3000 Business

3600 Building and Grounds Management

3610 Records

3611 Contracts, Lien Waivers, Guarantees, As Built Drawings, Property Records

Purpose: To provide for effective handling of legal and historical documents for buildings and to provide access to those who must use them.

1. Contracts

A. A contract file will be established for each construction contract entered.

B. This file will be maintained in the office of the Director of Budget and Finance.

C. This file will include the following items:

The signed original contract.
Any approved change order.
Copies of all warrants made on the contract.
Copies of all bonds.
Payments to date.
Lien waivers.
Outstanding contract balance.
Superintendent’s authorization to make final payment.

D. Contract will be retained for a period of seven years and then microfilmed.

2. Architectural Drawings and Specifications.

A. A file will be established for each project which will include all information concerning the architectural drawings and specifications.

B. This file will be maintained in the Maintenance Office.

C. This file will include the following:

Specifications for the construction contract.
Information as to the location of architectural drawings.
All correspondence relative to development of specifications.
Minutes of all meetings held by architect, owner, contractor and staff which relate to the development, approval and change on any specification.
Any other information which will be of value in reviewing whether an item has been properly contracted, installed or developed.

D. This file will be maintained for a period for five years. Prior to destroying it will be reviewed by the head of the maintenance department and the supervisor in charge of the facility.

E. This file will be retained until the property is sold or destroyed.

3. Guarantees, As Built Drawings.

A. A file will be established by project to include all lien waivers, guarantees and as built drawing.

B. This file will be kept in the Maintenance Office.

C. After the project has been completed, the file will be reviewed with the Director of Maintenance and the Building Principal to determine which items need to be duplicated for their files.

D. This file will be retained until the property is sold or destroyed.

4. Property Records.

A. A file will be established for each property owned by the district which will include deed, purchase agreement and all other legal information relative to property owned by the district.

B. This file shall be kept in the Superintendent’s Office.

C. File will include:

Legal description.
Purchase agreement.
General drawing of site.
Deed.

D. This file will be maintained until property is disposed of.




Adopted: 10/12/82
Revised: 4/12/99

Moffat County School District RE-1 Regulation 3611