Utah Department of Administrative Services

Division of Archives & Records Service

Municipal Schedule 23 Public Works Records

 

CAPITAL PROJECT STATUS REPORT (Item 23-1)

This is a monthly report of all current capital improvement projects. The report includes information on funding (comparing amounts), extra work orders, and over-run authorizations for each project.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/89)

CLASS "C" ROAD FUNDING PROJECT FILES (Item 23-2)

These project files document the funding for Class "C" roads. CLass "C" funding is money allocated to each municipality from the Transportation Fund "under rules made by the department" (of Transportation) (UCA 27-12-23 (1997)). The files include amount of funds allocated and how they were spent for each project (man-hours, vehicle usage, and material used).

RETENTION

Retain for 3 years after claim, audit, or litigation settled and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/89)

COMPLAINT FILES (Item 23-3)

These files document complaints received and how they were responded to by the department (e.g., streets, sanitation, traffic signals). They include name and address of complainant, date received, description of problem, and action taken.

RETENTION

Retain for 2 years or until resolution of any litigation, whichever occurs later and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

CONCRETE MAINTENANCE RECORDS (Item 23-26)

These records document the replacement of concrete maintenance necessary when the municipality is responsible for damage caused by municipal vehicles (e.g. garbage trucks, snow plows) or problems caused by storm damage or other acts of nature. Maintenance may either be done by the municipality or contractors through the bidding process. These records are used for budget purposes and indicate the completion of the project. They include a card file, copies of receipts, pay vouchers, contracts, bids, correspondence, extra work orders, estimates, sketch or diagram, photographs, council district information, and proof of mailing estimate.

RETENTION

Retain for 7 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

CONSTRUCTION CONTRACT RECORDS (Item 23-27)

These records document contracts for all engineering and construction projects undertaken by the municipality. They include payment records, reports, contracts, certificates, and related correspondence.

RETENTION

Record copy: Retain for 6 years after expiration of contract and then destroy.

Duplicate copies: Retain until expiration of contract and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

CONSTRUCTION PROJECT FILES (Item 23-13)

These project files document the planning, design, and construction of municipally-owned facilities, structures or systems. They are also used for budget planning and litigation research. They include correspondence, copies of agreements, engineer's personal notes, guarantees and warranties, testing reports, reports (daily, weekly, monthly), and permits to work in the public way for municipality projects such as street drains, curb and gutter, sidewalk, paving extensions, street construction and repairs to additions to city buildings.

RETENTION

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

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

DELIVERY TICKETS (Item 23-4)

These are tickets issued by suppliers to verify delivery of supplies (concrete, road base, gravel, and topsoil). They include date, time, amount of mix received, and list of miscellaneous supplies received.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/89)

DRAINAGE MAINTENANCE AGREEMENTS (Item 23-28)

These are agreements between the municipality and canal or irrigation companies. The agreements allow water be diverted into drainage systems maintained by these companies. The municipality pays them for this service. The agreements include date, company's name and address, provisions of the agreement, payments to be made, and signatures of municipal council, and company representative.

RETENTION

Record copy: Retain for 6 years after expiration of agreement and then destroy.

Duplicate copies: Retain until expiration of agreement and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

DRAINAGE SYSTEM REPAIR LIST (Item 23-5)

This is a list of all drainage facilities in the system. It is used to prioritize which drains need maintenance. It includes size, type and condition of drainage pipe, type of clean out box, location of facility and condition, depth from flow line to top of lid on road surface and a brief description of the problem.

RETENTION

Retain until superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

DRAWINGS AND DIAGRAMS (Item 23-6)

These are drawings and blueprints of engineering "as-built" projects. They are used by the public and city personnel to establish existing information for all city locations. They include drawings of street construction, sidewalks, storm drains, waterlines, reservoirs, public facilities, and other city building projects, providing date, legend, city title, scale and actual drawings.

RETENTION

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

DRIVER AND ROUTE CHECK LIST (Item 23-7)

These files contain an annual evaluation form completed on each garbage truck driver to show driving ability and knowledge of street route. They include name of driver, date, vehicle number, route number, list of vehicle equipment to be checked before starting engine, list of items to be checked at completion of shift, results of road test, and comments concerning attitude, cooperation, route appearance, etc.

RETENTION

Retain for 2 years or until termination of driver and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/89)

ENCROACHMENT AGREEMENTS (Item 23-29)

These are agreements between the municipality and property owners allowing them to extend fences or plants (bushes and trees) within the municipal right of way. The municipality reserves the right to revoke the agreement and to require the property owner to remove the fences or plants upon request. The agreements include date, licensee's name and address, agreement terms, licensee's notarized signature, and signatures of the city council chair and city manager.

RETENTION

Retain for 6 years after contract revocation and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

EXCAVATION PERMIT APPLICATIONS (Item 23-30)

These applications are used by individuals and contractors requesting to work in the municipal right-of-way for demolitions or excavations. The application includes job address, date, owner/agent name and job address, a location description of intended excavation, size, purpose, and agreement to comply with all state laws and municipal ordinances.

RETENTION

Retain for 1 year after expiration and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

EXCAVATION PERMIT BILLINGS (Item 23-31)

These billings are sent to contractors for the inspections of excavations on the municipal right-of-way. The permits may be issued over the telephone with parties having agreements with the municipality and are then billed for inspections. The billings include contractor's name and address, date permit issued, location, inspection date, and inspection costs.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

FLOOD CONTROL PERMIT APPLICATIONS (Item 23-32)

These applications are completed by developers and homeowners requesting a permit to construct within a flood plain. They are also required for the construction of any facility or discharge of any runoff into specific municipalwide facilities. The permit provides that the structure or operation covered could be stopped, removed or destroyed by the municipality in a flood emergency and that all structures are subject to municipal inspection at permittee's cost. The applications include firm's or individual's name, address, and telephone number; proposal's description, including construction type, purpose, location (including engineering calculations, and any special conditions); grantee's signature; date; recommendations on whether request should be approved or denied; and (if approved) director's signature.

RETENTION

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

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

HIGHWAY DAILY REPORT (Item 23-33)

This daily report tracks work and materials used on specific highway projects. They are used to create monthly reports. It includes municipality name, district, section, supervisor's name, date, employees' names, number of regular and overtime hours worked per project number, specific materials and amounts per project number, and specific equipment and hours used per project number.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

INFORMATIONAL MAPS AND PLATS (Item 23-8)

These are city maps and plats for surveys and maintenance of city property and facilities. They are used for research purposes by the public, other city departments, and title companies. They include townships and range, rights-of-way, monument markers, lot measurements, street names, centerline measurements, blocks, and subdivision names.

RETENTION

Retain until superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/89)

INTERLOCAL AGREEMENTS (Item 23-34)

These are agreements between the county and municipalities within the county to provide public works services. They include date, city's name, provisions of the agreement, payments to be made, and signatures of the city and county representatives.

RETENTION

Record copy: Retain for 6 years after expiration of contract and then destroy.

Duplicate copies: Retain until expiration of contract and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

INTERSECTION CASE FILES (Item 23-9)

These files record data on all municipal streets. They are used by traffic engineers and technicians when investigating a particular intersection to determine appropriate traffic regulations. They contain traffic volume (counts taken either mechanically or manually), requests or complaints received which required a study and response concerning specific intersections and work order outline to be done at specific intersections, and a traffic accident history.

RETENTION

Retain for 7 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/89)

MATERIALS TEST RESULTS (Item 23-35)

These reports contain the results of sieve analysis and nuclear density tests on asphalt, road base concrete, and soils. They are used for conformance of specifications for approval of various materials used on municipal construction projects. Reports are also used for reference on future municipal project work. Reports include date, type of material, weight of material, amount of tests performed, and results of tests (sieve analysis results, percent of compaction, and cylinder compressive tests).

RETENTION

Retain for 5 years after project completed and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

MONTHLY WEIGHT REPORTS (Item 23-10)

This is a graph showing amount of refuse collected per day, week, month, and the percentage of time used for collection. The graph is used for budget purposes and evaluation of tonnage for each route. They include frequency of pickups at scalehouse, time estimated, arrival time, and total tonnage collected per month with average collected per truck.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/89)

PARKING METER REPAIR CARD LOG (Item 23-11)

This log shows the type and frequency of repairs for each parking meter. The cards are used for preventive maintenance and to verify parking ticket complaints. They include meter location, date, and type of repair.

RETENTION

Retain for 4 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/89)

PERMITS TO WORK IN A PUBLIC WAY (Item 23-12)

These are permits issued for private companies to work on city property ("public way") for demolitions, excavations, blasting, crane operations, barricade installations, concrete construction (curb, gutter, sidewalks), or the moving of heavy equipment. They include job address, date, name of owner/agent at job address, state license classification, diagram of work required, checklist of existing utilities and construction and traffic control.

RETENTION

Retain for 1 year after bond expires and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/89)

RESURFACING BILLINGS (Item 23-36)

These billings are sent to contractors and public utilities for resurfacing municipal roads, alleys, or other public places. Persons are required to restore the pavement surface after the completion of excavations on the municipal right-of-way. Persons doing excavation work may request the municipality to restore the surface and are then charged the costs. The billings include contractor's name and address, date, completion date, location, road width, cut width, total square footage, amount, and total balance.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

REVIEW FILES (Item 23-14)

This is a duplicate set of plans submitted by developers for subdivisions, and commercial or industrial complexes. It is used to verify compliance with ordinances and design criteria for streets and alleys. They include plans and related correspondence.

RETENTION

Retain for 3 years after completion of project and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/89)

ROUTE MAPS (Item 23-15)

These maps show sections of the municipality divided into routes for each day of the week for refuse collection. They are used to inform drivers of assigned daily route collection. They include maps of city streets divided into collection routes and numbered by truck number per day of week.

RETENTION

Retain until route changes and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/89)

SCHOOL ROUTING MAPS (Item 23-37)

These records provide school access routes for elementary, junior high, and senior high schools for school buses. The routing plans are updated yearly and are transmitted to the local jurisdiction by the school districts. The records include maps, plans, routing changes, safety concerns, and recommendations.

RETENTION

Retain for 2 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

SIGNALIZED INTERSECTION RECORDS (Item 23-17)

These records are registers, card files, and similar records providing an inventory of all traffic signs, signal equipment and the timing set-up of each signalized intersection. They are used to determine compliance with safety guidelines and as a record of changes on a historical basis. They include information concerning poles, signal head information, and signal control.

RETENTION

Retain for 2 years after signal device removed and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 12/97)

SPECIAL ASSESSMENT PLATS (Item 23-18)

These plats show the location of properties that are affected by special assessments. Plats are used for reference and for compilation of the tax roll. They include footage, actual property lines, township and range, rights-of-way, monument markers, lot measurements, blocks, subdivision names, and color coding to indicate properties being assessed.

RETENTION

Retain for 5 years after district is completed. May be transferred to the State Archives with authority to weed.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

SPECIAL EVENTS PERMITS (Item 23-38)

These applications are completed by persons requesting permits to hold special events (i.e., film crews, races, parades) on the municipal right-of-way. They include application number; event type and description; sponsoring group's name; admission fee; event date; event times; promotional agency name; contact person's name; address; and telephone number; proposed location or route; whether a fee waiver is requested; estimate number of participants and spectators; authorizing signature and date; date to appear on city council agenda; police department's and local health department's recommendations; decisions; and authorizing signatures.

RETENTION

Retain for 1 year after event and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

SUGGESTED SECONDARY DESIGNATION

Private:UCA 63G-2-302(2)(d) (2008)

(Approved 06/97)

STREET CLEANING RECORDS (Item 23-19)

These files document all street cleaning projects. They include reports, logs or similar records documenting street cleaning operations.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/89)

STREET MAINTENANCE RECORDS (Item 23-20)

These files document the repairs and maintenance work on municipal streets, street lights, and sidewalks. They include reports, logs, or similar records, completed on a daily, weekly, and/or monthly basis.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/89)

STREET NAME AND HOUSE NUMBER FILES (Item 23-21)

These files contain records relating to street dedications, street closings, the assignment and alternation of street names and house numbers and similar records. They provide official control of the naming and numbering of municipal streets and roads.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/89)

SURVEY DRAWINGS (Item 23-22)

These are drawings of new surveys and resurveys of parcels of property containing horizontal control monuments. They are computed on a state plane grid coordinate and are used as a reference for measurements and deeds research. They include monuments, state plane grid coordinates, surveyor's notes, scale, legend, and north point.

RETENTION

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

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

SURVEY FIELD BOOKS (Item 23-23)

These books contain the original field notes of survey parties' daily survey measurements. The notes are a constant source of information for design surveys, civic improvement, benchmarks, elevations, property surveys, and for updating measurements and information on atlas plats. They include survey measurements, elevations, and grade with some sketches of the area.

RETENTION

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

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 06/97)

TRAFFIC DRAWINGS (Item 23-24)

These are original drawings or area maps of streets. They are used to determine whether changes are needed in school zones, pedestrian crossings, intersections, signalized intersections, and street stripping. Drawings are used as a reference tool for the performance work.

RETENTION

Retain for 4 years after revised and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/89)

TRAFFIC SIGNAL CONFLICT MONITOR LOG (Item 23-16)

This is a log showing when each conflict monitor was serviced (a safety device that functions to avoid two opposite green lights showing at the same time). It is used for maintenance purposes. The log includes location, type of conflict monitor and date serviced.

RETENTION

Retain for 7 years and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/89)

TROUBLE CONTROL REPORT (Item 23-25)

This report is generated by telephone calls from private citizens or police departments concerning traffic signals that require repairs. Report is necessary for verification in litigation cases. It includes location, name of person reporting, date, time, report of trouble, description of trouble found, repair made, by whom, time arrived and time completed.

RETENTION

Retain for 7 years or until litigation completed and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/89)