Utah Department of Administrative Services

Division of Archives & Records Service

Municipal Schedule 13 Airport Records

 

AIR SPACE CONSTRUCTION FILES (Item 13-1)

These files contain applications (FAA Form 7460) to construct facilities which may obstruct air space affecting flights at the airport. They are required by the Federal Aviation Administration (FAA). The files contain the correspondence and applications requesting approval or denial of request. This information is placed on aeronautical charts.

RETENTION

Retain for 5 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/89)

AIRFIELD INSPECTION FILES (Item 13-2)

These files record airfield inspections made at the airport on runway conditions, fire and rescue facilities, ground vehicle control, obstructions, public protection, bird hazards, construction and other unservicable areas, wind-indicating devices, standby power system, fuel farms, lift stations and nightly inspection of lighting. The files are maintained in compliance with Federal Aviation Administration (FAA) regulations (14 CFR 139.301 (1994)). They include date, time of inspection, shift, inspector's name, a checklist of items to be checked, present condition, and action taken.

RETENTION

Retain for 5 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63G-2-305(11) (2008)

(Approved 07/89)

AIRPORT AUTHORITY BOARD MINUTES (Item 13-9)

These are the minutes of the Airport Authority Board. This board consists of seven commissioners appointed by the mayor with the consent of the city council. The board "has charge and responsibility for the planning, design, construction, operation, maintenance, administration and management of all airport properties and attendant facilities under the jurisdiction of the city" (UCA 17A-2-1502(5) (1997)). "The board shall cause written minutes of its proceedings to be kept which shall be available for public inspection in the office of the director. The board shall record in the record the yea and nay votes cast by the board with regard to any action taken by it" (UCA 17A-2-1516 (1997)).

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

AIRPORT CERTIFICATION SPECIFICATION MANUALS (Item 13-12)

This record is the Federal Aviation Authority (FAA) approved Airport Certification Specification Manual as required in 14 CFR 139.207. The manual is kept up-to-date and is submitted to the FAA for inspection upon request.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

AIRPORT MASTER RECORD FILES (Item 13-3)

The forms (5010.1) are created by the Federal Aviation Administration (FAA) to document basic information about airports and are updated as state officials inspect the airports. The records contain information on individual airports, including owner's name and address, manager's name and address, whether the airport is public or private, latitude and longitude, runway date, lighting, landing length, services, facilities, based aircraft, and operations. Also included is an Airport Layout Plan (ALP) of the airport.

RETENTION

Retain until updated or superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63G-2-305(11) (2008)

(Approved 12/97)

AS-BUILT PROJECT DRAWINGS (Item 13-4)

These as-built drawings document all construction projects including runways, cargo buildings, terminals, hangars, and remodeling projects. They serve as a record of actual construction.

RETENTION

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

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

DAILY LOG BOOKS (Item 13-5)

These daily log books are kept by inspectors and project engineers on the progress of each airport construction as required by the Federal Aviation Administration (FAA). They are used for verification purposes of what happened on a particular day.

RETENTION

Retain for 7 years after completion of project and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/89)

ENGINEERING PROJECT FILES (Item 13-6)

These are project files for all airport construction. They are used to monitor compliance of local, state and federal regulations. They include engineer's project notes, inspection reports, construction progress reports, a record of payment, drawings, project location numbers, details of project, cost of construction, requests for money to be spent, agreements, and related correspondence (14 CFR 151.53, 14 CFR 151.55 (1993)).

RETENTION

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

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

MAINTENANCE REPORT RECORDS (Item 13-7)

These files contain logs, reports, and similar records relating to the inspection, maintenance and repair of airport runways, runway lights, beacons and other ground devices maintenance records directly related to the landing and taking off from airport. Please refer to Schedule 7, Item #9 "Vehicle Maintenance Records" for the maintenance records of airport vehicles.

RETENTION

Retain for 10 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Protected:UCA 63G-2-305(11) (2008)

(Approved 12/97)

MAYOR'S REPORTS (Item 13-8)

The airport authority board is required to file with the mayor the following reports: "(1) a detailed report of all its transactions, including a statement of all revenues and expenditures, at monthly, quarterly, or annual intervals, as the mayor may prescribe; (2) on or before September 30 of each year, a report of its activities for the preceding calendar year, which report shall include a complete financial statment setting forth its assets, liabilities, income and operating expense; (3) any additional report required or requested by the mayor" (UCA 17A-2-1521 (1997)).

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

PERMITS AND CERTIFICATION FILES (Item 13-10)

These files contain permits and certifications from the Federal Aviation Administration (FAA) or other state and federal agencies and other reports, correspondence, or other documentation bearing directly on the application for the issuance or the renewal of the permit or certification.

RETENTION

Retain for 2 years after expiration and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 07/89)

RESOLUTIONS (Item 13-11)

These records are resolutions that are adopted by the legislative body of a municipality with the intent to establish an authority "which must contain a statement of intent to create an airport authority; the name of the airport authority; the time and place for a public hearing; the name of the newspaper in which the resolution will be published; a designation of the airport or airports to come under the jurisdiction of the authority; and such other information concerning the proposed authority as the legislative body deems necessary or appropriate" (UCA 17A-2-1505 (1997)).

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)