Number
040630
Version
SUBSTITUTE 1
Reference
Sponsor
ALD. HINES
Title
A substitute ordinance relating to the composition of various committees.
Sections
305-21 rp
320-31 rc
320-33 rp
320-37-1-a rc
320-37-1-c am
Analysis
This ordinance provides for the following:
1. Dissolves the government communications committee.
2. Consolidates the duties and membership of the city records committee and the information policy committee to create the city information management committee, and modifies the composition of the combined membership.
3. Reduces from 5 to 2 the number of common council members required to be appointed by the common council president to the anti-graffiti policy committee, and increases from 1 to 2 the number of citizen members appointed to the committee by the mayor.
Body
The Mayor and Common Council of the City of Milwaukee do ordain as follows:
Part 1. Section 305-21 of the code is repealed.
Part 2. Section 320-31 of the code is repealed and recreated to read:
320-31. City Information Management Committee.
1. COMPOSITION. There is created a city information management committee consisting of 7 members:
a. The mayor, or a designee who shall be in salary grade 10 or above.
b. One member of the common council appointed by the common council president, who shall be the chair of the committee.
c. The city comptroller, or a designee who shall be in salary grade 10 or above.
d. The city treasurer, or a designee who shall be in salary grade 10 or above.
e. The city clerk, or a designee who shall be in salary grade 10 or above.
f. The director of administration or a designee who shall be in salary grade 10 or above.
g. The city librarian or a designee who shall be in salary grade 10 or above.
2. DEFINITIONS. In this section:
a. "Archives" means noncurrent records with permanent administrative or historical value.
b. "Committee" means the city information management committee.
c. "Records" means any material on which written, printed, drawn, spoken, visual or electromagnetic information is recorded or preserved, regardless of physical form or characteristics, which has been created by, kept in custody of, under control of, or filed with any department, agency, board, commission, officer or employe of the city except library materials kept for public use or examination. "Record" includes, but is not limited to handwritten, typed or printed pages, maps, charts, photographs, films, recordings, tapes (including computer tapes), computer printouts and any machine-readable record.
3. DUTIES. The committee shall:
a. Recommend policies to the mayor and the common council for the management of the city's information resources, including but not limited to access, distribution, documentation, security and appropriate use.
b. Promote interdepartmental and intergovernmental sharing of information resources.
c. Promote the use of the city's information resources to improve the policymaking process and administration of city government.
d. Promote public access to the city's information resources.
e. Provide guidelines for development and maintenance of a city records management program including standards for creation, distribution, organization, maintenance, use and disposition of all city records.
f. Promote implementation and maintenance of records management programs within city departments including development of safeguards against unauthorized use or removal of city records.
g. Analyze and survey records of city departments, agencies, boards and commissions and set up systems for the preservation, retention and disposition of such records.
h. Disseminate records management information to city departments to facilitate training of department personnel in records management.
i. Review and approve, reject or modify departmental requests for retention, transfer to inactive storage and final disposition of city records, including retention of records in some form other than the original record and including the storage of vital city records at the alternate site of city government.
j. Provide guidelines for the operation of the city records center, which shall provide the following services for all city departments: storage, retrieval and disposition of city records; central imaging and microfilming services; and maintenance of secure and non-secure structure plans.
k. Transfer to the city archives at the city records center or the Milwaukee public library records of historical interest that are no longer needed for the proper administration of city business.
L. Promulgate rules and regulations for the effective administration of this section.
4. LENDING OF CITY RECORDS. Any city department or agency may lend any of the records over which it is the custodian to any entity it deems fit. All loans shall be governed by written agreements negotiated by the department or agency and the borrowing entity. All such agreements shall be approved by the committee and shall indemnify and hold the city harmless for any loss, damage or destruction of city property lent under the agreement.
5. RECORDS TO REMAIN CITY PROPERTY. All records shall remain the property of the city and shall be preserved, stored, transferred, destroyed, disposed of or otherwise managed in accordance with this section and the laws of the state of Wisconsin. No record shall be destroyed, transferred out of the control of the city or otherwise disposed of without the approval of the committee. The committee may approve the transfer of title, custody and control of noncurrent records that are no longer needed for administrative purposes by the city to the state historical society.
6. STAFFING. The department of administration shall provide staff support to the committee. The chief information officer shall serve as its executive secretary. The city attorney shall designate an assistant city attorney to be present at all meetings of the committee.
7. TASK FORCES. The committee may create task forces to recommend policy issues for committee action, review policies proposed by the committee, assist the chief information officer in the implementation of policies established by the common council, and coordinate the development and use of related information resources.
Part 3. Section 320-33 of the code is repealed.
Part 4. Section 320-37-1-a of the code is repealed and recreated to read:
320-37. Anti-graffiti Policy Committee.
1. COMPOSITION.
a. Four members appointed by the common council president, of which a minimum of two members shall be members of the common council.
Part 5. Section 320-37-1-c of the code is amended to read:
c. [[One citizen member]]>>Two citizen members<< appointed by the mayor.
LRB
APPROVED AS TO FORM
_________________________
Legislative Reference Bureau
Date:_____________________
Attorney
IT IS OUR OPINION THAT THE ORDINANCE
IS LEGAL AND ENFORCEABLE
________________________
Office of the City Attorney
Date:____________________
Drafter
LRB04349-2
RGP
9/8/04