(A) The City Clerk is designated with the duty of creating agenda item request forms and contract cover sheets, to be utilized in obtaining internal approvals for contracts.
(B) Requests for approval of all small contracts shall be undertaken according to the following procedures.
(1) When a need for a small contract is identified, the originating department shall, as soon as is practicable, request the City Solicitor’s office to review or draft the appropriate agreement.
(2) After the contract is approved by the City Solicitor’s office and all non-city parties to the contract, the requesting department shall fill out a small contract cover sheet and transmit the form, with a final version of the contract attached, to the City Clerk.
(3) The City Clerk shall transmit the contract first to the City Solicitor’s office, then the Finance Department, then to the City Manager for approval and finally to the Mayor or his or her designee for signature.
(C) Requests for approval of contracts that are not small contracts and, therefore, require Board of Commissioners approval shall be undertaken according to the following procedures.
(1) Each calendar year, the City Clerk disseminates a list of regularly scheduled business meetings of the Board of Commissioner meetings to city staff. The City Clerk’s duties also include establishing corresponding internal agenda item request form submission deadlines and staff meeting dates at which city staff discuss agenda item request forms for the upcoming business meetings of the Board of Commissioners. Departments shall make note of the applicable deadlines and plan contract approval requests accordingly.
(2) Official requests for Board of Commissioner approval of contracts shall be achieved through an agenda item request form which is submitted to the City Clerk.
(3) When a need for a contract is identified, the originating department shall, as soon as is practicable, request the City Solicitor’s office to review or draft the appropriate agreement. All contracts must be reviewed and approved by the City Solicitor’s office prior to the submission of an agenda item request form. City staff shall make all reasonable efforts to submit contract drafting and review requests to the City Solicitor’s office at least one week prior to agenda item request form submission due dates.
(4) All contracts shall be approved as to terms by all non-city parties prior to submission of an agenda item request form.
(5) Contracts shall be in final form when submitted with an agenda item request form. No changes to the terms on an agreement may be made after the contract is submitted to the Board of Commissioners for review, unless authorized by the Board of Commissioners.
(6) A complete copy of the contract shall be attached to the order for consideration by the Board of Commissioners.
(1984 Code, § 35.54) (Ord. O-42-18, passed 12-11-2018)