AGENCY: Department of Environmental Quality. Division of Water Quality
SERIES: 6217
TITLE: Wastewater Loan and Credit Enhancement Program files
DATES: 1982-
ARRANGEMENT: Alphabetical by project name.
DESCRIPTION: These are files of loans made to political subdivisions of the state to finance in full or in part the costs of wastewater treatment and control projects. They include loan application form, certificate of insurance, bank statements, disbursement request form, project inspection report, disbursement request log, bid tabulation form, loan authorization, evidence of public support for the project (includes copy of notice of public hearing for the project, citizen correspondence, agenda for public hearing, and minutes of public hearings and town council meetings), and correspondence. Information includes the name and address of the of the political subdivision; the name and title of the presiding officer; the name, address, and telephone number of the contact person; the name and address of the treasurer or recorder of the applicant; the name, address, and telephone number of the consulting engineer; the location of the project; a description of the project; the estimated cost and year of completion; the reason why the project is needed; the state and federal regulations that will be addressed by the project; the public fees and user charges; the type of planning document prepared; the amount requested from the program; the past, current, and projected population of the area affected; the major industries in the area; the potential expanded employments opportunities; the costs of the new facilities; the sources of funding; the methods to finance the loan; the interest rate and term of maturity; the applicant's insurance company; a record of the amounts disbursed and what they were spent on; the dates of inspection and the results of the inspections; and a record of the bids submitted and the terms of the bids.
RETENTION
Retain for 6 year(s) after final action
DISPOSITION
Destroy.
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 08/1986
FORMAT MANAGEMENT
Paper: Retain in Office for 2 years after the loan has been repaid and then transfer to State Records Center. Retain in State Records Center for 4 years and then destroy.
APPRAISAL
Administrative Fiscal
The bureau needs these records to monitor the progress of construction and the expenditure of funds. While the file as a whole should be kept in the office while construction is going on, unnecessary records can and should be weeded out from the files. The files should be kept until the loan has been paid and until the limitations of actions on contracts has expired.