Utah Department of Administrative Services

Division of Archives & Records Service

West Valley City (Utah). Community & Economic Development

82804--Board of Adjustments minutes
82898--Planning and zoning maps
82899--Correspondence and memoranda files
82901--Budget record files
81094--Planning and Zoning Commission minutes
17174--Building permit application files
27513--Miscellaneous files
27514--Food vending files
27515--Noise permits
27516--Annexation files
27329--Administrative determination files
27346--Temporary use files
27347--Subdivision files
27348--General plan and zoning change files
27349--Permitted and conditional use files
27350--Street dedication and vacation files
27351--Board of adjustment files
27352--Planned unit development files

AGENCY: West Valley City (Utah). Community & Economic Development

SERIES: 82804
TITLE: Board of Adjustments minutes
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These minutes document all meetings of the Board of Adjustment. The board consists of "five members and whatever alternate members that the chief executive officer considers appropriate". The duties of the Board of Adjustment are to hear and decide on "appeals from zoning decisions applying the zoning ordinance; special exceptions to the terms of the zoning ordinance; and variances from the terms of the zoning ordinance". The minutes are used to document requests, discussions, and decisions of the Board.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 5 years and then transfer to State Archives with authority to weed.

Microfilm duplicate: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 5 years and then transfer to State Archives with authority to weed.

Microfilm master: Retain in State Archives permanently.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 3.

This retention is based upon the administrative needs of the division and the historical value of these records.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Community & Economic Development

SERIES: 82898
TITLE: Planning and zoning maps
DATES: [ca.^1960]-
ARRANGEMENT: Alphabetical by address

DESCRIPTION: These are the official plans for land development in the West Valley City area. They include maps from Salt Lake County Planning & Zoning for years prior to the establishment of West Valley City. These plans fall into four categories: Master plans, site plans of projects, conditional use, and miscellaneous plans.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs expressed by the office.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Community & Economic Development

SERIES: 82899
TITLE: Correspondence and memoranda files
DATES: 1983-
ARRANGEMENT: Alphabetical by subject

DESCRIPTION: Business-related correspondence which provide unique information about agency functions, policies, procedures, or programs. These records document material discussions and decisions made regarding all agency interests, and may originate on paper, electronic mail, or other media. The correspondence is filed separately from program and project case files.

RETENTION

Retain Archives

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then transfer to State Archives with authority to weed.

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

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

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

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

APPRAISAL

Administrative Historical

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

This retention is based upon the general schedule for municipal financial records 3/15/88, page 2-3.


AGENCY: West Valley City (Utah). Community & Economic Development

SERIES: 82901
TITLE: Budget record files
DATES: 1986-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 1.30 cubic feet.

DESCRIPTION: These files contain the agency copies of financial records and budget printouts. They are used for reference purposes. They include: requisitions, purchase orders, budget printouts, petty cash and backup, and monthly budget printouts. The record copy of these records are maintained by the city finance director.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This retention is based upon the administrative needs of the department. The records copy of these files are maintained by the city finance director and are kept there for 3 years.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Community & Economic Development

SERIES: 81094
TITLE: Planning and Zoning Commission minutes
DATES: 1980-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are the minutes of regular and special meetings of the planning and zoning commission. They include a copy of the agenda, date and place of meeting, names of members in attendance and absent, summary of proceedings including discussion on applications and motions, election results of chairs and vice chairs, and names of members elected to Board of Adjustments.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 6 years and then transfer to State Archives with authority to weed.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

Administrative Historical

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

this retention is based on the administrative needs expressed by division and the historical value of these records in documenting the planning and zoning decision of the commission. This retention reflects the previous decision of the State Records Committee that minutes are permanent.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Community & Economic Development

SERIES: 17174
TITLE: Building permit application files
DATES: 1978-
ARRANGEMENT: Alphanumerical by address
ANNUAL ACCUMULATION: 3.00 cubic feet.

DESCRIPTION: These files document the issuance of a permit which is required for any construction within West Valley City. The files contain the permit application with the inspection report on progress of the construction with a final inspection, building plans and any related correspondence.

RETENTION

Retain 50 years

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 49 years and then transfer to State Archives with authority to weed.

Paper: Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

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

Microfilm duplicate: Retain in Office permanently.

Microfilm duplicate: Retain in Office permanently.

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

APPRAISAL

Administrative Historical

This retention is based upon the administrative needs expressed by the bureau and the historical value of the records. Building Permits are prime historical resources for the study of architectural history and should be maintained permanently. The Building plans are only reviewed by Building Inspection to guarantee structures meet local building codes. They should only be kept 90 days after the end of construction in accordance with the provisions of the Uniform Building Code.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Community & Economic Development

SERIES: 27513
TITLE: Miscellaneous files
DATES: 1980-present
ARRANGEMENT: Chronologically, then by specific application number

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

RETENTION

Retain permanently

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 20 years and then transfer to State Archives with authority to weed.

APPRAISAL

Legal

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

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Community & Economic Development

SERIES: 27514
TITLE: Food vending files
DATES: 2009-
ARRANGEMENT: Chronologically, then by specific application number

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

RETENTION

Retain 51 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 50 years and then destroy.

APPRAISAL

Legal

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

legal

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Community & Economic Development

SERIES: 27515
TITLE: Noise permits
DATES: 1980-
ARRANGEMENT: Chronologically, then by specific application number

DESCRIPTION: These are exemptions to the noise ordinance that West Valley City has granted to property owners. Items in these folders include the application for an exemption, the supporting documentation, maps, and additional property/business information, etc.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Legal

Legal¶¶These records are being held permanently at the request of the agency. These records include documentation of an exemption to the Noise Ordinance for the Rocky Mountain Raceway. These records need to be kept permanently in case the Rocky Mountain Raceway requests a modification to this exemption 20 or 30 years from now.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Community & Economic Development

SERIES: 27516
TITLE: Annexation files
DATES: 1980-
ARRANGEMENT: Chronological, then by specific file number

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 (2009) to 422 (2007)).

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Legal

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

Legal

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Community & Economic Development

SERIES: 27329
TITLE: Administrative determination files
DATES: 1983-
ARRANGEMENT: Chronological by year and thereunder numerical by file number.

DESCRIPTION: These "land use and development" ordinances provide standards for development for "land use and development" within the municipality. They have been approved by both the planning commission and the city commission. "The planning commission shall prepare and recommend to the [city commission] a proposed zoning ordinance and maps . . . The [city commission] shall hold a public hearing on the proposed zoning ordinance . . . After public hearing, the [city commission] may (a) adopt the ordinance as proposed; (b) amend zoning ordinance and adopt or reject the zoning ordinance as amended; or (c) reject the ordinance" UCA 10-9a-404 (2005)).

RETENTION

Retain 40 years

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 38 years and then transfer to State Archives with authority to weed.

Digital image: Retain in Office until administrative need ends.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 13.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Community & Economic Development

SERIES: 27346
TITLE: Temporary use files
DATES: 1983-
ARRANGEMENT: Numerical by file number which is also chronological

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

RETENTION

Retain 1 year

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 20 years and then transfer to State Archives with authority to weed.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Community & Economic Development

SERIES: 27347
TITLE: Subdivision files
DATES: 1953-
ARRANGEMENT: Numerical by file number

DESCRIPTION: These case files document the developmental history of subdivision plans submitted to the Planning Commission for compliance review with applicable development ordinances and standards. This includes those that are considered lot/splits (subdivisions smaller than five lots).

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then transfer to State Records Center. Retain in State Records Center for 30 years and then transfer to State Archives with authority to weed.

Digital image: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Community & Economic Development

SERIES: 27348
TITLE: General plan and zoning change files
DATES: 1984-
ARRANGEMENT: chronological within separate file types

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

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 39 years and then transfer to State Archives with authority to weed.

Digital image: Retain in Office permanently.

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

Paper: Retain in Office for 10 years or until Administrative needs ends and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Community & Economic Development

SERIES: 27349
TITLE: Permitted and conditional use files
DATES: 1961-
ARRANGEMENT: Numerical by file number which is also chronological

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

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 35 years and then transfer to State Archives with authority to weed.

Digital image: Retain in Office permanently.

APPRAISAL

Administrative

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

Permitted use files are permanently retained for primarily administrative purposes.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Community & Economic Development

SERIES: 27350
TITLE: Street dedication and vacation files
DATES: 2003-
ARRANGEMENT: chronological within separate file types

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

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 38 years and then transfer to State Archives with authority to weed.

Digital image: Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 23, Item 21.

Street vacation files are maintained permanently, primarily for administrative purposes and secondarily as a historical record.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Community & Economic Development

SERIES: 27351
TITLE: Board of adjustment files
DATES: 1980-
ARRANGEMENT: Chronological within separate file types

DESCRIPTION: These case files document the zoning activities of the Board of Adjustment. They are used to document the cases brought before the Board of Adjustment and its decisions. They contain the original application; findings and order; correspondence; and any exhibits such as plot plans or elevations.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to State Records Center. Retain in State Records Center for 38 years and then transfer to State Archives with authority to weed.

Digital image: Retain in Office permanently.

APPRAISAL

Administrative

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

Board of adjustment files are required to be kept permanently for administrative reasons.

PRIMARY DESIGNATION

Public


AGENCY: West Valley City (Utah). Community & Economic Development

SERIES: 27352
TITLE: Planned unit development files
DATES: 1975-
ARRANGEMENT:

DESCRIPTION: These case files document the creation of Planned Unit Developments (PUDs) within the municipality. PUDs are owner initiated projects requesting a variance from standard subdivision and zoning ordinances to allow for the concentration of residential units, office, commercial, or industrial facilities. The project plans must provide for recreational areas, clubs, and other types of facilities to service the community. The owners are given credit for land not inhabited to allow for the concentration of residential units in other areas. Zoning ordinances limit the number of dwelling units per acre. The original proposal describes how the owner wants to build the project with detailed maps and diagrams showing types of buildings and density of structures (dwellings per acre). The case files include initial proposal, approvals or disapprovals, diagrams, site plans, condominium conversions, and copies of minutes from the Planning Commission.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then transfer to State Records Center. Retain in State Records Center for 20 years and then transfer to State Archives with authority to weed.

Digital image: Retain in Office permanently.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 10.

Planned unit development files are maintained permanently, but are of primarily administrative value.

PRIMARY DESIGNATION

Public