority to weed.

Suggested Primary Designation

Public.

(Approved 11/95)

 

***County Fair Board Minutes (Item 27-4) OBSOLETE

Please see schedule for Open Meeting Minutes and Public Materials. SG 1-59

 

Maintenance Complaints (Item 27-6)

These files contain a record of complaints or requests received from the general public concerning county parks and recreational facilities. They are used to verify that action was taken to resolve issues. They include date, name, phone, and address of requesting person; type of request; and comments of foreman handling request.

Retention

Retain for 2 years after resolution of complaint and then destroy.

Suggested Primary Designation

Public.

(Approved 11/95)

 

Premium Books (Item 27-7)

These books are generated for each county fair and used by exhibitors to determine entry procedures. The premium book states the types of categories for entry and the rules to win. They are sent to previous-year exhibitors and specific requesters. The information in the book includes entry dates, fees, map of fairgrounds, entry blanks, scheduled entertainers, information on contests, and classes available for entry.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 11/95)

 

Recreation Program Files (Item 27-8)

These program files document specific county sponsored recreational programs. They are used for reference in developing future programs. They include flyers of specific programs, reservation records, copies of receipts for fees paid and press releases. They also include an accounting of participants and receipt numbers.

Retention

Retain for 3 years and then destroy.

Suggested Primary Designation

Public.

(Approved 11/95)

 

Recreational Activity Release Records (Item 27-9)

This form is completed by individuals participating in county recreational activities. It is used to verify that participants have released all rights and claims for possible injuries in county recreational activities. They include individual's name, team name, sport, date, medical insurance company, and signature.

Retention

Retain for 2 years or until all litigation is resolved and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

Private:medical information

(Approved 11/95)

 

Recreational Equipment Records (Item 27-10)

These records document recreational equipment and tools loaned in connection with reserved park areas and other recreational facilities. They are used to maintain a record of location of equipment. They include name of group, name, address, phone number of person picking up equipment; date of issue; reservation date; date of return; location reserved; quantity and equipment picked up.

Retention

Retain for 1 year and then destroy.

Suggested Primary Designation

Public.

(Approved 11/95)

 

Recreational Facility Files (Item 27-11)

These files document each county recreational facility (i.e., parks, golf courses, fair grounds). They are used to maintain a record of construction and renovation projects in each facility for historical and informational purposes. They may include correspondence, architectural drawings, contracts, specifications, newspaper clippings, histories of individual facilities, and photographs.

Retention

Permanent. May be transferred to the State Archives after closure of park.

Suggested Primary Designation

Public.

(Approved 11/95)

 

Recreational Facility Maps (Item 27-12)

These maps document the layout of all parks, recreational facilities, and golf courses. They are used for planning purposes.

Retention

Permanent.

Suggested Primary Designation

Public.

(Approved 11/95)

 

Registration Records (Item 27-14)

These forms are used to register for county recreational programs. They include registrant's name, address, and telephone number; program name and date(s); parent's/guardian's name if registrant is a minor; may also include information on attendance at previous training sessions; and a signed liability waiver statement.

Retention

Retain for 2 years or until administrative need ends and then destroy.

Suggested Primary Designation

Public.

Suggested Secondary Designation

Private:home address and telephone number, social security number, medica1, information.

(Approved 11/95)

 

Reservation Records (Item 27-13)

These files contain the actual request forms submitted by the general public. They are used as a record to schedule park facilities and/or sports facilities (e.g., baseball, softball, football, soccer). The files include the request form (date of request, name of group, number of people, name, address, and phone number of requesting person, area and park requested, time, date, and amount paid).

Retention

Retain for 1 year and then destroy.

Suggested Primary Designation

Public.

(Approved 11/95)

 

Sports Teams Records (Item 27-15)

These records document the sponsorship of adult and/or youth team sport activities (e.g., baseball, basketball, volleyball, soccer, softball). They include information on teams, participants, and sponsors; assignment of umpires; regular play schedules; tournament schedules; and awards and prizes.

Retention

Permanent. May be transferred to the State Archives with the authority to weed.

Suggested Primary Designation

Public.

(Approved 11/95)

 

Supervisor's Daily / Weekly Reports (Item 27-16)

These report forms are compiled daily or weekly by each crew supervisor. They are used for budget planning and developing future plans. They include date, crew name, purpose of job, list of crew members, hours worked, pay amount per hours worked, total cost of labor, equipment used, and amount of rental equipment.

Retention

Retain for 1 year and then destroy.

Suggested Primary Designation

Public.

(Approved 11/95)

 

Ticket Stubs (Item 27-17)

These are ticket stubs for events held at county recreational facilities collected at the gate and later compared to ticket sales. They are used for verification or a check on the attendance numbers at ticketed events. They include ticket number, seat location, and a liability disclaimer.

Retention

Retain for 1 month or until administrative need ends and then destroy.

Suggested Primary Designation

Public.

(Approved 11/95)