Utah Department of Administrative Services

Division of Archives & Records Service

Clearfield (Utah). City Council

24483--Petitions
24485--City Council agenda attachments
24486--City Council budget reports
24487--Annual and tentative budget message
24489--City Council regular and work session recordings
10208--Board of Adjustments minutes
10211--Resolutions
10116--City Council meeting minutes
10117--Ordinances

AGENCY: Clearfield (Utah). City Council

SERIES: 24483
TITLE: Petitions
DATES: 1961-
ARRANGEMENT: Alphanumerical by subject, chronological by year
ANNUAL ACCUMULATION: 0.10 cubic feet.

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

DISPOSITION

Transfer to the State Archives with authority to weed.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center for 5 years after issue is resolved or final decision is made and then may be transferred to the State Archives.

APPRAISAL

Administrative Historical

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

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Council

SERIES: 24485
TITLE: City Council agenda attachments
DATES: 1992-
ARRANGEMENT: Chronological by year there under alphabetical by subject
ANNUAL ACCUMULATION: 0.50 cubic feet.

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 10 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center for 10 years or until administrative needs ends, whichever occurs later and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Council

SERIES: 24486
TITLE: City Council budget reports
DATES: 1992-
ARRANGEMENT: Chronological by date thereunder alphabetical by subject
ANNUAL ACCUMULATION: 0.40 cubic feet.

DESCRIPTION: These are routine budget reports prepared monthly or quarterly. They document the status of city appropriation accounts and apportionment and are only used for reference purposes. The reports are prepared for the council and mayor.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center for 1 year or until administrative need ends and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Council

SERIES: 24487
TITLE: Annual and tentative budget message
DATES: 1991-
ARRANGEMENT: Chronological by year thereunder alphabetical by subject
ANNUAL ACCUMULATION: 0.20 cubic feet.

DESCRIPTION: This message accompanies the tentative budget and is submitted by the budget officer to the governing body and explains the budget, contains an outline of the proposed financial policies of the municipality for the budget year, and describes the important features of the budgetary plan (UCA 10-6-111 (1997)).

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Agency Record Center for 2 years after budget has been adopted and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 3, Item 6.

Subject to audit

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Council

SERIES: 24489
TITLE: City Council regular and work session recordings
DATES: 1985-
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

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Audio cassettes: Retain in Office for 1 year after approval of official minutes and then destroy provided resolution of any related litigation.

APPRAISAL

Administrative

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: Clearfield (Utah). City Council

SERIES: 10208
TITLE: Board of Adjustments minutes
DATES: 1960-
ARRANGEMENT: Chronological

DESCRIPTION: These minutes document all meetings of the Board of Adjustment. They are used to reference requests, discussions, and decisions of the Board.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then microfilm and transfer to Agency Record Center. Retain in Agency Record Center permanently.

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

Microfilm duplicate: Retain in Office permanently.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 3.

PRIMARY DESIGNATION

Public


AGENCY: Clearfield (Utah). City Council

SERIES: 10211
TITLE: Resolutions
DATES: 1922-
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).

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then microfilm and transfer to Agency Record Center. Retain in Agency Record Center permanently.

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

Microfilm duplicate: Retain in Office permanently.

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

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: Clearfield (Utah). City Council

SERIES: 10116
TITLE: City Council meeting minutes
DATES: i 1922-
ARRANGEMENT: Chronological

DESCRIPTION: These are the official minutes of regular, special, and emergency meetings of municipal committees, boards, and task forces.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then microfilm and transfer to Agency Record Center. Retain in Agency Record Center permanently.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

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

APPRAISAL

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


AGENCY: Clearfield (Utah). City Council

SERIES: 10117
TITLE: Ordinances
DATES: 1922-
ARRANGEMENT: Chronological

DESCRIPTION: These books contain the legislative action of city council to regulate, require, prohibit. govern, control, or supervise any activity, business, conduct, or condition authorized by UCA 10-3-701 to 714. An ordinance includes the title, preamble, an ordaining clause, subject of ordinance, when applicable, penalty of violation, effective date, signature of mayor or acting mayor, and municipal seal.

RETENTION

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then microfilm and transfer to Agency Record Center. Retain in Agency Record Center permanently.

Microfilm master: Retain in State Archives permanently.

Microfilm duplicate: Retain in Office permanently.

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

APPRAISAL

Administrative Historical Legal

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

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