Utah Department of Administrative Services

Division of Archives & Records Service

Uintah Transportation Special Service District (Utah)

26384--Administrative Control Board open meeting minutes
27545--Engineering statement of qualifications
27546--Resolutions
27562--Property owner meeting files
27563--E-100 contractor statement of interest
27564--Board member files
27225--Administrative Control Board closed meeting minutes
27226--Transportation project files
27537--Annual budget
27538--Audit reports
27539--History of the district
27540--Administrative code
27541--Loan and grant files
27542--Oath of office
27543--Litigation files
27544--Property owner mailing- road cut ordinance notifications

AGENCY: Uintah Transportation Special Service District (Utah)

SERIES: 26384
TITLE: Administrative Control Board open meeting minutes
DATES: 1988-
ARRANGEMENT: Chronological by date of board meeting.

DESCRIPTION: This series contains the minutes, agenda, and related documents for open meetings of the Administrative Control Board. The board is composed of a chairman, secretary, and three additional board members appointed by the Uintah County Council. The board reviews district policies and procedures, general administrative needs, and oversees transportation issues for the district. Series information includes meeting time, place, and date; names of persons present and absent; the substance of all matters proposed, discussed, or decided; and other related matters. These are the minutes of regular, special, and emergency meetings of official municipal committees, boards, and task forces. UCA 52-4-7(1) (2009) requires that written minutes be kept of all open meetings. These minutes shall include: "the date, time and place of the meeting; the names of members present and absent; the substance of all matters proposed, discussed, or decided, and a record, by individual member, of votes taken; the names of all citizens who appeared and the substance in brief of their testimony; and any other information that any member requests be entered in the minutes." Minutes are also required to be kept for all closed meetings in accordance with UCA 52-4-7(2) (2010) and to include: "the date, time and place of the meeting; the names of all others present except when such disclosure would infringe on the confidence necessary to fulfill the original purpose of closing the meeting." They may also include an official agenda. (See also Internal committee records).

RETENTION

Retain permanent

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 7 years and then transfer to State Archives with authority to weed.

Computer data files: Retain in Office for 1 year after record is transcribed and then delete.

APPRAISAL

Administrative Historical

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

These records document the decisions of the Administrative Control Board and the administrative history of the Uintah Transportation Special Service District.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Transportation Special Service District (Utah)

SERIES: 27545
TITLE: Engineering statement of qualifications
DATES: 1998-
ARRANGEMENT: Chronological by year of engineering pool, then alphabetical by engineering firm name.

DESCRIPTION: These are the documents detailing qualifications submitted by engineering companies or individual engineers to be accepted into the District's annual pool.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 4.

PRIMARY DESIGNATION

Protected. 63G-2-305 (2) (b) & (c)

SECONDARY DESIGNATION

Private


AGENCY: Uintah Transportation Special Service District (Utah)

SERIES: 27546
TITLE: Resolutions
DATES: 1989-
ARRANGEMENT: Chronological by date.

DESCRIPTION: These are formal statements of decisions adopted by the Board.

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 18, Item 22.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Transportation Special Service District (Utah)

SERIES: 27562
TITLE: Property owner meeting files
DATES: 2005-
ARRANGEMENT: Chronological by transportation project file; then alphabetical by last name of the property owner.

DESCRIPTION: This is a list of the physical addresses and corresponding mailing addresses on property parcels surrounding the District's transportation projects. The engineer selected for the project sends a letter defining the basic scope of the upcoming project and invites property owners to attend a public information/input meeting. Other records included in this series are: a copy of the letter sent, a mailing list, and public comments received.

RETENTION

Retain 6 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private


AGENCY: Uintah Transportation Special Service District (Utah)

SERIES: 27563
TITLE: E-100 contractor statement of interest
DATES: 1998-
ARRANGEMENT: Chronological by year of engineering pool; then alphabetical by contractor company name.

DESCRIPTION: These are the applications submitted by E-100 contractors to be pre-qualified in the District's annual pool.

RETENTION

Retain 3 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

PRIMARY DESIGNATION

Protected. 63G-2-305 (2) (b)(c)


AGENCY: Uintah Transportation Special Service District (Utah)

SERIES: 27564
TITLE: Board member files
DATES: 1989-
ARRANGEMENT: Alphabetical by last name

DESCRIPTION: These files include a financial summary of payments made to board members, contact information, training certificates, and adverse action files.

RETENTION

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Fiscal

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

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


AGENCY: Uintah Transportation Special Service District (Utah)

SERIES: 27225
TITLE: Administrative Control Board closed meeting minutes
DATES: 1989-
ARRANGEMENT: Chronological by date of board meeting

DESCRIPTION: This series contains the written minutes for closed meetings of the Administrative Control Board from January 4, 1989 to March 4, 2009. Closed meeting minutes taken after the date of March 4, 2009 are in the format of a digital recording. Series information includes meeting time, place, and date; names of persons present and absent; and the substance of all matters discussed.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 7 years and then transfer to State Archives with authority to weed.

Computer data files: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 7 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

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


AGENCY: Uintah Transportation Special Service District (Utah)

SERIES: 27226
TITLE: Transportation project files
DATES: 1989-
ARRANGEMENT:

DESCRIPTION: These files document the tracking and administration of contracts with consultants who perform professional services and E-100 contractors who perform construction services for the Uintah Transportation Special Service District. Information includes any advertisements, design and construction engineering contracts, bid tabulations, construction contracts, final plans, reports and studies, right of way acquisition files, final inspection and acceptance correspondence, notes of complaints or problems, and a detailed financial report.

RETENTION

Retain permanent

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 years and then transfer to State Records Center. Retain in State Records Center for 7 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

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

Documentation of construction projects is of historical value.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Transportation Special Service District (Utah)

SERIES: 27537
TITLE: Annual budget
DATES: 1989-
ARRANGEMENT: Chronological by date.

DESCRIPTION: The budget is a "plan for financial operations for a fiscal year, embodying estimates for proposed expenditures for given purposes and the means of financing the expenditures" (UCA 17-36-3(14)(1995)). At or before the first regularly scheduled meeting of the Board in November, the Executive Director shall file with the Board, a tentative budget for each governmental fund and capital fund, and an operating and capital budget for each proprietary and other required special fund for which a budget is required. After considering the proposed budget and making any revisions thereto that it may deem advisable, the Board shall, by resolution, adopt a budget for the ensuing fiscal year prior to the beginning of the fiscal year, subject to later amendment.

RETENTION

Retain permanently.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years 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.

APPRAISAL

Administrative Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Transportation Special Service District (Utah)

SERIES: 27538
TITLE: Audit reports
DATES: 1989-
ARRANGEMENT: Chronological by date.

DESCRIPTION: At the conclusion of each fiscal year, all receipts and disbursements of the Board and the District shall be audited by an independent certified public accountant to be selected by the Board. The audit report shall be prepared in conformity with generally accepted accounting principles as prescribed in the Uniform Accounting Manual for Special Districts, and shall be included in and become part of the annual report of the Board and District.

RETENTION

Retain permanently

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years 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.

APPRAISAL

Fiscal

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Transportation Special Service District (Utah)

SERIES: 27539
TITLE: History of the district
DATES: 1989
ARRANGEMENT: Chronological by date.

DESCRIPTION: This is the history written by a past Director. It includes the title, author, date written, and a historical narrative.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Historical

This disposition is based on Utah County General Records Retention Schedule, Schedule 1, Item 31.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Transportation Special Service District (Utah)

SERIES: 27540
TITLE: Administrative code
DATES: 1989-
ARRANGEMENT: Chronological by date.

DESCRIPTION: These are the constitution and bylaws of the District Board. They establish the organization and operational procedures for the Board. They include a description and purpose of the Board, description and responsibilities of the Board's positions, employee's positions, meeting frequency, voting procedures, explanation of what constitutes a quorum, the establishment of procedural rules, records access and management, employee personnel policies, and procurement procedures for engineering and construction contracts.

RETENTION

Retain permanently.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years 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.

APPRAISAL

Administrative

This disposition is based on Utah County General Records Retention Schedule, Schedule 1, Item 43.

PRIMARY DESIGNATION

Public


AGENCY: Uintah Transportation Special Service District (Utah)

SERIES: 27541
TITLE: Loan and grant files
DATES: 1989-
ARRANGEMENT: Chronological by date.

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

RETENTION

Retain permanently.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years 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.

APPRAISAL

Administrative

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Transportation Special Service District (Utah)

SERIES: 27542
TITLE: Oath of office
DATES: 1989-
ARRANGEMENT: Alphabetical by last name.

DESCRIPTION: These are the official oaths of the board members appointed. They are used to verify that oaths were administered in accordance with the Utah State Constitution (Art.IV, Sec.10). Before entering into the duties of all elected and appointed officials "shall take and subscribe to a specified oath or affirmation."

RETENTION

Retain permanently.

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years 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.

APPRAISAL

Historical Legal

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Transportation Special Service District (Utah)

SERIES: 27543
TITLE: Litigation files
DATES: 1997-
ARRANGEMENT: Chronological by date.

DESCRIPTION: These files document lawsuits filed by the District or against the District. They contain related correspondence, research materials, copies of official filings(complaints, answers, judgements, etc.) copies of dispositions, and attorney's notes.

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 24, Item 9.

PRIMARY DESIGNATION

Protected. 63G-2-305 (16) (17) (18) (23)


AGENCY: Uintah Transportation Special Service District (Utah)

SERIES: 27544
TITLE: Property owner mailing- road cut ordinance notifications
DATES: 2010-
ARRANGEMENT: Chronological by transportation project file

DESCRIPTION: This is the list of physical addresses and corresponding mailing addresses on property parcels surrounding the districts transportation projects. Letters sent serve as notice of road cut ordinances within the county or city. Includes a copy of the letter sent, mailing list, and return receipts received.

RETENTION

Retain 6 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 12.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302(2)(d) (2008)