The powers, duties, and responsibilities of the Property and insurance Committee shall be as follows:
(a) To maintain and keep an inventory of all items of furniture, fixtures, and general and specialized equipment used in all County operations along with an inventory of surplus equipment. The Committee shall have the authority to determine if surplus equipment is to be serviced and stored for future use or disposed of.
(b) The Committee shall maintain the physical plants of the County Courthouse, Health & Human Service Center, Safety Building, Highway Buildings, Park Buildings, playground equipment and out buildings on County premises, and maintain the yards, walks, and parking lots adjacent thereto; to plan, develop and supervise all new construction and renovation unless a specific building committee is appointed by the County Board.
(1) The maintenance of park buildings and other permanent structures, including playground equipment, is under the maintenance direction of the Property and Insurance Committee. The county maintenance department personnel shall also be responsible for solid waste removal at the parks and the hygiene of restroom facilities. A limited term summer parks maintenance worker may be hired annually to assist with summer maintenance work.
(2) The trout rearing ponds shall be maintained by the county maintenance department under the direction of the Property and Insurance Committee. This committee may enter into agreements with the Department of Natural Resources and other associations for the raising and stocking of trout and other fish species.
(3) For acquiring, developing and maintaining Snowmobile Trails whenever possible, the Committee shall make application for grants and aids from the State and Federal Snowmobile Maintenance Funds.
(c) The Committee shall supervise the duties of the Purchasing Agent, and exercise exclusive control over the purchase procedure of furniture, fixtures, and general depreciable office equipment, vehicles, and machinery used in County service. Items costing between $1000 – 1,500 shall have a minimum of two (2) invitational bids submitted to the appropriate Governing Committee for approval. Items costing $1,5000 – 5,000 will be approved by the Governing Committee and then sent to the Property and Insurance Committee for approval. Any single item costing in excess of $5,000.00 shall be placed on advertised bids if required by state statutes or otherwise by invitational bid.
(d) Purchasing Procedures
1) All items purchased and services requested will have adequate funding in a department’s annual budget and the responsibility for not exceeding existing appropriations rest with the department making the requisition, not with the purchasing agent. Purchase of various materials for Green Lake County are hereby divided into six classes. Class A items consist of consumable office supplies which can be routinely stocked by the Purchasing Agent, such as pencils, pens, tape, notepads, etc. The Purchasing Agent has the authority to approve all central store inventory purchases. Class A items will be purchased by all departments through the office of the Purchasing Agent pursuant to procedures established by the Property and Insurance Committee. Class B items are materials used by up to several departments and purchased annually or less frequently and shall consist of capital items, including but not limited to, desks, chairs, office machines, file cabinets, etc. Class B items will be acquired for the departments by the Purchasing Agent under the direction and supervision of the Property and Insurance Committee, pursuant to procedures established by the Property and Insurance Committee. Class C items shall consist of materials peculiar to one or two departments which are not available from the Purchasing Agent’s store of goods such as tax receipts, assessment rolls and vaccines. Such items will normally be purchased by the department head with the approval of the governing committee. All items must be purchased with a Green Lake County purchase order. Class D materials consist of those items of value in excess of $2,000.00 peculiar to a specific department. These items may be purchased with committee approval after being submitted to the bid procedures established by the Property and Insurance Committee for this type of purchase. Class E items shall consist of all small equipment not associated with office operations such as: floor cleaner, vacuums, lawn mowers, etc. and shall be purchased the same as Class B items. Class F items shall consist of services (hotel/motel reservations) training and seminar registrations. Requests for same will be forwarded to the purchasing agent in a timely manner. Only Class A items will be a part of the purchasing agent’s budget for payment, all other Classes will be paid for by the specific department using those items. The Purchasing Agent reserves the right to accept or reject any or all options, bids or proposals; to wave any technicality or error in any bid or part thereof submitted, and to accept any bid or option, or combination thereof, in whole or in part, which is deemed to be in the best interest of Green Lake County, and the needs of the department for whom the purchase is made.
1. For the purpose of ordering frequently used items, a multi-use form will be furnished by the Purchasing Agent to each department. When prepared, the department will make three copies, forwarding two copies and retaining a control copy. The original will serve as a permanent file record and the first copy will serve as a transmittal and inventory record. 2. Special requisition items will be ordered by use of a Green Lake County requisition form furnished by the Purchasing Agent. The form will be in duplicate, with the original being forwarded to the Purchasing Agent and a copy being retained by the originator of the request. 3. Purchase order forms will be designed and stocked by the Purchasing Agent in a manner to serve Green Lake County’s needs.
The Purchasing Agent shall not solicit or accept for him/herself or another person any gift, campaign contribution, gratuity, favor, services, promise of future employment, entertainment, loan or any other thing of monetary value from a person who has or is seeking contractual of other business activities from or which are regulated by the county.
4) Disposal of Unsuitable or Unusable Property
Departments which have equipment or supplies that are regulated by this ordinance, which have become unsuitable or unnecessary to their needs, and which is not to be traded in or applied on any purchase, shall upon request of the Purchasing Agent report such fact, with a description of such equipment or supplies. Upon receipt of such notice the agent shall canvass other county departments to determine whether the items or supplies may be used by them. If such items or supplies are not needed by any county department, they may then be sold by the agent on open market at the price to be established by the Property and Insurance Committee, or under competitive bids, whichever method is deemed most advantageous to the county. The Purchasing manager shall report the disposition of any such equipment or supplies to the supervising committee and to the department concerned. (e) The Committee shall provide public liability and property damage insurance, either through commercial companies or by self-insurance created by setting up a fund for such purpose or by a combination thereof, covering without exclusion because of enumeration, motor vehicles, malfeasance of professional employees, maintenance and operation of County highways and parks, and any other activities involving the possibility of damage to the general public; provide fire and casualty insurance for all County property; provide health, life, and disability insurance for County employees as appropriate; provide for the protection of the County and the public against loss or damage resulting from the act, neglect, or default of County Officers, Department Heads, and employees, and to contract for and procure bonds or contracts of insurance to accomplish that purpose, either from commercial companies or by self-insurance created by setting up a fund for that purpose or by a combination thereof, provided, however, that any plan for self-insurance under this paragraph shall be specifically approved by the County Board before it may be commenced. (f) The Committee shall have the responsibility for arranging for the printing of public notices, County Board proceedings, and any other printing required by the County ordinance, except for the printing of notices, etc., that are the special concern and responsibility of other committees of the County Board or Departments of County Government. The Property & Insurance Committee will appoint a Loss Control sub-Committee and this sub-committee shall administer and support the Insurance Loss Control Program of the County in coordination with the County Clerk, who shall serve as the Safety Coordinator/Risk Manager. Additional guidance to this Committee shall be provided by Loss Control Specialists provided by the County’s insurance providers at no cost to the County. Sub-Committee meetings shall be held at such intervals as is deemed necessary to properly carry out the several functions of the Committee, but at least quarterly.
The Property and Insurance Committee shall consist of five (5) Supervisors appointed by the County Board Chair and confirmed by the County Board for a two-year term or until a successor is appointed and confirmed.
Two (2) Year