Utah Department of Administrative Services

Division of Archives & Records Service

Municipal Schedule 18 Clerk's Records

 

 

Annexation Files (Item 18-1)

These files document the annexation of property into municipal boundaries. They usually contain correspondence, citizens' petitions, maps, and the official annexation action approved by City Council (UCA 10-2-401 to 422 (1997)).

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 12/96)

 

Appointment Files (Item 18-2)

These files document the appointment of persons to advisory boards and committees established by the City Council or Mayor, usually by resolution, or policy and procedure. These files may include letters of recommendation, letters of appointment, resumes, and related correspondence.

Retention

Permanent. May transfer to the State Archives with the authority to weed.

Suggested Primary Designation

Public.

(Approved 12/96)

 

Campaign Financial Disclosure Statement Files (Item 18-3)

These are financial statements required by law to be completed by municipal candidates in accordance with UCA 10-3-208 (1997). Each candidate for municipal office is required to report their itemized and total campaign contributions and expenditures at least once within two weeks before the election. The financial report must identify each contribution over $50, the donor's name, and amount; and for each expenditure, the name of the recipient, and the amount of the expenditure. An ordinance should be adopted by each first and second class city and each third class city having a population of 10,000 or more, establishing campaign finance disclosure requirements for candidates for municipal offices.

Retention

Permanent.

Suggested Primary Designation

Public.

(Approved 12/97)

 

City Charter (Item 18-4)

These files contain the constitution, bylaws and all amendments to city charters approved by the State Legislature (Constitution of Utah, Article XI, Section 5).

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 12/96)

 

***Council Agenda (Item 18-7) OBSOLETE

Please refer to the state schedule for Open Meeting Minutes and Public Materials. SG 1-59

 

Council Business Files (Item 18-8)

These files contain copies of documents that council received as exhibits for regular or special city council meetings. They include copies of agenda, copies of ordinances and resolutions, special reports, and related correspondence. These files are also known as Council Exhibit Files and Council Agenda Files.

Retention

Retain for 10 years or until administrative need ends, whichever occurs later and then destroy.

(Approved 03/88)

 

***Council Minutes (Item 18-23) OBSOLETE

Please refer to the state schedule for Open Meeting Minutes and Public Materials. SG 1-59

 

Deeds Files (Item 18-10)

These are the original deeds which provide evidence of city ownership of property. Includes name, addresses of grantor or grantee, description of property, date property was transferred to grantor. Usually filed alphabetically by name of property.

Retention

Permanent.

(Approved 03/88)

 

Easement Files (Item 18-11)

These files contain documents executed by property owners granting the city rights of access to their property for public works or other municipal purposes. They include the names of parties, purposes and terms of access and terms of easement. They are used to provide legal access to enter or modify private property.

Retention

Permanent.

Suggested Primary Designation

Public.

(Approved 03/88)

 

Election Ballots (Item 18-12)

These are packets of official ballots of municipal elections cast by voters. "Each election officer shall preserve ballots for 22 months after the election or until the time has expired during which the ballots could be used in an election contest" (UCA 20A-4-202(2)(a) (1997)). If the election is not contested, "after that time, destroy them without opening or examining them" (UCA 20A-4-202(2)(d) (1997)).

Retention

Retain for 22 months after the election or until time has expired during which the ballots could be used in an election contest and then destroy.

Suggested Primary Designation

Exempt:UCA 20A-4-106 and 20A-4-401 (2008).

(Approved 12/96)

 

Election Canvasses (Item 18-13)

They are the official canvass of primary, municipal, or special elections. They contain a tabulation of votes cast by combined election districts. They include the date, office, names of candidates, number of votes, and totals.

Retention

Permanent.

Suggested Primary Designation

Public.

(Approved 03/88)

 

Election Records (Item 18-14)

These include all other records and forms (excluding ballots, canvasses, and returns) required in municipal elections (UCA 20A-4-202 (1997)).

Retention

Retain for 22 months after the election and then destroy.

Suggested Primary Designation

Public.

(Approved 12/97)

 

Election Returns (Item 18-15)

These are books of tabulations counted by the election judges. They serve as the official tally of votes for municipal elections.

Retention

Retain for 22 months after the election (UCA 20A-4-202(2)(c) (1997) and then destroy.

Suggested Primary Designation

Public.

(Approved 12/97)

 

Hearings Files (Item 18-16)

These files contain information documenting hearings requested by the public for various reasons including the denial and revocation of various licenses (businesses, liquor, taxi licenses) or special hearings called by the mayor or city council. Files contain copies of transcribed minutes, related correspondence, copies of applications, reports and agenda.

Retention

Permanent.

Suggested Primary Designation

Public.

(Approved 03/88)

 

Lease Files (Item 18-17)

These files contain copies of leases, subleases, assignments of leases, and memoranda of leases for property which the city leases. They show the name and addresses of lessor and lessee; description of property; rent; purpose for which property may be used; and indicate any additional conditions or terms (determination of payment of utilities, taxes, insurance, maintenance and repair, and alterations to the property during the term of the lease), as well as any options to renew.

Retention

Retain for 4 years after contract expires (UCA 70A-2a-506 (1997)) and then destroy.

Suggested Primary Designation

Public:UCA 63G-2-301(2)(d) (2008).

(Approved 12/96)

 

Oaths (Item 18-18)

These files contain copies of signed oaths required of all officials of municipal offices, whether elected or appointed, before entering the duties of their respective offices (UCA 10-3-827 and 10-3-828 (1997)).

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 12/96)

 

Ordinances (Item 18-19)

These books contain the legislative action of city council to regulate, require, prohibit, govern, control, or supervise any activity, business, conduct, or condition authorized by UCA 10-3-701 to 715 (1997). An ordinance includes a number, a title, preamble, an ordaining clause, the body or subject of ordinance, when applicable, penalty of violation, effective date, signature of mayor or acting mayor, and municipal seal.

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 03/88)

 

Petitions (Item 18-20)

These files contain formal written petitions from citizens or municipal departments. Petitions state the issue of concern and list names and signatures of citizens requesting a particular action.

Retention

Retain for 5 years after issue resolved or final decision is made and then may be transferred to the State Archives with authority to weed.

Suggested Primary Designation

Public.

(Approved 03/88)

 

Proof of Publication Records (Item 18-21)

These files contain evidence of the publication of a document or public notification appearing in a local newspaper, usually for hearings, sale of bonds, budget, and council meetings (UCA 78-25-14 (1997)).

Retention

Retain for 6 years and then destroy.

Suggested Primary Designation

Public.

(Approved 03/88)

 

Resolutions (Item 18-22)

These are formal statements of a decision, or expression of opinion put before or adopted by the city council. They may perform the same function as an ordinance. Resolutions may include the following: establishing water and sewer rates, charges for garbage collection and fees charged for municipal services, establishing policies and guidelines, and regulating the use and operation of municipal property (UCA 10-3-717 (1997)).

Retention

Permanent. May be transferred to the State Archives.

Suggested Primary Designation

Public.

(Approved 12/96)