(1)
Definitions.
(a)
Authority. Any of the following County related offices having custody
of a record: an office, elected official, agency, board, commission,
committee, council, department or public body corporate and politic
created by constitution, law, ordinance, rule or order; or a formally
constituted subunit of the foregoing.
(b)
Record. Any material on which written, drawn, printed, spoken, visual
or electromagnetic information is recorded or preserved, regardless
of physical form or characteristics, which has been created or is
being kept by an authority. Record includes, but is not limited to,
hand-written, typed or printed pages, maps, charts, photographs, films,
recordings, tapes (including computer tapes and/or diskettes), and
computer printouts. Record does not include drafts, notes, preliminary
computations and like materials prepared for the originator's
personal use or prepared by the originator in the name of a person
for whom the originator is working; materials which are purely the
personal property of the custodian and have no relation to his office;
materials to which access is limited by copyright, patent or bequest;
and published materials in the possession of an authority other than
a public library which are available for inspection or sale at a public
library.
(2)
Legal Custodians.
(a)
Each elected official is the legal custodian of his records and the
records of his office, but the official may designate an employee
of his staff to act as the legal custodian.
(b)
Unless otherwise prohibited by law, the County Clerk or the Clerk's
designated deputy clerks shall act as legal custodians for the County
Board and for any committees, commissions, boards or authorities created
by ordinance or resolution of the County Board.
(c)
For every authority not specified in Paragraphs (a) or (b), the authority's
chief administrative officer is the legal custodian for the authority,
but the officer may designate an employee to act as the legal custodian.
(d)
Each legal custodian shall name a person to act as legal custodian
in his absence or the absence of his designee. This subsection does
not apply to members of the County Board.
(e)
The designation of a legal custodian does not affect the powers and
duties of an authority.
(3)
Procedural Information. Pursuant to § 19.34, Wis. Stats.,
and the guidelines therein listed, each authority shall adopt, prominently
display and make available for inspection, a description of its organization
and the established times and places at which, the legal custodian
from whom, and the methods whereby the public may obtain information
and access to records in its custody, make requests for records, or
obtain copies of records, and the costs thereof. This section does
not apply to members of the County Board.
(4)
Access to Records; Fees.
(a)
Public Rights. The right of any person who requests inspection or
copies of a record are governed by § 19.35(1), Wis. Stats.
(b)
Facilities to be Provided. Each authority shall provide any person
authorized to inspect or copy a record which appears in written form
under § 19.35(1)(b), Wis. Stats., or any person authorized
to and requesting permission to photograph a record the form of which
does not permit copying pursuant to § 19.35(1)(f), Wis.
Stats., with facilities comparable to those used by its employees
to inspect, copy and abstract the record during established office
hours. An authority is not required by this subsection to purchase
or lease photocopying, duplicating, photographic or other equipment
or to provide a separate room for the inspection, copying or abstracting
of records.
(c)
Fees.
1.
Each authority shall impose a fee upon the requester of a copy of
a record which may not exceed the actual, necessary and direct cost
of reproduction and transcription of the records [see the fee schedule
set forth in Oneida County Code § 3.15(2)], unless a fee
is otherwise specifically established or authorized to be established
by law.
[Amended 8-20-2019 by Res. No. 67-2019 (Ord. No. 15-2019), effective 8-29-2019]
2.
Each authority shall impose a fee upon the requester of a copy of
a record for the actual, necessary and direct cost of photographing
and photographic processing if the authority provides a photograph
of a record, the form of which does not permit copying.
3.
Except as otherwise provided by law or as authorized to be prescribed
by law, an authority shall impose a fee upon a requester for locating
a record, not exceeding the actual, necessary and direct cost of location,
if the cost is $50 or more.
4.
Each authority shall impose a fee upon a requester for the actual,
necessary and direct cost of mailing or shipping of any copy or photograph
of a record which is mailed or shipped to the requester.
5.
An authority may provide copies of a record without charge or at
a reduced charge where the authority determines that waiver or reduction
of the fee is in the public interest.
6.
Each authority shall require prepayment by a requester of any fee
or fees imposed under this subsection if the total amount exceeds
$5.
(d)
Response to Request. Each authority, in acting upon a request for
any record, shall respond as required by the following provisions
which are set out in § 19.35(4), Wis. Stats.
1.
Each authority, upon request for any record, shall, as soon as practicable
and without delay, either fill the request or notify the requester
of the authority's determination to deny the request in whole
or in part and the reasons therefor.
2.
If a request is made orally, the authority may deny the request orally
unless a demand for a written statement of the reasons denying the
request is made by the requester within five business days of the
oral denial. If an authority denies a written request in whole or
in part, the requester shall receive from the authority a written
statement of the reasons for denying the written request. Every written
denial of a request by an authority shall inform the requester that
if the request for the record was made in writing, then the determination
is subject to review upon petition for a writ of mandamus under § 19.37(1),
Wis. Stats., or upon application to the Attorney General or a district
attorney.
(5)
Separation of Information. If a record contains information that
may be made public and also information that may not be made public
or a question as to public access arises, each authority shall consult
with the Corporation Counsel before releasing any information under
this section. If in the judgment of the custodian and the Corporation
Counsel, there is not feasible way to separate the exempt material
from the nonexempt material without unreasonably jeopardizing nondisclosure
of the exempt material, the entire record shall be withheld from disclosure.
(6)
Limitations on Right to Access.
(a)
As provided by § 19.36, Wis. Stats., the following records
are exempt from inspection under this section:
1.
Records specifically exempted from disclosure by State or federal
law or authorized to be exempted from disclosure by State law.
2.
Any record relating to investigative information obtained for law
enforcement purposes if federal law or regulations require exemption
from disclosure or if exemption from disclosure is a condition to
receipt of aids by the State.
3.
Computer programs, although the material used as input for a computer
program or the material produced as a product of the computer program
is subject to inspection.
4.
A record or any portion of a record containing information qualifying
as a common law trade secret.
(b)
As provided by § 43.30, Wis. Stats., public library circulation
records are exempt from inspection under this section.
(c)
In responding to a request for inspection or copying of a record
which is not specifically exempt from disclosure, the legal custodian,
after conferring with the Corporation Counsel, may deny the request,
in whole or in part, only if he determines that the harm to the public
interest resulting from disclosure would outweigh the public interest
in full access to the requested record. Examples of matters for which
disclosure may be refused include, but are not limited to, the following:
1.
Records obtained under official pledges of confidentiality which
were necessary and given in order to obtain the information contained
in them.
2.
Records of current deliberations after a quasi-judicial hearing.
3.
Records of current deliberations concerning employment, dismissal,
promotion, demotion, compensation, performance or discipline of any
County officer or employee, or the investigation of charges against
a County officer or employee, unless such officer or employee consents
to such disclosure.
4.
Records concerning current strategy for crime detection or prevention.
5.
Records of current deliberations or negotiations on the purchase
of County property, investing of County funds or other County business
whenever competitive or bargaining reasons require nondisclosure.
6.
Financial, medical, social or personal histories or disciplinary
data of specific persons which, if disclosed, would be likely to have
a substantial adverse effect upon the reputation of any person referred
to in such history or data.
7.
Communications between legal counsel for the County and any officer,
agent or employee of the County, when advice is being rendered concerning
strategy with respect to current litigation in which the County or
any of its officers, agents or employees is or is likely to become
involved, or communications which are privileged under § 905.03,
Wis. Stats.
(7)
Destruction of Records. Whenever it is necessary to gain needed vault
and filing space, those County officials who have in their custody
such obsolete records as are described in § 59.715, Wis.
Stats., may destroy the same, subject to §§ 59.716
and 59.717, Wis. Stats.
(8)
Preservation through microfilm or optical disk/electronic storage.
The Oneida County Board authorizes any County officer or the director
of any department or division of County government to keep and preserve
public records in their possession by means of microfilm, photographic
reproduction or optical disc/electronic storage method. Such records
shall meet the standards for photographic reproduction set forth in
§ 16.61(7)(a) and (b), Wis. Stats., and/or the standards
set forth in § 59.52(14), Wis. Stats., for optical disk/electronic
storage and shall be considered original records for all purposes.
Such records shall be preserved along with other files of the department
or division and shall be open to public inspection and copying according
to the provisions of state law.
[Amended by Res. No. 75-2016]
(9)
Records Retention Schedule.
[Added by Ord. No. 113-91; amended by Res. No. 147-2004; Ord. No. 69-2005]
(a)
Purpose. The purpose of this subsection is to establish a County-wide
records retention schedule and authorize destruction of County records
pursuant to that schedule on an annual basis. Record custodians do
not have the authority to destroy records prior to the established
retention period, unless such records have been photographically reproduced
as original records pursuant to § 16.61(7), Wis. Stats.
If there is not a specific law requiring a specific retention period,
all records must be retained seven years, unless the Public Records
and Forms Board fixes a shorter period. Notwithstanding the foregoing
and subject to § 1.30(9)(d) and (e) below, recordings of
a meeting, as defined in § 19.82(2), Wis. Stats., made for
the purpose of making printed minutes of the meeting may be destroyed
no sooner than 90 days after the printed minutes have been approved
and published, including those published by filing in the Office of
the County Clerk.
(b)
Definitions.
- LEGAL CUSTODIAN
- See § 1.30(2) of this subchapter.
- RECORD
- See § 1.30(1)(b) of this subchapter.
(c)
Historical Records. The State Historical Society of Wisconsin (SHSW)
has waived the required statutory sixty-day notice under § 19.21(5)(d),
Wis. Stats., for records marked "W", which designates waived notice.
SHSW must be notified prior to destruction of records marked "N",
designating nonwaiver. Notice is also required for any record not
listed in this subsection. "N/A" indicates not applicable and applies
to all County records designated for permanent retention.
(d)
Destruction After Request for Inspection. No requested record may
be destroyed until after the request is granted or 60 days after the
request is denied. If an action is commenced under § 19.37,
Wis. Stats., the requested record may not be destroyed until a court
order is issued and all appeals have been completed. See § 19.35(5),
Wis. Stats.
(e)
Destruction Pending Litigation. A legal custodian having actual knowledge
that a record is subject to pending litigation shall not destroy that
record until litigation is resolved and all appeals have been completed.
(f)
Microfilming of Department Records. Departments may keep and preserve
public records through the use of microfilm, provided that the microfilm
meets the applicable standards established in § 16.61(7),
Wis. Stats. Departments should consider factors, such as the retention
period and estimated cost of the microfilming, in deciding which records
to microfilm. After verification, paper records can be destroyed if
these records are preserved on microfilm. For microfilmed records
not identified as permanent, the above records retention periods apply.
(g)
County-wide. The following records are found through various departments
in the County and are subject to uniform regulation, unless otherwise
specified:
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Contracts, leases, agreements
|
7 yrs.
|
§ 59.715(10)
|
W
|
Insurance policies:
|
§ 59.725(10)
|
W
| |
Claims made
|
7 yrs. after expiration
| ||
Occurrence
|
Permanent
| ||
Cancelled checks
|
7 yrs.*
|
§ 59.715(18)
|
W
|
Receipts
|
7 yrs.*
|
W
| |
Accounts payable - purchasing invoices/vouchers/detail listing/vendor
listing
|
7 yrs.*
|
W
| |
Accounts receivable/receipts
|
7 yrs.*
|
W
| |
Receipt journals
|
7 yrs.*
|
W
| |
Voucher/order register
|
7 yrs.
|
W
| |
General journal
|
7 yrs.*
|
N
| |
* Time reduced to 2 years in originating departments, provided
the original records are maintained in the Finance Department.
| |||
Construction plans for County buildings and bridges
|
Life of structure
|
N
| |
Blueprints
|
Until superseded by as-built tracings
|
N
| |
As-built tracings
|
Life of project
|
N
| |
Personnel records
|
See Paragraph (w)
|
W
| |
Warranty records
|
Life of product or end of warranty, whichever occurs first
|
W
| |
Equipment and furnishings inventories
|
Until superseded
|
W
| |
Any record which is involved or is reasonably expected to be
involved in litigation, claim, audit or other action
|
Until permission to destroy obtained from Corp. Counsel. See
Paragraphs (d) and (e).
|
W
| |
Citations (copies)
|
2 yrs.
|
W
|
(h)
Child Support.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Expenditure reports and supporting documentation
|
3 yrs.
|
45 CFR 74.20-74.25
|
W
|
Statistical reports and supporting documentation
|
3 yrs.
|
45 CFR 73.20-74.25
|
N
|
Client/case records including client/attorney information
|
Until youngest child reaches age 21
|
W
| |
Records of required client notification
|
3 yrs.
|
45 CFR 73.20-74.25
|
W
|
(i)
Commission on Aging.
1.
All financial and programmatic records, supporting documents, statistical
records and other records which are required to be maintained by the
terms of the grant/contract or otherwise reasonably considered as
pertinent to the grant/contract are governed by federal DHSS Regulations
Title 45, Part 74, Subpart. D.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Records as defined above
|
3 yrs. from date the Office on Aging submits to HSS the last
federal expenditure report for each grant award
|
W
| |
Litigation, claims, audit or other action involving records
|
Completion of action and resolution of all issues or the regular
3-year period, whichever is later
|
W
| |
Equipment records
|
3 yrs. from date of disposition or replacement or transfer.
(Direction of awarding agency)
|
W
| |
Indirect cost rate proposals and cost allocation plans
|
3 yrs. from the end of the contract covered by the plan or proposal
|
W
| |
Nonexpendable property acquired with Title III or other federal
or State funds
|
At least 3 yrs. after final sale or disposition
|
W
|
2.
In case of litigation, claim, audit or other action involving records
or records concerning nonexpendable property, such records may not
be disposed of until authorization has been obtained by the awarding
agency to dispose of records.
(j)
Corporation Counsel.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Case files/nonlitigation
|
3 yrs.
|
W
| |
Case files/litigation
|
3 yrs. after closure or when appeal time has run, whichever
is longer or per SCR
|
W
| |
Legal memos
|
7 yrs.
|
W
| |
Legal opinions
|
Permanent
|
N/A
|
(k)
County Clerk.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Copies of notices of tax apportionment sent to local taxing
districts
|
3 yrs.
|
§ 59.715(2)
|
W
|
Records of County claims forwarded to DNR
|
1 yr.
|
§ 59.715(3)
|
W
|
List of town, city and village officers certified to County
Clerk
|
After date of expiration of term listed
|
§ 59.715(4)
|
N
|
Crop reports by local assessors
|
3 yrs.
|
§ 59.715(5)
|
N
|
Notices of application for taking of tax deeds and certificates
of nonoccupancy, proofs of service and tax certificates filed
|
15 yrs.
|
§ 59.715(7)
|
W
|
Official bonds
|
6 yrs.
|
§ 59.715(8)
|
W
|
Reports of town treasurers on dog licenses sold and records
of dog licenses issued
|
3 yrs.
|
§ 59.715(12)
|
W
|
Copies of notices to town assessors re: lands sold and owned
by County
|
3 yrs.
|
§ 59.715(15)
|
W
|
Oaths of office
|
7 yrs.
|
§ 59.715(19)
|
W
|
Marriage license applications and supporting papers
|
10 yrs.
|
§ 59.715(22)
|
W
|
Original papers, resolutions and reports concerning County Board
proceedings
|
6 yrs. after date of publication
|
§ 59.717(1)
|
N
|
Committee minutes
|
6 yrs. after date of publication
|
§ 59.717(1)
|
N
|
Deeds
|
Permanent or listing of when and where recorded
|
§ 59.717(1)
|
N/A
|
Abstracts and certificates of title, title insurance policies
|
Permanent or as long as land owned
|
N/A
| |
Cancelled bonds, coupons and promissory notes
|
Until completely audited
|
W
| |
Bond and coupon record book, general obligation bonds
|
7 yrs. after bond issue expires or following payment of all
outstanding matured bonds, notes, coupons, whichever is later
|
W
| |
Apportionment maps
|
Until next apportionment
|
§ 59.03
|
W
|
U.S. Geological Survey maps
|
Until next set of maps received
|
W
| |
Report on functional jurisdiction of roads
|
10 yrs. or until next report received
|
W
| |
Certified mileage lists
|
Until next list received
|
W
| |
Town plats
|
3 yrs.
|
W
| |
Award of damage for scenic rights
|
Until recorded
|
W
| |
Relocation orders/maps
|
Retain latest revision for each project
|
W
| |
Mill rates from towns
|
2 yrs.
|
W
| |
Journal of proceedings
|
6 yrs. after date of publication
|
N
| |
Cancelled registration cards
|
4 yrs. after cancellation
|
§ 7.23(1)(c)
|
W
|
Financial registration statements and reports
|
6 yrs.
|
§ 7.23(1)(d)
|
W
|
Registration and poll lists:
|
§ 7.23(1)(e)
|
W
| |
Nonpartisan elections
|
2 yrs.
| ||
Partisan elections
|
4 yrs. after election
| ||
Federal elections records other than registration cards
|
22 months
|
§ 7.23(1)(f)
|
W
|
Detachable recording units
|
14 days after primary and 21 days after any other election-clear
or erase after transfer to a disk or other recording medium
|
§ 7.23(1)(g)
|
W
|
Electronic ballot tallies
|
22 months after date of election
|
§ 7.23(1)(g)
|
W
|
Ballots
|
30 days after election
|
§ 7.23(1)(h)
|
W
|
Official canvasses
|
10 yrs. after election
|
§ 7.23(1)(i)
|
W
|
Election notices and proofs of publication and correspondence
|
1 yr. after date of election, unless contested, then by court
order
|
§ 7.23(1)(j)
|
W
|
All other election materials and supplies
|
90 days after election
|
§ 7.23(1)(k)
|
W
|
Records transferred by registrants who submit dissolution reports
after primary and general elections
|
3 yrs. after their last election
|
§ 10.74(8)(e)
|
W
|
Accident reports, injury claims and settlements; injury frequency
charts
|
8 yrs. after end of service
|
W
|
(l)
Courts. All records maintained by the Clerk of Courts, Register in
Probate, Juvenile Court or Juvenile Intake Office relating to Juvenile
Court and the Family Court Commissioner shall be retained in compliance
with Supreme Court Rules, Ch. 72. Records not specified therein of
a general County-wide nature shall be retained pursuant to Paragraph
(g).
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Shelter care records
|
Until child's 21st birthday except permanent register of
names of children and dates of admission and release
|
HSS 59.07(3)(b)
|
W
|
Secure juvenile facility records
|
10 yrs. after 18th birthday
|
HSS 346.13 and SCR 72
|
W
|
(m)
Information Technology Services. Provides information technology
services for departments and stores record information electronically
for departments. Electronically stored record information must be
maintained pursuant to the guidelines established for the specific
departmental records and County-wide records enumerated in this section.
[Amended by Ord. No. 03-2001]
(n)
District Attorney.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Traffic, misdemeanor, civil or related case records
|
3 yrs. after commencement of action
|
§ 59.715(24)(b)
|
W
|
Felony or related case records
|
After mandatory release date per § 302.11(1), Wis.
Stats., or 10 yrs. after commencement of action, whichever is later
|
§ 59.715(24)(c)
|
W
|
Any other record evidencing DA's activities or functions
|
6 yrs.
|
§ 59.715(24)(d)
|
W
|
Trust account records
|
7 yrs.
|
SCR 20:1.15
|
W
|
(o)
Finance Department.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Payroll registers, other payroll reports and social security
and retirement earnings reports
|
10 yrs.
|
W
| |
Withholding allowance certificates, employee wage and tax statements
and other tax records
|
7 yrs.
|
W
| |
Time cards, attendance records
|
7 yrs.
|
W
| |
Insurance applications
|
7 yrs.
|
W
| |
Garnishment records
|
5 yrs.
|
W
| |
Rough work papers used in payroll calculations
|
3 yrs.
|
W
| |
Deferred compensation payment records
|
8 yrs. after end of service
|
W
| |
All accounts of County and books of account, budget and vendor
listing
|
7 yrs.
|
W
| |
General ledger
|
15 yrs.
|
N
| |
Notices of tax apportionment from Secretary of State
|
3 yrs.
|
§ 59.715(1)
|
W
|
Illegal tax certificates charged back to local tax districts
|
3 yrs. after charging back
|
§ 59.715(6)
|
W
|
Claims paid by County and supporting papers
|
7 yrs.
|
§ 59.715(9)
|
W
|
Copies of receipts issued by treasurer
|
4 yrs. or until competently audited, which ever is earlier
|
§ 59.715(14)
|
W
|
Journal entries and any audits of journal entries
|
7 yrs.
|
W
| |
Audit reports
|
15 yrs.
|
(p)
Forestry/Outdoor Recreation.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Master park plan
|
Permanent
|
N/A
| |
Plats
|
Permanent
|
N/A
| |
Aerial photographs
|
Permanent
|
N/A
| |
Committee agendas and summaries
|
6 yrs.
|
W
| |
Citation and park patrol records
|
2 yrs.
|
W
| |
Guidebooks, trail information
|
Until updated or no longer usable
|
W
| |
Wisconsin Conservation Corps projects/crew information
|
3 yrs.
|
W
| |
Annual work plans
|
3 yrs.
|
W
| |
Dam information
|
Permanent
|
N/A
| |
Equipment and vehicle registration reports
|
Until equipment and vehicles disposed of
|
W
| |
General information
|
Until updated
|
W
| |
Land acquisitions -deeds, abstracts
|
Permanent or until land disposed of
|
W
|
(q)
Highway Department.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Machinery, time sheets
|
1 yr. after machinery replaced
|
W
| |
Permits
|
Permanent
|
N/A
| |
State gas reports
|
3 yrs.
|
W
| |
Accident reports (copies)
|
3 yrs.
|
W
| |
Insurance reports (copies)
|
3 yrs.
|
W
| |
Stock control records
|
2 yrs.
|
W
| |
Fuel usage reports
|
2 yrs.
|
W
| |
Heavy equipment and vehicle inventory ledger
|
Until superseded
|
W
| |
Vehicle maintenance histories
|
Life of vehicle (if such vehicle is sold or traded, such records
may be offered to purchaser)
|
W
| |
Vehicle expense reports
|
Life of vehicle
| ||
Vehicle usage reports
|
2 yrs.
|
W
|
(r)
Land Information.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Plats
|
Permanent
|
N/A
| |
Certified surveys
|
Permanent
|
N/A
| |
Assessor's Plats
|
Permanent
|
N/A
| |
Aerial photographs
|
Until superseded
|
N
| |
Original government survey plats and notes
|
Permanent
|
N/A
| |
Subsequent County surveyor's maps and field notes and misc.
files
|
Permanent
|
N/A
| |
Retracement surveys
|
Permanent
|
N/A
| |
Parcel maps
|
Until superseded
|
N
| |
Corner restorations
|
Permanent; kept in Register of Deeds' office
|
N/A
| |
Digital maps
|
Until superseded
|
N
| |
Journal indexes
|
Permanent
|
N/A
| |
Committee meeting minutes
|
6 yrs. after date of publication
|
§ 59.717(1)
|
N
|
Committee meeting tapes used to create minutes
|
90 days after minutes are approved
|
§ 19.21(7)
|
W
|
(s)
Maintenance.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Blueprints
|
Permanent or until building disposed of
|
W
| |
Shop drawings
|
Permanent
|
N/A
| |
Equipment and machine maintenance
|
Life of equipment (if sold or traded, such records may be offered
to purchaser)
|
W
| |
Utility usage
|
5 yrs.
|
W
| |
Inventory
|
Until superseded
|
W
| |
Keying list
|
Until superseded
|
W
| |
Material safety data sheets
|
7 yrs. after product is deleted from inventory
|
W
|
(t)
Medical Examiner.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Homicide or suspicious deaths
|
75 yrs.
|
W
| |
All other records
|
7 yrs., unless subject to litigation and then until litigation
resolved
|
W
|
(u)
Public Health.
[Amended by Ord. No. 11-2006]
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Nursing records of care, to include public health and immunization
consent forms
|
10 yrs from date of discharge
|
W
| |
Grants
|
5 yrs.
|
W
| |
WIC program
|
3 yrs. after Final Expenditure Report. See 246.25-A2 Federal
Register, Sept. '90.
|
N
| |
Audit records of internal record audit
|
2 yrs. or until after surveyor leaves
|
W
| |
Accident reports (copies)
|
3 yrs.
|
W
| |
Insurance reports (copies)
|
3 yrs.
|
W
| |
Fuel usage reports
|
2 yrs.
|
W
| |
Vehicle maintenance histories
|
Life of vehicle (if such vehicle is sold or traded, such records
may be offered to purchaser)
|
W
| |
Vehicle expense reports
|
Life of vehicle
|
W
| |
Vehicle usage reports
|
2 yrs.
|
W
| |
Committee meeting tapes used to create minutes
|
90 days after minutes are approved
|
19.21(7)
|
W
|
Court orders/judgments/citations
|
Permanent
|
N/A
| |
Sanitary tests, permits, licenses and inspection reports
|
Permanent (either digitally or on paper)
|
N/A
| |
Immunization records
|
Permanent- either digitally or on paper (except for influenza/pneumonia)
|
Recommended policies and procedures for immunization programs
(10/98)
| |
Health hazard complaints, investigation reports and abatement
records
|
5 years (ongoing/repeat cases - permanent)
|
(v)
Personnel.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Salary schedules
|
7 yrs.
|
W
| |
Insurance records, incl. applications
|
7 yrs.
|
W
| |
Performance evaluations and medical records
|
5 yrs.
|
W
| |
Goal Review records
|
5 yrs.
|
W
| |
EEO-4 reports, obsolete job descriptions and any personnel or
employment records made or kept including, but not limited to, application
forms or test papers by applicants and other records of decisions
pertaining to hiring, promotion, demotion, transfer, layoff or termination,
terms of compensation and selection of training
|
3 yrs., except where a charge of discrimination has been filed;
all personnel records relevant to a charge or action shall be retained
until final disposition of the charge or the action
|
W
| |
Union contracts and grievance, mediation or arbitration records
|
Permanent
|
N/A
| |
Unemployment compensation records
|
3 yrs.
|
W
| |
Individual employee personnel files and retirement records
|
8 yrs. after end of service
|
W
| |
Directives and policies
|
7 yrs. after being updated or terminated
|
W
|
(w)
Planning and Zoning Department.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Committee meeting minutes
|
Permanent
|
N/A
| |
Committee meeting tapes used to create minutes
|
90 days after minutes are approved
|
§ 19.21(7)
|
W
|
Condominium approvals
|
Permanent
|
N/A
| |
Court orders/judgments/citations
|
Permanent
|
N/A
| |
State approved commercial building plans
|
Permanent
|
N/A
| |
Decisions and supporting documents of Board of Adjustment
|
Permanent
|
N/A
| |
Digital files
|
Permanent
|
N/A
| |
"Hold" file with permit applications not issued
|
1 yr.
|
W
| |
Soil tests, sanitary permits and inspection reports
|
Permanently (either digitally or on paper)
|
N/A
| |
Landfill billing sheets
|
Permanently (either digitally or on paper)
|
N/A
| |
Departmental complaints
|
3 yrs.
|
W
| |
Maps (including district, wetlands and floodplains)
|
Until superseded
|
N
| |
Miscellaneous correspondence
|
3 yrs.
|
W
| |
Ordinance amendments
|
Permanent
|
N/A
| |
Permit applications: Location and occupancy permits:
|
N/A
| ||
Conforming
|
7 yrs.
| ||
Nonconforming
|
Permanent
| ||
Conditional use permits
|
Permanent
|
N/A
| |
Permit computer printout
|
Permanent
|
N/A
| |
Preliminary subdivision approvals
|
Permanent (finals recorded in Register of Deeds' office)
|
N/A
| |
Private sewage system maintenance program
|
15 yrs.
|
W
| |
Wisconsin Fund Grant applications
|
15 yrs.
|
W
|
(x)
Purchasing.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Fleet car usage, purchase requisitions
|
1 yr. after Audit
|
W
| |
Purchase orders
|
7 yrs.
|
W
| |
Bids and proposals, successful
|
7 yrs. after contract expiration
|
W
| |
Bids and proposals, unsuccessful
|
1 yr. after audit
|
W
| |
Property inventory
|
Until superseded
|
W
| |
Public works contracts; Notice to contractors:
| |||
Successful bidders
|
7 yrs.
| ||
Unsuccessful bidders
|
2 yrs.
| ||
Bidder's proof of responsibility:
| |||
Successful bidders
|
7 yrs.
| ||
Unsuccessful bidders
|
2 yrs.
| ||
Bids:
| |||
Successful bidders
|
7 yrs. after completion of project
| ||
Unsuccessful bidders
|
2 yrs.
| ||
Affidavit of organization and authority:
| |||
Successful bidders
|
7 yrs. after completion of project
| ||
Unsuccessful bidders
|
2 yrs.
| ||
Contracts
|
7 yrs. after completion of project
| ||
Master project files
|
20 yrs.
|
(y)
Real Property Listing.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Final real property assessment roll
|
15 yrs. No assessment roll containing forest crop acreage may
be destroyed without prior approval of the secretary of revenue.
|
§ 59.717(4)
|
W
|
(z)
Register of Deeds.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Obsolete documents pertaining to chattels, including final books
of entry
|
6 yrs.
|
§ 59.51(14)
|
W
|
(aa)
Sheriff.
[Amended Res. No. 37-2009]
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Dockets, daily jail records and cash books
|
8 yrs.
|
§ 59.27(8)
|
N
|
Register of inmates (Huber)
|
8 yrs.
|
Wis. Admin. Code DOC 348.09(1)
|
W
|
Inmate medical records (Huber)
|
8 yrs.
|
Wis. Admin. Code DOC 348.09(2)
|
W
|
Inmate discipline records (Huber)
|
8 yrs.
|
Wis. Admin. Code DOC 348.09(3)
|
W
|
Registration of visitors (Huber)
|
8 yrs.
|
Wis. Admin. Code DOC 348.09(4)
|
W
|
Booking records
|
8 yrs.
|
N
| |
Correspondence
|
8 yrs.
|
W
| |
Incident reports
|
8 yrs.
|
W
| |
Court orders
|
Release of inmate or 8 yrs., whichever is later
|
W
| |
Receipts, money records, except cash books
|
8 yrs.
|
W
| |
Accident reports (copies)
|
3 yrs.
|
W
| |
Insurance reports (copies)
|
3 yrs.
|
W
| |
Fuel usage reports
|
2 yrs.
|
W
| |
Vehicle maintenance histories
|
Life of vehicle (if such vehicle is sold or traded, such records
may be offered to purchaser)
|
W
| |
Vehicle expense reports
|
Life of vehicle
|
W
| |
Vehicle usage reports
|
2 yrs.
|
W
| |
Nonevidentiary squad camera recordings
|
180 days**
|
Public records board approval
|
W
|
Nonevidentiary E-911 center phone and radio recordings
|
1 year**
|
Public records board approval
|
W
|
Nonevidentiary corrections camera recordings
|
180 days**
|
Public records board approval
|
W
|
**
|
If the record is the subject of litigation or an open records
request has been made, then the record shall not be destroyed until
the litigation has been resolved and/or the open records request has
been filled.
|
(bb)
Social Services, Department Of.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Case records and other materials of all public assistance kept
as required under Ch. 49
|
If no payments have been made for at least 3 yrs. and a fact
sheet and financial record retained per DHSS
|
§ 59.715(21)
|
N
|
Original fiscal records
|
7 years
|
W
| |
Juvenile examination records, § 48.59
|
W
| ||
Open public assistance case records:
|
W
| ||
All data forms; case determination sheets; work sheets; medical
assistant certification sheets; sheets which document the verification
of changeable items, such as income or health status; correspondence
to and from applicants and recipients; and any other documents needed
to support income maintenance agency decisions
|
To cover most recent 6 yr. period
|
HSS 245.03(1)(a)
| |
Sheets which document the verification of unchangeable items,
such as social security numbers, birth dates and citizenship
|
As long as case is open
|
HSS 245.03(1)(b)
| |
Financial record for all payments not on file in CRN
|
As long as case is open
|
HSS 245.03(1)(c)
| |
Closed public assistance cases and denied cases:
|
N
| ||
Records specified in HSS 245.03(1)(a)
|
36 months following date of closing
|
HSS 245.03(2)(a)
| |
Most recent date, records specified in HSS 245.03(1)(b) &
(c) and materials relating to any lack of cooperation on the part
of a recipient
|
6 yrs. from date of closing
|
HSS 245.03(2)(b)
| |
Most recent date form and records specified in HSS 245.03(1)(b)
|
36 months from date of denial
|
HSS 245.03(2)(c)
| |
Social service case files:
|
N
| ||
State required case documentation; initial contact sheet; notice
of agency action; social services face sheet; social services agreement;
social services narrative; financial information; any other records
documenting client eligibility and activity
|
3 yrs. after case is closed
|
DHSS Memo (82-1A)
| |
State required and County developed case documentation; assessment
or diagnostic forms, records and narratives; social and medical histories;
copies of court reports pertinent to the case; release of information
forms; client progress notes; case review forms; client or service
agreements; forms and documentation of eligibility or financial status
|
3 yrs. after case is closed
| ||
Social services records for cases not opened for services; applications;
referral actions not resulting in case opening; misc. requests and
correspondence about individual clients from consumer and other agencies
which do not result in case opening
|
1 yr. after final action/determination
| ||
Client collections files:
| |||
Active client records
|
Active as long as liability exists, except for inpatient mental
services when 3rd party sources are exhausted and it has been determined
the responsible parties have a permanent inability or unlikely future
ability to pay
|
HSS 1.06(3)(d)
|
W
|
Inactive client records
|
5 yrs., except where liability for inpatient mental health services
remains, then 10 years after last transaction posted to the record
|
HSS 1.06(3)(e)
| |
Payee records
|
Permanent
|
N/A
| |
Case management files
|
7 yrs.
|
W
| |
Payee misc. documents
|
3 months after audit completed
|
W
| |
Child placing agency records:
| |||
Register identifying information about children accepted for
service or placement
|
Permanent
|
HSS 54.05(2)(a)1.
| |
Individual case records for each child served and family
|
7 yrs. after case closed
|
HSS 54.05(2)(a)2.
| |
Individual foster home records for each foster home used by
the agency, which includes signed applications and agreements
|
7 yrs.
|
HSS 54.05(2)(a)3.
| |
Individual records of studies adoptive applicants
|
7 yrs.
|
HSS 54.05(2)(a)4.
| |
Personnel records
|
7 yrs.
|
HSS 54.05(2)(a)5.
| |
Financial reports and audits
|
7 yrs.
|
HSS 54.05(2)(a)6.
| |
Licensing and certification records for in-home and family day
care; adult family homes; foster homes; and group foster homes for
children; application or other request forms; inspection and observation
checklists; correspondence; other documentation relating to licensing
or certification; approved license or certificate
|
2 yrs. after the license or certificate is no longer active
|
HSS 54.05(2)(a)6.
| |
Licensing and certification records for above types of facilities
where license or certificate was not approved
|
2 yrs. after final action/determination
|
HSS 56.03(3)
| |
Adoption records; County agencies providing child welfare services
under § 48.56 or child placing agencies licensed under § 48.60
should follow the detailed procedures for adoption information search
and disclosure detailed in Ch. HSS 53.
|
Permanent
|
HSS 53.07(1)
| |
Third party recovery records
|
1 yr. after case closure; recommend microfilming essential information
|
W
| |
Fraud referral records:
|
N
| ||
Unfounded
|
3 yrs. after determination; recommend microfilming essential
information
| ||
Founded - referred DA
|
7 yrs. after determination; recommend microfilming essential
information
| ||
Founded - other
|
5 yrs. after determination; microfilming essential in formation
|
(cc)
Treasurer.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Bank statements
|
7 yrs.
|
W
| |
General receipts and settlement receipts
|
7 yrs.
|
W
| |
Municipal tax rolls
|
15 yrs.
|
N
| |
Balancing reports
|
3 yrs.
|
W
| |
Audit letters
|
3 yrs.
|
W
| |
Accounts payable/detail listing/check register (copies)
|
3 yrs.
|
W
| |
Bank reconciliations
|
7 yrs.
|
W
| |
Outstanding checks
|
7 yrs.
|
W
| |
Check register
|
7 yrs.
|
W
| |
Deposit tickets
|
1 yr. after audit
|
W
| |
Bank credit/debit notices
|
1 yr. after audit
|
W
| |
Cash drawer reconciliations
|
1 yr. after audit
|
W
| |
Tax receipts
|
15 yrs.
|
§ 59.715(16)
|
W
|
All other receipts of County Treasurer
|
7 yrs.
|
§ 59.715(17)
|
W
|
Check register/Treasurer cash
|
7 yrs.
|
W
| |
Certified special assessment roll
|
After assessment collected or 7 yrs., whichever is longer
|
W
| |
Statement of new special assessments
|
5 yrs.
|
W
| |
Special assessment payment register
|
Until all assessments collected or 7 yrs., whichever is longer
|
W
|
(dd)
Veterans Service Office.
Record
|
Retention
|
Authority
|
SHSW
|
---|---|---|---|
Regulations
|
Until supersede
|
W
| |
Veterans' military separation records
|
Permanent
|
N/A
| |
Grave registration files
|
Permanent; suggest microfilming after 6 yrs.
|
N
| |
Veterans' benefit case files
|
2 yrs. after inactive
|
N
| |
Wisconsin Dept. of Veterans' Affairs bulletins
|
Until superseded
|
W
| |
News releases
|
6 yrs.
|
W
|
(ee)
Review and Approval by Public Records and Forms Board. This
subsection has been reviewed and approved by the Public Records and
Forms Board.
The County Clerk shall arrange for the annual printing of the
County Directory.
The County shall be included in a Vocational, Technical and
Adult Education District comprising an area large enough to provide
a sound base for vocational, technical and adult education, subject
to approval by the State Board of Vocational, Technical and Adult
Education under the provisions of Ch. 38, Wis. Stats.
(1)
Establishment. Pursuant to Resolution No. 12-72, dated February 15,
1972, the County establishes the Oneida County Junior Fair.
(2)
Administration. The Junior Fair shall be administered by a Board
of Directors consisting of members of all youth groups in the County.
(3)
Liaison Members. The Chairman of the Resource Development and Agriculture
Committee, or his appointee, shall be a liaison member of the County
Junior Fair Board.
The County Medical Examiner shall rent from an established local
bank a safe deposit box in the name of the County, subject to rules
and regulations of such bank. Any two of the following officials shall
have access to such box:
Medical Examiner
District Attorney
Chief of Police of the City of Rhinelander
[Amended by Ord. No. 83-95; Ord. No. 22-97; Ord. No. 01-2002]
(1)
The County offices shall be open from 8:00 a.m. to 4:30 p.m., Monday
through Friday, except on New Year's Day, the Friday before Easter,
Memorial Day, July 4th, Labor Day, Thanksgiving Day, the day after
Thanksgiving, December 24th and 25th. In the event any of the above
listed days fall on a Saturday, the Courthouse will be closed the
preceding Friday and if the day falls on a Sunday, the following Monday
the Courthouse will be closed.
(2)
Department Heads may establish different working schedules, for bonafide
business reasons, with the approval of their Committee of Jurisdiction
and the Labor Relations and Employee Services Committee.
(3)
Cut-off Reception Time for the Filing and Recording of Documents
with the Register of Deeds Office. Pursuant to § 59.20(3)(c)
of the Wisconsin Statutes, provision is hereby made that the cut-off
reception time for the filing and recording of documents with the
Oneida County Register of Deeds shall be one-half hour prior to the
close of the official business day during which time the Register
of Deeds Office is open to the public, in order to complete the processing,
recording and indexing to conform to the day of reception.
[Added by Ord. No. 103-2005]
[Added by Ord. No. 24-88]
All ordinances adopted by the County Board, the substance of
proceedings of the Board and every other legal notice required by
law to be published by the County pursuant to § 985.01,
Wis. Stats., shall be published in the Rhinelander Daily News. This
section shall not be construed as a designation of the Rhinelander
Daily News as the official County newspaper pursuant to § 985.05,
Wis. Stats. This section shall not prevent the Board, its committees,
commission or any other subordinate body from determining on the record
that a particular legal notice or other notice should also be published
in one or more other newspapers or trade journals in order to give
adequate notice in the area of the County affected or to the person
affected.
[Added by Ord. No. 58-91; amended by Ord. No. 31-2000; Ord. No. 92-2012; Res.
No. 83-2014]
The County may dispose of or utilize any personal property which
has been abandoned or remained unclaimed for a period of 30 days after
the taking of possession of the property by County officials or employees
by the following means, which are determined to be in the best interests
of the County:
(1)
Such abandoned property shall be inventoried in a manner which will
reasonably describe it, including identification numbers; where it
was abandoned; the name and last known address of the owner, if known;
and its estimated fair market value.
(2)
The inventory list shall be circulated to the various departments
of the County, and requests for use of specific items of personal
property appearing on the list may be submitted to the Public Safety
Committee for review and approval as being in the best interests of
the County. An inventory of such property shall be maintained and
updated on an annual basis for so long as such property is utilized
by any of the various County departments. The name of the department,
the person in such department who is responsible for the property,
the consideration received, if any, for the utilization of such property
and the manner in which the property is ultimately disposed of shall
be included on the inventory list. Such inventory list of such utilized
property shall be kept as a public record for a period of not less
than two years for each piece of property.
(3)
Any property which is not utilized by a County department as provided
for above shall be disposed of in a sale open to the public under
the jurisdiction of the Sheriff and the Buildings and Grounds Committee
or its designee, and all receipts from the sale, after deducting the
necessary expenses of keeping the property and conducting the sale,
shall be paid into the County treasury. Forty-five days prior to any
auction, the Sheriff's Department shall submit to the Buildings
and Grounds Committee a list of items in the possession of the Sheriff
available for sale to the public or distribution to County departments.
The Committee shall thereafter disseminate the list to the County
departments, who shall thereafter make any requests for use of specific
items to the Committee for final approval.
(4)
Any abandoned property in the care and custody of the Oneida County
Sheriff's Office shall be disposed of pursuant to the policies and
procedures of the Oneida County Sheriff's Office that are consistent
with state and federal laws.
[Added by Ord. No. 3-98; amended by Res. No. 105-2006; Res. No. 117-2008; Res.
No. 32-2009]
(1)
Introduction. The timely deposit and investment of public monies
is an important and integral part of any cash management program.
This statement of policy is intended for the use and guidance of the
designated County official or officials with investment authority
and any investment advisers to whom County officials have delegated
investment authority as defined in § 66.0603(2) of the Wisconsin
Statutes. This investment policy shall be reviewed annually by the
County investment officer and the Finance and Insurance Committee.
The Finance and Insurance Committee shall approve any recommended
changes, and the necessary resolution to modify the existing policy
shall be presented to the Oneida County Board for its action.
(2)
Statement of Purpose. The purpose of this investment policy is to
establish guidelines for investments that are broad enough to allow
the investment officer to function properly within the parameters
of responsibility and authority. It is also intended to be specific
enough to establish a prudent set of basic procedures to assure that
investment assets are adequately safeguarded.
(3)
Goals and Objectives.
(a)
The primary objectives of Oneida County investment activities shall
be the following in order of importance:
1.
Safety. The safety of the principal shall be the foremost objective.
2.
Liquidity. Funds shall be invested to provide sufficient liquidity
to meet all reasonably anticipated disbursement requirements; and
3.
Yield. Funds shall be invested to maximize return consistent with
the objectives in Items 1 and 2 and other limitations described in
this policy.
(4)
Delegation of Authority.
(a)
Pursuant to §§ 59.62(1)(2) and 59.25(3)(s) of the
Wisconsin Statutes and to § 1.13(6)(a)(b) of the Oneida
County Code, the authority to invest and reinvest monies of Oneida
County, to sell or exchange securities so purchased and to provide
for the safekeeping of such securities is delegated to the County
Auditor/Finance Director.
(b)
The Auditor/Finance Director or his/her designee shall have the authority
to direct the Treasurer to transfer funds between accounts established
for investment purposes.
(c)
As defined in § 66.0603(2) of Wisconsin Statutes, the Auditor/Finance
Director may delegate investment authority for any funds not immediately
needed to a state or national bank, or bank, or trust company which
is authorized to transact business in the State.
(5)
Prudence Required. The standard of prudence will apply to all investments
made on behalf of the County in accordance with the "prudent person
rule" of § 881.01 of the Wisconsin Statutes which states:
"Investments shall be made with judgment and care, under circumstances
then prevailing, which persons of prudence, discretion and intelligence
exercise in the management of their own affairs, not for speculation,
but for investment, considering the probable safety of their capital
as well as the probable income to be derived."
(6)
Depositories and Providers of General Banking Services. The primary
provider of banking services will be Associated Bank North, located
in the City of Rhinelander, Oneida County, Wisconsin. In addition,
the Auditor/Finance Director "shall" direct the Treasurer to place
funds in other depositories defined in § 59.61(3) of the
Wisconsin Statutes.
(7)
Depository Collateralization Requirements. With the passage of Wisconsin
Act 25, effective August 1, 1985, the State of Wisconsin no longer
provides an overall guarantee of public fund deposits. However, the
State will continue to pledge general purpose revenues as described
in Wisconsin Statutes § 20.124(1)(a) for the payment of
losses of public deposits until the balance of the appropriation is
exhausted. However, no payment for a loss in excess of $400,000 for
any one public deposit in any individual public depository will be
made. As the FDIC insures deposits up to $250,000, a public deposit
is protected up to $650,000 in any one depository institution. Funds
will only be placed in depository institutions that are FDIC insured.
Funds placed in any one depository institution above $650,000,
including demand deposits, time deposits, and certificates of deposit
must be 100% collateralized as to principal and accrued interest with
securities that are obligations of the U.S. Government or its agencies
that are fully guaranteed by the U.S. Government. Securities held
as collateral shall be delivered for safekeeping to a custodial bank
selected by Oneida County. Securities held as collateral at the custodial
bank will be marked to market at least monthly, with a monthly statement
sent to the Investment Officer detailing all holdings.
(8)
Permitted Investments.
(a)
All investments will be made in accordance with § 66.0603
of the Wisconsin Statutes governing the investment of public funds
and as further restricted by this Investment Policy Statement. Permitted
investments are:
1.
Securities issued or guaranteed as to principal and interest by the
U.S. Government or agencies thereof.
2.
Fixed income securities with a minimum long-term debt rating of AA
by Moody's or Aa by Standard & Poor's at the time of
purchase and meeting the maturity criteria outlined above.
3.
Investments in commercial paper and variable rate demand notes are
restricted to corporations rated A-1 and A-2 by Standard and Poor's
or P-1 or P-2 by Moody's at the time of purchase.
4.
Time deposits in any credit union, bank, savings bank, trust company
or savings and loan association which is authorized to transact business
in the State of Wisconsin if the time deposits mature in not more
than three years.
5.
Floating rate securities, the coupons of which adjust to market interest
rates with a minimum frequency of four times annually, meeting quality
and maturity criteria outlined above.
6.
No-load money market mutual funds whose investments are limited to
those meeting the above criteria in compliance with § 66.0603.
7.
The State of Wisconsin Local Government Investment Pool (LGIP).
(9)
Diversification. Total holdings of any one issuer may not exceed
10% of the market value of the portfolio at the time of purchase,
with the exception of U.S. Government issues and issues of U.S. Government
agencies fully guaranteed as to both principal and interest by the
U.S. Government.
(10)
Maturities.
(a)
Maturities of individual securities must be in compliance with
§ 66.0603 of Wisconsin Statutes. Per this section, time
deposits may not exceed three years, and debt that is not guaranteed
as to principal and interest by the Federal Government or its Agencies,
or a Wisconsin municipality must have a maturity not more than seven
years. Maturities may be further restricted by guidelines set forth
below.
(b)
No individual issue shall exceed five year(s) in maturity from
the date of purchase.
(c)
Floating rate securities, the coupons of which adjust to market
interest rates with a minimum frequency of four times annually, shall
at a minimum be subject to the maturity constraints outlined in Item
"A" above.
(11)
Liquidity. All securities must be readily marketable to ensure adequate
portfolio liquidity.
(12)
Reporting.
(a)
Investment Advisers and Custodians. All investment advisers
and custodians retained by the County will provide detailed monthly
statements to the County Auditor/Finance Director. Such reports will
contain at a minimum a description of each security including units
held, cost, market value and current yield as well as a detailed list,
by date, of all transactions executed during the period.
(b)
Auditor/Finance Director. It will be the responsibility of the
Auditor/Finance Director to establish and maintain records and accounts
to:
(c)
[Investments.] The Auditor/Finance Director shall, when requested,
make a report on County investments to the Oneida County Finance and
Insurance Committee. In addition, the Auditor/Finance Director shall
include a description of the County's investment Portfolio as
part of his/her annual report to the County Board of Supervisors.
[Amended by Res. No. 131-2004]
(1)
In County. Subject to the exceptions set forth below, the Corporation
Counsel shall provide legal advice and representation to the County
Board, its committees, boards, commissions, departments and staff
pursuant to § 1.22 of this Code and § 59.42, Wis.
Stats.
(a)
Emergency or Conflict of Interest. In the event of an emergency,
a conflict of interest or an appearance of a conflict of interest
which may require the retainer of outside legal counsel, the chairpersons
of the County Board, the Chairperson of Administration Committee and
the Chairperson of the committee of jurisdiction, or in the absence
of any chairperson, the vice chairperson, shall immediately meet with
the Corporation Counsel, or in his/her absence, an Assistant Corporation
Counsel, to determine whether an emergency exists requiring the immediate
retainer of independent legal counsel. If such determination is made,
the County Board Chair is authorized to make such retainer. The Chair
shall thereafter inform the members of the County Board in writing.
The retainer shall remain in effect until it is reviewed and approved
at the next meeting of the County Board.
[Amended 2-19-2019 by Res. No. 21-2019 (Ord. No. 4-2019), effective 3-2-2019]
(b)
Interest/Grievance Mediation and Arbitration. After consulting with
the Labor Relations and Employee Services Committee and Corporation
Counsel, or in his/her absence, an Assistant Corporation Counsel,
the Director may retain independent legal counsel to assist in collective
bargaining under §§ 111.70 and 111.77, Wis. Stats.,
and in workers compensation and employment discrimination matters.
(c)
Board of Adjustment. The Corporation Counsel shall represent the
Board of Adjustment except when there is a conflict of interest resulting
from his/her representation of the County in a matter before the Board.
In such event, the Board of Adjustment may retain independent legal
counsel upon approval of the Administration Committee.
[Amended 2-19-2019 by Res. No. 21-2019 (Ord. No. 4-2019), effective 3-2-2019]
(2)
Outside of County. For participation by Oneida County as a party-plaintiff
or party-intervener in any action having a venue outside of Oneida
County, the County Board shall first authorize the same. In the event
the committee of jurisdiction determines that an emergency exists
requiring the County to proceed as such party-plaintiff or party-intervener,
the Committee may authorize the same subject to the requirement that
it shall immediately submit a written report to the County Board for
review and approval to continue such participation.
(3)
[Retaining an Attorney.] The County Board may retain an attorney to perform the duties of the Corporation Counsel as the need arises pursuant to § 59.42 (3), Wis. Stats. In the event a determination is made under Subsections (1) and (2) above to retain outside legal counsel, consideration shall be given to the availability of qualified counsel approved by the County's insurance carrier through any existing legal expense coverage endorsement to the County's liability policy.