Santa Clara (Utah)
20560--Annexation files20561--Appointment files
20562--City charter
20564--Council minutes
20565--Election ballots
20566--Election canvasses
20567--Election records
20568--Election returns
20569--Oaths
20570--Ordinances
20571--Petitions
20572--Proof of publication records
20573--Resolutions
20574--City scrapbooks
20576--Deeds files
20577--Easement files
20578--Hearings files
20579--Lease files
24618--Annual audit reports
24621--Revised ordinances
24623--Santa Clara history
24624--Council minutes
29332--General plan
29407--Budgets
AGENCY: Santa Clara (Utah)
SERIES: 20560
TITLE: Annexation files
DATES: undated
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
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Property annexation records, GRS-291
AUTHORIZED: 10/29/2019
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
Historical
These records are historical based on their importance in providing evidence of the significant effects of governmental programs and actions on individuals, communities, and the natural and man-made environment.
PRIMARY DESIGNATION
Public
AGENCY: Santa Clara (Utah)
SERIES: 20561
TITLE: Appointment files
DATES: undated
ARRANGEMENT: Chronological.
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
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Municipal appointment files, GRS-1010
AUTHORIZED: 09/08/1998
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
Historical
These records are historical due to their importance in providing evidence of governmental deliberations, decisions, and actions relating to major social, economic, and environmental issues.
PRIMARY DESIGNATION
Public
AGENCY: Santa Clara (Utah)
SERIES: 20562
TITLE: City charter
DATES: undated
ARRANGEMENT: Chronological.
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
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
Historical
PRIMARY DESIGNATION
Public
AGENCY: Santa Clara (Utah)
SERIES: 20564
TITLE: Council minutes
DATES: undated
ARRANGEMENT: Chronological.
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
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: 09/08/1998
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
Historical
These records are historical due to their importance in providing evidence of governmental deliberations, decisions, and actions relating to major social, economic, and environmental issues.
PRIMARY DESIGNATION
Public. UCA 52-4-7(3) (2008)
SECONDARY DESIGNATION
Protected. UCA 63G-2-305(32) (2008)
AGENCY: Santa Clara (Utah)
SERIES: 20565
TITLE: Election ballots
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are packets of official ballots of municipal elections cast by voters. "Each election officer shall preserve ballots for 22 months after the election or until the time has expired during which the ballots could be used in an election contest" (UCA 20A-4-202(2)(a) (1997)). If the election is not contested, "after that time, destroy them without opening or examining them" (UCA 20A-4-202(2)(d) (1997)).
RETENTION
Retain for 22 month(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 22 months after election or until contested election time expired and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Exempt. UCA 20A-4-106 and 20A-4-401 (2008)
AGENCY: Santa Clara (Utah)
SERIES: 20566
TITLE: Election canvasses
DATES: undated
ARRANGEMENT:
DESCRIPTION: They are the official canvass of primary, municipal, or special elections. They contain a tabulation of votes cast by combined election districts. They include the date, office, names of candidates, number of votes, and totals.
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: Santa Clara (Utah)
SERIES: 20567
TITLE: Election records
DATES: undated
ARRANGEMENT:
DESCRIPTION: These include all other records and forms (excluding ballots, canvasses, and returns) required in municipal elections (UCA 20A-4-202 (1997)).
RETENTION
Retain for 22 month(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Municipal election records, GRS-1019
AUTHORIZED: 09/08/1998
FORMAT MANAGEMENT
Paper: Retain in Office for 22 months after the election and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Santa Clara (Utah)
SERIES: 20568
TITLE: Election returns
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are books of tabulations counted by the election judges. They serve as the official tally of votes for municipal elections.
RETENTION
Retain for 22 month(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Municipal election ballots and returns, GRS-1020
AUTHORIZED: 09/08/1998
FORMAT MANAGEMENT
Paper: Retain in Office for 22 months after the election and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Santa Clara (Utah)
SERIES: 20569
TITLE: Oaths
DATES: undated
ARRANGEMENT:
DESCRIPTION: These files contain copies of signed oaths required of all officials of municipal offices, whether elected or appointed, before entering the duties of their respective offices (UCA 10-3-827 and 10-3-828 (1997)).
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Oaths of office, GRS-1023
AUTHORIZED: 09/08/1998
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
Historical
This disposition is based on both the evidential and informational value of these records. They are important research tools. These oaths may be used to document the organization of the agency/office and to identify individual persons serving in elected and appointed positions.
PRIMARY DESIGNATION
Public
AGENCY: Santa Clara (Utah)
SERIES: 20570
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 715 (1997). An ordinance includes a number, a title, preamble, an ordaining clause, the body or 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: Santa Clara (Utah)
SERIES: 20571
TITLE: Petitions
DATES: undated
ARRANGEMENT:
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 Office for 5 years after issue resolved or final decision is made and then may be transferred to the State Archives.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Santa Clara (Utah)
SERIES: 20572
TITLE: Proof of publication records
DATES: undated
ARRANGEMENT:
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 for 6 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 6 years and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Santa Clara (Utah)
SERIES: 20573
TITLE: Resolutions
DATES: undated
ARRANGEMENT:
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
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
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: Santa Clara (Utah)
SERIES: 20574
TITLE: City scrapbooks
DATES: undated
ARRANGEMENT:
DESCRIPTION: These are a chronological record of the activities of the municipality or individual municipal departments. They include photographs, newspaper clippings, flyers, program notes, brochures, and other items pertaining to city activities and actions and reactions of the municipality's citizens.
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: Santa Clara (Utah)
SERIES: 20576
TITLE: Deeds files
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: Santa Clara (Utah)
SERIES: 20577
TITLE: Easement files
DATES: undated
ARRANGEMENT:
DESCRIPTION: These files contain documents executed by property owners granting the city rights of access to their property for public works or other municipal purposes. They include the names of parties, purposes and terms of access and terms of easement. They are used to provide legal access to enter or modify private 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 Easement files, GRS-1016
AUTHORIZED: 09/08/1998
FORMAT MANAGEMENT
Paper: Retain in Office permanently.
APPRAISAL
PRIMARY DESIGNATION
Public
AGENCY: Santa Clara (Utah)
SERIES: 20578
TITLE: Hearings files
DATES: undated
ARRANGEMENT:
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
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: Santa Clara (Utah)
SERIES: 20579
TITLE: Lease files
DATES: undated
ARRANGEMENT:
DESCRIPTION: These files contain copies of leases, subleases, assignments of leases, and memoranda of leases for property which the city leases. They show the name and addresses of lessor and lessee; description of property; rent; purpose for which property may be used; and indicate any additional conditions or terms (determination of payment of utilities, taxes, insurance, maintenance and repair, and alterations to the property during the term of the lease), as well as any options to renew.
RETENTION
Retain for 7 year(s) after expiration of contractual agreement
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Contract and lease records, GRS-1731
AUTHORIZED: 07/21/2020
FORMAT MANAGEMENT
Paper: Retain in Office for 7 years after contract expires and then destroy.
APPRAISAL
PRIMARY DESIGNATION
Public. UCA 63G-2-301(2)(d) (2008)
AGENCY: Santa Clara (Utah)
SERIES: 24618
TITLE: Annual audit reports
DATES: 1969-
ARRANGEMENT: Chronological
DESCRIPTION: These are reports prepared by external auditors examining and verifying the municipality's financial activities for the year. "The audit required for any fiscal year shall be completed within six calendar months after the close of the fiscal year" (UCA 51-2-2 (1997)). The audit is required to include "the financial statements; the auditor's opinion on the financial statements; a statement by the auditor expressing positive assurance of compliance with state fiscal laws identified by the state auditor; a copy of the auditor's letter to management that identified any material weaknesses in internal controls discovered by the auditor, and other financial issues related to the expenditure of funds received from federal, state, or local governments to be considered by management; and management's response to the specific recommendations" (UCA 51-2-3(1)(a) (1997)).
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
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 after being microfilmed.
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 Fiscal Historical
PRIMARY DESIGNATION
Public
AGENCY: Santa Clara (Utah)
SERIES: 24621
TITLE: Revised ordinances
DATES: 1964,1986,1998-
ARRANGEMENT: Chronological by year thereunder by ordinance
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 715 (1997). An ordinance includes a number, a title, preamble, an ordaining clause, the body or subject of ordinance, when applicable, penalty of violation, effective date, signature of mayor or acting mayor, and municipal seal.
RETENTION
Permanent. Retain until administrative need ends
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 permanently after being microfilmed.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: 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: Santa Clara (Utah)
SERIES: 24623
TITLE: Santa Clara history
DATES: 1980-
ARRANGEMENT: Chronological and Alphabetical
DESCRIPTION: These are various histories of Santa Clara, water tank leases on city holdings and clipping files from 1980 - 1999 including newspapers, photos, and programs of community events.
RETENTION
Permanent. Retain until administrative need ends
DISPOSITION
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 after being microfilmed.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
APPRAISAL
Historical
PRIMARY DESIGNATION
Public
AGENCY: Santa Clara (Utah)
SERIES: 24624
TITLE: Council minutes
DATES: 1915-
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
Permanent. Retain until administrative need ends
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: 12/10/2002
FORMAT MANAGEMENT
Paper: Retain in Office permanently after being microfilmed.
Microfilm master: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in State Archives permanently with authority to weed.
Microfilm duplicate: Retain in Office permanently.
APPRAISAL
Administrative Historical
PRIMARY DESIGNATION
Public
AGENCY: Santa Clara (Utah)
SERIES: 29332
TITLE: General plan
DATES: 2014-
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
AGENCY: Santa Clara (Utah)
SERIES: 29407
TITLE: Budgets
DATES: 2008-
ARRANGEMENT: none
DESCRIPTION: The budget is a plan for financial operations for a fiscal year. It documents the actual spending of a governmental entity and may be certified by a budget officer and filed with the state auditor.
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: 07/21/2017
FORMAT MANAGEMENT
APPRAISAL
Administrative Fiscal Historical