Spanish Fork (Utah)
25204--Publications27272--Affidavits of kinship and indemnification agreements
30238--Development review committee minutes and materials
29340--General plans
30758--Community development project files
30478--Mayor's deeds records
30540--Revenue bond official transcripts
30723--Agreements
30440--Accounts payable and receivable records
30690--Employee bonding records
30691--Airport administrative records
30455--Miscellaneous administrative records
30400--Audit records
30401--History of Spanish Fork
30451--Assessment rolls
30456--Improvement bond registers
30693--Property appraisal records
30434--Justice court dockets
30469--Improvement bonds sampling
30559--Employee files
30725--Public Works easements, agreements and project files
30726--Deeds
AGENCY: Spanish Fork (Utah)
SERIES: 25204
TITLE: Publications
DATES: 1978-
ARRANGEMENT: Chronological by year
DESCRIPTION: These are pamphlets, leaflets, studies, proposals and similar material printed by or for the city of Spanish Fork or any of its departments, subdivisions or programs, and made available to the public, or the last manuscript report if not published.
"City News Review" Vol. 1 No. 1 (Spring 1978)
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 Publications, GRS-1678
AUTHORIZED: 03/12/2015
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
Administrative Historical
These records serve to document the history of the agency and to inform the public of the agency's services and programs.
PRIMARY DESIGNATION
Public
AGENCY: Spanish Fork (Utah)
SERIES: 27272
TITLE: Affidavits of kinship and indemnification agreements
DATES: 1995-
ARRANGEMENT: Chronological by date signed.
DESCRIPTION: Indemnification agreements authorize burial in cemetery lots when the person providing authorization is not the owner but the next of kin. They indemnify the city against all costs of disinterment and reburial, attorney fees, or other costs associated with wrongful interment. Almost always the owner is unable to sign the agreement because he or she is deceased. The agreements identify the relevant cemetery lot, name the owner, and provide information about the next of kin who is authorizing burial in the lot.
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 Burial records, GRS-286
AUTHORIZED: 09/11/2015
FORMAT MANAGEMENT
Paper: Retain in Office 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
Indemnification agreements authorize burial in cemetery lots when the person providing authorization is the next of kin instead of the owner.
PRIMARY DESIGNATION
Public
AGENCY: Spanish Fork (Utah)
SERIES: 30238
TITLE: Development review committee minutes and materials
DATES: 2020-
ARRANGEMENT: Chronological by meeting date.
DESCRIPTION: These are records of the Development Review Committee. Records include minutes of the committee which include all matters reviewed and discussed by the committee, recommendations of the committee and actions taken.
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: 01/20/2022
FORMAT MANAGEMENT
Paper: Retain in Office for 15 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical Legal
These records document the decisions of a public board made in an open public meeting.
PRIMARY DESIGNATION
Public. Utah Code 63G-2-201(2)(2019).
AGENCY: Spanish Fork (Utah)
SERIES: 29340
TITLE: General plans
DATES: 2016-
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: Spanish Fork (Utah)
SERIES: 30758
TITLE: Community development project files
DATES: 1958-
ARRANGEMENT: Alphabetical by project name.
DESCRIPTION: This series contains various project files for development projects in Spanish Fork City. Project files may include agreements, financial planning documents, project specifications, and correspondence.
RETENTION
Retain permanently
DISPOSITION
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: 02/02/2024
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need is met and then transfer to State Archives with authority to weed.
APPRAISAL
Historical
Records document efforts undertaken by Spanish Fork City to develop land and property.
PRIMARY DESIGNATION
Protected. Utah Code 63G-2-305(3)(4)(2023).
SECONDARY DESIGNATION
Public. Utah Code 63G-2-201(2)(2023).
AGENCY: Spanish Fork (Utah)
SERIES: 30478
TITLE: Mayor's deeds records
DATES: 1873- ca. 1946
ARRANGEMENT: Chronological by deed number, alphabetical by owner name, and numerical by block and lot number.
DESCRIPTION: Deed records (GRS-735) These records are deeds and conveyances of real estate owned by governmental entities. Included are the original deeds, titles, insurance and tax information.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Deed records, GRS-735
AUTHORIZED: 02/08/2023
FORMAT MANAGEMENT
Paper: Retain in Office permanently or until administrative need ends and then transfer to State Archives.
APPRAISAL
Historical
The records in this series have permanent historical value as primary documentation of the process by which settlers in Spanish Fork received legal title to their property.
PRIMARY DESIGNATION
Public. Utah Code 63G-2-301(2)
AGENCY: Spanish Fork (Utah)
SERIES: 30540
TITLE: Revenue bond official transcripts
DATES: 1971-
ARRANGEMENT: Chronological by year.
DESCRIPTION: These records document revenue bonds issued to Spanish Fork City, and track the creation and resolution of the bond process. Records may include resolutions issued by the city regarding the bond, documents related to the creation of the bond, and official transcripts.
RETENTION
Retain permanently
DISPOSITION
May Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Bond official transcripts, GRS-1799
AUTHORIZED: 05/19/2023
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years and then transfer to State Records Center. Retain in State Records Center for 40 years and then transfer to State Archives with authority to weed.
APPRAISAL
Historical
Records document the process undertaken by Spanish Fork City to acquire revenue for significant city infrastructure projects.
PRIMARY DESIGNATION
Public. Utah Code 63G-2-201(2)(2019).
AGENCY: Spanish Fork (Utah)
SERIES: 30723
TITLE: Agreements
DATES: 1966-
ARRANGEMENT: Alphabetical by agreement name.
DESCRIPTION: This series contain various agreements entered into by departments of Spanish Fork City for various purposes, including land uses and the execution of city services.
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 Land use lease agreements, GRS-16587
AUTHORIZED: 01/02/2024
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Archives with authority to weed.
APPRAISAL
Legal
Records document legal agreements, but many of the city's agreements were interfiled, and may not contain the same legal value. The retention of these records is based on the longest legal value of certain agreements contained in this series.
PRIMARY DESIGNATION
Public. Utah Code 63G-2-201(2)(2023).
SECONDARY DESIGNATION
Protected. Utah Code 63G-2-305(2)(2023).
AGENCY: Spanish Fork (Utah)
SERIES: 30440
TITLE: Accounts payable and receivable records
DATES: 1867-1968
ARRANGEMENT: None.
DESCRIPTION: These are records related to monies collected, paid, or invested in the conduct of business. Information may include bank records, invoices, revenue, expenses, and related accounting records. Trust records are not included.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
Records in this series are of permanent historical value as documentation of the management of city finances and the financial decisions of city officers.
PRIMARY DESIGNATION
Public
AGENCY: Spanish Fork (Utah)
SERIES: 30690
TITLE: Employee bonding records
DATES: 1991-
ARRANGEMENT: Chronological.
DESCRIPTION: The series includes surety bonds acquired by Spanish Fork City, to ensure insurance coverage in the case of employee misconduct. The series includes coverage contracts, insurance riders, invoices, agreements between public officials, and related correspondence.
RETENTION
Retain permanently
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Surety bonds, GRS-789
AUTHORIZED: 11/07/2023
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical Legal
Records document agreements between public officials to ensure proper execution of the public business.
PRIMARY DESIGNATION
Public. Utah Code 63G-2-201(2)(2023).
SECONDARY DESIGNATION
Private
AGENCY: Spanish Fork (Utah)
SERIES: 30691
TITLE: Airport administrative records
DATES: 1946-
ARRANGEMENT: Alphabetical by file type.
DESCRIPTION: This series includes administrative records related to the creation and management of the airport located in Spanish Fork and Springville Utah. The records include deeds, agreements, appraisals, easements, program reports and related correspondence.
RETENTION
Retain permanently
DISPOSITION
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: 11/07/2023
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
Records document the development of significant government facilities, the Spanish Fork City Airport.
PRIMARY DESIGNATION
Public. Utah Code 63G-2-201(2)(2023).
SECONDARY DESIGNATION
Protected. Utah Code 63G-2-305(12)(2023).
AGENCY: Spanish Fork (Utah)
SERIES: 30455
TITLE: Miscellaneous administrative records
DATES: 1875-
ARRANGEMENT: Generally chronological.
DESCRIPTION: This series contains miscellaneous administrative records kept by the city of Spanish Fork. The records vary in subject matter and purpose but include office copies of published books on local governance, tax sale records, photocopies of plat maps kept by the engineer's office; payroll documents; a council roll book; certificates of election for city officials; retail bonds and business licenses; prescriptions for alcohol; records of payments made to the city sexton, justice of the peace, and election officials; a small amount of correspondence; reports on city affairs; a city directory; and a notebook documenting the junior livestock show.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
Records in this series are of permanent historical value as documentation of the administration of city affairs.
PRIMARY DESIGNATION
Public
AGENCY: Spanish Fork (Utah)
SERIES: 30400
TITLE: Audit records
DATES: 1932-
ARRANGEMENT: Chronological by year of audit
DESCRIPTION: These are studies, and reports prepared and produced as a result of an internal or external audit of an entity. Audit records summarize an entity's programs, operations, productivity, performance, compliance, and can include examining and verifying the entities' financial activities for the year.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Audit records, GRS-1727
AUTHORIZED: 08/26/2022
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years and then transfer to State Archives with authority to weed.
APPRAISAL
Administrative Historical
These records have historical value based on their evidence of significant policy formulation and business processes of the government.
PRIMARY DESIGNATION
Public
AGENCY: Spanish Fork (Utah)
SERIES: 30401
TITLE: History of Spanish Fork
DATES: 1959
ARRANGEMENT: None.
DESCRIPTION: This series contains a handwritten copy of the History of Spanish Fork, Utah, originally written by George Armstrong Hicks. Hicks originally wrote the history around 1850 and covered topics such as Mormon migration and the settlement of the area. Mary Hicks Norman copied out history in 1959. The record in this series the Norman's copy.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is proposed and has not yet been approved.
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
This record is of permanent historical value as a first hand account of the settlement of Spanish Fork.
PRIMARY DESIGNATION
Public
AGENCY: Spanish Fork (Utah)
SERIES: 30451
TITLE: Assessment rolls
DATES: 1875-1902
ARRANGEMENT: None.
DESCRIPTION: These records document real property assessments and payments.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Assessment roll records, GRS-734
AUTHORIZED: 12/05/2022
FORMAT MANAGEMENT
Paper: Retain in Office until administrative value has been met and then transfer to State Archives with authority to weed.
APPRAISAL
Historical
These records have permanent historical value as documentation of legal rights, property, and taxation.
PRIMARY DESIGNATION
Public
AGENCY: Spanish Fork (Utah)
SERIES: 30456
TITLE: Improvement bond registers
DATES: 1923-
ARRANGEMENT: Chronological by bond payment date.
DESCRIPTION: These are registers used to record the redemption of bond coupons for special improvement projects in Spanish Fork City.
RETENTION
Retain for 3 year(s)
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: 12/16/2022
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after final bond payment and then destroy and retain sampling.
APPRAISAL
Fiscal
The records in this series have value primarily in the tracking of payments on bonds. Once the bonds have been paid off, the administrative and fiscal value of the records is gone. The bonds included in the registers do have some intrinsic artifactual value as evidence of the bonding process. Retaining a small sampling of the bond records is appropriate.
PRIMARY DESIGNATION
Public. Utah Code 63G-2-201(2)(2019).
AGENCY: Spanish Fork (Utah)
SERIES: 30693
TITLE: Property appraisal records
DATES: 1992-
ARRANGEMENT: Alphabetical by property address.
DESCRIPTION: This series include appraisal records for property acquired or considered for acquisition by Spanish Fork City. The records are used to investigate a project's viability, determine costs, and negotiate for purchase of real property. Records may include evaluations of properties and structures within proposed projects; financial and architectural assessments, and destructions of the condition of involved structures.
RETENTION
Retain permanently
DISPOSITION
Transfer to Archives.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Appraisal project records, GRS-700
AUTHORIZED: 11/09/2023
FORMAT MANAGEMENT
Paper: Retain in Office for 10 years and then transfer to State Archives with authority to weed.
APPRAISAL
Historical
These records have historical value based on their evidence of significant policy formulation and business processes of the government.
PRIMARY DESIGNATION
Public. Utah Code 63G-2-201(2)(2023).
SECONDARY DESIGNATION
Protected. Utah Code 63G-2-305(2)(2023).
AGENCY: Spanish Fork (Utah)
SERIES: 30434
TITLE: Justice court dockets
DATES: 1866-
ARRANGEMENT: Chronological by date of case.
DESCRIPTION: This series contains bound volumes maintained by the justice court documenting cases heard before the court. Dockets typically contains information such as the name of the parties involved in each case, the date of the case, a summary of the charges, a summary of the proceedings, the decision on the case, and the consequences imposed, if any. The earliest records were handwritten and most contain an index compiled by the record-keeper at the front of the ledger. Common charges include selling liquor without a license, assault and battery, disturbing the peace, property damage, and profanity. Other charges include fast riding or reckless driving, larceny, gambling, maintaining a common nuisance or disorderly house, and brandishing a deadly weapon. In the earliest dockets, civil cases such as debt and delinquency were also heard by the justice court, but later dockets only document criminal misdemeanors. It appears that early dockets were kept individually by each judge, which accounts for the overlap in dates covered by those particular records.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Agency history records, GRS-1723
AUTHORIZED: 11/01/2022
FORMAT MANAGEMENT
Paper: Retain in Office until administrative value has been met and then transfer to State Archives with authority to weed.
Microfilm master: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
Records in this series are of permanent historical value as documentation of court processes and everyday life.
PRIMARY DESIGNATION
Public
AGENCY: Spanish Fork (Utah)
SERIES: 30469
TITLE: Improvement bonds sampling
DATES: 1923-1967
ARRANGEMENT: Chronological by bond issuance date.
DESCRIPTION: The governing body of the municipality levying the assessment, by ordinance or resolution, may authorize the issuance of special improvement bonds to pay costs of improvements in the district against funds created by the assessment.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Agency history records, GRS-1723
AUTHORIZED: 01/24/2023
FORMAT MANAGEMENT
Paper: Retain in State Archives permanently with authority to weed.
APPRAISAL
Historical
The bonds preserved in this series have permanent historical value because of their strong visual and artifactual quality that help tell the story of the municipal bonding process.
PRIMARY DESIGNATION
Public
AGENCY: Spanish Fork (Utah)
SERIES: 30559
TITLE: Employee files
DATES: 1990-
ARRANGEMENT: Chronological by employee disposition date
DESCRIPTION: These records are official employment files for all Spanish Fork City employees. These files may include the employment agreements, pay records, leave documentation, performance evaluations, training certifications, disciplinary actions, correspondence, and termination and retirement records, used to calculate benefits.
RETENTION
Retain for 65 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Employment history records, GRS-1965
AUTHORIZED: 07/07/2023
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year and then transfer to State Records Center. Retain in State Records Center for 64 years and then destroy.
APPRAISAL
Legal
PRIMARY DESIGNATION
Private. Utah Code 63G-2-302 (1)(a-b)(g-j)(p)(x),(2)(a-b)(d),(3)(a)(2023).
SECONDARY DESIGNATION
Protected. Utah Code 63G-2-305(25)(38)(39)(2023).
Controlled. Utah Code 63G-2-304(1)(2)(2023).
AGENCY: Spanish Fork (Utah)
SERIES: 30725
TITLE: Public Works easements, agreements and project files
DATES: 1978-
ARRANGEMENT: Alphabetical by project name.
DESCRIPTION: This series contains project files, easements and agreements for Spanish Fork City public works projects. The 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
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 Easement files, GRS-1016
AUTHORIZED: 01/05/2024
FORMAT MANAGEMENT
Paper: Retain in Office until administrative need is met and then transfer to State Archives with authority to weed.
APPRAISAL
Historical
These records have historical value as they document property use and ownership.
PRIMARY DESIGNATION
Public. Utah Code 63G-2-201(2)(2023).
SECONDARY DESIGNATION
Protected. Utah Code 63G-2-305(1-4)(2023).
AGENCY: Spanish Fork (Utah)
SERIES: 30726
TITLE: Deeds
DATES: 1979-
ARRANGEMENT: Alphabetical by property name.
DESCRIPTION: This series contains deeds and conveyances from Spanish Fork City, and document various real estate assets owned by Spanish Fork City. Records may also include titles, insurance and tax information.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series is authorized by Archives general schedule Deed records, GRS-735
AUTHORIZED: 01/05/2024
FORMAT MANAGEMENT
APPRAISAL
Legal
These records have historical value based on their importance for documenting legal status, rights and obligations of individuals, groups, organizations, and governmental bodies despite the passage of time.
PRIMARY DESIGNATION
Public. Utah Code 63G-2-201(2)(2023).
SECONDARY DESIGNATION
Protected. Utah Code 63G-2-305(1-4)(2023).