Utah Department of Administrative Services

Division of Archives & Records Service

Circleville (Utah)

24051--Water system improvement file
23924--Annual audits
23925--Council minutes
23926--Ordinances

AGENCY: Circleville (Utah)

SERIES: 24051
TITLE: Water system improvement file
DATES: 1992-1994
ARRANGEMENT: Chronological
TOTAL VOLUME: 0.20 cubic feet.

DESCRIPTION: This file documents the administrative process of obtaining a Farm Home Administration (FHA)loan and financially overseeing the upgrading of the Circleville culinary water system. Circleville has forty years to pay the loan. The file includes the application, financial statements, a copy of the ordinance establishing a culinary water system and the agenda for the public meeting, copy of a Circleville water rate and regulation ordinance, the payment schedule, letters between the city and FHA and their engineering firm, and documents illustrating the creation of the required financial accounts.

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.

APPRAISAL

Administrative Historical Legal

This disposition is based on both the records primary administrative purpose and secondary research value in documenting a significant modernization to the town's culinary water system.

PRIMARY DESIGNATION

Public


AGENCY: Circleville (Utah)

SERIES: 23924
TITLE: Annual audits
DATES: 1942-1964; 1981-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.10 cubic feet.

DESCRIPTION: These are reports prepared by external auditors examining and verifying the municipality's financial activities for the year. "The audit required for any fiscal year shall be completed within six calendar months after the close of the fiscal year" (UCA 51-2-2 (1997)). The audit is required to include "the financial statements; the auditor's opinion on the financial statements; a statement by the auditor expressing positive assurance of compliance with state fiscal laws identified by the state auditor; a copy of the auditor's letter to management that identified any material weaknesses in internal controls discovered by the auditor, and other financial issues related to the expenditure of funds received from federal, state, or local governments to be considered by management; and management's response to the specific recommendations" (UCA 51-2-3(1)(a) (1997)). No audits were done from 1965 to 1980.

RETENTION

Retain in office permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

Administrative Fiscal Historical Legal

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

PRIMARY DESIGNATION

Public


AGENCY: Circleville (Utah)

SERIES: 23925
TITLE: Council minutes
DATES: 1921-
ARRANGEMENT: Chronological
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: The Circleville town council consists of a president (mayor) and four board members who exercise the community's legislative and executive powers (see Utah Code Unannotated, 1992, 10-3-101). The board is responsible for all aspects of city management, such as appointing city officials and setting their salaries, establishing a budget, maintaining public services and utilities, and regulating activity within the city. Municipal councils are required by law to keep council minutes which summarize all matters proposed, discussed or decided at monthly and special council meetings (Utah Code Unannotated, 1992, 52-4-7). Each set of minutes includes the date and time of the meeting and names those present and absent. The minutes identify any citizens who attended and provide the substance of their statements. Some Circleville council minutes itemize bills approved for payment. The minutes provide information about the outcome of municipal elections and the appointment of town officials.

RETENTION

Retain in office permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

Microfilm duplicate: Retain in State Archives permanently.

APPRAISAL

Administrative Fiscal Historical Legal

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

Circleville council minutes document actions and discussions of the town council, and provide a basic history of municipal government.

PRIMARY DESIGNATION

Public


AGENCY: Circleville (Utah)

SERIES: 23926
TITLE: Ordinances
DATES: 1921-
ARRANGEMENT: None
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: According to Utah law, the governing body of each municipality shall exercise its legislative powers through ordinances. (Utah Code Unannotated, 1991, 10-3-707). In August 1921, shortly after incorporation, the Circleville town council approved and adopted codified ordinances to provide a legal foundation for all aspects of municipal government. They revised codified ordinances in 1926. In addition to these two sets of codified ordinances, the Circleville ordinance book contains a variety of individual ordinances passed by the council.

RETENTION

Retain in office permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

Microfilm duplicate: Retain in State Archives permanently.

APPRAISAL

Administrative Historical Legal

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

Circleville ordinances provide the legal foundation for municipal government and document municipal activity.

PRIMARY DESIGNATION

Public