Utah Department of Administrative Services

Division of Archives & Records Service

Willard (Utah)

85009--City Council minutes
59957--Cemetery records
15780--Municipal Building Authority records
16563--Ordinances and resolutions
15424--Oath of office
15425--Election records
15426--Election canvasses
15427--Election returns
15430--Resolutions (Capitol improvement plan and community development plan)
15432--Agreements (line extension and boaster pump)
15433--Contracts and agreements files (canyon line)
15434--Contracts and agreements files (Willard Bay agreement and billing)
15435--Parks files (Children's park)
15436--Reservation files (rental requirements)
15437--Investigation case files (private burns)
15439--Investigation case files
15440--Utah Emergency Medical Services (EMS) incident report
15441--Law enforcement case files
15442--Chemical analysis records (certification)
15443--DUI reports
15444--Expungements
15445--Census information files
15208--Municipal revenue bonds
15209--Bond issue files
15210--General obligation bonds
15211--Employee bonds
15212--Fidelity bonds
15213--Notary bonds
15214--Annual budget
15215--Budget background records
15216--Budget information files
15217--Tentative budget
15218--Equipment inventories
15219--Accounts payable
15220--State Treasurer's accounting statements
15221--Audit reports
15222--Bank statements
15446--General administrative records
15447--General housekeeping files
15448--General administrative records (payroll)
15449--Grant files original applications
15450--Policies and procedures
15451--Policies and procedures (personnel)
15452--Backflow Prevention Device (BPD) reports
15453--Cross connection control survey files
15454--Meter books
15455--Meter location records
15456--Bacteriological quality analyses reports
15457--Chemical/radiological analyses
15458--Water consumption reports
15459--Water treatment plant operational report
15460--Well pumping records files
15461--Environmental Protection Agency (EPA) grant files
15462--General subject files (improvement project)
15463--Council minutes
15464--Agenda (City Council)
15223--Check copy file
15224--Check register
15225--Daily cash report
15226--Deposit slips
15227--General ledgers
15228--Receipt books
15229--Warrant/check
15230--Warrant registers
15231--Annual financial report
15232--Project files (street)
15233--Informational maps and plats
15234--Informational maps and plats (parks)
15235--Permits to work in a public way
15237--Class "C" road funding project files
15240--Board of Adjustment case files
15241--Site review plans files
15465--Committee minutes (City Council)
15468--General subject files
15469--General subject files (zoning information)
15470--General subject files (council decisions)
15471--General subject files (service billings for fire response)
15472--General administrative records (drivers' insurance information)
15473--General subject files (computer programs)
15474--General subject files (emergency billings reports)
15475--General administrative records (fire department member information)
15476--General subject files (work in lieu of fine)
15242--Conditional use permit files (zoning)
15243--Conditional use permit files (excavation)
15244--Planning Commission minutes
15245--Conditional use permit files
15246--Rezoning files (applications)
15247--Subdivision review case files (applications)
15248--Rezoning files (applications)
15250--Business inspection records (fire)
15251--Business inspection records (violations)
15252--Exposure reports
15253--Utah fire incident reporting system (UFIRS)
15254--Fire run reports
15255--Hydrant maintenance records
15256--Beer license application files
15257--Business license files
15259--Administrative payroll report
15260--Budget authorization reference files
15261--Employee earnings history record file (prior wage earnings)
15262--Employee earnings history record file (job service reports)
15263--Time and attendance report files
15264--Income tax files (state and federal)
15265--Purchase orders
15266--Vouchers
15267--Insurance deduction files
15268--Retirement records
15269--Workers' compensation claim files
15270--Enforcement case files
15271--Fuel records
15272--Equipment maintenance and repair records
15273--Vehicle maintenance records
15293--Employment applications
15294--Position description files
15295--Personnel files
15296--Training records
15297--Medical and dental insurance claim files
15298--Insurance policy files
15299--Dog license files
15300--Disaster planning files (emergency hazardous data)
15301--Disaster planning files (emergency evacuation plan)
15302--Disaster planning files (emergency calling committee)
15325--Building permit files
15326--Building plans, nonresidential
15327--Building plans, public buildings (municipal)
15328--Building plans, residential
15329--Vehicle registration certificates
15330--Annexation files
15331--City charter
15333--Ordinances (City Council general ordinance book)
15334--Easement file
15335--Deeds files
15336--Contracts and agreements files
15337--Appointment files

AGENCY: Willard (Utah)

SERIES: 85009
TITLE: City Council minutes
DATES: i 1885-
ARRANGEMENT: Chronological by date.

DESCRIPTION: The city and town council minute book was created as the official record of the city council meetings. Handwritten entries were usually made by the city clerk in meetings that were held on a regular basis. Special meetings were scheduled as needed. Typical entries contain information about budgeting and finance; city ordinances; business and professional licensing procedures; police activities; and improvements in public services such as street repairs.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Microfilm master: For records beginning in 1885 through 1916. Retain in State Archives permanently.

Paper: Retain in Office permanently after being microfilmed.

Microfilm duplicate: Retain in Office permanently.

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

APPRAISAL

Administrative Fiscal Historical Legal

The city council minutes summarize the activities and concerns of the city council and document their official decisions. They are the fundamental history of town government.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 59957
TITLE: Cemetery records
DATES: 1896-1897
ARRANGEMENT:

DESCRIPTION: These are registers of names of all persons owning burial plots in the cemetery. They include deed number, date issued, name of owner, description of property, amount paid, receipt number, perpetual care record, date issued, and certificate number. This register is also called "Burial Right" Registers or Payment Records.

RETENTION

Retain Permanently.

DISPOSITION

Retain in agency custody.

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 Office permanently.

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 17, Item 2.

these records are important records to both the cemetery district and to historical research. These are the only records to whom is buried in the Willard City Cemetery. They are essential to the operation of the cemetery and are prime research tools for genealogists and family historians.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15780
TITLE: Municipal Building Authority records
DATES: 1992-
ARRANGEMENT: Alphabetical by title of project
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: Records that pertain to Municipal Building Authority that was established by ordinance in accordance with the "Utah Municipal Building Authority Act" (UCA 17A-3-901,et seq. (1995)) . It is a nonprofit corporation organized by the city as the municipal building authority solely for the purpose of acquiring, improving, or extending one or more projects and financing the costs on behalf of the city. Files include articles of incorporation, ordinance information, resolutions, minutes and general correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on the recommendation of the agency. The records series has historical value because it documents the creation, existence and duties of the Municipal Building Authority.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 16563
TITLE: Ordinances and resolutions
DATES: i 1887; 1916-
ARRANGEMENT: None

DESCRIPTION: Ordinances are laws created by the city council. They are enactments which govern and maintain the operation of the city for the peace, benefit, and regulation of the municipality. Each separate law may carry a penalty or fine and must not conflict with the Utah State Constitution or the United States Constitution. Each ordinance is discussed in open council meetings and takes effect 20 days after being passed. Ordinances deal with the employment of elected and appointed officials, vehicles and traffic control, water use and allocation, fire and police protection, business and merchant regulation, and the establishment of fees and fines for city services. In archives custody are: (1) a handwritten copy of a revised ordinance dated 14 May 1887 which defines the duties of water masters and (2) a microfilm copy of city ordinances dating from 1916.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in State Archives permanently after microfilming.

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

Microfilm duplicate: Retain in Office permanently.

Microfilm duplicate: 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 18, Item 19.

Municipal ordinances are effectively laws passed by a municipal legislative body, and as such they have lasting legal and historical significance.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15424
TITLE: Oath of office
DATES:
ARRANGEMENT:

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

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Historical

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

This disposition is based on both the evidential and informational value of these records. They are important research tools. These oaths may be used to document the organization of the agency/office and to identify individual persons serving in elected and appointed positions.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15425
TITLE: Election records
DATES:
ARRANGEMENT:

DESCRIPTION: These include all other records and forms (excluding ballots, canvasses, and returns) required in the municipal election (UCA 20-5-45(2)).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 22 months after the election and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 14.

PRIMARY DESIGNATION

Public. UCA 20-5-45


AGENCY: Willard (Utah)

SERIES: 15426
TITLE: Election canvasses
DATES:
ARRANGEMENT:

DESCRIPTION: 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

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 13.

PRIMARY DESIGNATION

Public. UCA 20-5-45


AGENCY: Willard (Utah)

SERIES: 15427
TITLE: Election returns
DATES:
ARRANGEMENT:

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

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 22 months and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 15.

PRIMARY DESIGNATION

Public. UCA 20-5-45


AGENCY: Willard (Utah)

SERIES: 15430
TITLE: Resolutions (Capitol improvement plan and community development plan)
DATES:
ARRANGEMENT:

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).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 22.

PRIMARY DESIGNATION

Public. UCA 10-3-717 BRAG


AGENCY: Willard (Utah)

SERIES: 15432
TITLE: Agreements (line extension and boaster pump)
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain official agreements enforceable by law, to acquire or incur services, products. File may also include ordinances, bonds, job specification books, and related correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private


AGENCY: Willard (Utah)

SERIES: 15433
TITLE: Contracts and agreements files (canyon line)
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain official agreements enforceable by law, to acquire or incur services, products. File may also include ordinances, bonds, job specification books, and related correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15434
TITLE: Contracts and agreements files (Willard Bay agreement and billing)
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain official agreements enforceable by law, to acquire or incur services, products. File may also include ordinances, bonds, job specification books, and related correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15435
TITLE: Parks files (Children's park)
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain information concerning each of the city parks. They are used to maintain a record of construction projects in each park for historical and informational purposes. They include correspondence, architectural drawings, contracts, specifications, newspaper clippings, histories of individual parks, and photographs.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 19, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15436
TITLE: Reservation files (rental requirements)
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain the actual request forms submitted by the general public. They are used as a record to schedule park facilities and/or sports facilities (e.g., baseball, softball, football, soccer). The files include the request form (date of request, name of group, number of people, name, address, and phone number of requesting person, area and park requested, time, date, and amount paid).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 19, Item 6.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. address and telephone numbers


AGENCY: Willard (Utah)

SERIES: 15437
TITLE: Investigation case files (private burns)
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain all information collected on fire investigations. They may include various report forms, interviews, photographs, newspaper clippings, and other information as necessary to undertake investigation.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 25 years and then destroy.

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15439
TITLE: Investigation case files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain all information collected on fire investigations. They may include various report forms, interviews, photographs, newspaper clippings, and other information as necessary to undertake investigation.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 25 years and then destroy.

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Protected


AGENCY: Willard (Utah)

SERIES: 15440
TITLE: Utah Emergency Medical Services (EMS) incident report
DATES:
ARRANGEMENT:

DESCRIPTION: This report form records both statistical and patient information on all emergency medical services calls received by the fire department. It serves as the medical chart for all persons treated by the department's paramedics. This report is required by law (UCA 26-8-5) and a copy is submitted to the State Office of Emergency Medical Services for auditing compliance.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then destroy.

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public. UCA 26-8-5


AGENCY: Willard (Utah)

SERIES: 15441
TITLE: Law enforcement case files
DATES:
ARRANGEMENT:

DESCRIPTION: These case files are created as a result of a complaint or other actions being investigated by the police department. They are the central case files for all cases handled by agency. Case files are usually filed numerically by case number. It is recommended files be separated by case type providing ease in the weeding of files. These files may include the investigative report, fingerprint cards, original arrest report, supplemental reports, copies of warrants, photographs, correspondence, court orders, court dispositions, officers' notes, pertinent laboratory tests, copies of booking sheets and arrest reports.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 12.

PRIMARY DESIGNATION

Private


AGENCY: Willard (Utah)

SERIES: 15442
TITLE: Chemical analysis records (certification)
DATES:
ARRANGEMENT:

DESCRIPTION: These are records of individuals who have been chemically tested for suspicion of or arrested for driving under the influence of alcohol or drugs. They usually include the chemical analysis reports which show subject, date, case number, time of test, testing officer, instrument serial number, and test results (UCA 41-6-44.3). Usually these tests are part of the case file and are filed by case number. A copy is frequently attached to the arrestee's criminal history file.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15443
TITLE: DUI reports
DATES:
ARRANGEMENT:

DESCRIPTION: These reports are a three-part state form used for reporting persons arrested for Driving Under the Influence of Alcohol (DUI). The original is sent to the Driver's License Division of the Department of Public Safety (UCA 41-2-130(4)). The report is filed by case number and by arrestee's name, and sometimes is part of the case file.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 16.

PRIMARY DESIGNATION

Private


AGENCY: Willard (Utah)

SERIES: 15444
TITLE: Expungements
DATES:
ARRANGEMENT:

DESCRIPTION: "A person who has been convicted of any crime except a capital felony, first degree felony or second degree felony .... within this state may petition the convicting court for an expungement and for sealing of his record in that court." If petition is approved, the court "shall enter an order that all records in the petitioner's case in the custody of that court or in the custody of any other court, agency or official be sealed." The petitioner "shall distribute the orders of expungement and sealing to all affected agencies." The Utah Bureau of Criminal Identification shall, keep, index and maintain all expunged and sealed records of arrests and convictions (UCA 77-18-2).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 80 years or until confirmed death and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 21.

PRIMARY DESIGNATION

Private


AGENCY: Willard (Utah)

SERIES: 15445
TITLE: Census information files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain copies of U.S. Census Bureau forms on government employment and local government tax revenues. They are used to meet the requirements for Federal Revenue Sharing and to make financial information available to the public.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15208
TITLE: Municipal revenue bonds
DATES:
ARRANGEMENT:

DESCRIPTION: These bonds are issued by the city council payable solely from revenues attributable to extensions and improvements to revenue producing facilities (UCA 11-14-17).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after paid or cancelled and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15209
TITLE: Bond issue files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the implementation of municipal bonds. They usually include authorizations supporting financial data, contracts or sales agreements, and sample copies of bonds sold as evidence of municipal indebtedness.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15210
TITLE: General obligation bonds
DATES:
ARRANGEMENT:

DESCRIPTION: These issued bonds are not payable solely from revenues other than those derived from ad valorem taxes. They constitute a full general obligation of the municipality for the prompt and punctual payment of principal and interest on which the "full faith and credit" of the municipality (UCA 11-14-19).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after paid or cancelled and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15211
TITLE: Employee bonds
DATES:
ARRANGEMENT:

DESCRIPTION: This is a blanket bond for "the elected officials of each municipality and the treasurer of cities of first and second class" to guarantee "honest and faithful performance". Bonds are placed at such amounts as may be determined by the governing board (UCA 10-3-819).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after expiration and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 7.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(1)(b) and (e)


AGENCY: Willard (Utah)

SERIES: 15212
TITLE: Fidelity bonds
DATES:
ARRANGEMENT:

DESCRIPTION: This is the municipal treasurer's bond to protect the municipality and to guarantee fidelity of treasurer. Bond usually covers four years and "may be set by resolution or ordinance in any amount, not less than that established by the state money management council" (UCA 10-3-821).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after expiration and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15213
TITLE: Notary bonds
DATES:
ARRANGEMENT:

DESCRIPTION: These $5,000 bonds are required to be filed with and approved by the State Division of Corporations and Commercial Code for a term of four years (UCA 46-1-4).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after expiration and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15214
TITLE: Annual budget
DATES:
ARRANGEMENT:

DESCRIPTION: The final annual municipal financial plan approved by the city council for all expenditures of municipality.

RETENTION

DISPOSITION

Retain in agency custody.

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 Office permanently.

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15215
TITLE: Budget background records
DATES:
ARRANGEMENT:

DESCRIPTION: These are papers used to assist in the preparation of department budget requests presented to the city council.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 3.

PRIMARY DESIGNATION

Public. UCA 10-6-111


AGENCY: Willard (Utah)

SERIES: 15216
TITLE: Budget information files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain documentation associated with the adoption of city's fiscal year budget, including mayor's recommended budget, tape recordings of public hearings associated with finalizing budget, and all related correspondence. Files may also contain budget amendments and any other actions affecting budget.

RETENTION

Retain permanently.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after budget has been adopted and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 5.

PRIMARY DESIGNATION

Public. UCA 10-6-111


AGENCY: Willard (Utah)

SERIES: 15217
TITLE: Tentative budget
DATES:
ARRANGEMENT:

DESCRIPTION: On forms prepared by the state auditor, the budget officer prepares a tentative budget and files it with the governing body for the ensuing year for each fund for which a budget is required on or before the first regularly scheduled meeting in May (UCA 10-6-111).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 8.

PRIMARY DESIGNATION

Public. UCA 10-6-111


AGENCY: Willard (Utah)

SERIES: 15218
TITLE: Equipment inventories
DATES:
ARRANGEMENT:

DESCRIPTION: These inventories are listings of equipment, supplies, and other items owned or administered by municipality.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after being reconciled with subsequent inventory and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 4, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15219
TITLE: Accounts payable
DATES:
ARRANGEMENT:

DESCRIPTION: These are records used to pay municipal bills. Files consist of copy of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts (UCA 70A-2-725).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15220
TITLE: State Treasurer's accounting statements
DATES:
ARRANGEMENT:

DESCRIPTION: These are monthly reports of monies deposited with and invested by the State Treasurer under the State Money Management act of 1974 (UCA 51-7). These statements are required by law (UCA 51-7-9). They include a deposit form, an account statement and an investment credit notice.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 19.

PRIMARY DESIGNATION

Public. UCA 51-7-9


AGENCY: Willard (Utah)

SERIES: 15221
TITLE: Audit reports
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports prepared by external auditors examining and verifying the municipality's financial activities for the year. These reports include statements of receipts and disbursements for each department (UCA 10-6-151).

RETENTION

DISPOSITION

Retain in agency custody.

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 Office permanently.

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

APPRAISAL

Administrative Fiscal Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 5.

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. UCA 10-6-151


AGENCY: Willard (Utah)

SERIES: 15222
TITLE: Bank statements
DATES:
ARRANGEMENT:

DESCRIPTION: These are monthly statements showing the amount of money on deposit to the credit of the municipality showing date, name of bank, total deposit, and withdrawals, and cash balance with interest on daily bank balances.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15446
TITLE: General administrative records
DATES:
ARRANGEMENT:

DESCRIPTION: These records are of a general facilitative nature created or received in the course of administering programs. Includes daily, weekly, or monthly activity reports which are summarized in an annual report.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until no longer needed for reference and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15447
TITLE: General housekeeping files
DATES:
ARRANGEMENT:

DESCRIPTION: These are records of a general housekeeping nature or maintained by an office which do not relate directly to the primary program responsibility of the office. Includes records such as charity fund drives; custodial service requests; parking space assignments; and distribution of keys.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year or until no longer needed for reference and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15448
TITLE: General administrative records (payroll)
DATES:
ARRANGEMENT:

DESCRIPTION: These records are of a general facilitative nature created or received in the course of administering programs. Includes daily, weekly, or monthly activity reports which are summarized in an annual report.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until no longer needed for reference and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 6.

PRIMARY DESIGNATION

Private


AGENCY: Willard (Utah)

SERIES: 15449
TITLE: Grant files original applications
DATES:
ARRANGEMENT:

DESCRIPTION: These are files on monetary grants received from state and federal sources. Includes the original applications, contract agreements, annual and final performance reports.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15450
TITLE: Policies and procedures
DATES:
ARRANGEMENT:

DESCRIPTION: These are manuals which indicate the responsibilities and guidelines on administrative policies, operational procedures, and rules and regulations.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15451
TITLE: Policies and procedures (personnel)
DATES:
ARRANGEMENT:

DESCRIPTION: These are manuals which indicate the responsibilities and guidelines on administrative policies, operational procedures, and rules and regulations.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15452
TITLE: Backflow Prevention Device (BPD) reports
DATES:
ARRANGEMENT:

DESCRIPTION: These tests report the results obtained from the testing of backflow preventer equipment. The reports show maintenance work performed, parts replaced, and repairs made.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after subsequent test and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 1.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. addresses and names


AGENCY: Willard (Utah)

SERIES: 15453
TITLE: Cross connection control survey files
DATES:
ARRANGEMENT:

DESCRIPTION: These files monitor potential or actual water system health hazards within specific premises. They are used to determine compliance with state laws, schedule surveys, and to write reports. They include various reports, surveys, and related correspondence.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after destruction of premise and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 10.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. addresses and names


AGENCY: Willard (Utah)

SERIES: 15454
TITLE: Meter books
DATES:
ARRANGEMENT:

DESCRIPTION: These books record the readings of customer's water, sewer or electric meters by municipal employees. They are used for billing purposes. They include name of employee reading meter, meter readings, date read, account number, billing code, final reading, reasons for turnoff, if meter was pulled or reinstalled, and meter charges.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 22.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15455
TITLE: Meter location records
DATES:
ARRANGEMENT:

DESCRIPTION: These records contain information about all meters (water and electric). They are used to locate meters for service and billings. They include address, work order number, size of meter, contractor, owner, plumber and date installed.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after removal of meter and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 23.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15456
TITLE: Bacteriological quality analyses reports
DATES:
ARRANGEMENT:

DESCRIPTION: These forms record water samples taken from various locations throughout the distribution system and sources of supply (raw or processed) for bacteriological tests. They include location, date of collection, name of person taking sample, type of sample taken, date of analysis, name of lab, person responsible for performing analysis, analytical method used, and results of the analysis. The State Health Department receives copies of these test forms and retains then for 40 years.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15457
TITLE: Chemical/radiological analyses
DATES:
ARRANGEMENT:

DESCRIPTION: These forms verify water quality and show the various locations of sampling points of water taken from the distribution system and sources of supply for chemical and radiological tests. They include location, date of collection, name of person taking sample, type of sample taken, date of analysis, name of lab, person responsible for performing analysis, method used, and results. The State Health Department receives copies of these test forms and retains them for 40 years.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15458
TITLE: Water consumption reports
DATES:
ARRANGEMENT:

DESCRIPTION: These reports consist of monthly statistics of daily water consumption. They are used for research and litigation purposes and to assist in predicting future flows and peak demands. They include water consumption in million gallons, and cubic feet from treatment plants, springs, artesian wells, pumped wells, and reservoirs along with precipitation amounts.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 30.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15459
TITLE: Water treatment plant operational report
DATES:
ARRANGEMENT:

DESCRIPTION: This is a copy of a monthly report submitted to the State Department of Health verifying drinking water standards (49 CFR 130.4). They are used to monitor compliance with water quality standards and to verify standards were met. They include daily and total monthly amounts, minimum, maximum, and averages for filter operation, filter rate in gallons per minute, length of filter run; filter head loss; and minutes of backwash; lists amounts and kinds of chemicals used. The State Health Department maintains their copy for 10 years.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 33.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15460
TITLE: Well pumping records files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain records showing the amount of water pumped from each well in district system. The records show operating time, power used, pumping water level and static level.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy provided summary report is compiled.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 34.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15461
TITLE: Environmental Protection Agency (EPA) grant files
DATES:
ARRANGEMENT:

DESCRIPTION: There are project files maintained by the municipality for monies granted to the state of Utah and then distributed to individual local government entities. The files document the expenditures of these funds. They include detail listing of disbursements, receipts, grant modifications, related correspondence and a copy of the original grant (40 CFR 30.501). The State Health Department's copy is maintained permanently.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after final audit and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 18.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15462
TITLE: General subject files (improvement project)
DATES:
ARRANGEMENT:

DESCRIPTION: These files include correspondence, reports, technical papers studies, reference materials and other records related or received in the general administration of a program or in the management of departments or offices.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15463
TITLE: Council minutes
DATES:
ARRANGEMENT:

DESCRIPTION: These are the official record of the proceedings of regularly scheduled, special and emergency council meetings. Includes date, time, and place of meeting, name of members in attendance and those absent, a record of subjects discussed, statements of intent, and a record of action taken.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15464
TITLE: Agenda (City Council)
DATES:
ARRANGEMENT:

DESCRIPTION: They are notices of date, time, locations of meeting and items to be discussed by committee members at regularly scheduled, special, and emergency public meetings.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15223
TITLE: Check copy file
DATES:
ARRANGEMENT:

DESCRIPTION: This is a carbon copy or photocopy of checks issued and maintained solely as a quick reference source.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15224
TITLE: Check register
DATES:
ARRANGEMENT:

DESCRIPTION: This is a multi-columnar record with chronologically arranged entries of checks. Usually includes check number and amount of deposits per each account.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15225
TITLE: Daily cash report
DATES:
ARRANGEMENT:

DESCRIPTION: This report is a daily record of cash balances, receipts, and disbursements.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15226
TITLE: Deposit slips
DATES:
ARRANGEMENT:

DESCRIPTION: These are bank cashiers' slips showing amount and date of deposit of monies into municipal accounts.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15227
TITLE: General ledgers
DATES:
ARRANGEMENT:

DESCRIPTION: These are a summary of receipts and disbursements by account and fund. May also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15228
TITLE: Receipt books
DATES:
ARRANGEMENT:

DESCRIPTION: These are receipts issued for money received into municipal accounts from all sources. Includes date of payment, department, or fund to which money belongs, receipt number and amount paid.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15229
TITLE: Warrant/check
DATES:
ARRANGEMENT:

DESCRIPTION: The actual warrant or check cut from a warrant request.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 29.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15230
TITLE: Warrant registers
DATES:
ARRANGEMENT:

DESCRIPTION: A numerical listing of check numbers of all checks issued by department. Shows vendor number, name, date of payment, invoice number and/or purchase number, account debit, description of expenditure, and amount.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 26.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15231
TITLE: Annual financial report
DATES:
ARRANGEMENT:

DESCRIPTION: These are statistical reports on the financial affairs of the entire municipality or a specific department. These reports usually include a statement on the value of all municipally owned property, and an accounting of all income and expenditures in relationship to the final budget.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15232
TITLE: Project files (street)
DATES:
ARRANGEMENT:

DESCRIPTION: 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 municipal projects such as street drains, curb and gutter, sidewalk, paving extensions, street construction or repairs to additions to city buildings.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15233
TITLE: Informational maps and plats
DATES:
ARRANGEMENT:

DESCRIPTION: These are city maps and plats for surveyors 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, center line measurements, blocks, and subdivision names.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 8.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. Addresses, ownership


AGENCY: Willard (Utah)

SERIES: 15234
TITLE: Informational maps and plats (parks)
DATES:
ARRANGEMENT:

DESCRIPTION: These are city maps and plats for surveyors 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, center line measurements, blocks, and subdivision names.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15235
TITLE: Permits to work in a public way
DATES:
ARRANGEMENT:

DESCRIPTION: 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, traffic control, etc.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after bond expires and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15237
TITLE: Class "C" road funding project files
DATES:
ARRANGEMENT:

DESCRIPTION: These project files document the funding for Class "C" roads. CLass "C" funding is money allocated to each city or town from the state road fund "under rules and regulations mutually adopted by city officials and the State Road Commission" (UCA 27-12-23). The files include amount of funds allocated and how funds were spent for each project (man-hours, vehicle usage, and material used).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after claim, audit, or litigation settled and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15240
TITLE: Board of Adjustment case files
DATES:
ARRANGEMENT:

DESCRIPTION: These case files document the zoning activities of the Board of Adjustments. 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. They are usually arranged numerically by case number.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 1.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. names, telephone numbers, addresses, and insurance information


AGENCY: Willard (Utah)

SERIES: 15241
TITLE: Site review plans files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the regulatory review and approval of commercial and industrial site plans by various municipality departments. The files contain a checklist of approvals; copies of the recommendations of planning commission; cash receipts, site plan review forms; investigative reports and recommendations; building plans and related correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 6.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. names, telephone numbers, addresses, and insurance information


AGENCY: Willard (Utah)

SERIES: 15465
TITLE: Committee minutes (City Council)
DATES:
ARRANGEMENT:

DESCRIPTION: These are the official minutes of regular, special, and emergency meetings of municipal committees, boards, and task forces.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15468
TITLE: General subject files
DATES:
ARRANGEMENT:

DESCRIPTION: These files include correspondence, reports, technical papers studies, reference materials and other records related or received in the general administration of a program or in the management of departments or offices.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15469
TITLE: General subject files (zoning information)
DATES:
ARRANGEMENT:

DESCRIPTION: These files include correspondence, reports, technical papers studies, reference materials and other records related or received in the general administration of a program or in the management of departments or offices.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15470
TITLE: General subject files (council decisions)
DATES:
ARRANGEMENT:

DESCRIPTION: These files include correspondence, reports, technical papers studies, reference materials and other records related or received in the general administration of a program or in the management of departments or offices.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15471
TITLE: General subject files (service billings for fire response)
DATES:
ARRANGEMENT:

DESCRIPTION: These files include correspondence, reports, technical papers studies, reference materials and other records related or received in the general administration of a program or in the management of departments or offices.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15472
TITLE: General administrative records (drivers' insurance information)
DATES:
ARRANGEMENT:

DESCRIPTION: These records are of a general facilitative nature created or received in the course of administering programs. Includes daily, weekly, or monthly activity reports which are summarized in an annual report.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until no longer needed for reference and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 6.

PRIMARY DESIGNATION

Private


AGENCY: Willard (Utah)

SERIES: 15473
TITLE: General subject files (computer programs)
DATES:
ARRANGEMENT:

DESCRIPTION: These files include correspondence, reports, technical papers studies, reference materials and other records related or received in the general administration of a program or in the management of departments or offices.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 8.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. licensed to Willard City


AGENCY: Willard (Utah)

SERIES: 15474
TITLE: General subject files (emergency billings reports)
DATES:
ARRANGEMENT:

DESCRIPTION: These files include correspondence, reports, technical papers studies, reference materials and other records related or received in the general administration of a program or in the management of departments or offices.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 8.

PRIMARY DESIGNATION

Public. City Council Ordinance


AGENCY: Willard (Utah)

SERIES: 15475
TITLE: General administrative records (fire department member information)
DATES:
ARRANGEMENT:

DESCRIPTION: These records are of a general facilitative nature created or received in the course of administering programs. Includes daily, weekly, or monthly activity reports which are summarized in an annual report.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until no longer needed for reference and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 6.

PRIMARY DESIGNATION

Private


AGENCY: Willard (Utah)

SERIES: 15476
TITLE: General subject files (work in lieu of fine)
DATES:
ARRANGEMENT:

DESCRIPTION: These files include correspondence, reports, technical papers studies, reference materials and other records related or received in the general administration of a program or in the management of departments or offices.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 8.

PRIMARY DESIGNATION

Private. copies of paperwork for insurance purposes


AGENCY: Willard (Utah)

SERIES: 15242
TITLE: Conditional use permit files (zoning)
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the application for conditional use permits. These permits allow the construction of buildings on the condition that impacts on neighborhood are mitigated. The files contain the original application, blueprint drawings, investigative reports, recommendation of planning commission, cash receipts, and related correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 2.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. names, telephone numbers, addresses, and insurance information


AGENCY: Willard (Utah)

SERIES: 15243
TITLE: Conditional use permit files (excavation)
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the application for conditional use permits. These permits allow the construction of buildings on the condition that impacts on neighborhood are mitigated. The files contain the original application, blueprint drawings, investigative reports, recommendation of planning commission, cash receipts, and related correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15244
TITLE: Planning Commission minutes
DATES:
ARRANGEMENT:

DESCRIPTION: These minutes are of meetings and hearings held by the Planning Commission. This commission decides on matters concerning zoning and master plan considerations.

RETENTION

DISPOSITION

Retain in agency custody.

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 Office permanently.

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15245
TITLE: Conditional use permit files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the application for conditional use permits. These permits allow the construction of buildings on the condition that impacts on neighborhood are mitigated. The files contain the original application, blueprint drawings, investigative reports, recommendation of planning commission, cash receipts, and related correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15246
TITLE: Rezoning files (applications)
DATES:
ARRANGEMENT:

DESCRIPTION: These files document attempts to rezone areas within municipality. They contain the original application; review forms; maps of areas involved; copies of investigative reports; copies of planning commission minutes; notice of hearings; copies of ordinances; copies of city council agenda.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15247
TITLE: Subdivision review case files (applications)
DATES:
ARRANGEMENT:

DESCRIPTION: These case files document the developmental history of subdivision plans submitted to the Planning Commission for compliance review with zoning ordinances.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 7.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. names, addresses and tax information


AGENCY: Willard (Utah)

SERIES: 15248
TITLE: Rezoning files (applications)
DATES:
ARRANGEMENT:

DESCRIPTION: These files document attempts to rezone areas within municipality. They contain the original application; review forms; maps of areas involved; copies of investigative reports; copies of planning commission minutes; notice of hearings; copies of ordinances; copies of city council agenda.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 5.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. names and addresses


AGENCY: Willard (Utah)

SERIES: 15250
TITLE: Business inspection records (fire)
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the fire inspection of all businesses and apartment buildings. They are used to determine compliance to fire codes for fire prevention purposes. They include correspondence, copy of business license, brief history of building, notices of violations, citations, inspection of reports, and various inspection forms.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after subsequent report and then destroy.

APPRAISAL

Administrative Legal

This disposition is based on, Schedule 0, Item 0.

.

PRIMARY DESIGNATION

Private. City Zoning Ordinance


AGENCY: Willard (Utah)

SERIES: 15251
TITLE: Business inspection records (violations)
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the fire inspection of all businesses and apartment buildings. They are used to determine compliance to fire codes for fire prevention purposes. They include correspondence, copy of business license, brief history of building, notices of violations, citations, inspection of reports, and various inspection forms.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after subsequent report and then destroy.

APPRAISAL

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15252
TITLE: Exposure reports
DATES:
ARRANGEMENT:

DESCRIPTION: This report is completed when a fire fighter is exposed to toxic fumes, smoke, or chemicals during the course of fire fighting. It is used to verify exposure in case of illness. It includes name of employee, position, station, address where injury occurred, name and type occupancy, date and time of exposure, incident number, description of exposure, duration of exposure, symptoms present, date and signature of employee, and date and signature of supervisor.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 50 years and then destroy.

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public. FEMA

SECONDARY DESIGNATION

Private. personal data


AGENCY: Willard (Utah)

SERIES: 15253
TITLE: Utah fire incident reporting system (UFIRS)
DATES:
ARRANGEMENT:

DESCRIPTION: These report forms are completed for each fire and are submitted to the State Fire Marshal. The information is then submitted by the State Fire Marshal on computer tape to the Federal Emergency Management Agency (FEMA). The information is maintained permanently by FEMA.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years and then destroy.

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public. FEMA

SECONDARY DESIGNATION

Private. personal data


AGENCY: Willard (Utah)

SERIES: 15254
TITLE: Fire run reports
DATES:
ARRANGEMENT:

DESCRIPTION: These reports document each dispatched fire run. They are used for budget planning, reports, and litigation purposes. They include identification number, incident number, alarm time, arrival time, type of incident, action taken, cause of fire, address, names of occupant and owner, telephone number, type of vehicles and crews responding, incident related injuries or death information, name of officer in charge, and name and position of person completing report.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years and then destroy.

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15255
TITLE: Hydrant maintenance records
DATES:
ARRANGEMENT:

DESCRIPTION: These records document the maintenance of fire hydrants. They are used to locate fire hydrants and to verify annual inspections which document they are functioning properly. They include locations, notations and dates on annual inspections indicating physical characteristics, operation, flow check, pressure and leakage.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after being superseded and then destroy.

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15256
TITLE: Beer license application files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain completed applications to obtain licenses for selling beer within municipal boundaries per local ordinances. Applicants are also required to file a cash or corporate bond "to guarantee faithful performance" (UCA 32-4-4).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 1.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. addresses, telephone numbers and signatures


AGENCY: Willard (Utah)

SERIES: 15257
TITLE: Business license files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain information on all business licenses issued in the municipality. All businesses are required to be licensed before conducting within municipal boundaries. They contain the application, proof of payment, and approval forms from regulatory departments (e.g., fire, police, health).

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after final renewal of license and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 2.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. addresses, telephone numbers and signatures


AGENCY: Willard (Utah)

SERIES: 15259
TITLE: Administrative payroll report
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports and statistics with any supporting and related records to payroll operations and pay administration. Includes reports and data used for workload and personnel management purposes.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15260
TITLE: Budget authorization reference files
DATES:
ARRANGEMENT:

DESCRIPTION: These are copies of budget authorizations in operating payroll units used to control personnel ceilings and personnel actions.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15261
TITLE: Employee earnings history record file (prior wage earnings)
DATES:
ARRANGEMENT:

DESCRIPTION: These cumulative records contain information on individual earnings and municipal service.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 65 years after date of employment or until 3 years after death or retirement and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 4.

PRIMARY DESIGNATION

Private


AGENCY: Willard (Utah)

SERIES: 15262
TITLE: Employee earnings history record file (job service reports)
DATES:
ARRANGEMENT:

DESCRIPTION: These cumulative records contain information on individual earnings and municipal service.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 65 years after date of employment or until 3 years after death or retirement and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 4.

PRIMARY DESIGNATION

Private. salary, names and dates


AGENCY: Willard (Utah)

SERIES: 15263
TITLE: Time and attendance report files
DATES:
ARRANGEMENT:

DESCRIPTION: These are a record of hours worked, sick leave, vacation, and overtime, and holidays earned and taen by municipal employees.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 14.

PRIMARY DESIGNATION

Private. salary, names and dates


AGENCY: Willard (Utah)

SERIES: 15264
TITLE: Income tax files (state and federal)
DATES:
ARRANGEMENT:

DESCRIPTION: These are Internal Revenue Service forms including the W-4 and W-2 and reports of withheld federal taxes such as IRS Form W-3 with related to income and social security taxes.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after form is superseded or termination of employee and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 6.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. 63G-2-302(2)(b)


AGENCY: Willard (Utah)

SERIES: 15265
TITLE: Purchase orders
DATES:
ARRANGEMENT:

DESCRIPTION: These are orders issued to vendor to supply specific goods or services at a given price.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15266
TITLE: Vouchers
DATES:
ARRANGEMENT:

DESCRIPTION: An official authorization to pay on a claim or bill. Includes name of department fund, check number, date, amount of claim, transmittal sheet number, and authorizing signature.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15267
TITLE: Insurance deduction files
DATES:
ARRANGEMENT:

DESCRIPTION: These are reports and related papers including copies of vouchers and schedules of payment pertaining to insurance deductions.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years after after separation of employee and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15268
TITLE: Retirement records
DATES:
ARRANGEMENT:

DESCRIPTION: These records are control documents relating to retirement. They include reports and registers.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15269
TITLE: Workers' compensation claim files
DATES:
ARRANGEMENT:

DESCRIPTION: These are files containing claims for on-the-job injuries or job related disabilities under the Workers' Compensation Act (Title 34, Chapter 9). A report is filed with the Utah Industrial Commission.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years after final settlement and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15270
TITLE: Enforcement case files
DATES:
ARRANGEMENT:

DESCRIPTION: These case files document every housing and zoning complaint. They are used to document municipal actions concerning the complaints and for reference purposes. They are arranged by address or name of complainant.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15271
TITLE: Fuel records
DATES:
ARRANGEMENT:

DESCRIPTION: These are logs, reports, or similar records documenting mileage and gasoline, oil, and diesel fuel used by municipal vehicles.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15272
TITLE: Equipment maintenance and repair records
DATES:
ARRANGEMENT:

DESCRIPTION: These are records of service repair and maintenance of municipality equipment, including office machines and furniture.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15273
TITLE: Vehicle maintenance records
DATES:
ARRANGEMENT:

DESCRIPTION: This is a daily record of maintenance on all department vehicles. It is used to provide a maintenance history of all department vehicles. It includes work order numbers, dates, maintenance performed, mileage of vehicle, type of problem, name of driver, and action taken.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after disposition of vehicle and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15293
TITLE: Employment applications
DATES:
ARRANGEMENT:

DESCRIPTION: These are forms listing name of applicant, address, professional information, previous employment, education, references, and certificates submitted to Personnel Office by applicant.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy provided no hired.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 20.

PRIMARY DESIGNATION

Private


AGENCY: Willard (Utah)

SERIES: 15294
TITLE: Position description files
DATES:
ARRANGEMENT:

DESCRIPTION: These files describe established positions including information on title, grade, duties, and agency responsibilities.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years after position is abolished or description superseded and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15295
TITLE: Personnel files
DATES:
ARRANGEMENT:

DESCRIPTION: These files are the official files for all municipal employees and usually include the original job application, correspondence, credential files, letters of commendation, pay and leave history, work performance, training certificates, and evaluation forms.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 65 years after date of employment or until 3 years after retirement or death and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 12.

The history of a person's employment must be retained beyond the time he or she could potentially claim retirement benefits based on employment.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. home telephone numbers and address, social security numbers, deductions, marital status, insurance coverage and religion


AGENCY: Willard (Utah)

SERIES: 15296
TITLE: Training records
DATES:
ARRANGEMENT:

DESCRIPTION: These are records of teaching aids which include manuals, syllabi, textbooks, and other training aids developed by the agency.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 15.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15297
TITLE: Medical and dental insurance claim files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain medical and dental claims for municipal employees. They are used to track medical and dental claims and for cost analysis for insurance programs.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 6.

PRIMARY DESIGNATION

Private


AGENCY: Willard (Utah)

SERIES: 15298
TITLE: Insurance policy files
DATES:
ARRANGEMENT:

DESCRIPTION: These are insurance policy contracts between municipality and private insurers.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 15 years after expiration of policy and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15299
TITLE: Dog license files
DATES:
ARRANGEMENT:

DESCRIPTION: These files document the payment of license fees. They include: owner's name, breed of dog, sex, color, expiration date of license; expiration date of rabies vaccine, name of dog, indication if dog was altered, license fee, and when paid.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 14, Item 6.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. addresses, signatures


AGENCY: Willard (Utah)

SERIES: 15300
TITLE: Disaster planning files (emergency hazardous data)
DATES:
ARRANGEMENT:

DESCRIPTION: These files are used to prepare city-wide plans for action to address emergency conditions.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15301
TITLE: Disaster planning files (emergency evacuation plan)
DATES:
ARRANGEMENT:

DESCRIPTION: These files are used to prepare city-wide plans for action to address emergency conditions.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 1.

PRIMARY DESIGNATION

Public. City Council

SECONDARY DESIGNATION

Private. policeman's home telephone number and other city officials


AGENCY: Willard (Utah)

SERIES: 15302
TITLE: Disaster planning files (emergency calling committee)
DATES:
ARRANGEMENT:

DESCRIPTION: These files are used to prepare city-wide plans for action to address emergency conditions.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 11, Item 1.

PRIMARY DESIGNATION

Private


AGENCY: Willard (Utah)

SERIES: 15325
TITLE: Building permit files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain the permits issued as official building authorization for a variety of actions (construction, demolition, the installation of plumbing, electrical or mechanical equipment and the erection of barricades). They contain inspection requests, inspection reports, certificates of occupancy and any pertinent information relating to the project. They may also contain water source, sewer system, flood plain, and tank certificates. The files are arranged numerically by permit number or alphanumerically by address.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 2.

Permanent retention is based on Municipal General Schedule 16 item 2, which is based on the agency's indefinite administrative need for these records.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. address, tax information, ownership and mortgage information


AGENCY: Willard (Utah)

SERIES: 15326
TITLE: Building plans, nonresidential
DATES:
ARRANGEMENT:

DESCRIPTION: These are the blueprints and specifications submitted by building contractors or owners when applying for a building permit for the construction of commercial, industrial, or apartment structures. The specifications are compiled by the architect for use of the contractor to complete detail work providing type, grade, brand of materials to be used and general conditions which govern the methods to be employed by the contractor in completing work as well as temporary facilities, job cleanup, security, time limits, deadlines, and the responsibilities of the architect, owner and contractor. They are used for determining code compliance and the enforcement of building codes. They are usually arranged by permit number or address.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then destroy provided Archives is contacted first.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15327
TITLE: Building plans, public buildings (municipal)
DATES:
ARRANGEMENT:

DESCRIPTION: These are the blueprints and specifications submitted by building contractors or government agencies applying for a building permit for the construction of government buildings. The specifications are compiled by the architect for use of the contractor to complete detail work providing type, grade, brand of materials to be used and general conditions which govern the methods to be employed by the contractor in completing work as well as temporary facilities, job cleanup, security, time limits, deadlines, and the responsibilities of the architect, government agency and contractor. They are used for determining code compliance and the enforcement of building codes. They are usually arranged by permit number or address.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15328
TITLE: Building plans, residential
DATES:
ARRANGEMENT:

DESCRIPTION: These are the blueprints and specifications submitted by building contractors or owners when applying for a building permit for the construction of residential buildings. The specifications are compiled by the architect for use of contractor to complete detail work providing type, grade, brand of materials to be used and general conditions which govern the methods to be employed by the contractor in completing work as well as temporary facilities, job cleanup, security, time limits, deadlines, and the responsibilities of the architect, owner and contractor. They are used for determining code compliance and the enforcement of building codes. They are usually arranged by permit number or address.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after the completion of construction and inspection and then destroy provided Archives is contacted first.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15329
TITLE: Vehicle registration certificates
DATES:
ARRANGEMENT:

DESCRIPTION: These registration forms document municipal ownership of vehicle.

RETENTION

Retain until dispostion and then transfer with vehicle.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until disposition and then transfer with vehicle.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15330
TITLE: Annexation files
DATES:
ARRANGEMENT:

DESCRIPTION: 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 424).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15331
TITLE: City charter
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain constitution, bylaws and all amendments to city charters approved by the State Legislature.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Willard (Utah)

SERIES: 15333
TITLE: Ordinances (City Council general ordinance book)
DATES: 1984-
ARRANGEMENT:

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 714. An ordinance includes the title, preamble, an ordaining clause, subject of ordinance, when applicable, penalty of violation, effective date, signature of mayor or acting mayor, and municipal seal.

RETENTION

DISPOSITION

Retain in agency custody.

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 Office permanently.

Microfilm duplicate: 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 18, Item 19.

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. City Council General Ordinance Book UCA 10-3-717 UCA 10-3-701 through 714


AGENCY: Willard (Utah)

SERIES: 15334
TITLE: Easement file
DATES:
ARRANGEMENT:

DESCRIPTION: 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

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 11.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. names/signatures, addresses, expenditures, telephone numbers, tax information


AGENCY: Willard (Utah)

SERIES: 15335
TITLE: Deeds files
DATES:
ARRANGEMENT:

DESCRIPTION: 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

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 10.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. names, addresses, tax information and telephone numbers


AGENCY: Willard (Utah)

SERIES: 15336
TITLE: Contracts and agreements files
DATES:
ARRANGEMENT:

DESCRIPTION: These files contain official agreements enforceable by law, to acquire or incur services, products. File may also include ordinances, bonds, job specification books, and related correspondence.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on, Schedule 0, Item 0.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. addresses, names/signatures, expenditures and telephone numbers


AGENCY: Willard (Utah)

SERIES: 15337
TITLE: Appointment files
DATES:
ARRANGEMENT:

DESCRIPTION: 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

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 2.

PRIMARY DESIGNATION

Public