Municipal Power Agency (Utah)

11537--Studies and final reports
11539--Board of Directors meeting minutes
11540--Technical Committee meeting 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
11556--Personnel files
11557--Bylaws
11528--Annual reports
11529--Contracts
11530--Deeds
11531--Policy and program development records
11533--Legal case files
11534--Legal files (final judgments)
11535--General housekeeping files
11536--Studies, reports and related document file

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

May 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

PRIMARY DESIGNATION

Protected


AGENCY: Municipal Power Agency (Utah)

SERIES: 11539
TITLE: Board of Directors meeting minutes
DATES: 1980-
ARRANGEMENT: Chronological by meeting date.

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

DISPOSITION

May 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 permanently or until administrative need ends and then transfer to State Archives.

APPRAISAL

Historical

The records in this series have permanent historical value as documentation of the operation of the Power Agency as cooperative effort among multiple municipalities to provide electric power service in their communities.

PRIMARY DESIGNATION

Public


AGENCY: Municipal Power Agency (Utah)

SERIES: 11540
TITLE: Technical Committee meeting minutes
DATES: 1980-
ARRANGEMENT: Chronological by meeting date.

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

DISPOSITION

May 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 permanently or until adminstrative need ends and then transfer to State Archives.

APPRAISAL

Historical

The records in this series have permanent historical value as documentation of the operation of the Power Agency as cooperative effort among multiple municipalities to provide electric power service in their communities.

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

May 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: 12/08/1992

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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 for 4 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106

AUTHORIZED: 03/31/2017

FORMAT MANAGEMENT

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

APPRAISAL

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 for 4 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106

AUTHORIZED: 03/31/2017

FORMAT MANAGEMENT

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

APPRAISAL

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

DISPOSITION

May 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 permanently after may be transferred to State Archives.

APPRAISAL

Administrative Fiscal Historical

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 for 4 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106

AUTHORIZED: 01/20/2017

FORMAT MANAGEMENT

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

APPRAISAL

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

DISPOSITION

May Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Municipality bond issue files, GRS-783

AUTHORIZED: 01/02/2018

FORMAT MANAGEMENT

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

APPRAISAL

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

DISPOSITION

May Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Municipality bond issue files, GRS-783

AUTHORIZED: 12/08/1992

FORMAT MANAGEMENT

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

APPRAISAL

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 for 1 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 1 year and then destroy.

APPRAISAL

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 for 10 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Fixed asset records, GRS-73

AUTHORIZED: 05/04/2016

FORMAT MANAGEMENT

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

APPRAISAL

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 for 10 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106

AUTHORIZED: 12/08/1992

FORMAT MANAGEMENT

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

APPRAISAL

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 for 10 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Local government accounts payable and receivable records, GRS-106

AUTHORIZED: 01/02/2018

FORMAT MANAGEMENT

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

APPRAISAL

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 for 3 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Payroll processing records, GRS-1903

AUTHORIZED: 07/20/2015

FORMAT MANAGEMENT

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

APPRAISAL

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 final action

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Employee wage history records, GRS-1905

AUTHORIZED: 07/15/2015

FORMAT MANAGEMENT

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

APPRAISAL

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 for 65 year(s) or until separation

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965

AUTHORIZED: 12/08/1992

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

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

DISPOSITION

May 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 after may be transferred to State Archives.

APPRAISAL

PRIMARY DESIGNATION

Public


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

DISPOSITION

May Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

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

AUTHORIZED: 03/09/2015

FORMAT MANAGEMENT

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

APPRAISAL

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 for 7 year(s) after expiration of contractual agreement

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Contract and lease records, GRS-1731

AUTHORIZED: 02/08/2016

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years after expiration of contract and then destroy.

APPRAISAL

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

May Transfer to Archives.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Burial records, GRS-286

AUTHORIZED: 09/11/2015

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

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

DISPOSITION

May 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 after may be transferred to State Archives.

APPRAISAL

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 for 7 year(s) after case is closed

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 7 years after case is closed and then destroy.

APPRAISAL

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 for 7 year(s) after case is closed

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

These records are in Archives' permanent custody.

FORMAT MANAGEMENT

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

APPRAISAL

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 for 1 year(s)

DISPOSITION

Destroy.

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series is authorized by Archives general schedule Transitory tracking records, GRS-1720

AUTHORIZED: 09/18/2015

FORMAT MANAGEMENT

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

APPRAISAL

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

May 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

PRIMARY DESIGNATION

Protected