Municipal Schedule 1
Administrative Records - Active

 

 

Administrative and Fiscal Operations Grant Files Reports (MUN 1-10)

These are reports on the administrative and fiscal operations of federal or state funded programs compiled on a monthly, quarterly, or semi-annual basis. It also includes supporting documentation.

Retention

Retain for 5 years after completion of all applicable audits and then destroy.

(Approved 06/1997)

 

Census Information Files (MUN 1-3)

These files contain copies of U.S. Census Bureau forms completed by municipalities on government employment and tax revenues. They are used to compile state and national statistical reports, meet the requirements for Federal Revenue Sharing, and to make financial information available to the public.

Retention

Retain for 3 years and then destroy.

(Approved 03/1988)

 

Community Development Block Grant Administrative Records (MUN 1-47)

These files document the administration of projects funded under the Community Development Block Grant program (CDBG). These projects include both direct grants and re-grants. The records include the preliminary reports, audits, certificates, maps, and related correspondence. Under the federal guidelines, agencies are required "to maintain records in sufficient detail to demonstrate compliance with the provisions" concerning affirmative action, labor and environmental standards (24 CFR 570.611(f) (1993)).

Retention

Retain for 3 years after end of grant period and then destroy.

(Approved 12/1997)

 

Community Development Block Grant Application Records (MUN 1-48)

These files document the application and completion of projects funded under CDBG funds. These projects include both direct grants and re-grants. The files include the initial application, and all final reports.

Retention

Permanent.

(Approved 12/1997)

 

Constitution and Bylaws (MUN 1-17)

These are the constitution and bylaws of municipal governing/advisory boards. They establish the organization and operational procedures for the board. They usually include date of adoption and amendments, description and purpose of board, membership, description and responsibilities of board's positions, meeting frequency, voting procedures, explanation of what constitutes a quorum, and the establishment of procedural rules (e.g., Robert's Rules of Order, etc.).

Retention

Permanent. May be transferred to the State Archives after disbanding of committee.

(Approved 12/1996)

 

Feasibility Studies (MUN 1-11)

These are studies conducted before the installation of any significant technology or equipment. They include specific studies and system analyses for the initial establishment and major changes of these systems.

Retention

Retain for 5 years after completion of study and then destroy.

(Approved 06/1997)

 

Notary Bond Files (MUN 1-34)

These files document municipal employees providing service to municipal agencies as notaries public. They include valid certificates, copies of bonds, and any related correspondence.

Retention

Retain for 1 year after expiration or renewal of bond and then destroy.

(Approved 12/1996)

 

Policy and Procedure Case Files (MUN 1-37)

These files contain records related to policy and procedure issuance which document their formulation. Includes issuances related to routine administrative functions (e.g., payroll, procurement, and personnel).

Retention

Retain for 2 years after being superseded and then destroy.

(Approved 12/1996)

 

Unsuccessful Grant Application Files (MUN 1-43)

These files document the rejection or withdrawal of grant applications. They include memoranda, correspondence, and other records relating to the decision to reject the grant proposal.

Retention

Retain for 3 years after rejection or withdrawal and then destroy.

(Approved 12/1996)

 

↑ to top

Page Last Updated April 6, 2017 .