Utah Department of Administrative Services

Division of Archives & Records Service

Park City (Utah). City Council

84968--City Council minutes
84866--Ordinances
21273--Constitution and bylaws
21285--Meeting agenda
21559--Annexation files
21560--Appointment files
21562--City charter
21564--Council agenda
21565--Council business files
21573--Hearing files
21286--Meeting minute tape recordings
21294--Public relations files
21295--Public release files
21577--Petitions
21578--Proof of publication record
21579--Resolutions
21344--Municipal revenue bonds
21347--Special improvement bonds
21348--Annual budget
22782--Circulation statistical reports

AGENCY: Park City (Utah). City Council

SERIES: 84968
TITLE: City Council minutes
DATES: i 1884-
ARRANGEMENT: Chronological.

DESCRIPTION: The city and town council minute book was created as the official record of the city council meetings. Handwritten entries were usually made by the city clerk in meetings that were held on a regular basis. Special meetings were scheduled as needed. Typical entries contain information about budgeting and finance; city ordinances; business and professional licensing procedures; police activities; and improvements in public service such as street repairs.

RETENTION

Retain permanently.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 20 years and then may be transferred permanently to State Archives.

Microfilm master: For records beginning in 1884 through 1964. Retain in State Archives permanently.

Microfilm duplicate: For records beginning in 1884 through 1964. Retain in Office permanently.

Microfilm duplicate: Retain in State Archives permanently with authority to weed.

APPRAISAL

PRIMARY DESIGNATION

Public. UCA 52-4-7(3) (2008)

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(32) (2008)


AGENCY: Park City (Utah). City Council

SERIES: 84866
TITLE: Ordinances
DATES: 1884-
ARRANGEMENT: Numerical by ordinance number.

DESCRIPTION: Ordinances are laws created by the city council. They are enactments which govern and maintain the operation of the city for peace, benefit, and regulation of the municipality. Each separate law may carry a penalty or fine and must not conflict with The Utah State Constitution or The United States Constitution. Each ordinance is discussed in open council meetings, and take effect a specified number of days after being passed. Ordinances commonly deal with the employment of elected and appointed officials; vehicles and traffic control; water use and allocation; fire and police protection; business and merchant regulation; and the establishment of fees and fines for city services.

RETENTION

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: For records beginning in 1916 through 1926. Retain in Office until microfilmed and then destroy provided microfilm has passed inspection.

Microfilm master: For records beginning in 1916 through 1926. Retain in State Archives permanently.

Microfilm duplicate: For records beginning in 1916 through 1926. Retain in Office for 20 years and then may be transferred permanently to State Archives..

Paper: For records beginning in 1927 and continuing to the present. Retain in Office for 20 years and then may be transferred permanently to State Archives.

Microfilm duplicate: For records beginning in 1927 and continuing to the present. Retain in Office for 20 years and then may be transferred permanently to State Archives.

Microfilm master: For records beginning in 1927 and continuing to the present. Retain in Office for 20 years and then may be transferred permanently to State Archives.

APPRAISAL

Administrative Historical Legal

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

Disposition based on the value of these records in documenting the city's procedures, laws, and function. Ordinances have legal value because they are municipal laws. They have historical value because ongoing ordinances document changes to the law over time.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Council

SERIES: 21273
TITLE: Constitution and bylaws
DATES: 1884-
ARRANGEMENT: Chronological

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 the State Archivese after disbanding of committee

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 17.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Council

SERIES: 21285
TITLE: Meeting agenda
DATES: 1981-
ARRANGEMENT: Chronological

DESCRIPTION: These are copies of notices of regular and special meetings of the city council and other pertinent committees. They may include date, time, location of meeting, list of items to be discussed by committee members at regular, special, and emergency public meetings.

RETENTION

Retain 2 years, or until administrative need ends, if not part of offical minutes

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years after administrative need ends and then destroy.

APPRAISAL

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

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Council

SERIES: 21559
TITLE: Annexation files
DATES: 1975-
ARRANGEMENT: Chronological

DESCRIPTION: These files document the annexation of property into municipal boundaries. They usually contain correspondence, citizens' petitions, maps, and the official annexation action approved by City Council (UCA 10-2-401 to 422 (1997)).

RETENTION

Retain permanently, may be transferred to the state archives.

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 18, Item 1.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Council

SERIES: 21560
TITLE: Appointment files
DATES: 1995-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files document the appointment of persons to advisory boards and committees established by the City Council or Mayor, usually by resolution, or policy and procedure. These files may include letters of recommendation, letters of appointment, resumes, and related correspondence.

RETENTION

Retain permanently, may be transferred to the state arhives with authority to weed.

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 18, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Council

SERIES: 21562
TITLE: City charter
DATES: 1884
ARRANGEMENT: Alphabetical

DESCRIPTION: These files contain the constitution, bylaws and all amendments to city charters approved by the State Legislature (Constitution of Utah, Article XI, Section 5).

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 18, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Council

SERIES: 21564
TITLE: Council agenda
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain the public notification of date, time, place and items to be presented to City Council for consideration at regularly scheduled, special and emergency city council meetings.

RETENTION

Retain permanently, with minutes. May be transferred to State Archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently and then with minutes.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Council

SERIES: 21565
TITLE: Council business files
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain copies of documents that council received as exhibits for regular or special city council meetings. They include copies of agenda, copies of ordinances and resolutions, special reports, and related correspondence. These files are also known as Council Exhibit Files and Council Agenda Files.

RETENTION

Retain permanently, as back-up with minutes.May be transferred to State Archives.

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 18, Item 8.


AGENCY: Park City (Utah). City Council

SERIES: 21573
TITLE: Hearing files
DATES: 1980-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain information documenting hearings requested by the public for various reasons including the denial and revocation of various licenses (businesses, liquor, taxi licenses) or special hearings called by the mayor or city council. Files contain copies of transcribed minutes, related correspondence, copies of applications, reports and agenda.

RETENTION

Retain permanently.May be transferred to State Archives.

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 18, Item 16.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Council

SERIES: 21286
TITLE: Meeting minute tape recordings
DATES: 1958-
ARRANGEMENT: Chronological

DESCRIPTION: These are the tape recordings of the proceedings of regularly scheduled, special and emergency municipal meetings. They are used to create the official minutes. UCA 52-4-7 requires that "written minutes shall be kept of all open meetings" and that they "shall be available within a reasonable time after the meeting." UCA 52-4-7.5(2)(a) (1997) requires that "if a public body closes a meeting . . . for any other purpose than to discuss the deployment of security personnel, devices, or systems, the public body shall either tape record the closed portion of the meeting or keep detailed written minutes that disclose the content of the closed portions of the meeting."

RETENTION

Retain 1 year, after approval of offical minutes

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Sound recordings: Retain in Office for 1 year after approval of offical minutes and then erase provided resolution of any related litigation.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 45.

PRIMARY DESIGNATION

Public. UCA 63G-2-301(1)(e) (2008)

SECONDARY DESIGNATION

Protected. UCA 63G-2-305(32) (2008); UCA 52-4-7.5(2) (2008)


AGENCY: Park City (Utah). City Council

SERIES: 21294
TITLE: Public relations files
DATES: 1982-
ARRANGEMENT: Alphabetical

DESCRIPTION: These files contain speeches, addresses, and official comments or remarks made at formal municipal ceremonies by elected municipal officials. The format may be paper, videotape, motion picture film, etc.

RETENTION

Retain Permanently, may be transferred to State Archives

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 19.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Council

SERIES: 21295
TITLE: Public release files
DATES: 1982-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain a copy of each prepared statement or announcement issued for distribution to the news media. A press release may be a textual record or non-textual record such as a film or video sound recording.

RETENTION

Retain Permanently, may be transferred to State Archives

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 20.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Council

SERIES: 21577
TITLE: Petitions
DATES: 1981-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain formal written petitions from citizens or municipal departments. Petitions state the issue of concern and list names and signatures of citizens requesting a particular action.

RETENTION

Retain 5 years, after issue is resolved or final decision is made.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 20.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Council

SERIES: 21578
TITLE: Proof of publication record
DATES: 1981-
ARRANGEMENT: Chronological

DESCRIPTION: These files contain evidence of the publication of a document or public notification appearing in a local newspaper, usually for hearings, sale of bonds, budget, and council meetings (UCA 78-25-14 (1997)).

RETENTION

Retain 6 years, unless filed with an ordinance or rsolution in which case, permanent.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years and then destroy provided unless filed with an ordinance or resolution, permanent.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 21.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Council

SERIES: 21579
TITLE: Resolutions
DATES: 1884-
ARRANGEMENT: Chronological

DESCRIPTION: 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 (1997)).

RETENTION

Retain permanently, may be transferred to the state archives.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 22.

Resolutions are similar to ordinances. Resolutions have legal value because they are municipal laws. They have historical value because ongoing resolutions document changes to the law over time.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Council

SERIES: 21344
TITLE: Municipal revenue bonds
DATES:
ARRANGEMENT:

DESCRIPTION: These bonds are issued by the city council payable solely from revenues attributable to the extension and improvement to revenue producing facilities (UCA 11-14-17 (1997)).

RETENTION

Retain 1 year, after being paid or canceled

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after being paid or canceled and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 10.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Council

SERIES: 21347
TITLE: Special improvement bonds
DATES:
ARRANGEMENT:

DESCRIPTION: The governing body of the municipality levying the assessment, by ordinance or resolution, may authorize the issuance of special improvement bonds to pay costs of improvements in the district against funds created by the assessment (UCA 17A-3-328 (1997)).

RETENTION

Retain until "paid or canceled"

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until "paid or canceled" and then destroy.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 2, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Park City (Utah). City Council

SERIES: 21348
TITLE: Annual budget
DATES: 1985-
ARRANGEMENT: Chronological

DESCRIPTION: The budget is a "plan of financial operations for a fiscal year which embodies estimates of proposed expenditures for given purposes and the proposed means of financing them" (UCA 10-6-106(10) (1997)). "Before June 22 of each fiscal year, or August 17 in the case of a property tax increase under Sections 59-2-919 through 59-2-923, the governing body shall by resolution or ordinance adopt a budget for the ensuing fiscal year for each fund for which a budget is required under this chapter. A copy of the final budget for each fund shall be certified by the budget officer and filed with the state auditor within thirty days after adoption" (UCA 10-6-118 (1997)).

RETENTION

Retain Permanent

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: Park City (Utah). City Council

SERIES: 22782
TITLE: Circulation statistical reports
DATES: 1993-
ARRANGEMENT: Chronological

DESCRIPTION: These are monthly statistical reports on the numbers and types of library materials checked out. They are used for future planning. They include the number of items checked out by type, number of library cards issued, and monthly totals.

RETENTION

Retain until annual report compiled.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office until annual report compiled and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 25, Item 5.

PRIMARY DESIGNATION

Public