Council establishes the following record-keeping policy:
(a) A copy of all contracts authorized by Council and the legislation or, where by motion (by Council or a Committee of Council), the meeting minutes authorizing such contract shall be kept in the office of the Clerk; and
(b) A copy of all contracts authorized by the Board of Control and the meeting minutes authorizing such contract shall be kept in the office of the Clerk; and
(c) A copy of all contracts authorized by each department head shall be kept by such department; and
(d) The department head that administers, authorizes, or requests the contract shall be responsible for assuring that all requirements for the contract (for example, bids or quotes) have been followed and shall keep the originals of such documents along with a copy of the contract and the authorization therefor in that department.
(e) All original, executed contracts shall be kept in the Finance Department, and all copies thereof shall be kept as directed in this policy.
(Ord. 2006-94. Passed 6-26-06.)