Utah Department of Administrative Services

Division of Archives & Records Service

Municipal Power Agency (Utah)

11528--Annual reports
11529--Contracts
11530--Deeds
11531--Policy and program development records
11532--General administrative records
11533--Legal case files
11534--Legal files (final judgments)
11535--General housekeeping files
11536--Studies, reports and related document file
11537--Studies and final reports
11538--Insurance policy files
11539--Board of Directors minutes
11540--Technical committee minutes
11541--Final budget
11543--Accounts payable
11544--Accounts receivable
11545--Audit reports
11546--Bank statements and deposit slips
11547--Bond records
11548--Bond issue files
11549--Check copy file
11550--Fixed asset files
11551--General ledgers and subsidiary journals
11552--Utility specific accounting files
11553--Payroll records
11554--Personnel pay history
11555--Workers' compensation claim files
11556--Personnel files
11557--Bylaws

AGENCY: Municipal Power Agency (Utah)

SERIES: 11528
TITLE: Annual reports
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are reports on program activities and accomplishments of the municipality or individual department for the previous year. They may include statistics, narrative reports, graphs, and diagrams.

RETENTION

Retain permanently, may be transferred to State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently or until transferred to State Archives.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Municipal Power Agency (Utah)

SERIES: 11529
TITLE: Contracts
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These records document the professional service agreements for temporary services between any municipal agency and professional individuals, or between agencies. They include the service agreement and other related records.

RETENTION

Retain 4 years after expiration of contract.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years after expiration of contract and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 7.

PRIMARY DESIGNATION

Protected


AGENCY: Municipal Power Agency (Utah)

SERIES: 11530
TITLE: Deeds
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are copies of actual deeds issued to owners of cemetery plots. They are used to keep an accurate record of plot ownership and whether they have perpetual care. They include deed number, date issued, name of owner, amount of ground purchased, description of grave purchased, amount paid and receipt number. In some communities these deeds are recorded by the county recorder, but in most communities the deeds are not recorded and the municipality retains the official copy. These deeds are also called "Burial Rights."

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Municipal Power Agency (Utah)

SERIES: 11531
TITLE: Policy and program development records
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are the constitution and bylaws of municipal governing/advisory boards. 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

Retain permanently, may be transferred to State Archives after disbanding of committee.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after may be transferred to State Archives.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 17.

PRIMARY DESIGNATION

Protected


AGENCY: Municipal Power Agency (Utah)

SERIES: 11532
TITLE: General administrative records
DATES: undated
ARRANGEMENT: None

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

RETENTION

Retain 2 years or until no longer needed for reference.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years or until no longer needed for reference and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Protected


AGENCY: Municipal Power Agency (Utah)

SERIES: 11533
TITLE: Legal case files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are case files for routine lawsuits filed by the city and those filed against the city. They are used in pleading cases in court and later for research purposes. They contain various court pleadings, research material, and attorneys' notes.

RETENTION

Retain 7 years after case is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after case is closed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 15, Item 3.

PRIMARY DESIGNATION

Protected


AGENCY: Municipal Power Agency (Utah)

SERIES: 11534
TITLE: Legal files (final judgments)
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are case files for routine lawsuits filed by the city and those filed against the city. They are used in pleading cases in court and later for research purposes. They contain various court pleadings, research material, and attorneys' notes.

RETENTION

Retain 7 years after case is closed.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after case is closed and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 15, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Municipal Power Agency (Utah)

SERIES: 11535
TITLE: General housekeeping files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are records of a general housekeeping nature or maintained by an office which do not relate directly to the primary program responsibility of the office. Includes records such as charity fund drives; custodial service requests; parking space assignments; and distribution of keys.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 7.

PRIMARY DESIGNATION

Protected


AGENCY: Municipal Power Agency (Utah)

SERIES: 11536
TITLE: Studies, reports and related document file
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are the final reports of various studies (i.e. program analyses, project studies) by private and other government agencies.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 25.

PRIMARY DESIGNATION

Protected


AGENCY: Municipal Power Agency (Utah)

SERIES: 11537
TITLE: Studies and final reports
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are the final reports of various studies (i.e. program analyses, project studies) by private and other government agencies.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 25.

PRIMARY DESIGNATION

Protected


AGENCY: Municipal Power Agency (Utah)

SERIES: 11538
TITLE: Insurance policy files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: Insurance policy contracts between the State of Utah and private insurers.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah State General Records Retention Schedule, Schedule 16, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Municipal Power Agency (Utah)

SERIES: 11539
TITLE: Board of Directors minutes
DATES: undated
ARRANGEMENT: None

DESCRIPTION: 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 permanently, may be transferred to State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after may be transferred to State archives.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Municipal Power Agency (Utah)

SERIES: 11540
TITLE: Technical committee minutes
DATES: undated
ARRANGEMENT: None

DESCRIPTION: 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 permanently, may be transferred to State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after may be transferred to State Archives.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Municipal Power Agency (Utah)

SERIES: 11541
TITLE: Final budget
DATES: undated
ARRANGEMENT: none

DESCRIPTION: The final annual municipal financial plan approved by the city council for all expenditures of municipality.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Municipal Power Agency (Utah)

SERIES: 11543
TITLE: Accounts payable
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are records used to pay municipal bills. Files consist of copy of checks, invoices, purchase orders, and receiving reports. May also include correspondence with vendors and computer printouts (UCA 70A-2-725).

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 1.

PRIMARY DESIGNATION

Protected


AGENCY: Municipal Power Agency (Utah)

SERIES: 11544
TITLE: Accounts receivable
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These records consist of copies of accounts receivable prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 2.

PRIMARY DESIGNATION

Protected


AGENCY: Municipal Power Agency (Utah)

SERIES: 11545
TITLE: Audit reports
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are reports prepared by external auditors examining and verifying the municipality's financial activities for the year. These reports include statements of receipts and disbursements for each department (UCA 10-6-151).

RETENTION

Retain permanently, may be transferred to State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after may be transferred to State Archives.

APPRAISAL

Administrative Fiscal Historical

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

Audit reports may be used during the next audit cycle to monitor compliance with internal control program recommendations. They document agency functions and have research value.

PRIMARY DESIGNATION

Public


AGENCY: Municipal Power Agency (Utah)

SERIES: 11546
TITLE: Bank statements and deposit slips
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are monthly statements showing the amount of money on deposit to the credit of the municipality showing date, name of bank, total deposit, and withdrawals, and cash balance with interest on daily bank balances.

RETENTION

Retain 4 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 4 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Municipal Power Agency (Utah)

SERIES: 11547
TITLE: Bond records
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These files document the implementation of significant municipal bonds (i.e., revenue or special bonds), but not general obligation bonds. These files include authorizations supporting financial data, contracts or sales agreements, destruction certificates, and sample copies of bonds sold as evidence of municipal indebtedness.

RETENTION

Retain permanently, may be transferred to State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after may be transferred to State Archives.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Municipal Power Agency (Utah)

SERIES: 11548
TITLE: Bond issue files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These files document the implementation of significant municipal bonds (i.e., revenue or special bonds), but not general obligation bonds. These files include authorizations supporting financial data, contracts or sales agreements, destruction certificates, and sample copies of bonds sold as evidence of municipal indebtedness.

RETENTION

Retain permanently, may be transferred to State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after may be transferred to State Archives.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Municipal Power Agency (Utah)

SERIES: 11549
TITLE: Check copy file
DATES: undated
ARRANGEMENT: Numerical

DESCRIPTION: These are facsimile or photocopies of checks issued and are maintained solely as a quick reference source. If documentation is attached see Accounts payable.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 8.

PRIMARY DESIGNATION

Protected


AGENCY: Municipal Power Agency (Utah)

SERIES: 11550
TITLE: Fixed asset files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are listings of all municipal property (buildings and real estate), vehicles, equipment, and furniture. Includes description, cost, date purchased, location, name of vendor, and depreciation.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Municipal Power Agency (Utah)

SERIES: 11551
TITLE: General ledgers and subsidiary journals
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are summaries showing the amount of receipts and disbursements of each department of the municipality. They may also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 12.

PRIMARY DESIGNATION

Protected


AGENCY: Municipal Power Agency (Utah)

SERIES: 11552
TITLE: Utility specific accounting files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are summaries showing the amount of receipts and disbursements of each department of the municipality. They may also include documentation from subsidiary ledgers to general ledger and accounting adjustments in the form of general entries.

RETENTION

Retain 10 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 5, Item 12.

PRIMARY DESIGNATION

Protected


AGENCY: Municipal Power Agency (Utah)

SERIES: 11553
TITLE: Payroll records
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are reports and statistics with supporting and related records which document payroll operations. They include reports and data used for workload and personnel management purposes.

RETENTION

Retain 3 years.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

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

PRIMARY DESIGNATION

Private


AGENCY: Municipal Power Agency (Utah)

SERIES: 11554
TITLE: Personnel pay history
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These files are a cumulative salary history for individual municipal employees. They contain the name and address of each employee, name of department and position, social security number, date of birth, date employed, earnings and deductions by pay period, gross earnings year-to-date, net pay, and check number. These files are considered to be the most important payroll record for retirement purposes.

RETENTION

Retain until separation then place in personnel file.

DISPOSITION

.

FORMAT MANAGEMENT

Paper: Retain in Office until separation and then place in personnel file.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 4.

PRIMARY DESIGNATION

Private


AGENCY: Municipal Power Agency (Utah)

SERIES: 11555
TITLE: Workers' compensation claim files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: All records about on-the-job injuries or job related disabilities, regardless of whether claims for compensation were made. See UCA 34A-2 for Workers Compensation Act

RETENTION

Retain 10 years after finmal settlement.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 8, Item 16.

PRIMARY DESIGNATION

Private


AGENCY: Municipal Power Agency (Utah)

SERIES: 11556
TITLE: Personnel files
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These files are the official employment files for all municipal employees and usually include the original employment application, correspondence, credential files, letters of commendation, pay and leave history, work performance, training certificates, and evaluation forms.

RETENTION

Retain 65 years after employment of 3 years after retirement.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 65 years after date of employment or until 3 years after retirement or death and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 9, Item 12.

The history of a person's employment must be retained beyond the time he or she could potentially claim retirement benefits based on employment.

PRIMARY DESIGNATION

Private


AGENCY: Municipal Power Agency (Utah)

SERIES: 11557
TITLE: Bylaws
DATES: undated
ARRANGEMENT: None

DESCRIPTION: These are the constitution and bylaws of municipal governing/advisory boards. 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

Retain permanently, may be transferred to State Archives after disbanding of committee.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently after may be transferred to State Archives.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 17.

PRIMARY DESIGNATION

Public