AGENCY: Department of Environmental Quality. Division of Drinking Water
SERIES: 1697
TITLE: Loan project case files
DATES: i 1983-
ARRANGEMENT: Alphabetical by system name, thereunder by loan number name
DESCRIPTION: These records document loans made to political subdivisions to finance in full or in part the costs of drinking water projects. It includes loan authorization, bond closing check list, a copy of the bond, certification by the recipient's attorney, evidence of public support for the project, copies of ordinances relating to the project, requests for payment of funds from escrow account, copies of plans and specifications of the proposed system, copies of the recipient's annual financial statement, and copies of the contract between the recipient government and the contractor to construct the system. The loan authorization gives name and address of the political subdivision receiving the loan, loan date, amount, reason, closure date, interest payment, security for loan, project cost, additional funding information, and loan conditions.
The bond closing check list information concerning issuer's name, amount of loan, date the funding is authorized, date of authorization letter, type of bond, repayment period, type and amount of other funding, names and telephone numbers of the presiding official of the political subdivision, the engineer, and bond counsel. Evidence of public support information includes copy of notice of public hearing on the proposed drinking water project, copy of the agenda, and a transcript of the proceedings of the public hearing.
Requests for payment of funds from escrow account provides the period covered by the request for payment, payment request number, name of the organization requesting payment, project name and location, status of the funds including the classification of funds (attorney's fees, engineering costs, etc.) amount budgeted, amount of previous requests, amount of the current request, total amount spent to date, name, title, telephone number, signature of the certifying official, and the date the report was submitted.
RETENTION
Retain for 20 year(s)
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 09/1994
FORMAT MANAGEMENT
Paper: Retain in Office for 3 years after project is completed and then transfer to State Records Center. Retain in State Records Center for 17 years and then destroy.
APPRAISAL
Administrative
This disposition is based on the administrative needs expressed by the agency. The retention provides ample time for any litigation that might occur due to a financial error.
PRIMARY DESIGNATION
Public