Annual Municipal Calendar

wdt_ID wdt_created_by wdt_created_at wdt_last_edited_by wdt_last_edited_at Month Day Type Frequency Task Details Reference/Training Staff
1 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM January 1 Holiday Annually New Year's Day All Staff
2 chansen 04/04/2025 09:23 PM chansen 09/04/2025 03:02 PM January City Council Annually Newly elected City Council members Oath of Office -The oath of office may be administered by any judge, notary public, or by the recorder of the municipality.

-It is required that all officers of any municipality, whether elected or appointed, before beginning the duties of their respective offices, take, subscribe, and file a constitutional oath of office.

-Elected officials should take their oath of office at 12:00 noon on the first Monday in January following their election or as soon thereafter as is practical.

-Appointed officers should take their oath at any time before entering on their duties.

-All oaths of office should be filed with the recorder of the respective municipality. However, no official act of any municipal officer is invalid for the reason that they failed to take the oath of office. (10-3-831)

-Conflict of Interest - The ethics law includes disclosure requirements as well. Two types of disclosure may be required - written and oral. An officer or employee is required to make a disclosure in writing and file it with the Mayor.

-Midterm Vacancy Candidates - are required to submit a Financial Disclosure (HB 504, 2025 Legislative Session)		 ULCT - Powers and Duties page 38
§10-3-831
§20A-11-1604(6)		 All Staff
3 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:25 PM January City Council One Off Regular Meeting -Department Updates: Library, Recreation, Public Relations/Community Outreach, Community Development, Public Works

-Work Session: Design Standards Draft Review

-Recognition for Outgoing Planning Commissioners

-Personnel Policies and Procedures Manual Update		 All Staff
4 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM January City Council One Off City Council Policy Session Optional - City Council Retreat or Workshop with Planning Commissioners: Conduct Annual Training, OPMA GRAMA, Review Policies and Procedures, Review Form of Government and Roles of Mayor and Council in City Code, Discuss and Set Goals for Calendar Year (one meeting or multiple meetings) All Staff
5 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:26 PM January Planning Commission One Off Planning Commission Meeting -New Planning Commissioners Oath of Office

-Election of Chair or any vacancies that expired at the end of the previous year

-Annual Review of General Plan (GP) (use this to make a workplan for the year)		 Planning/Engineering
6 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:32 PM January 10 State Requirement Quarterly Disinfection Byproduct Sampling Obtain and submit to a lab four (4) water samples to evaluate the levels of undesired chemicals coming from the treatment process. DEQ Resources and Requirements for Disinfecting Public Works
7 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:33 PM January 13 ULCT Weekly Legislative Policy Committee 12:00-1:30pm - Occurs every Monday throughout the Legislative Session except Holidays with online options Legislative Policy Committee
 Mayor/Administrator
8 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM January 20 Holiday Annually Martin Luther King Jr. Day All Staff
9 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:37 PM January State Requirement Annually Conflicts of Interest Conflict of Interests of elected and appointed officials filed with the city recorder or town clerk by January 31. Recorder or clerk must upload to website or County website within 10 days of being provided the conflict of interest and send LG a link to the electronic posting. §10-3-1313
 Clerk/Recorder
10 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:45 PM January State Requirement Annually CAO/ARO Designation and Test Chief Administrative Officer (CAO) are required to appoint Appointed Records Officers (AROs) each year. AROs are required to take an annual certification test and compliant and noncompliant entities are listed at https://recordsofficers.archives.utah.gov/s/ . The municipality must report the names of CAO and AROs to SARS immediately each time they are hired. CAO's in this context are not necessarily the Municipality's Chief Administrative Officer of the city or town, but can be the CAO over records. 1. ARO Resources

2. CAO Resources

3. Records Officer Hub

4. Utah Records Officer Search

5. §63A-12-103(8)		 Clerk/Recorder
11 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:48 PM February 1 State Requirement Every 4 Years Notice of Election Notice of election due to County Clerks. The notice shall include: the offices to be filled at the next election and identify the dates for candidate declartions. §17B-1-305 Clerk/Recorder
12 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:50 PM February 3 ULCT Weekly Legislative Policy Committee 12:00-1:30pm - Occurs every Monday throughout the Legislative Session except Holidays with online options Legislative Policy Committee Mayor/Administrator
13 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM February City Council One Off Regular Meeting -Q2 Financial Report given to City Council -Department Updates All Staff
14 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM February Planning Commission One Off Planning Commission Meeting -Regularly scheduled business items -LUAU Video w/discussion -GP Item Planning/Engineering
15 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:50 PM February 10 ULCT Weekly Legislative Policy Committee 12:00-1:30pm - Occurs every Monday throughout the Legislative Session except Holidays with online options Legislative Policy Committee Mayor/Administrator
16 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM February 17 Holiday Annually Presidents Day All Staff
17 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:50 PM February 24 ULCT Weekly Legislative Policy Committee 12:00-1:30pm - Occurs every Monday throughout the Legislative Session except Holidays with online options Legislative Policy Committee Mayor/Administrator
18 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:50 PM March 3 ULCT Weekly Legislative Policy Committee 12:00-1:30pm - Occurs every Monday throughout the Legislative Session except Holidays with online options Legislative Policy Committee Mayor/Administrator
19 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:51 PM March City Council One Off Regular Meeting -Department Updates: Public Works/Engineering, Community Development

-Enterprise Fund Transfer to General Fund: Public Hearing Requirement that additional information must be included in notices sent directly to the ratepayers and public hearings on the transfer must be held. These public hearings can be a part of the same public hearings for the budget as a whole but the notices must be done specifically for these transfers and in a manner required by law. (For Towns - The tentative budget must contain some required elements and must be submitted on the forms approved by the office of the state auditor.)

-Tentative Budget: On or before the first scheduled meeting of the city council in May, the budget officer submits a tentative budget to the Council. At the public hearing, when the tentative budget is adopted, the council must set a time and place for a public hearing on the final budget. Notice of the public hearing must be posted on the Utah Public Notice Website and the city's website at least seven days before the hearing.

-Meet with School Districts/School Principals within City/Town Limits to discuss opportunities for collaboration and safe walking routes for the next school year. 		ULCT - Powers and Duties page 115 All Staff
20 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM March Planning Commission One Off Planning Commission Meeting -Regularly scheduled business items -LUAU Video w/discussion -GP Item Planning/Engineering
21 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM March 7 Holiday One Off Legislative Session Last Day of the Annual General Session (45 days, excluding federal holidays) All Staff
22 chansen 04/04/2025 09:23 PM chansen 06/05/2025 05:43 PM March 31 State Requirement Quarterly Building Permit Surcharge Report Submit quarterly building permit surcharge reports to the Division of Professional Licensing after the end of each quarter §15A-1-209 Building
23 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:53 PM April City Council One Off Regular Meeting -Department Updates: Library, Recreation, Public Relations/Community Outreach

-Fireworks Restriction Map Update		 All Staff
24 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM April Staff Annually Spring Festivals Easter Egg Hunts, All Staff
25 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM April Planning Commission One Off Planning Commission Meeting -Regularly scheduled business items -LUAU Video w/discussion -GP Item Planning/Engineering
26 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM April ULCT Annually ULCT Mid-Year Conference All Staff
27 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:55 PM March 31 State Requirement Quarterly Expense Revenue Transparency Report Submit revenue and expense reports within 30 days after the end of each quarter (Jan-Mar, Apr-Jun, Jul-Sept, Oct-Dec)
Posting of Financial Information by All Participating Entities
 Finance
28 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:56 PM April 10 State Requirement Quarterly Disinfection Byproduct Sampling Obtain and submit to a lab four (4) water samples to evaluate the levels of undesired chemicals coming from the treatment process. DEQ Disinfection Rules
 Public Works
29 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:59 PM May 1 State Requirement As Received Geotechnical Reporting Beginning May 1, 2024 all Cities and Towns are required to submit copies of all Geotechincal reports they receive to the State Website. To submit:

(1) Email the file to ugs_georeports@utah.gov (likely limited to about 10-20MB of attachments, depending on your email provider)

(2) Upload the file to a Google Shared Drive that UGS will setup for your city. Please email ugs_georeports@utah.gov requesting access with a list of your authorized user email addresses

(3) Mail a USB flash drive or portable hard drive to the UGS address, which will be returned to your city using the address you provide, unless it is indicated that it is not necessary to return the drive. Submitted digital PDF files shall be unlocked, so they can be properly processed for archival purposes.		 §15A-1-209
 Planning/Engineering
30 chansen 04/04/2025 09:23 PM chansen 04/04/2025 10:01 PM May 1 State Requirement Every 4 Years Notice of Election Notice - Eligibility and residency requirements for elected municipal office - Mayor and recorder limitations
(2)(a) On or before May 1 in a year in which there is a municipal general election, the municipal clerk shall publish a notice that identifies:
(i) the municipal offices to be voted on in the municipal general election; and
(ii) the dates for filing a declaration of candidacy for the offices identified under Subsection (2)(a)(i).
(b) The municipal clerk shall publish the notice described in Subsection (2)(a) for the municipality, as a class A notice under Section 63G-30-102, for at least seven days.
 Notice of Election: §10-3-301
 Clerk/Recorder
31 chansen 04/04/2025 09:23 PM chansen 04/04/2025 10:03 PM May 5 State Requirement Every 4 Years Notice of Election The election officer shall prepare an election notice for the election officer's jurisdiction. The election notice must contain a list of all the ballot propositions and local offices that will appear on the ballot. A notice must also include special instructions for covered voters. 20A-16-502(1) A covered voter is defined in 20A-16-102 and includes any qualified Utah voter living overseas, or an active military member (and their family) stationed outside of Utah who is otherwise qualified to vote in Utah.
 Notice of Election: §10-3-301
 Clerk/Recorder
32 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM May 7 State Requirement Annually Normal Effective Date for Legislation 60 days after Legislative Session Adjourns All Staff
33 chansen 04/04/2025 09:23 PM chansen 04/04/2025 10:07 PM May 9 State Requirement Annually Water Infrastructure Initial Project Submission In 2024, the Utah Legislature passed HB 280. Among other things, this bill created the Water Infrastructure Fund, a new approach to funding water infrastructure projects in the state of Utah. The Water Infrastructure Fund is intended to improve the process of funding water infrastructure by engaging in proactive infrastructure planning and greater collaboration between funding agencies. 2024 General Session HB 280 Water Related Changes Public Works
34 chansen 04/04/2025 09:23 PM chansen 04/04/2025 10:24 PM May City Council One Off Regular Meeting -Q3 Financial Report presented to City/Town Council
-Presentations:
---Example of other entity CDRA/RDA/LBA Public Hearings and Tentative Budget Presentations
-Public Hearing Items:
---Tentative Budget for FY24-25 (this needs to be done on or before the first meeting in May - in March or April if possible)
---Compensation for Municipal Executive Officers
***Salaries in Municipalities (After May 1, 2024, 10-3-818): (1) The elective and statutory officers of municipalities shall receive such the compensation for their services as that the governing body may fix by ordinance adopting compensation or compensation schedules enacted after public hearing.) This includes Executive Municipal Officers which could include - Managers, City Attorney, Department or Division Heads, Police or Fire Chief and their Deputy Chief's - requires a Public Hearing and 7-Days Public Notice)
---Example of other entity CDRA/RDA/LBA Public Hearings and Budget Adoption: Final Budget Resolution
---Enterprise Fund Transfers in the Final Budget
---Fiscal Year 25-26 Final Budget and Pay Plan and (No) Tax Increase		 §10-3-818
 All Staff
35 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM May Planning Commission One Off Planning Commission Meeting -Regularly scheduled business items -LUAU Video w/discussion -GP Item Planning/Engineering
36 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM May Holiday Annually Memorial Day All Staff
37 chansen 04/04/2025 09:23 PM chansen 04/04/2025 10:25 PM May Staff Every 4 Years Elections Calendaring Items During election years, it is good to establish what deadlines exist for the City that year. This could include Municipal or County Initiatives, State or National:
-Candidate Filing
-Primary (if needed)
-Deadlines for tax or other initiatives or propositions
-Other critical election dates that may conflict with the City's general calendar or schedule for meeting. No scheduled City meetings on Election Day, etc. The calendar dates published for 2025 should be verified with additional published state materials. It should be noted on the calendar that it is published prior to the Legislative session and is subject to change. 		Clerk/Recorder
38 chansen 04/04/2025 09:23 PM chansen 09/04/2025 03:06 PM June 2 Staff Every 4 Years Candidate Declaration Filing Opens See Eligibility and residency requirements for elected municipal office
§10-3-301		 Clerk/Recorder
39 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 03:17 PM June 1 Staff Every 4 Years Accept Candidate Declaration of Candidacy Within 3 business days after the day that an election official accepts a candidate's declaration of candidacy, the election official must post the candidate information on the jurisdiction's website. §20A-9-203.5 Clerk/Recorder
40 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM June City Council One Off Regular Meeting -Department Updates: Public Works/Engineering, Community Development -Interlocal Cooperation Agreements (any annual contracts or ongoing programs that need annual authorizations or renewals -Adopt Annual Budget on or before June 22nd or 30th- If you propose a tax increase you will not finalize your new tax levy in June, however, you still must adopt a tentative budget by June 30th. -Public Hearings: ---(Current Year Amendments) Budget Amendments for FY24-25 ULCT - Powers and Duties page 103 All Staff
41 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM June Planning Commission One Off Planning Commission Meeting -Regularly scheduled business items -LUAU Video w/discussion -GP Item Planning/Engineering
42 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 03:20 PM June 9 State Requirement Every 4 Years Publicize List of Candidates Election officials must publicize a list of the candidate names as they will appear on the ballot. The candidate names must be posted in "Master Ballot Order" as determined by the LGO. The Lt. Governor's office receives notification of candidate names when the county clerk's office enters the names of candidates into the statewide voter registration system. §20A-9-203(8) Clerk/Recorder
43 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM June City Council Annually Off-Site Work Meeting Cities and Towns could consider multiple times per year where they can meet to discuss the status of Council goals, projects, and operations of the organization, training, and capital and other projects or priority updates. All Staff
44 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM June 19 Holiday Annually Juneteenth All Staff
45 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 03:24 PM June 27 State Requirement Every 4 Years US Military Ballots Primary election ballots must begin being mailed to overseas voters and certain members of the US Military and their family.
 §20A-16-403 Clerk/Recorder
47 chansen 04/04/2025 09:23 PM chansen 11/04/2025 03:22 PM June 28 State Requirement Every 4 Years Sample Ballots Post Sample Primary Ballot . Election officer to provide ballots -- Notice of sample ballot. (f) no later than 45 days before the day of the election, make sample ballots available for
inspection, in the same form as official ballots and that contain the same information as official ballots.
 §20A-5-405 Clerk/Recorder
48 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 03:31 PM June 30 State Requirement Every 4 Years Candidate Profile Due Candidate profiles are due. The deadline is strictly at 5:00pm. No exceptions. §20A-7-801(4) Clerk/Recorder
49 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 03:34 PM June 30 State Requirement Semi-Annually Deposits & Investments Report Reporting for all deposits and investments to the State Treasurer Deposit and Investment Reporting Finance
50 chansen 04/04/2025 09:23 PM chansen 06/05/2025 05:43 PM June 31 State Requirement Quarterly Building Permit Surcharge Report Submit quarterly building permit surcharge reports to the Division of Professional Licensing after the end of each quarter §15A-1-209

 Building
51 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 03:50 PM July 1 State Requirement Annually Consumer Confidence Report This rule requires every community water system to prepare and distribute an annual water quality report to their customers to provide consumers with information on the quality of their drinking water Consumer Confidence Reports: Division of Drinking Water

 Public Works
52 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM July City Council One Off Regular Meeting -Department Updates: Library, Recreation, Public Relations/Community Outreach All Staff
53 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM July Planning Commission One Off Planning Commission Meeting -Regularly scheduled business items -LUAU Video w/discussion -GP Item Planning/Engineering
54 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM July 4 Holiday Annually Independence Day All Staff
55 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 03:52 PM June 31 State Requirement Quarterly Expense Revenue Transparency Report Submit revenue and expense reports within 30 days after the end of each quarter (Jan-Mar, Apr-Jun, Jul-Sept, Oct-Dec) Posting of Financial Information by All Participating Entities

 Finance
56 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 03:53 PM July 10 State Requirement Quarterly Disinfection Byproduct Sampling Obtain and submit to a lab four (4) water samples to evaluate the levels of undesired chemicals coming from the treatment process. Disinfection Rules (Reporting Requirements)

 Public Works
57 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 03:59 PM July 15 State Requirement Every 4 Years Public Notice of Early Voting Last day to publish the notice of dates, times, and locations of early voting. 20A-3a-604(1) It is also
the last day to publish a notice of the location and times of each ballot dropbox. 20A-5-403.5(2)
 §20A-3a-604(1)

§20A-5-403.5(2)		 Clerk/Recorder
58 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 04:08 PM July 22 State Requirement Every 4 Years Mail Ballots First day to mail primary election ballots to voters. §20A-3a-202(2)(a)

 Clerk/Recorder
59 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM July 24 Holiday Annually Pioneer Crossing Day All Staff
60 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 04:09 PM July 25 State Requirement Every 4 Years Public Notice of Covered Voters Election officials must prepare a notice for covered voters for the general election. §20A-16-502(1)

 Clerk/Recorder
61 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 04:11 PM July 28 State Requirement Every 4 Years Notify Lt. Governor's Office of Locations Last day to notify the Lt. Governor’s Office of the location of election day voting centers.
Notification to the Lt. Governor’s office should be done by having your county clerk’s office update the voter registration database.		 §20A-3a-703(1)(a)

 Clerk/Recorder
62 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 04:12 PM July State Requirement Annually Submit Budget to State Auditor After a budget is adopted, it must be filed in the office of the town clerk and a copy sent to the office of the state auditor within 30 days from adoption. §10-5-109

 Finance
63 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 04:16 PM August 1 State Requirement Annually Moderate Income Housing Report Municipalities that are a 1st, 2nd, 3rd, 4th class; or fifth class with at least 5,000 people and a part of a 1st, 2nd, 3rd class county are required to report on their moderate income housing efforts. §10-9a-408

§10-9a-408

Moderate-Income Housing and Reporting		 Planning/Engineering
64 chansen 04/04/2025 09:23 PM chansen 06/05/2025 05:45 PM August 1 State Requirement Annually RDA/CRA Report After initial CRA/RDA report is approved, a municipality must submit annual report listing boundaries, money earmarked, etc. annually. §17C-1-102
 Finance
65 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 04:23 PM August 1 State Requirement Every 4 Years Voter Deadline Voter registration deadline for the Primary election. §20A-3a-202(3)(c)

 Clerk/Recorder
66 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 04:30 PM August 5 State Requirement Every 4 Years Printed Notice of Election Last day to provide printed notice of election (date, time, locations, voting requirements, vote.utah.gov information, a phone number).
 §20A-5-101(4)(5) Clerk/Recorder
67 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 07:52 PM August 5 State Requirement Every 4 Years Campaign Finance Report Campaign Finance Report due seven days before the primary. HB 80, 2024 General Session

§20A-11-1604(6)
 Clerk/Recorder
68 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 06:10 PM August 6 State Requirement Every 4 Years Local Ballot Proposition Notice If a municipality is subject to a local ballot proposition, they shall send out a notice containing the ballot title for the special ballot proposition, instructions on how to submit an argument for/against a proposition and the relevant deadlines not less than 90 days before the election.
§20A-7-402(2)(c) Clerk/Recorder
69 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM August City Council One Off Regular Meeting -Q4 Financial Report -Public Hearing ---Truth in Taxation - The resolution setting the new rate must be submitted to the county auditor by September 1st. Be sure to follow all public notices and procedural requirements for setting this meeting. All Staff
70 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM August Planning Commission One Off Planning Commission Meeting -Regularly scheduled business items -LUAU Video w/discussion -GP Item Planning/Engineering
71 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 06:13 PM August 19 State Requirement Every 4 Years City Council Board of Canvassers The board of canvass must meet and canvass election results
within these dates.		 §20A-4-301(2) Clerk/Recorder
72 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM September 1 Holiday Annually Labor Day All Staff
73 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 06:16 PM September 2 State Requirement Every 4 Years Write-In Candidate Deadline Write-In candidate deadline at 5PM. §20A-7-801(4) Clerk/Recorder
74 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM September City Council One Off Regular Meeting -Department Updates: Public Works/Engineering, Community Development -Policy Review: City Employee Policies and Procedures: Once per year the Council could review and consider any changes that need to be made to the policies and procedures manual. ULCT - Powers and Duties page 126-127 All Staff
75 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM September Planning Commission One Off Planning Commission Meeting -Regularly scheduled business items -LUAU Video w/discussion -GP Item Planning/Engineering
76 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 06:18 PM September 5 State Requirement Every 4 Years Candidate Profiles Due Candidate profiles due at 5:00pm. No exception. §20A-7-801(4) Clerk/Recorder
77 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM September 11 State Requirement Every 4 Years Campaign Finance Report Campaign Finance Report Due for those eliminated in Primary Election. Clerk/Recorder
78 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 06:20 PM September 19 State Requirement Every 4 Years US Military Ballots Primary election ballots must begin being mailed to overseas voters and certain members of the US Military and their family.
 §20A-16-403 Clerk/Recorder
79 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 06:24 PM September 19 State Requirement Every 4 Years Last Day to Mail and Publish Sample Ballot Depending on the method of publishing, this is the last day to mail and publish a copy of the sample ballot.
§20A-5-405(1)(f)
 Clerk/Recorder
80 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 06:26 PM September 19 State Requirement Every 4 Years Local Voter Info Pamphlet First day that a local voter information pamphlet may be distributed to voters. §20A-7-402(12)(a)(iv) Clerk/Recorder
81 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 06:29 PM September 20 State Requirement Every 4 Years Post Copy of Sample Ballot Election officer to provide ballots -- Notice of sample ballot.
(1) An election officer shall:
(a) provide ballots for every election of public officers in which the voters, or any of the voters, within the election officer's jurisdiction participate;
(b) cause the name of every candidate whose nomination has been certified to or filed with the election officer in the manner provided by law to be included on each ballot;
(c) cause any ballot proposition that has qualified for the ballot as provided by law to be included on each ballot;
(d) ensure that the ballots are prepared and in the possession of the election officer at least seven days before the commencement of early voting as described in Section 20A-3a-601;
(e) allow candidates and their agents and the sponsors of ballot propositions that have qualified for the official ballot to inspect the ballots;
(f) no later than 45 days before the day of the election, make sample ballots available for inspection, in the same form as official ballots and that contain the same information as official ballots,
§20A-5-405(1) Clerk/Recorder
82 chansen 04/04/2025 09:23 PM chansen 06/05/2025 05:43 PM September 31 State Requirement Quarterly Building Permit Surcharge Report Submit quarterly building permit surcharge reports to the Division of Professional Licensing after the end of each quarter §15A-1-209 Building
83 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 06:32 PM September 31 State Requirement Annually Payroll Transparency Report Employee Compensation report due at least once per year and within 90 days after the end of the fiscal year Posting of Financial Information by All Participating Entities Finance
84 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 07:00 PM September State Requirement Annually Annual Independent Audit of Finances Due within 180 Days from end of FY Posting of Financial Information by All Participating Entities Finance
85 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM October 1 ULCT Annually Annual Convention All Staff
86 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 07:03 PM October City Council One Off Regular Meeting -Department Updates: Library, Recreation, Public Relations/Community Outreach
-Q1 Financial Report
-Annual Financial Report
---(1) The town clerk or other designated person shall prepare and present to the council:
(i) a quarterly financial report; or
(ii) upon request by the council, a financial report more frequently than each quarter; and
(b) an annual financial report within 180 days after the close of each fiscal year.
(2) The requirement described in Subsection (1)(b) may be satisfied by an audit report or annual financial report of an independent auditor.		 §10-5-129 All Staff
87 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM October Planning Commission One Off Planning Commission Meeting -Regularly scheduled business items -LUAU Video w/discussion -GP Item Planning/Engineering
88 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 07:08 PM October 7 State Requirement Every 4 Years Campaign Requirements 1. Campaign Finance Report due 28-days before the election. 2. Last day to publish the notice of dates, times, and locations of early voting. 3. Last day to publish the locations of each ballot dropbox. Clerks may also instead publish a statement that specifies where a voter may view or obtain a copy of all ballot drop box locations. §20A-3a-604

§20A-5-403.5		 Clerk/Recorder
89 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 07:09 PM September 31 State Requirement Quarterly Expense Revenue Transparency Report Submit revenue and expense reports within 30 days after the end of each quarter (Jan-Mar, Apr-Jun, Jul-Sept, Oct-Dec) Posting of Financial Information by All Participating Entities Finance
90 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 07:14 PM October 10 State Requirement Quarterly Disinfection Byproduct Sampling Obtain and submit to a lab four (4) water samples to evaluate the levels of undesired chemicals coming from the treatment process. Disinfection Rules (Reporting Requirements Public Works
91 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 07:18 PM October 14 State Requirement Every 4 Years Mail Ballots First day to mail primary election ballots to voters §20A-3a-202(2)(a) Clerk/Recorder
92 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 07:22 PM October 15 State Requirement Every 4 Years Last Day to Cancel a Local Election Last day that a municipality or local district can cancel a local election and/or a race in the local election in accordance with 20A-1-206. This must be publicly noticed. §20A-1-206(2)(4) Clerk/Recorder
93 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM October Staff Annually Recommended Employee Annual Training Day Offices Closed (Held on Columbus/Native American Heritage Day) Some communities have chosen to work this day and take the day after Thanksgiving off in exchange for this holiday. Each community should consider the days off they take as an organization and adopt those for the organization and be clear with communicating this with the citizens and employees of the organization. (This example is for a preplanned staff training day. Mayor and Council could attend or provide recorded messages for Staff training event.) All Staff
94 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 07:39 PM October 20 State Requirement Every 4 Years Notify Lt. Governor of Voting Center Locations Last day to notify the Lt. Governor of the location of election day voting centers. Please satisfy
this requirement by having your county clerk enter the information into the statewide voter registration database.		 §20A-3a-703(1)(a) Clerk/Recorder
95 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 07:42 PM October 20 State Requirement Every 4 Years Voter Info Pamphlet Last day that a voter information pamphlet can be distributed to voters. §20A-7-402(12)(a)(iv) Clerk/Recorder
96 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 07:45 PM October 24 State Requirement Every 4 Years Voter Registration Deadline Voter registration deadline for General election. §20A-3a-202(3)(c) Clerk/Recorder
97 chansen 04/04/2025 09:23 PM mjacobs 09/04/2025 07:49 PM October 28 State Requirement Every 4 Years Notice of Election Last day to publish the notice of election (date, time, locations, website, contact info, voting requirements). §20A-5-101(5) Clerk/Recorder
98 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM October 28 State Requirement Every 4 Years Campaign Finance Report Campaign Finance Report due 7 Days before the General Election Clerk/Recorder
99 chansen 04/04/2025 09:23 PM chansen 07/04/2025 10:07 PM October 31 State Requirement Annually Emergency Management and Preparedness Report May be combined with county report. An annual report on the condition and effectiveness of the statewide mutual aid system, make recommendations for correcting any deficiencies, and submit the report to the Political Subdivisions Interim Committee Title 53 Emergency Management Act Planning/Engineering
100 chansen 04/04/2025 09:23 PM chansen 07/04/2025 09:40 PM November 4 State Requirement Every 4 Years General Election Day - Only 2 candidates on the ballot per open seat if a primary election was held, if no primary was held, then all candidates who filed declarations are placed on the ballot
- This does not include write-in candidates
- Cancelling an election requires notice 20A-1-206
- Races can be cancelled
- No earlier than 65 days (9/3), no later than 20 days prior to election
- Requires a resolution to be passed
 §20A-1-102(37) Clerk/Recorder
101 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM November 11 Holiday Annually Veterans Day All Staff
102 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM November City Council One Off Regular Meeting -Department Updates: Police, Fire/EMS All Staff
103 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM November Planning Commission One Off Planning Commission Meeting -Regularly scheduled business items -LUAU Video w/discussion -GP Item Planning/Engineering
104 chansen 04/04/2025 09:23 PM chansen 07/04/2025 09:37 PM November 11 State Requirement Every 4 Years Election Canvass Election Canvass – usually November odd number years following Utah County canvass -
Pursuant to State Code, the Board of Canvassers must meet no sooner than 7 days and no later than 14 days after the election to conduct the Canvass.		 §20A-4-304(2)
§20A-4-304(4)(d)		 Clerk/Recorder
105 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM November 27 Holiday Annually Thanksgiving Day All Staff
106 chansen 04/04/2025 09:23 PM chansen 07/04/2025 09:35 PM November State Requirement Every 4 Years Campaign Finance Disclosure Campaign Finance Disclosure Due from Election: Unless the local ordinance requires more disclosure, then the minimum required by state law is a written disclosure filed with the city or town recorder no later than seven days before the municipal election and again no later than 30 days after the election. §10-3-208 Clerk/Recorder
107 chansen 04/04/2025 09:23 PM chansen 07/04/2025 09:34 PM December State Requirement Every 4 Years -Newly elected officials must make sure that they file the required campaign contribution and disbursement fund disclosure statements.
-The city recorder or town clerk will help to remind you of this.
-The final disclosure is due 30 days after the election is over. 		§10-3-208 Clerk/Recorder
108 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM December City Council One Off Regular Meeting -Department Updates: Public Works/Engineering, Community Development All Staff
109 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM December Planning Commission One Off Planning Commission Meeting -Regularly scheduled business items -LUAU Video w/discussion -GP Item Planning/Engineering
110 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM December 4 State Requirement Every 4 Years Campaign Finance Report Campaign Finance Report Due - Post 30 days after the General Election Clerk/Recorder
111 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM December 25 Holiday Annually Christmas All Staff
112 chansen 04/04/2025 09:23 PM chansen 04/04/2025 10:48 PM December 27 State Requirement Annually Fraud Risk Assessment The Fraud Risk Assessment Questionnaire must be submitted within 180 days of the fiscal year end Fraud Risk Assessment Implementation Guide
113 chansen 04/04/2025 09:23 PM chansen 06/05/2025 05:44 PM December 31 State Requirement Quarterly Building Permit Surcharge Report Submit quarterly building permit surcharge reports to the Division of Professional Licensing after the end of each quarter §15A-1-209 Building
114 chansen 04/04/2025 09:23 PM chansen 04/04/2025 10:19 PM December 31 State Requirement Quarterly Expense Revenue Transparency Report Submit revenue and expense reports within 30 days after the end of each quarter (Jan-Mar, Apr-Jun, Jul-Sept, Oct-Dec) Posting of Financial Information by All Participating Entities Finance
115 chansen 04/04/2025 09:23 PM chansen 04/04/2025 10:17 PM December 31 State Requirement Annually Privacy Practices Report must be made (not submitted, just made) of municipalities privacy practices before this date each year §63A-19-401.3 Clerk/Recorder
116 chansen 04/04/2025 09:23 PM chansen 04/04/2025 10:13 PM December State Requirement Every 4 Years Initative Initiative - If passed in Nov Election needs to be no later than 60 days after the date of an election in which the voters approve an initiative petition, the budget officer is required to prepare a final fiscal impact statement, using current financial information report on the fiscal impact of the new law; and If the final fiscal impact statement exceeds the initial fiscal impact estimate by 25% or more, the council must review the final fiscal impact statement and may by a majority vote: repeal the law established by passage of the initiative; amend the law established by the passage of the initiative; or pass a resolution informing the voters that they may file an initiative petition to repeal the law enacted by the passage of the initiative. §20A-7-501


 Clerk/Recorder
117 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM One Off Procedural Rules for Standard Meetings There is no mandatory set of rules of procedure for city or town council meetings. A city or town does not have to follow Robert’s Rules of Order or anyone else’s rules of order. However, all councils are required to adopt some rules of procedure. A municipality can adopt any rules of procedure that are consistent with state law. ULCT - Powers and Duties page 74 Mayor/Administrator
118 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM One Off General Plan Adoption At a minimum, the proposed general plan should include maps, charts, and explanations of the planning commission’s recommendations for certain elements as required by Utah law. It is required to be updated every 10-years or with major changes. ULCT - Powers and Duties page 165 Mayor/Administrator
119 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM One Off Appeal Authority Every city and town is required, if they have land use regulations, to establish by ordinance one or more appeal authorities to hear and decide requests for variances from the terms of the land use regulations; to hear and decide appeals from decisions applying the land use regulations; and to hear and decide appeals from a fee charged. ULCT - Powers and Duties page 187 Mayor/Administrator
120 chansen 04/04/2025 09:23 PM chansen 04/04/2025 10:04 PM One Off Annexations 1. The first step is to have your planning commission prepare a draft annexation policy plan that consists of at least a map of the area the city or town would like to annex sometime in the future. This is called the expansion area.

a. The planning commission must hold a public meeting on the plan. Each affected entity must be given notice of the public meeting at least 14 days before the hearing. The purpose of the public meeting is to allow the affected entities to provide input and comment on the proposed plan. 14 days prior to public hearing affected entities' opportunity to review the plan.

b. The planning commission must accept and also consider any written comments from affected entities until at least 10 days after the public meeting. After the public meeting with the affected entities and the consideration of the written comments, if any, the planning commission can modify the proposed plan to incorporate the wisdom received from the affected entities.

c. The planning commission is required to hold a public hearing on the now modified proposed plan. Notice of the public hearing must be given at least 14 days before the hearing. Notice of the public hearing must also be given to the affected entities. The notice must contain the date, time, and place of the public hearing and where a copy of the proposed plan may be obtained for public inspection.

d. ULCT's Powers and Duties has additional steps on page 195.

e. There is no requirement that a city or town ever adopt an annexation policy plan. There are benefits to doing so. If a city or town has an annexation policy plan, then the county cannot approve any urban development (see the above definition) in the city or town’s expansion area unless the county notifies the city or town first, the city or town consents to the approval of the project, or the city or town objects to the approval in writing within 90 days. If an objection is filed, then the county must respond in writing to the objections. This is not a veto power over the county approval. It is limited to input and discussion. It is, however, an opportunity to convince the county that the area ought to be developed better or at least consistently with the city or town’s future plans.
 ULCT - Powers and Duties page 199 Mayor/Administrator
121 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM One Off Purchasing goods and services, and contracting for Public Improvement State law requires all cities to put policies in place to govern purchasing. This must at a minimum follow State law or have more restrictive policies. For towns it is recommended that simple rules are also adopted and followed. These are internal guidelines for items to be placed on the agenda. Each city or town should consider when items are ready to move forward. Getting signatures on critical documents before an item is scheduled for approval ensures the recorder has all items ready for approval and ready to record or as soon as action takes place. ULCT - Powers and Duties page 240, Footnote 562 Finance
122 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM One Off Storm Water Management Practices Mandates reporting on stormwater management practices, regulated by the Utah Department of Environmental Quality (DEQ). Public Works
123 chansen 04/04/2025 09:23 PM chansen 04/04/2025 10:11 PM One Off Water Rights Report Report water system stats like water in, water out, number and type of connections, etc. to be made whenever there is a change in ownership of water right. Report Form

 Public Works
124 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM One Off Critical Infrastructure Materials Report on critical infrastructure materials data for study on preempting local authority when a new subdivision development is located within 1000 ft of a mining area. Public Works
125 chansen 04/04/2025 09:23 PM chansen 04/04/2025 09:23 PM One Off Water Routine Sampling Required to obtain water samples and submit for bacteriological testing regularly. Public Works
126 chansen 04/04/2025 09:23 PM chansen 04/04/2025 10:09 PM One Off Water Conservation Plan The Water Conservation Act requires each public water system with over 500 connections to submit a water conservation plan to the Division of Water Resources and update it every five years. Water Conservation Plans Public Works
127 chansen 11/04/2025 04:16 PM chansen 11/04/2025 04:16 PM July 1 State Requirement One Off Authorized Top-Level Domain Beginning July 1, 2025, all governmental entities within the state of Utah must use an authorized top-level domain for their website address and the email addresses used by the entity and its employees. Utah Cyber Center Mayor/Administrator
Month Type Frequency Staff

This calendar is not intended to be legal advice and should not be relied upon as such. ULCT is not your legal representative and disclaims all liability or losses incurred by your reliance on this document. This document may contain errors and may not be an exhaustive list of all applicable deadlines. We encourage you to seek your own legal advice to determine how to comply with all laws and reporting deadlines. Your municipality is responsible for any noncompliance of legal deadlines. 

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In the categories: Month, Type, Frequency, and Staff there are drop down menus below. You can check or uncheck all of the categories that you want to see. For example, if you wanted to see only state requirements, you would navigate to “Type” and select “State Requirements” this will filter out every other type of event on the calendar. If you keep that same filter on the tool and then navigate to “Staff” and select “Clerk/Recorder”, you would be left with only State Requirements that are generally within the Clerk/Recorder’s role to fulfill. 


Note: There is usually at least one City Council and Planning Commission each month. For each month, you will find some recommended topics to address in City Councils and Planning Commissions throughout the year.