Utah Department of Administrative Services

Division of Archives & Records Service

Cottonwood Heights (Utah)

25740--Purchasing Records
25741--Council minutes
25742--Grant files
25748--Business license files
25749--Building permit files
25751--Council business files
25753--Nonresidential building plans
25757--Public buildings building plans
25758--Residential building plans
25759--Adopted master plans
25760--Conditional use permit records and indexes
25761--Rezoning records and indexes
25762--Site review planning records
25763--Subdivision review case files
25784--Government records access and management act access requests
25785--Notary bond files
25786--As-Built construction plans and specifications
25787--Contract purchasing records
25788--Formal legal opinions
25789--Informal legal opinions
25790--Board of adjustment minutes and indexes
25791--Planning commission minutes

AGENCY: Cottonwood Heights (Utah)

SERIES: 25740
TITLE: Purchasing Records
DATES: 2005-
ARRANGEMENT: Chronological by year, thereunder alphabetical by name

DESCRIPTION: These are solicited and unsolicited unsuccessful (rejected) bids and proposals to provide products or services to an agency by a private contractor. These files also include requests for proposals and unopened bids and proposals.

RETENTION

Retain 2 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then destroy.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25741
TITLE: Council minutes
DATES: 2004-
ARRANGEMENT: Chronological by year

DESCRIPTION: These minutes are the official record of the proceedings of regularly scheduled, special and emergency council meetings. They are adopted and approved by the council during their next public meeting. The minutes include the date, time, and meeting place; members present and absent; "the substance of all matters proposed, discussed, or decided, and record, by individual member, of votes taken; the names of citizens who appeared and the substance in brief of their testimony; any other information that any member requests be entered in the minutes" in accordance with UCA 52-4-7 (1997).

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

Compact disc: Retain in Office for 1 year and then destroy.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 18, Item 23.

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25742
TITLE: Grant files
DATES: 2005-
ARRANGEMENT: Chronological by year, thereunder alphabetical by name

DESCRIPTION: These are files on monetary grants received from state and federal sources. Includes the original applications, contract agreements, and annual and final performance reports.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Fiscal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 9.

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25748
TITLE: Business license files
DATES: 2005-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These files contain information on all business licenses issued in the municipality. All businesses are required to be licensed before conducting business within municipal boundaries. They contain the application, proof of payment, and approval forms from regulatory departments (e.g., fire, police, health). These files also include beer license applications and certificates of the license.

RETENTION

Retain 4 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 2 years and then transfer to Agency Record Center. Retain in Agency Record Center for 2 years and then destroy.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 6, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25749
TITLE: Building permit files
DATES: 2005-
ARRANGEMENT: chronological by year there under alphabetical by name

DESCRIPTION: These permits are issued as official building authorization for a variety of actions (construction, demolition, the installation of plumbing, electrical or mechanical equipment, and the placement of barricades). They contain inspection requests, inspection reports, certificates of occupancy, and any pertinent information relating to the project. They may also contain water source, sewer system, flood plain, and tank certificates. These files also include construction reports.

RETENTION

Retain permanent.

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 7 years and then transfer to Agency Record Center. Retain in Agency Record Center permanently.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 2.

Permanent retention is based on Municipal General Schedule 16 item 2, which is based on the agency's indefinite administrative need for these records.

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25751
TITLE: Council business files
DATES: 2005-
ARRANGEMENT: Chronological by year

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. These files also include information from the public handed out at or prior to the meeting.

RETENTION

Retain 10 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 5 years and then destroy.

Computer data files: Retain in Office until need ends and then delete.

APPRAISAL

Administrative Historical

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

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25753
TITLE: Nonresidential building plans
DATES: 2005-
ARRANGEMENT: Chronological by date

DESCRIPTION: These are the blueprints and specifications submitted by building contractors or owners when applying for a building permit for the construction of commercial, industrial, or apartment structures. The specifications are compiled by the architect for use by the contractor to complete detail work providing type, grade, brand of materials to be used, and general conditions which govern the methods to be employed. They also identify the temporary facilities, job cleanup, security, time limits, deadlines, and responsibilities of the architect, owner and contractor. They are used for determining code compliance and the enforcement of building codes. They are usually arranged by permit number or address.

RETENTION

Retain 7 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.

APPRAISAL

Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 4.

Disposition based on these records serving as one of the few records of naturalization surviving from the court.

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25757
TITLE: Public buildings building plans
DATES: 2005-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These are the blueprints and specifications submitted by building contractors or government agencies applying for a building permit for the construction of government buildings. The specifications are compiled by the architect for use by the contractor to complete detail work providing type, grade, brand of materials to be used, and general conditions which govern the methods to be employed. They also identify the temporary facilities, job cleanup, security, time limits, deadlines, and responsibilities of the architect, contractor, and government agency. They are used for determining code compliance and the enforcement of building codes. The plans are usually arranged by permit number or address.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25758
TITLE: Residential building plans
DATES: 2005-
ARRANGEMENT: Chronological by year there under alphabetical by name

DESCRIPTION: These are the blueprints and specifications submitted by building contractors or owners when applying for a building permit for the construction of residential buildings. The specifications are compiled by the architect for use by contractor to complete detail work providing type, grade, brand of materials to be used and general conditions which govern the methods to be employed. They also identify the temporary facilities, job cleanup, security, time limits, deadlines, and responsibilities of the architect, owner and contractor. They are used for determining code compliance and the enforcement of building codes. They are usually arranged by permit number or address.

RETENTION

Retain 1 year.

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after completion of construction and final inspection and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 16, Item 6.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Protected. 63G-2-305 (36)


AGENCY: Cottonwood Heights (Utah)

SERIES: 25759
TITLE: Adopted master plans
DATES: 2005-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These are comprehensive plans for municipal development adopted by the city commission. "Each municipality shall prepare and adopt a comprehensive, long-range general plan for present and future needs of the municipality; growth and development of the land within the municipality or any part of the municipality" (UCA 10-9-301(1) (1997)). "The planning commission shall make and recommend to the [city commission] a proposed general plan for the area within the municipality" (UCA 10-9-302(1)(a) (1997)). The plans serve as a guide for decision-making on rezoning and other planning proposals and as the goals and policies of municipalities attempting to guide land use in local jurisdictions. The plans include "planning commission's recommendations for the development of the territory covered by the plan, and may include, among other things: (a) a land use element; (b) a transportation and circulation element; (c) an environmental element; (d) a public service and facilities element; (e) a rehabilitation, redevelopment, and conservation element; (f) an economic element; (g) recommendations for implementing the plan, including the use of zoning ordinances, subdivision ordinances, capital improvement plans, and other appropriate actions; and any other elements that the municipality considers appropriate" (UCA 10-9-302(2) (1997)). The plan may also include maps, plats, and charts.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently or until superceded and then transfer to State Archives with authority to weed.

APPRAISAL

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 8.

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25760
TITLE: Conditional use permit records and indexes
DATES: 2005-
ARRANGEMENT: Chronological by year thereunder alphabetical by name

DESCRIPTION: These files document the application for conditional use permits. These permits allow for the construction of buildings on the condition that impacts on neighborhoods are mitigated. They include the original application, blueprint drawings, investigative reports, planning commission decisions, cash receipts, and related correspondence.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office permanently.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 2.

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25761
TITLE: Rezoning records and indexes
DATES: 2005-
ARRANGEMENT: Chronological by year thereunder alphabetical by name

DESCRIPTION: These files document applications to rezone property within the municipality. They contain the original application, review forms, maps of areas involved, investigative reports, copies of planning commission minutes, notice of hearings, copies of ordinances, copies of city council minutes.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 5.

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25762
TITLE: Site review planning records
DATES: 2005-
ARRANGEMENT: Chronological by year thereunder alphabetical by name

DESCRIPTION: These files document the regulatory review and approval of commercial and industrial site plans by various municipal departments. They contain an application of approvals, staff investigative reports and recommendations, cash receipts, site plans, and related correspondence.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 6.

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25763
TITLE: Subdivision review case files
DATES: 2005-
ARRANGEMENT: Alphabetical by name

DESCRIPTION: These case files document the developmental history of subdivision plans submitted to the Planning Commission for compliance review with applicable development ordinances and standards. This includes those that are considered lot/splits (subdivisions smaller than five lots).

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 20, Item 7.

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25784
TITLE: Government records access and management act access requests
DATES: 2005-
ARRANGEMENT: Chronological by year

DESCRIPTION: These request forms document individuals seeking access to municipal records as provided under UCA 63-2-204 (1997). They include requester's name, address, telephone number; date; record requested; date request received; whether access provided or denied; and date responded.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

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

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 29.

PRIMARY DESIGNATION

Public

SECONDARY DESIGNATION

Private. UCA 63G-2-302 (2)(d)


AGENCY: Cottonwood Heights (Utah)

SERIES: 25785
TITLE: Notary bond files
DATES: 2005-
ARRANGEMENT: Chronological by year thereunder alphabetical by name

DESCRIPTION: These files document municipal employees providing service to municipal agencies as notaries public. They include valid certificates, copies of bonds, and any related correspondence.

RETENTION

Retain 1 year

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 1 year after expiration or renewal of bond and then destroy.

APPRAISAL

Administrative

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 1, Item 34.

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25786
TITLE: As-Built construction plans and specifications
DATES: 2005-
ARRANGEMENT: Chronological by year thereunder alphabetical by name

DESCRIPTION: These are the final plans and specifications for approved and constructed municipal buildings.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 7, Item 14.

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25787
TITLE: Contract purchasing records
DATES: 2005-
ARRANGEMENT: Alphabetical by name thereunder chronological by year

DESCRIPTION: These records document purchasing and construction contracts. They include the contract, correspondence, and related records pertaining to award, administration, receipt, inspection, and payments.

RETENTION

Retain 6 years

DISPOSITION

Destroy.

FORMAT MANAGEMENT

Paper: Retain in Office for 6 years after expiration of contract (UCA 78-12-23 (2) and then destroy.

APPRAISAL

Administrative Fiscal Historical

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 10, Item 12.

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25788
TITLE: Formal legal opinions
DATES: 2005-
ARRANGEMENT: Chronological by year thereunder numerical by case number

DESCRIPTION: These are the formal legal opinions written by city attorneys in response to requests received from various municipal departments in the course of municipal business. They are necessary to maintain consistency of opinion in related matters. They show date of opinion, advice or opinion, and name of requesting office or department.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 15, Item 4.

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25789
TITLE: Informal legal opinions
DATES: 2005-
ARRANGEMENT: chronological by year thereunder numerical by case number

DESCRIPTION: These are the informal legal opinions written by city attorneys in response to requests received from various municipal departments in the course of municipal business. They are necessary to maintain consistency of opinion in related matters. They show date of opinion, advice or opinion, and name of requesting office or department.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 5 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Legal

This disposition is based on Utah Municipal General Records Retention Schedule, Schedule 15, Item 11.

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25790
TITLE: Board of adjustment minutes and indexes
DATES: 2005-
ARRANGEMENT: Chronological by year

DESCRIPTION: These minutes document all meetings of the Board of Adjustment. The board consists of "five members and whatever alternate members that the chief executive officer considers appropriate" (UCA 10-9-701(2)(a) (1997)). The duties of the Board of Adjustment are to hear and decide on "appeals from zoning decisions applying the zoning ordinance; special exceptions to the terms of the zoning ordinance; and variances from the terms of the zoning ordinance" (UCA 10-9-703(1) (1997)). The minutes are used to document requests, discussions, and decisions of the Board.

RETENTION

Retain permanently

DISPOSITION

Retain in agency custody.

FORMAT MANAGEMENT

Paper: Retain in Office for 10 years and then transfer to State Archives with authority to weed.

APPRAISAL

Administrative Historical Legal

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

PRIMARY DESIGNATION

Public


AGENCY: Cottonwood Heights (Utah)

SERIES: 25791
TITLE: Planning commission minutes
DATES: 2005-
ARRANGEMENT: Chronological by year

DESCRIPTION: These are minutes of meetings and hearings held by the planning commission. "Each municipality may enact an ordinance establishing a planning commission" (UCA 10-9-201(1)(a)(1997)). A municipal planning commission shall "prepare and recommend a general plan and amendments to the general plan; recommend zoning ordinances and maps, amendments to zoning ordinances and maps; administer provisions of the zoning ordinance; recommend subdivision regulations and amendments to those regulations; recommend approval or denial of subdivision applications; advise the legislative body of matters as the legislative body directs; hear or decide any matters that the legislative body designates, including the approval or denial of, or recommendations to approve or deny, conditional use permits; exercise any other powers that are necessary to enable it to perform or function, or delegated to it by the legislative body" (UCA 10-9-204 (1997)).

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 20, Item 4.

PRIMARY DESIGNATION

Public