2006 Utah Code - 10-5-123 — Fund records maintained -- Pre-audit of claims -- Certifications on voucher -- Bids received and advertisement records -- Time for keeping.

     10-5-123.   Fund records maintained -- Pre-audit of claims -- Certifications on voucher -- Bids received and advertisement records -- Time for keeping.
     (1) The town clerk shall maintain the general books for each fund of the town and all subsidiary records relating thereto, including a list of the outstanding bonds, their purpose, amount, terms, date, and place payable.
     (2) The town clerk shall preaudit all claims and demands against the town before they are allowed, and shall prepare the necessary checks in payment. The town clerk shall certify on the voucher or check copy, as appropriate, that:
     (a) the claim has been preaudited and documented;
     (b) the claim has been directly approved by the council;
     (c) the claim is within the lawful debt limit of the town; and
     (d) the claim does not overexpend the appropriate departmental budget established by the council.
     (3) Whenever any town is required by law to receive bids for purchases, construction, repairs, or any other purpose requiring the expenditure of funds, that town shall keep on file all bids received, together with proof of advertisement by publication or otherwise, for:
     (a) at least three years following the letting of any contract pursuant to those bids; or
     (b) three years following the first advertisement for the bids, if all bids pursuant to that advertisement are rejected.

Amended by Chapter 206, 2004 General Session