Uintah Transportation Special Service District (Utah)

26384--Administrative Control Board open meeting minutes
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
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 records
27226--Transportation project files

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: These records support the agency's administrative function to hold public meetings (Utah Code 52-4-201(2006)). Records document all matters proposed, discussed, decided, and votes taken (Utah Code 52-4-203(2014)). Information includes parties present, agendas, notices, and any public materials distributed at the meeting. Approved minutes of an open meeting are the official record of the meeting of a public body. Contained in or with the minutes shall be the substance of all matters proposed, discussed or decided and votes taken (Utah Code 52-4-203(2014)). This includes the agenda, notices, and any public materials distributed at the meeting.

RETENTION

Permanent. Retain for 7 year(s)

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709

AUTHORIZED: 03/10/2015

FORMAT MANAGEMENT

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

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

Computer data files: Retain in Office permanently.

APPRAISAL

Administrative Historical

These records are historical as they document the decisions of the Administrative Control Board.

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. 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 (3)(a) (2012)). "On or before the 15th day of the last month of each fiscal year, the governing body by resolution shall adopt the budget which, subject to further amendment, shall thereafter be in effect for the next fiscal year. A copy of the final budget, and of any subsequent amendment thereof, shall be certified by the budget officer and filed with the state auditor not later than thirty days after its adoption" (UCA 17-36-15 (2012)).

RETENTION

Permanent. Retain for 10 year(s)

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Audited financial statements, GRS-1857

AUTHORIZED: 10/27/2010

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Transportation Special Service District (Utah)

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

DESCRIPTION: These records support the agency's fiscal function to perform an annual audit in conformity with the "Uniform Accounting Manual for Special Districts" (Utah Code 51-2a-202(2004)). Records document the auditor's findings, written opinion, and recommendation for improvement. Information includes related financial data and supporting documentation. These are reports written and prepared as a result of audits of governmental entities by an outside agency examining and verifying the entities' financial activities for the year.

RETENTION

Permanent. Retain for 5 year(s)

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Audit records, GRS-1727

AUTHORIZED: 11/15/2019

FORMAT MANAGEMENT

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

APPRAISAL

Administrative Fiscal Historical

These records are of historical interest as they show the financial situation of the agency from year to year.

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

Permanent. Retain until administrative need ends

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Agency history records, GRS-1723

AUTHORIZED: 09/18/2015

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Historical

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. These are the constitution and bylaws of county governing/advisory boards (e.g., library board, hospital board, fair board). They establish the organization and operational procedures for the board. They usually include date of adoption and amendments, description and purpose of board, membership, description and responsibilities of board's positions, meeting frequency, voting procedures, explanation of what constitutes a quorum, and the establishment of procedural rules (e.g., Robert's Rules of Order, etc).

RETENTION

Permanent. Retain for 10 year(s)

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Constitution and bylaws, GRS-43

AUTHORIZED: 10/26/2010

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

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

Permanent. Retain for 10 year(s)

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Publications, GRS-1678

AUTHORIZED: 10/26/2010

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

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." These files contain copies of signed oaths required of all officials of municipal offices, whether elected or appointed, before entering the duties of their respective offices (UCA 10-3-827 (1077) and 10-3-828 (1997)).

RETENTION

Permanent. Retain for 15 year(s)

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Oaths of office, GRS-1023

AUTHORIZED: 11/02/2010

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

PRIMARY DESIGNATION

Public


AGENCY: Uintah Transportation Special Service District (Utah)

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

DESCRIPTION: These records support the agency's legal function to document lawsuits filed by or against the agency. Records document the legal proceedings of each case. Information includes attorney notes, copies of official fillings and depositions, related correspondence, and research materials.

RETENTION

Permanent. Retain for 20 year(s)

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Civil case files, GRS-2034

AUTHORIZED: 07/01/2019

FORMAT MANAGEMENT

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

Computer data files: Retain in Office for 20 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

These records are of historical value as they document the legal proceedings of the agency. The records are also of legal value as they serve as evidence of the agency's rights.

PRIMARY DESIGNATION

Protected. Utah code 63G-2-305(17),(18),(23)


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 for 2 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Staff acquisition records, GRS-1964

AUTHORIZED: 09/18/2015

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after expiration of eligibility and then destroy.

APPRAISAL

Administrative

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. 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 (2010)).

RETENTION

Permanent. Retain until administrative need ends

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative

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 for 6 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

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 for 3 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

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

Retain for 10 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

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 records
DATES: 1989-
ARRANGEMENT: Chronological by date of board meeting

DESCRIPTION: These records support the agency's administrative function to hold closed meetings in accordance with Utah Code 54-4-204(2014) and 54-4-205(2013). Records document the proceedings of the closed meeting and are the official record of all matters discussed (Utah Code 52-4-206(1)(a), (2)(2014)). Information includes parties present as well as the date, time, and location of the meeting.

RETENTION

Permanent. Retain for 7 year(s)

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Closed meeting records, GRS-1710

AUTHORIZED: 04/07/2015

FORMAT MANAGEMENT

Paper: For records beginning in 1989 through 2009. Retain in Office for 7 years and then transfer to State Archives with authority to weed.

Sound recordings: For records beginning in 2009 and continuing to the present. Retain in Office for 7 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

These records of historical nature as they document the proceedings of a public body.

PRIMARY DESIGNATION

Protected. Utah Code 63G-2-305(32)


AGENCY: Uintah Transportation Special Service District (Utah)

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

DESCRIPTION: These records support the agency's function to facilitate and develop the transportation system in the county. Records document engineering and construction projects undertaken by the agency. Information includes contracts for consultants and E-100 construction services, right-of-way acquisitions as well as final plans, reports, and studies. Related correspondence and financial information are also included. 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 municipality projects such as street drains, curb and gutter, sidewalk, paving extensions, street construction and repairs to additions to city buildings.

RETENTION

Permanent. Retain for 3 year(s)

DISPOSITION

Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is proposed and has not yet been approved.

FORMAT MANAGEMENT

Paper: Retain in Office for 3 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 Archives with authority to weed.

APPRAISAL

Administrative Historical

These records are of historical value as they document changes in the land and transportation routes.

PRIMARY DESIGNATION

Public