Utah Department of Administrative Services

Division of Archives & Records Service

Cedar City (Utah)

85021--City Council minutes
23720--Meter changeout information records
23573--Codified ordinances
23574--Planning commission minutes
24069--Treasurer's accounts
23575--Board of adjustment minutes
23603--Redevelopment agency minutes
23618--Cemetery deeds
23068--Police non-reportable accidents
23069--Police reportable accident reports
23072--Police fatal accident reports
23112--Police homicide, suicide and theft of public funds case files
23113--Police arrest reports
23114--Police case files
23115--Police DUI (driving under the influence) reports
25211--Publications
28098--Patrol briefing

AGENCY: Cedar City (Utah)

SERIES: 85021
TITLE: City Council minutes
DATES: 1873-1883; 1891-1896; 1900-
ARRANGEMENT: Chronological according to date of entry

DESCRIPTION: The minutes of the Cedar City city council summarize the discussions held at council meetings. The city council consists of the mayor and council members, who are responsible to exercise the community's legislative and executive powers (see Utah Code, Unannotated, 1991, 10-3-101, also Revised Ordinances, Cedar City, 1937, 5-50-68). The council, which meets twice monthly, is responsible for all aspects of city management, such as appointing city officials and setting their salaries, levying taxes, establishing a budget, maintaining public services and utilities, and regulating activity within the city. The city council manages city finances, and from 1900 to 1950 details of city expenditures were included in the city council minutes. The council regulates activities within the city, such as traffic, liquor sales, day care, and other commercial activity. Over the years the Cedar City city council has initiated and maintained many community improvements. These included an irrigation system, a slaughter house, school buildings, and a city hall during the 19th century. In the early 20th century, Cedar City erected telegraph lines, established a public library and gymnasium, installed new street lights, paved streets, and built a reservoir. The city council helped sponsor WPA projects in the 1930s and established a fire department. They worked to get a four year college in Cedar City in the 1940s. From 1939 to 1970 the council put much effort into the development of a municipal airport. In the later 20th century the city council lent support to the Shakespearean Festival, the construction of I-15, and the creation of the Iron Mission Museum. They established a planning commission in 1945, to assist in planning city development and in working on zoning ordinances and building codes. They established a redevelopment agency in 1980 to make and carry out plans for revitalizing downtown Cedar City.

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.

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

Microfilm duplicate: Retain in State Archives permanently.

APPRAISAL

Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 23.

The city council minutes summarize the activities and concerns of the Cedar City city council.

PRIMARY DESIGNATION

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


AGENCY: Cedar City (Utah)

SERIES: 23720
TITLE: Meter changeout information records
DATES: 1999-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These records document the installation, repair, testing and replacement of meters. They include account number, address, date of initial installation or replacement, date of repair and remarks.

RETENTION

Retain 1 year after meter is destroyed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after meter is destroyed and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 22, Item 24.

PRIMARY DESIGNATION

Public


AGENCY: Cedar City (Utah)

SERIES: 23573
TITLE: Codified ordinances
DATES: 1903-
ARRANGEMENT: Chronological by year of publication.

DESCRIPTION: The city council published codified ordinances for Cedar City in 1903, and then revised and republished the ordinances every ten to twenty years thereafter. The ordinance books contain the complete updated and simplified code of all general or permanent ordinances enacted by the city council to regulate, require, prohibit, govern, control, or supervise any activity, business, conduct, or condition authorized by law (See Utah Code, 1991, 10-3-707). Each book of codified ordinances defines the boundaries for Cedar City and establishes guidelines for city government including statutes governing the enactment of new ordinances. Codified ordinances define the responsibilities of all city officials including mayor, city council, city recorder, treasurer, sexton, marshal, city attorney and justice of the peace. Ordinances define misdemeanors and nuisances, and they specify regulations for various activities such as liquor sales, activities at dance halls, peddling, and merchandising. planning Ordinances regulate traffic and public works such as the sewer and water works. Ordinances also define codes for building and such things as plumbing and electric wiring. They establish and define the responsibilities of city agencies such as the redevelopment agency, the board of adjustment and the planning commission.

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.

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

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

APPRAISAL

Historical Legal

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

PRIMARY DESIGNATION

Public


AGENCY: Cedar City (Utah)

SERIES: 23574
TITLE: Planning commission minutes
DATES: 1945-
ARRANGEMENT: Chronological.

DESCRIPTION: Cedar City planning commission minutes are prefaced by a copy of the city ordinance (1945) creating the commission as authorized by Utah law (Laws of Utah, 1945, chapter 23). The ordinance provides for the appointment of a municipal planning commission to regulate the subdivision of land, monitor building, appoint a board of adjustment and enforce regulations. The Cedar City planning commission has seven members. One is also a member of the city council and another also a member of the board of adjustments. The planning commission is responsible for developing a master plan for the physical development of the city, creating official maps, and approving all subdivisions and public construction. In addition to the date and names of those present, the planning commission minutes include a summary of the planning commission's discussion. Issues addressed include the development of a master plan for Cedar City and the zoning requests of specific individuals and businesses. The planning commission manages subdivision development and is involved in building or maintaining public institutions like the airport, hospital, and civic center. They are also involved with issues like city traffic and parking, university housing, and day care and pre-school facilities. The planning commission minutes include several petitions and letters, as well as occasional maps.

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.

APPRAISAL

Historical Legal

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

The planning commission minutes document city planning which is the foundation for zoning ordinances.

PRIMARY DESIGNATION

Public


AGENCY: Cedar City (Utah)

SERIES: 24069
TITLE: Treasurer's accounts
DATES: 1888-1900
ARRANGEMENT: Chronological
TOTAL VOLUME: 0.10 cubic feet.

DESCRIPTION: The account book is maintained by the city treasurer. It lists payments and amounts by various accounts (e.g., stock account, real estate, water taxes), names of individuals, dates, totals, and subtotals. It also includes various treasurer's reports.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office until administrative need ends and then transfer to Agency Record Center. Retain in Agency Record Center permanently after being microfilmed.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Agency Record Center permanently.

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

APPRAISAL

Historical

This book is based solely on the records secondary historical value. It documents some of the earliest financial accounts in Southern Utah.

PRIMARY DESIGNATION

Public


AGENCY: Cedar City (Utah)

SERIES: 23575
TITLE: Board of adjustment minutes
DATES: 1988-
ARRANGEMENT: Chronological.

DESCRIPTION: The board of adjustment meets monthly to consider appeals to Cedar City zoning decisions and to hear petitions for variances or special exceptions to zoning specifications (Utah Code Annotated, 10-9-103(1), 1997). The board consists of five members and alternate members as the chief executive officer considers appropriate (UCA 10-9-701(2)(a) 1997). In the minutes the secretary summarizes considerations brought before the board. The majority of requests are for variances to home occupation, such as home owner requests to operate commercial activities from their homes. The secretary reports the date and time of meeting, the names of those present, and records the board's decision on each consideration. When voting is not unanimous the minutes report who voted for and against. Beginning in 1994 the minutes begin to include some home inspection reports. 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 permanently after being microfilmed.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

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

APPRAISAL

Historical Legal

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

PRIMARY DESIGNATION

Public


AGENCY: Cedar City (Utah)

SERIES: 23603
TITLE: Redevelopment agency minutes
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: The city council organized the redevelopment agency in June 1980 for the purpose of revitalizing downtown Cedar City. According to established guidelines (Utah Code, Unannotated, 1991, 17A-2-1101 t 17A-2-1191.51) redevelopment agencies can be organized to improve or rehabilitate blighted areas. In accordance with the law, the Cedar City redevelopment agency selected and defined a project area for rehabilitation. Working with both the city council and the planning commission, the redevelopment agency developed plans and implemented improvements in the downtown area. The redevelopment agency minutes document the formulation and implementation of these plans. The agency's stated goals were to: build a downtown area that would better serve all Cedar City citizens; provide adequate public facilities for city government and a public library; maximize tax revenue; and protect and enhance a downtown business district. These plans involved the demolition of an old jail and other buildings; the development of a retail area, particularly a retail grocery project; and the development of a city park. Originally the redevelopment agency discussed building an Iron County convention center and talked about getting an MX missile site near Cedar City. Cedar City officials hoped that redevelopment would make Cedar City a regional center. Throughout, the minutes suggest that redevelopment plans were controversial.

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

Historical

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

Redevelopment agency minutes document Cedar City downtown development.

PRIMARY DESIGNATION

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


AGENCY: Cedar City (Utah)

SERIES: 23618
TITLE: Cemetery deeds
DATES: 1900-ongoing
ARRANGEMENT: chronological by certificate number with subsequently created documents filed immediately after the original certificate.

DESCRIPTION: The Cedar City recorder keeps a record of cemetery deeds, more recently called certificates of burial rights(Compiled Laws of Utah 15-10-632x5, 632x6, 1907). Cemetery deeds convey ownership of cemetery plots from the city mayor to individuals. Each deed includes the date of creation and recording, describes the cemetery plot involved, names the recipient and verifies that payment was made. In addition to cemetery deeds the Cedar City books contain other related documents including deeds or assignments transferring burial rights from the original purchaser to someone else, and affidavits and letters discussing the owner's wishes regarding the cemetery plot.

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.

APPRAISAL

Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 17, Item 3.

Cedar City cemetery deeds document ownership of cemetery plots in the city cemetery.

PRIMARY DESIGNATION

Public


AGENCY: Cedar City (Utah)

SERIES: 23068
TITLE: Police non-reportable accidents
DATES: 1950-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These files document non-reportanble traffic accidents investigated by the police department. A non-reportable accident is an accident where the total damage to all involved vehicles is less than $1000, no injuries have occurred and the cases are considered closed (UCA 41-6-35 (1)(2000). Non-reportable accidents also include accidents which occur on private property. The report usually includes complete information on damage, accident causes, date and time, accident diagram, description, and weather conditions. The original report is kept at the police department.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 1.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305 (38)(2008)

SECONDARY DESIGNATION

Exempt. UCA 41-6-40 (2008)


AGENCY: Cedar City (Utah)

SERIES: 23069
TITLE: Police reportable accident reports
DATES: 1950-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 2.00 cubic feet.

DESCRIPTION: These files document traffic accidents investigated by the police department. The report usually includes complete information on all cars and drivers involved in the accident, accident location, damage, accident causes, date and time, accident diagram, description, and weather conditions.these are accidents where damage exceeds $1000, and are on public property. Also included are hit and run accidents and injury accidents where death does not occur. Witness statements and photographs may be a part of the report. The original report is sent to the State Department of Public Safety (UCA 41-6-35 (2000)), and is maintained for seven years.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 1.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305 (38)(2008)

SECONDARY DESIGNATION

Exempt. UCA 41-6-40 (2008)


AGENCY: Cedar City (Utah)

SERIES: 23072
TITLE: Police fatal accident reports
DATES: 1950-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These files document traffic accidents which resulted in one or more fatalities investigated by the police department. The report usually includes complete information on all vehicles and drivers involved in the accident, accident location, damage, accident causes, date and time, accident diagram, description and weather conditions. The original report is sent to the State Department of Public Safety (UCA 41-6-35 (2000)), and is maintained for seven years. Reports may include witness statements, photos, toxicology reports and medical reports.

RETENTION

Retain office.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

Although this records series does match with item 21-3 of the Municipal General Retention Schedule, the agency has determined that there is value in maintaining this records series permanently for historical purposes and as a resource for tracking the causes of, and contributing factors to, fatal accidents in Cedar City.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305 (38)(2008)

SECONDARY DESIGNATION

Exempt. UCA 41-6-40 (2008)


AGENCY: Cedar City (Utah)

SERIES: 23112
TITLE: Police homicide, suicide and theft of public funds case files
DATES: 1980-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These case files are created as a result of homicide, suicide, or theft of public funds complaint or investigaton by the police department. They are the central case file for all homicides (and other cases without a statute of limitations) handled by the agency. These files may include the investigative report, fingerprint cards, original arrest report, supplemental reports, copies of warrants, photographs, correspondence, latent fingerprints, 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 for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

Computer data files: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 58.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305 (9)(2008)

SECONDARY DESIGNATION

Private


AGENCY: Cedar City (Utah)

SERIES: 23113
TITLE: Police arrest reports
DATES: 1920-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 5.00 cubic feet.

DESCRIPTION: These are misdemeanor and felony arrests for adults and/or juveniles. These case files include complete information and description of person arrested, date, arrest time, arrest location, charges, description of offense, witnesses, vitims, suspects, and name of officer(s) making arrest. These reports may include witness statements, photos, evidence logs, medical reports, copies of teletypes, and other supplemental investigation reports. Sometimes a copy of the arrest report is sent to the county jail.

RETENTION

Retain 5 years after case is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.

Computer data files: Retain in Office for 5 years and then delete.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 3.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305 (9)(2008)

SECONDARY DESIGNATION

Private

Public. Initial contact report UCA 63G-2-301 (2)(g)(2008)


AGENCY: Cedar City (Utah)

SERIES: 23114
TITLE: Police case files
DATES: 1920-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 0.50 cubic feet.

DESCRIPTION: These are reports of cases investigated by the police department. They contain all information as to the "who, what, where, why and how" of reported incidents. They are used for departmental information, follow-up investigation, and statistics. The supplemental continuation reports are used to provide additional information concerning a police investigation. Most reports are call to service, information, civil problems or investigations which do not involve arrests. These may include courtesy reports taken for other agencies and unfounded reports where no arrests were made.

RETENTION

Retain 5 years after case is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year and then transfer to Agency Record Center. Retain in Agency Record Center for 4 years and then destroy.

Computer data files: Retain in Office for 5 years and then delete.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 7.

PRIMARY DESIGNATION

Protected. UCA 63G-2-305 (9)(2008)

SECONDARY DESIGNATION

Public. Initial contact report

Private


AGENCY: Cedar City (Utah)

SERIES: 23115
TITLE: Police DUI (driving under the influence) reports
DATES: 1920-
ARRANGEMENT: Numerical by case number
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These reports are a three-part state form used for reporting persons arrested for driving under the influence (DUI) of alcohol. The original is sent to the Driver License Division of the Department of Public Safety within "five days after the date of arrest and service of notice" (UCA 53-3-223) (5)(2000). The report is filed by case number. This case file may include photos, witness statements, medical tests, and other supplemental or investigative reports. If the DUI results in death/homicide the record will be maintained as a part of records series 23112, Homicide, suicide and theft of public funds case files.

RETENTION

Retain 5 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to Agency Record Center. Retain in Agency Record Center for 3 years and then destroy.

Computer data files: Retain in Office for 5 years and then delete.

APPRAISAL

Administrative Legal

This records series matches with Municipal General Retention Schedule item 21-6, however the agency has determined that they need to maintain them for 5 years.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (1)(b)(2008); UCA 63G-2-302 (3)(c)(2008)


AGENCY: Cedar City (Utah)

SERIES: 25211
TITLE: Publications
DATES: 1990-
ARRANGEMENT: Chronological by year.

DESCRIPTION: These are pamphlets, leaflets, studies, proposals and similar material printed by or for Cedar City or any of its departments, subdivisions or programs, and made available to the public, or the last manuscript report if not published. Holdings include "Master Plan" (1990): 'This Master Plan is a policy document reflecting the general interests of the community and is designed to guide decisions and establish priorities affecting the future character of Cedar City' (Introduction p. 7)

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: 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 21.

These records serve to document the history of the agency and to inform the public of the agency's services and programs.

PRIMARY DESIGNATION

Public


AGENCY: Cedar City (Utah)

SERIES: 28098
TITLE: Patrol briefing
DATES: 2008-
ARRANGEMENT: Chronologically by date.
ANNUAL ACCUMULATION: 1.00 cubic foot.

DESCRIPTION: These documents serve as a hard copy of information collected during shifts to be passed on to the next shift. Information includes identifying officers who have less lethal weapons, the weapon type, and special assignments. They are used to pass the information from shift to shift throughout the day.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 21, Item 2.

PRIMARY DESIGNATION

Public