The proceedings of the Zoning Committee, acting on behalf of the City Planning Commission, including all findings and determinations, shall be in the form of a separate and documented record for each case heard. Upon completion of review, the City Planning Commission shall forward its recommendations, together with the complete case records, to the Mayor and Board of Aldermen for their consideration and official action. The Building Official's office shall maintain a file of data and materials on all zoning proceedings of the City Planning Commission and of the City Council along with all proceedings of the City Zoning Committee.