Elk Ridge (Utah)
12124--Minutes15812--Grant files original applications
15813--Grant files (supporting documents)
15814--Organizational charts
15815--Policies and procedures
15816--Studies and surveys
15817--Bond anticipation notes (debt service)
15818--Bond redemption registers (building and performance)
15819--Annual budget
15820--Accounts payable
15821--Accounts receivable
15822--Audit reports
15823--General ledgers
15825--Administrative payroll report
15826--Insurance policy files (worker's compensation fund)
15827--Insurance policy files (commercial property)
15828--Insurance policy files (commercial general liability)
15829--Insurance policy files (commercial auto)
15830--Insurance policy files (errors and omissions)
15831--Liability risk management case files
15832--City charter (articles of incorporation)
15833--Contracts and agreements files (contractor's liability)
15834--Deeds files (promissory notes with trust deed)
15835--Ordinances
15836--Resolutions
15837--Special assessment plats (property assessment listing)
15838--Special assessment plats (residential address)
15839--Class "C" road funding project files
28486--Building plans
29267--General plan
AGENCY: Elk Ridge (Utah)
SERIES: 12124
TITLE: Minutes
DATES: 1977-
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 until microfilmed and then destroy provided microfilm has passed inspection.
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
These records have evidentiary value and serve as a history of board and committee actions. They contain minutes of open committee and board meetings as required by UCA 52-4-7. (2005) Records may also include agenda, recordings, recordings and minutes of closed portions of meetings, and other supporting documentation.
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15812
TITLE: Grant files original applications
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are files on monetary grants received from state and federal sources. Includes the original applications, contract agreements, annual and final performance reports.
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: 09/05/1995
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15813
TITLE: Grant files (supporting documents)
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are reports on the administrative and fiscal operations of federal or state funded programs compiled on a monthly, quarterly, or semi-annual basis and all other supporting data.
RETENTION
Retain for 5 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 5 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15814
TITLE: Organizational charts
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are files containing organizational charts and reorganizational studies. They are graphic illustrations providing a detailed description of the arrangement and administrative structure of the municipality. They also include agency histories and selected background material. Agency histories and selected background material.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Agency history records, GRS-1723
AUTHORIZED: 09/18/2015
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15815
TITLE: Policies and procedures
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are manuals which indicate the responsibilities and guidelines on administrative policies, operational procedures, and rules and regulations.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Program and policy development records, GRS-1717
AUTHORIZED: 03/11/2015
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15816
TITLE: Studies and surveys
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are documents related to various studies by private and other government agencies. Includes working papers, correspondence, related documents and final report.
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
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15817
TITLE: Bond anticipation notes (debt service)
DATES: undated
ARRANGEMENT:
DESCRIPTION: These notes are used by municipalities pursuant to an appropriation resolution for bonds in anticipation of payable and valorem taxes and constitute a full obligation of the municipality, "the bond anticipation notes and the interest on them shall be secured by a pledge of the full faith and credit of the municipality" (UCA 11-14-19.5).
RETENTION
Retain for 1 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Bond anticipation notes, GRS-782
AUTHORIZED: 09/05/1995
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after redeemed and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15818
TITLE: Bond redemption registers (building and performance)
DATES: undated
ARRANGEMENT:
DESCRIPTION: These registers are used to record the redemption of coupons for municipal bonds.
RETENTION
Retain for 3 year(s) after final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Municipal bond redemption registers, GRS-784
AUTHORIZED: 09/05/1995
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after redemption of coupon and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15819
TITLE: Annual budget
DATES: undated
ARRANGEMENT:
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: 09/05/1995
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15820
TITLE: Accounts payable
DATES: undated
ARRANGEMENT:
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
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15821
TITLE: Accounts receivable
DATES: undated
ARRANGEMENT:
DESCRIPTION: These files consist of copies prepared by municipalities to collect amounts owed by vendors, organizations, and citizens having accounts with municipal agencies (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
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15822
TITLE: Audit reports
DATES: undated
ARRANGEMENT:
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.
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: Elk Ridge (Utah)
SERIES: 15823
TITLE: General ledgers
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are a summary of receipts and disbursements by account and fund. 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: 09/05/1995
FORMAT MANAGEMENT
Paper: Retain in Office for 4 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15825
TITLE: Administrative payroll report
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are reports and statistics with any supporting and related records to payroll operations and pay administration. Includes 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
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15826
TITLE: Insurance policy files (worker's compensation fund)
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are insurance policy contracts between municipality and private insurers.
RETENTION
Retain for 15 year(s) after final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Insurance policy contracts, GRS-942
AUTHORIZED: 09/06/1995
FORMAT MANAGEMENT
Paper: Retain in Office for 15 years after expiration of policy and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15827
TITLE: Insurance policy files (commercial property)
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are insurance policy contracts between municipality and private insurers.
RETENTION
Retain for 15 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Insurance policy contracts, GRS-942
AUTHORIZED: 09/06/1995
FORMAT MANAGEMENT
Paper: Retain in Office for 15 years after expiration of policy and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15828
TITLE: Insurance policy files (commercial general liability)
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are insurance policy contracts between municipality and private insurers.
RETENTION
Retain for 15 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Insurance policy contracts, GRS-942
AUTHORIZED: 09/06/1995
FORMAT MANAGEMENT
Paper: Retain in Office for 15 years after expiration of policy and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15829
TITLE: Insurance policy files (commercial auto)
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are insurance policy contracts between municipality and private insurers.
RETENTION
Retain for 15 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Insurance policy contracts, GRS-942
AUTHORIZED: 09/06/1995
FORMAT MANAGEMENT
Paper: Retain in Office for 15 years after expiration of policy and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15830
TITLE: Insurance policy files (errors and omissions)
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are insurance policy contracts between municipality and private insurers.
RETENTION
Retain for 15 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Insurance policy contracts, GRS-942
AUTHORIZED: 09/06/1995
FORMAT MANAGEMENT
Paper: Retain in Office for 15 years after expiration of policy and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15831
TITLE: Liability risk management case files
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are case files of the reporting, investigation and settlement of liability claims filed against the municipalities.
RETENTION
Retain for 20 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 20 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15832
TITLE: City charter (articles of incorporation)
DATES: undated
ARRANGEMENT:
DESCRIPTION: These files contain constitution, bylaws and all amendments to city charters approved by the State Legislature.
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
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15833
TITLE: Contracts and agreements files (contractor's liability)
DATES: undated
ARRANGEMENT:
DESCRIPTION: These files contain official agreements enforceable by law, to acquire or incur services, products. File may also include ordinances, bonds, job specification books, and related correspondence.
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
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15834
TITLE: Deeds files (promissory notes with trust deed)
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are the original deeds which provide evidence of city ownership of property. Includes name, addresses of grantor or grantee, description of property, date property was transferred to grantor.Usually filed alphabetically by name of property.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Deed records, GRS-735
AUTHORIZED: 05/02/2016
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15835
TITLE: Ordinances
DATES: undated
ARRANGEMENT:
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 permanently.
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: Elk Ridge (Utah)
SERIES: 15836
TITLE: Resolutions
DATES: 1979-
ARRANGEMENT: Numerical by resolution number
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
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 being microfilmed.
Microfilm master: 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: Elk Ridge (Utah)
SERIES: 15837
TITLE: Special assessment plats (property assessment listing)
DATES: undated
ARRANGEMENT:
DESCRIPTION: These plats show the location of properties that are affected by special assessments. Plats are used for reference and for compilation of tax roll. They include footage, actual property lines, township and range, rights-of-way, monument markers, lot measurements, blocks, subdivision names, and color coding to indicate properties being assessed.
RETENTION
Retain for 5 year(s) after final action
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 5 years after district is completed and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15838
TITLE: Special assessment plats (residential address)
DATES: undated
ARRANGEMENT:
DESCRIPTION: These plats show the location of properties that are affected by special assessments. Plats are used for reference and for compilation of tax roll. They include footage, actual property lines, township and range, rights-of-way, monument markers, lot measurements, blocks, subdivision names, and color coding to indicate properties being assessed.
RETENTION
Retain for 5 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 5 years after district is completed and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 15839
TITLE: Class "C" road funding project files
DATES: undated
ARRANGEMENT:
DESCRIPTION: These project files document the funding for Class "C" roads. CLass "C" funding is money allocated to each city or town from the state road fund "under rules and regulations mutually adopted by city officials and the State Road Commission" (UCA 27-12-23). The files include amount of funds allocated and how funds were spent for each project (man-hours, vehicle usage, and material used).
RETENTION
Retain for 3 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Class "c" road funding project files, GRS-1148
AUTHORIZED: 09/06/1995
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after claim, audit, or litigation settled and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Elk Ridge (Utah)
SERIES: 28486
TITLE: Building plans
DATES: 2003-
ARRANGEMENT: None
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, apartments, or single family residential 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
Permanent. Retain until administrative need ends
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
These records are in Archives' permanent custody.
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
This series has permanent historical value as representative documentation of the work handled by permitting and inspection staff in municipalities throughout the state. It also has value as documentation of the types of buildings constructed in the time period covered by the series.
AGENCY: Elk Ridge (Utah)
SERIES: 29267
TITLE: General plan
DATES: 2010-
ARRANGEMENT: none
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; and growth and development of all or any part of the land within the municipality" (Utah Code 10-9a-401(1) (2005)). "The planning commission shall make and recommend to the [city commission] a proposed general plan for the area within the municipality" (Utah Code 10-9a-403(1)(b) (2012)). 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 c 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" (Utah Code 10-91-403 (3) (2012)). The plan may also include maps, plats, and charts.
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
APPRAISAL
Administrative Historical Legal