0858RESOLUTION NO. 858 (#05-2026)
A RESOLUTION ESTABLISHING A POLICY FOR THE FILING, RETENTION, AND
ADMINISTRATION OF CITY CONTRACTS; PROVIDING FOR THE CENTRALIZED
MAINTENANCE OF OFFICIAL EXECUTED CONTRACTS; AND FOR OTHER
PURPOSES.
WHEREAS , the City Council finds that sound contract administration and records
management are essential to transparency , accountability , operational efficiency, and compliance
with Arkansas law ; and
WHEREAS , the Council has identified inconsistencies in the manner in which City contracts
are reviewed, executed , maintained, and made available for official reference ; and
WHEREAS, during the course of reviewing City agreements , it has become apparent that
executed contracts are often maintained only within individual departments rather than through a
centralized official repository maintained by the Office of the City Clerk ; and
WHEREAS, while individual departments may retain copies of agreements nece ssary for the
performance of their respective duties , the Council finds that the City 's official executed contracts
should be centrally maintained as part of the City 's permanent records; and
WHEREAS, the Council further finds that establishing a uniform policy for the maintenance
and administration of City contracts will promote transparency, accountability, and consistency
throughout City government.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF JACKSONVILLE,
ARKANSAS, THAT:
SECTION ONE: The City Council declares it to be the policy of the City of Jacksonville that all
fully executed contracts , agreements, amendments , renewals, extensions , leases , memoranda of
understanding, and other legally binding instruments entered into by the City shall be maintained as
official City records through the Office of the City Clerk.
SECTION TWO: Nothing in this Resolution shall prohibit City departments from maintaining
working copies of contracts necessary for departmental operations ; however, the official executed
copy shall be filed with the Office of the City Clerk promptly upon execution.
SECTION THREE: The City Council encourages all departments to cooperate in maintaining a
complete inventory of existing contracts and to provide copies of all currently effective agreements
to the Office of the City Clerk for inclusion in the City 's official contract records.
SECTION FOUR: This Resolution is intended to strengthen the City 's internal controls, improve
transparency and accountability , preserve official records , and promote consistent administration of
City contracts. Nothing herein shall invalidate any otherwise lawful agreement previously executed
by the City.
RESOLUTION NO. 858 (#05-2026)
Page Two
APPROVED AND ADOPTED THIS DAY OF ___ , 2026.
CITY OF JACKSONVILLE, ARKANSAS
JEFF ELMORE, MAYOR
ATTEST:
SUSAN DAVITT, CITY CLERK
APPROVED AS TO FORM:
STEPHANIE FRIEDMAN, CITY ATTORNEY
Motion to be approved failed on August 6, 2026