Annual Financial Report 12/31/1992

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City of Lino Lakes, Minnesota Legal Compliance Report, Page 6 FINDING: Bids for a Contract Were Not Kept on File. CONDITION: The City is required to keep bids for contracts on file. Only the bid of the contractor who was awarded the project was on file. CRITERIA: Minnesota Statute 15.17 reads as follows: 15.17 OFFICIAL RECORDS Subdivision 1. Must Be kept. All officers and agencies of the state, counties, cities, towns, school districts, municipal subdivisions or corporations, or other public authorities or political entities within the state, hereinafter "public officer," shall make and preserve all records necessary to a full and accurate knowledge of their official activities. All government records shall be made on a physical medium of a quality to insure permanent records. Every public officer is empowered to reproduce records if the records are not deemed to be of permanent or archival value by the commissioner of administration and the records disposition panel under section 138.17. The public officer is empowered to reproduce these records by any photographic, photostats, microphotographic, optical disk imaging system, microfilming, or other reproduction method that clearly and accurately reproduces the records. If a record is deemed to be of permanent or archival value, any reproduction of the record must meet archival standards specified by the Minnesota Historical Society. Each public officer may order that those photographs, photostats, microphotographs, microfilms, optical disk images, or other reproductions, be substituted for the originals of them. The public officer may direct the destruction or sale for salvage or other disposition of the originals from which they were made, in accordance with the disposition requirements of section 138.17. Photographs, photostats, microphotographs, microfilms, optical disk images, or other reproductions are for all purposes deemed the original recording of the papers, books, documents, and records reproduced when so ordered by any public officer and are admissible as evidence in all courts and proceedings of every kind. A facsimile or exemplified or certified copy of photographs, photostats, microphotographs, microfilms, optical disk images, or other reproductions, or an enlargement or reduction of it has the same effect and weight as evidence as would a certified or exemplified copy of the original. RECOMMENDATION: We recommend that the City keep all bids on file.