Springdale (Utah)
25076--Council minutes25077--Ordinances
25078--Resolutions
25079--Planning commission minutes
25080--General plan
25082--Audit reports
25083--Cemetery records
25243--Zoning ordinances
30010--Board of Adjustment case files
29743--Historic Preservation Commission Agenda Meeting Minutes
29852--Payroll
29412--Budgets
AGENCY: Springdale (Utah)
SERIES: 25076
TITLE: Council minutes
DATES: 1959-1989
ARRANGEMENT: Chronological by meeting date.
DESCRIPTION: These minutes are the official record of the proceedings of regularly scheduled, special and emergency council meetings. They are adopted and approved by the council during their next public meeting. The minutes include the date, time, and meeting place; members present and absent; "the substance of all matters proposed, discussed, or decided, and record, by individual member, of votes taken; the names of citizens who appeared and the substance in brief of their testimony; any other information that any member requests be entered in the minutes" in accordance with UCA 52-4-7 (1997).
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 06/03/2003
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need is met and then transfer to State Archives with authority to weed.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
APPRAISAL
Administrative Historical
PRIMARY DESIGNATION
Public
AGENCY: Springdale (Utah)
SERIES: 25077
TITLE: Ordinances
DATES: 1978; 1995-
ARRANGEMENT: Chronological
DESCRIPTION: 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. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need is met and then transfer to State Archives with authority to weed.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in Office permanently.
APPRAISAL
Administrative Historical Legal
Ordinances have legal value because they are municipal laws. They have historical value because ongoing ordinances document changes to the law over time.
PRIMARY DESIGNATION
Public
AGENCY: Springdale (Utah)
SERIES: 25078
TITLE: Resolutions
DATES: 1967-
ARRANGEMENT: Chronological
DESCRIPTION: 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)). This includes Planning Commission resolutions, City resolutions, and Redevelopment Agency resolutions.
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need is met and then transfer to State Archives with authority to weed.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in Office permanently.
APPRAISAL
Administrative Historical Legal
Resolutions are similar to ordinances. Resolutions have legal value because they are municipal laws. They have historical value because ongoing resolutions document changes to the law over time.
PRIMARY DESIGNATION
Public
AGENCY: Springdale (Utah)
SERIES: 25079
TITLE: Planning commission minutes
DATES: 1981-
ARRANGEMENT: Chronological
DESCRIPTION: These are minutes of meetings and hearings held by the planning commission. "Each municipality may enact an ordinance establishing a planning commission" (UCA 10-9-201(1)(a)(1997)). A municipal planning commission shall "prepare and recommend a general plan and amendments to the general plan; recommend zoning ordinances and maps, amendments to zoning ordinances and maps; administer provisions of the zoning ordinance; recommend subdivision regulations and amendments to those regulations; recommend approval or denial of subdivision applications; advise the legislative body of matters as the legislative body directs; hear or decide any matters that the legislative body designates, including the approval or denial of, or recommendations to approve or deny, conditional use permits; exercise any other powers that are necessary to enable it to perform or function, or delegated to it by the legislative body" (UCA 10-9-204 (1997)).
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 03/13/2015
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need is met and then transfer to State Archives with authority to weed.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in Office permanently.
APPRAISAL
Administrative Historical
PRIMARY DESIGNATION
Public
AGENCY: Springdale (Utah)
SERIES: 25080
TITLE: General plan
DATES: 1992-
ARRANGEMENT: Chronological
DESCRIPTION: These are comprehensive plans for municipal development adopted by the city commission. "Each municipality shall prepare and adopt a comprehensive, long-range general plan for present and future needs of the municipality; and growth and development of all or any part of the land within the municipality" (UCA 10-9a-401(1) (2005)). "The planning commission shall make and recommend to the [city commission] a proposed general plan for the area within the municipality" (UCA 10-9a-403(1)(b) (2012)). The plans serve as a guide for decision-making on rezoning and other planning proposals and as the goals and policies of municipalities attempting to guide land use in local jurisdictions. The plans include "planning commission's recommendations for the development of the territory covered by the plan, and may include, among other things: (a) a land use element; (b) a transportation and circulation element; (c) an environmental element; (d) a public service and facilities element; (e) a rehabilit ation, redevelopment, and conservation element; (f) an economic element; (g) recommendations for implementing the plan, including the use of zoning ordinances, subdivision ordinances, capital improvement plans, and other appropriate actions; and any other elements that the municipality considers appropriate" (UCA 10-91-403 (3) (2012)). The plan may also include maps, plats, and charts.
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office permanently after being microfilmed.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in Office permanently.
APPRAISAL
Administrative Historical
PRIMARY DESIGNATION
Public
AGENCY: Springdale (Utah)
SERIES: 25082
TITLE: Audit reports
DATES: 1989; 1992-
ARRANGEMENT: Chronological
DESCRIPTION: These are reports prepared by external auditors examining and verifying the municipality's financial activities for the year. "The audit required for any fiscal year shall be completed within six calendar months after the close of the fiscal year" (UCA 51-2-2 (1997)). The audit is required to include "the financial statements; the auditor's opinion on the financial statements; a statement by the auditor expressing positive assurance of compliance with state fiscal laws identified by the state auditor; a copy of the auditor's letter to management that identified any material weaknesses in internal controls discovered by the auditor, and other financial issues related to the expenditure of funds received from federal, state, or local governments to be considered by management; and management's response to the specific recommendations" (UCA 51-2-3(1)(a) (1997)).
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Audit records, GRS-1727
AUTHORIZED: 10/29/2019
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years after being microfilmed and then transfer to State Records Center. Retain in State Records Center for 20 years and then transfer to State Archives with authority to weed.
Microfilm master: Retain in State Archives permanently.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in Office permanently.
APPRAISAL
Administrative Fiscal Historical
Audit reports may be used during the next audit cycle to monitor compliance with internal control program recommendations. They document agency functions and have research value.
PRIMARY DESIGNATION
Public
AGENCY: Springdale (Utah)
SERIES: 25083
TITLE: Cemetery records
DATES: 2002-
ARRANGEMENT: Alphabetical
DESCRIPTION: These books or files contain the exact location of all persons buried in the cemetery. They include plot, lot, grave location, and lot ownership record.
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Burial records, GRS-286
AUTHORIZED: 09/11/2015
FORMAT MANAGEMENT
Paper: Retain in Office permanently after being microfilmed.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in Office permanently.
APPRAISAL
Administrative Historical
PRIMARY DESIGNATION
Public
AGENCY: Springdale (Utah)
SERIES: 25243
TITLE: Zoning ordinances
DATES: 1981-
ARRANGEMENT: Chronological
DESCRIPTION: These "land use and development" ordinances provide standards for development for "land use and development" within the municipality. They have been approved by both the planning commission and the city commission. "The planning commission shall prepare and recommend to the [city commission] a proposed zoning ordinance and maps . . . The [city commission] shall hold a public hearing on the proposed zoning ordinance . . . After public hearing, the [city commission] may (a) adopt the ordinance as proposed; (b) amend zoning ordinance and adopt or reject the zoning ordinance as amended; or (c) reject the ordinance" (UCA 10-9-402 (1995)).
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office permanently after being microfilmed.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in Office permanently.
Microfilm duplicate: Retain in Office permanently.
APPRAISAL
Administrative Historical
PRIMARY DESIGNATION
Public
AGENCY: Springdale (Utah)
SERIES: 30010
TITLE: Board of Adjustment case files
DATES: 1989-
ARRANGEMENT: Chronological by year.
DESCRIPTION: These case files document the zoning activities of the Board of Adjustment. They are used to document the cases brought before the Board of Adjustment and its decisions. They contain the original application; findings and order; correspondence; and any exhibits such as plot plans or elevations.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Board of adjustment case files, GRS-655
AUTHORIZED: 08/18/2020
FORMAT MANAGEMENT
Paper: Retain in Office for 15 years and then transfer to State Archives.
APPRAISAL
Administrative Fiscal Historical Legal
These records have historical value based on their evidence of significant policy formulation and business processes of the government.
PRIMARY DESIGNATION
Public. Utah Code 63G-2-201(2)(2019).
AGENCY: Springdale (Utah)
SERIES: 29743
TITLE: Historic Preservation Commission Agenda Meeting Minutes
DATES: 1959-
ARRANGEMENT: Chronological by date.
DESCRIPTION: The Historic Preservation Commission is a public body sanctioned by the Town of Springdale to inspire an appreciation of Springdale heritage through honoring and preserving its cultural and unique history. The Commission's efforts to do meet the mission are documented in the approved minutes for each meeting. Agendas and Meeting Minutes are used as a reference for the action/non-action/discussion items that happen in each meeting. They have both administrative and historical value. Agendas and Minutes are a record of agenda items, meeting attendance, discussion of policy, project planning, and official actions (eg; Electing a chairperson and vice chairperson annually).
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years and then transfer to State Records Center. Retain in State Records Center for 0 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical
AGENCY: Springdale (Utah)
SERIES: 29852
TITLE: Payroll
DATES: 1964-
ARRANGEMENT: Chronological by year hired, thereunder alphabetical by employees last name.
DESCRIPTION: These records document employee payroll information; including cumulative salary, attendance records, position changes, earnings, deductions and other related pay records.Due to retention based on Utah Code 49-11-206 (2018) these forms must be kept for 65 years then destroyed.
RETENTION
Retain for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employee wage history records, GRS-1905
AUTHORIZED: 10/06/2019
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years and then transfer to State Records Center. Retain in State Records Center for 55 years and then destroy.
APPRAISAL
Fiscal
PRIMARY DESIGNATION
Private
AGENCY: Springdale (Utah)
SERIES: 29412
TITLE: Budgets
DATES: 2009-
ARRANGEMENT: none
DESCRIPTION: The budget is a plan for financial operations for a fiscal year. It documents the actual spending of a governmental entity and may be certified by a budget officer and filed with the state auditor.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Audited financial statements, GRS-1857
AUTHORIZED: 07/21/2017
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Fiscal Historical