Utah Department of Administrative Services

Division of Archives & Records Service

Tooele (Utah). City Council

28473--Closed meeting minutes
28484--Ordinances
28467--Meeting recordings
5010--Minutes

AGENCY: Tooele (Utah). City Council

SERIES: 28473
TITLE: Closed meeting minutes
DATES: 2005-
ARRANGEMENT: Chronological by meeting date.

DESCRIPTION: These are the minutes of regular, special, and emergency meetings of official municipal committees, boards, and task forces. UCA 52-4-7(1) (2009) requires that written minutes be kept of all open meetings. These minutes shall include: "the date, time and place of the meeting; the names of members present and absent; the substance of all matters proposed, discussed, or decided, and a record, by individual member, of votes taken; the names of all citizens who appeared and the substance in brief of their testimony; and any other information that any member requests be entered in the minutes." Minutes are also required to be kept for all closed meetings in accordance with UCA 52-4-7(2) (2010) and to include: "the date, time and place of the meeting; the names of all others present except when such disclosure would infringe on the confidence necessary to fulfill the original purpose of closing the meeting." They may also include an official agenda. (See also Internal committee records).

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Microfilm master: Retain in State Archives permanently with authority to weed.

M-Disk: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 13.

This series has permanent historical value as documentation of business handled and decisions made by the city council.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Controlled. Utah Code 63G-2-305(32)(2008)


AGENCY: Tooele (Utah). City Council

SERIES: 28484
TITLE: Ordinances
DATES: 1853-
ARRANGEMENT: Chronological by year, thereunder by adoption date or ordinance number.

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 (1977). 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

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office permanently or until administrative need ends and then transfer to State Archives with authority to weed.

Microfilm master: Retain in State Archives permanently with authority to weed.

M-Disk: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 19.

This series has permanent historical value as documentation of the legislative actions of the city council.

PRIMARY DESIGNATION

Public


AGENCY: Tooele (Utah). City Council

SERIES: 28467
TITLE: Meeting recordings
DATES: 1965
ARRANGEMENT: Chronological by meeting date.

DESCRIPTION: Audio or video recordings which document what transpired at committee and board meetings, conferences, and administrative hearings. They are usually used to create official minutes. UCA 52-4-203 requires that "written minutes shall be kept of all open meetings." UCA 52-4-206 states a public body that closes a meeting "shall make a recording of the closed portion of the meeting; and may keep detailed written minutes that disclose the content of the closed portion of the meeting." The recording is the official record of a closed meeting, and may not be transcribed for the purposes of retention. Open meeting recordings are public records and "shall be available to the public for listening within three business days after the end of the meeting" [UCA 52-4-203 (4)f].

RETENTION

DISPOSITION

.

FORMAT MANAGEMENT

Audiotapes: Retain in State Archives permanently with authority to weed.

APPRAISAL

Historical

The recording in this series has permanent historical value as a rare surviving example of a recording of a city council meeting of its time period.


AGENCY: Tooele (Utah). City Council

SERIES: 5010
TITLE: Minutes
DATES: 1853-
ARRANGEMENT: Chronological by meeting date.

DESCRIPTION: These are the minutes of regular, special, and emergency meetings of official municipal committees, boards, and task forces. UCA 52-4-7(1) (2009) requires that written minutes be kept of all open meetings. These minutes shall include: "the date, time and place of the meeting; the names of members present and absent; the substance of all matters proposed, discussed, or decided, and a record, by individual member, of votes taken; the names of all citizens who appeared and the substance in brief of their testimony; and any other information that any member requests be entered in the minutes." Minutes are also required to be kept for all closed meetings in accordance with UCA 52-4-7(2) (2010) and to include: "the date, time and place of the meeting; the names of all others present except when such disclosure would infringe on the confidence necessary to fulfill the original purpose of closing the meeting." They may also include an official agenda.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office permanently or until administrative need ends and then transfer to State Archives with authority to weed.

Microfilm master: Retain in State Archives permanently with authority to weed.

M-Disk: Retain in State Archives permanently with authority to weed.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 13.

This series has permanent historical value as documentation of the business and decisions handled by the city council.

PRIMARY DESIGNATION

Public. UCA 52-4-7(3)(2008)

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(32)(2008)