Clearfield (Utah). City Council
10116--City Council meeting minutes10117--Ordinances
10208--Board of Adjustments minutes
10211--Resolutions
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
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
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 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
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
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 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
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: 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
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 Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 03/13/2015
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
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
Permanent. Retain for 10 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 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
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: 24483
TITLE: Petitions
DATES: 1961-
ARRANGEMENT: Alphanumerical by subject, chronological by year
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
Permanent. Retain for 5 year(s) after resolution of issue
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 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
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
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 for 10 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 09/28/2017
FORMAT MANAGEMENT
Paper: Retain in Agency Record Center for 10 years or until administrative needs ends, whichever occurs later and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative
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
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 for 4 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Budget records, GRS-1856
AUTHORIZED: 10/18/2002
FORMAT MANAGEMENT
Paper: Retain in Agency Record Center for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
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
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 for 2 year(s) after completion of publication or report
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Budget records, GRS-1856
AUTHORIZED: 10/18/2002
FORMAT MANAGEMENT
Paper: Retain in Agency Record Center for 2 years after budget has been adopted and then destroy.
APPRAISAL
Administrative
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 for 3 year(s) after approval of minutes
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Open meeting minutes & supplementary materials, GRS-1709
AUTHORIZED: 10/21/2002
FORMAT MANAGEMENT
Audio cassettes: Retain in Office for 3 years after approval of official minutes and then destroy.
APPRAISAL
Administrative
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)