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§ 39.04 EXCESSIVE FORCE POLICY.
   It is the policy of the county that no law enforcement agencies within the county may use excessive force against any individuals engaged in non-violent civil rights demonstrations, in accordance with Section 519 of Pub. L. 101-144 (the HUD Appropriation Act).
(BC Res. 1992-1, passed 1-6-92)
§ 39.05 AUDITOR PAYMENT OF BILLS AND CLAIM VOUCHER PROCESS.
   (A)   Payment of just debts of the county prior to due date. The Warrick County Auditor is directed to make payment of those expenses listed in division (D) below prior to its due date when qualified claims have been filed with the County Auditor in a correct and timely manner, as provided under this section.
   (B)   Claim voucher process.
      (1)   Claim vouchers for all claims, including for credit card charges, must be submitted to the Warrick County Auditor's Office as soon as reasonably possible after the expense giving rise to the claim is incurred, and as soon as the necessary and relevant information is available in order for said claim to be properly submitted to the Auditor's Office.
      (2)   Claim vouchers for credit card charges are considered qualified, correct, and timely if the claim voucher:
         (a)   Is executed on County Form 17;
         (b)   Is submitted with an itemized written receipt attached;
         (c)   Contains a charge for a lawful expense of Warrick County, as determined by the Indiana Code;
         (d)   Is properly signed and authenticated as true and correct by the person submitting the claim;
         (e)   Is submitted to the Warrick County Auditor's Office within a reasonable time after purchase (preferably 48 hours) or within a reasonable time upon return to work if incurred outside of Warrick County(preferably within 48 hours of return); and
         (f)   Is submitted to the Warrick County Auditor's Office no later than ten business days before the payment on the credit card is due.
      (3)   Notwithstanding any other provision under this section to the contrary, payroll claim vouchers, along with any and all substantiating and supporting documentation required under this section, may be electronically submitted to the Warrick County Auditor's Office for processing and payment.
      (4)   Those Warrick County offices or departments that are not physically located in the Warrick County Judicial Center may electronically submit claims to an email address selected by the Warrick County Auditor so as to submit such claims within 48 hours of being incurred in accordance with this division (B). Notwithstanding the foregoing, all such offices and departments not physically located in the Warrick County Judicial Center shall physically deliver the original claims, receipts, or other necessary supporting documents to the Warrick County Auditor's Office no later than 12:00 p.m. noon on Friday of each week.
      (5)   If an individual fails to submit a claim voucher in accordance with this division (B), then that person shall have a continuing obligation to correct any information necessary for the claim voucher to come into compliance with this division. The Warrick County Auditor shall take action to reasonably expedite communication with the office holder or department head to obtain the corrected claim voucher in a timely manner.
      (6)   If a dispute arises as to whether a claim voucher was qualified, correct, or timely submitted to the Warrick County Auditor's Office, the Warrick County Board of Commissioners shall in its discretion determine whether said claim voucher was qualified and submitted in a correct and timely manner.
      (7)   This section is adopted by virtue of I.C. 36-2-6-4.5, which specifically provides that a county executive may adopt an ordinance allowing money to be disbursed for lawful county purposes under this section and further provides that, notwithstanding I.C. 5-11-10 et seq., with the prior written approval of the Board having jurisdiction over the allowance of claims, the County Auditor may make claim payments in advance of Board allowance for certain kinds of expenses including, without limitation, those expenses listed in division (D), below; provided that such expenses are supported by a fully itemized invoice or bill and certification by the County Auditor and further provided that the county executive or County Board having jurisdiction over the allowance of the claim shall review and allow the claim at its next regular or special meeting following the pre-approved payment of the expense; and that such payment of expenses under this section must be published in the manner provided under I.C. 36-2-6-3.
   (C)   Review and presentation of claims by Auditor.
      (1)   No later than 4:00 p.m. on the Wednesday immediately preceding the Board of Commissioners' next regularly scheduled meeting, the Auditor shall submit to the Board of Commissioners a voucher list itemizing and describing any and all claims to be reviewed by the Board of Commissioners at said meeting.
      (2)   The voucher list referenced in division (C)(1), above, shall include any and all claims that have been submitted to the Auditor's Office by 12:00 p.m. noon, six business days prior to the Board of Commissioners' next regularly scheduled meeting.
      (3)   The Auditor shall include on the voucher list referenced in division (C)(1), above, all claims submitted to the Auditor's Office by the deadline referenced in division (C)(2), including claims certified and non-certified by the Auditor, in addition to payroll claims as well as those claims which the Auditor is unable to determine to be certified or non-certified.
      (4)   The Auditor shall deliver original copies of any and all claims as described on the voucher list referenced in division (C)(1) to the Board of Commissioners by 12:00 p.m. noon on the Friday immediately preceding the Board of Commissioners' next regularly scheduled meeting. Following the conclusion of said regularly scheduled meeting of the Board of Commissioners, the Board of Commissioners shall return the possession of all original claims to the Auditor.
   (D)   Claims to be paid by Auditor.
      (1)   The Warrick County Auditor is directed to make claim payments in advance of Warrick County Board of Commissioners allowance for the following kinds of expenses:
         (a)   Property or services purchased or leased from the United States government, its agencies or its political subdivision;
         (b)   Insurance premiums;
         (c)   Utility payments or utility connection charges;
         (d)   General grant programs where advance funding is not prohibited and the contracting party posts sufficient security to cover the amount advanced;
         (e)   Grant of state funds authorized by statute;
         (f)   Maintenance or service agreements;
         (g)   Lease or rental payments;
         (h)   Bond and coupon payments;
         (i)   Payroll;
         (j)   State or federal taxes;
         (k)   Expenses that must be paid because of emergency circumstances;
         (l)   Expenses described in an ordinance;
         (m)   Contract payments;
         (n)   Qualified, correct, and timely credit card claims if the due date for the credit card is prior to the time the Board of Commissioners can approve same;
         (o)   Payments to contractors which enable said contractors to purchase materials needed for a public works project of the county, in accordance with I.C. 5-11-10-1.6(d)(3); and
         (p)   Payments for goods and services prior to delivery of said goods or completion of said services, subject to the Warrick County Council's authorization for making such advance payments, in accordance with I.C. 5-11-10-1.6(d)(4).
      (2)   Each payment of expense must be supported by a fully itemized invoice or bill as described above in division (B), above, and certification by the Warrick County Auditor.
      (3)   The Warrick County Board of Commissioners having jurisdiction over the allowance of the claim shall review and allow the claim at its next regular or special meeting following the pre-approved payment of the expense.
      (4)   Payments made under this division (D) may be made via an online portal where applicable and as appropriate.
      (5)   A payment of expenses under this section must be published in the manner provided under I.C. 36-2-6-3.
(BC Ord. 2002-07, passed 8-7-02; Am. BC Ord. 2002-08, passed 8-7-02; Am. BC Ord. 2017-24, passed 9-25-17; Am. BC Ord. 2021-18, passed 4-12-21; Am. BC Ord. 2021-28, passed 8-9-21; Am. BC Ord. 2023-22, passed 10-9-23)
§ 39.06 AUTHORIZING BANK CARD, CREDIT CARD AND DEBIT CARD TRANSACTIONS.
   (A)   The Sheriff of Warrick County.
      (1)   The Sheriff of Warrick County is authorized to accept a credit card or debit card for any required payment to the Sheriff of Warrick County; and
      (2)   The Sheriff of Warrick County is authorized and directed to charge and collect fees for the use of credit card or debit cards.
   (B)   The Warrick County Area Planning Commission (“APC”).
      (1)   The APC is authorized to accept bank and credit cards for any payment to the APC; and
      (2)   The APC is authorized and directed to charge and collect:
         (a)   A sum equal to the amount of the charge from the person who uses the bank card or credit card;
         (b)   An official fee that may not exceed the transaction charge or discount fee charged to the APC by any bank or credit card vendor; and
         (c)   A convenience fee of $3 for any payment to the APC by bank card or credit card.
(CC Ord. 2009-02, passed 5-7-09; Am. CC Ord. 2009-02, passed 6-4-09; Am. CC Res. 2024-04, passed 3-7-24)
§ 39.07 SECURITY OF COUNTY FACILITIES.
   It is the policy of the county that all locks, entry and exit access, surveillance cameras or policies, and any or all other security measures in all county owned buildings or facilities, including building fixtures or other appurtenances within said buildings or facilities (“security measures”) shall be subject to the exclusive authority of the Board of Commissioners. Subject to any exemptions granted by the Board of Commissioners from time to time, any alterations, modifications, or changes to security measures must first receive the approval of the Board of Commissioners by forwarding a request to the County Administrator, who shall thereupon present said request for official action by the Board of Commissioners as soon as reasonably practical. In the case of an emergency, the security measure may be enacted with written consensus of a majority of the Board of Commissioners, but said security measure shall be submitted for formal action by the Board of Commissioners at its next regularly scheduled meeting. The County Administrator may establish administrative rules and procedures for the implementation of this section.
(BC Ord. 2015-03, passed 2-9-15)
§ 39.08 PUBLIC RECORDS REQUESTS.
   (A)   Form and content of public records request.
      (1)   All requests for inspection or copying of public records must be:
         (a)   In writing; and
         (b)   Identify with reasonable particularity the record(s) being requested.
      (2)   No request complying with the Indiana Access to Public Records Act may be denied for failure to state the purpose of the request.
   (B)   Public records request. Any person making a request that complies with the requirements of division (A) above may inspect and copy the public records during the regular business hours of the county. If the county maintains the requested record in an electronic storage data system, and the county is able to retrieve those records through reasonable efforts, then the county shall provide a copy of all disclosable data via disk or any other method of electronic retrieval.
   (C)   Use of information for commercial purpose.
      (1)   Notwithstanding the above, if any office holder, department or division of the county believes the request is for any kind of commercial purpose, then all such persons making requests for public records must first verify in writing that they will not use the information for commercial purposes, including a statement that the requesting party shall not sell, advertise or solicit the purchase of merchandise, goods or services, or sell, loan, give away or otherwise deliver the information obtained by the request to any other person for these purposes. The verification shall be in the form prescribed herein, and the office holder, department or division of the county is under no obligation to comply with the request for records until this verification has been received.
      (2)   Use of information in connection with the preparation or publication of news, for nonprofit activities, or for academic research shall not be considered as use for commercial purposes and does not require written verification.
   (D)   Violations. A person who uses information in a manner contrary to this section or the verification provided for herein shall be prohibited from obtaining a copy of the requested data or any additional or future data requests from the county.
   (E)   Reasonable effort to provide public records. The county shall make reasonable efforts to provide public records contained within an electronically stored data system to any person complying with the requirements of this section. For purposes of this section, REASONABLE EFFORTS shall be determined in the discretion of the office holder, department or division of the county in which the records are kept.
   (F)   Form of verification. The verification provided for in division (C) above shall be in the following form.
   VERIFICATION OF NO COMMERCIAL PURPOSE
   To:      ______________________________________      (Requesting Party)
         ______________________________________      (Address)
         ______________________________________
   From:   ______________________________________      (County Office)
         ______________________________________      (Name)
         ______________________________________      (Title)
This office acknowledges receipt of your request pursuant to the Indiana Access to Public Records Act, I.C. 5-14-3 et seq., for certain records to be provided in an electronic format. We have determined your request may be for commercial purposes. Before responding to your request, please date and sign the form below and submit to the office listed above.
I, __________________________________, representing ___________________________________, the requesting party, do hereby swear and affirm that the information requested and to be provided to me shall not be sold, advertised, or solicited for purposes of purchasing merchandise, goods or services by any party, nor will the information be sold, loaned, given away or otherwise delivered in any manner to any other person for these purposes. I furthermore acknowledge that any breach of this verification may result in the requesting party being prohibited from any additional or future records requests from Warrick County under Indiana law.
Signed:   ______________________________________
Printed:   ______________________________________
Dated:   ______________________________________
(BC Ord. 2014-11, passed 4-14-14)
§ 39.09 RESTRICTED ACCESS POLICY.
   The following policy is hereby implemented with respect to requests by covered individuals to restrict disclosure pursuant to I.C. 36-1-8.5.
   (A)   A request under I.C. 36-1-8.5 must be made in writing. The written request must include the following:
      (1)   The individual’s full name;
      (2)   The individual’s full address(es);
      (3)   A statement that the individual is either a judge, law enforcement officer, or domestic violence victim as defined under I.C. 36-1-8.5; and
      (4)   A statement that the individual is requesting pursuant to I.C. 36-1-8.5 that public access to the individual’s home address(es) be restricted.
   (B)   Only written requests by judges, law enforcement officers, and victims of domestic violence as are defined in I.C. 36-1-8.5 shall be approved for restricted disclosure. The individual must provide verification that the individual is covered under I.C. 36-1-8.5 if requested by the County Administrator.
   (C)   The County Administrator shall prescribe a form to be filled out and signed by any requesting party, identifying those public access restrictions available and being requested. Any county office or department receiving an individual’s request for public access restrictions shall refer them to the County Administrator. All requests must be processed through the County Administrator’s office.
   (D)   Upon receipt of a written request, the County Administrator shall take all reasonably necessary steps to ensure the following steps are completed and the access is restricted as required under I.C. 36-1-8.5:
      (1)   The County Administrator shall take all reasonable steps necessary to restrict access on the county’s GIS mapping website;
      (2)   The County Administrator shall contact the Treasurer’s office, who shall take all reasonable steps necessary to restrict access on the Treasurer’
      (3)   The County Administrator shall contact the Assessor’s office, who shall take all reasonable steps necessary to restrict access on the Assessor’s “Public Property Data Base Web Site” as required by I.C. 36-1-8.5;
      (4)   The County Administrator shall contact the Recorder’s office, who shall take all reasonable steps necessary to restrict access on the Recorder’s “Public Property Data Base Web Site” as required by I.C. 36-1-8.5, including but not limited to the “Free Name Search”; and
      (5)   The County Administrator shall take any and all other reasonable and additional steps necessary to comply with the statute.
   (E)   This policy does not apply to searches performed on county-owned and operated public workstations located in county offices and departments that are directly connected to the applicable server and not searching via the internet.
   (F)   In the event the County Recorder, County Treasurer, County Auditor, or County Assessor has a reasonable belief that a covered person is no longer living at an address that receives restricted access, then in that event the County Administrator shall notify the covered person of its reasonable belief. The notification shall be made by telephone call, email, and regular mail. In the event the covered person fails to respond within 30 days of the County Administrator’s notification, then the property listed in the covered person’s request shall be removed from the restricted disclosures.
   (G)   All covered persons whose home address is restricted from disclosure shall notify the County Auditor of a change of home address, termination from employment, or any change of circumstances that may disqualify them from being a covered person under I.C. 36-1-8.5-2.
(BC Res. 2015-04, passed 1-12-15; Am. BC Res. 2016-06, passed 6-3-16)
§ 39.10 INTERNAL CONTROL STANDARDS.
   (A)   The acceptable minimum level of internal control standards and procedures for internal control systems as established by I.C. 5-11-1-27(e), and as may be amended from time to time, are hereby adopted and shall be in full force and effect from and after its passage. The standards shall include control environment, risk assessment, control activities, information and communication, and monitoring to promote county accountability and transparency. All departments and officers shall establish and enforce procedures in compliance with the Indiana State Board of Accounts internal control standards.
   (B)   All personnel, as defined by I.C. 5-11-1-27, shall participate in the required training as developed by the Indiana State Board of Accounts.
(BC Ord. 2016-08, passed 5-9-16)
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