[HISTORY: Adopted by the City Council of
the City of Weyauwega 5-21-2001 by Ord. No. 2001-01 as Title 3, Ch. 3
of the 2001 Code. Amendments noted where applicable.]
The following definitions shall be applicable
in this chapter:
The total cost of personnel, including wages, fringe benefits
and all other benefits and overhead related to the time spent in search
of records.
Any of the following City of Weyauwega entities having custody
of a City 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.
That officer, department head, division head, or employee of the City designated under § 136-3 or otherwise responsible by law to keep and preserve any City records or file, deposit or keep such records in his or her office or who is lawfully in possession or entitled to possession of such public records and who is required by this chapter to respond to requests for access to such records.
The actual cost of personnel plus all expenses for paper,
copier time, depreciation and supplies.
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, handwritten, typed or printed pages, maps, charts, photographs,
films, recordings, tapes (including computer tapes), computer printouts
and optical disks. "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 or her 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 sale, or which are available
for inspection at a public library.[1]
A.
Except as provided under §§ 136-7 and 136-8, each officer and employee of the City shall safely keep and preserve all records received from his or her predecessor or other persons and required by law to be filed, deposited or kept in his or her office or which are in the lawful possession or control of the officer or employee or his or her deputies or to the possession or control of which he/she or they may be lawfully entitled as such officers or employees.
B.
Upon the expiration of an officer's term of office
or an employee's term of employment, or whenever the office or position
of employment becomes vacant, each such officer or employee shall
deliver to his or her successor all records then in his or her custody
and the successor shall receipt therefor to the officer or employee,
who shall file said receipt with the City Administrator. If a vacancy
occurs before a successor is selected or qualifies, such records shall
be delivered to and receipted for by the City Administrator, on behalf
of the successor, to be delivered to such successor upon the latter's
receipt.
A.
Each elected official is the legal custodian of his
or her records and the records of his or her office, but the official
may designate the City Administrator to act as the legal custodian.
B.
Unless provided in Subsection C, the City Administrator or the City Administrator's designee shall act as legal custodian for the City and for any committees, commissions, boards, or other authorities created by ordinance or resolution of the City Council.
C.
The following
offices or authorities shall have as a legal custodian of records
the individual so named:
|
Authority
|
Designated Legal Custodian
| |
|---|---|---|
|
General City records (including Council records)
|
City Administrator
| |
|
Fire Department
|
Fire Chief
| |
|
Police Department
|
Chief of Police
|
D.
Responsibility of custodian; notice of designated
custodians.
(1)
As the custodian of the records of the City, the individuals in the positions designated in Subsection C shall be responsible to the City Council for a timely response to any request for access to the public records of the City. The custodian shall be responsible for the release of the public records of the City, the conditions under which records may be inspected, and the collection of costs for the location, reproduction, and/or mailing or shipping of such records, as well as for the preparation of written statements denying access in whole or in part.
(2)
It is directed that all employees of the City be informed
in writing that the above-described officers have been designated
the custodians of the public records of the City. Employees shall
further be informed of the duties of the custodians and shall also
be made aware of the other requirements and provisions of this policy.
F.
Each legal custodian shall name a person to act as
legal custodian in his or her absence or in the absence of his or
her designee, and each legal custodian shall send notice of the designated
deputy to the City Administrator.
G.
The City Administrator shall establish criteria for
establishing the records system and shall cause the department/office
records system to be reviewed on an annual basis.
A.
Powers of the custodian of the records of the City.
(1)
All requests for the release, inspection and/or reproduction
of the public records of the City shall be directed or referred to
the responsible custodian.
(2)
The custodian is hereby vested with full legal power
to make all necessary decisions relative to the withholding of or
release, inspection and reproduction of public records and is further
granted all authority necessary to carry out all duties and responsibilities
required by either the Wisconsin Public Records Law (§§ 19.31
to 19.39, Wis. Stats.) or this chapter.
B.
Access policies.
(1)
Except as provided in § 136-6, any person has a right to inspect a record and to make or receive a copy of any record of provided in § 19.35(1), Wis. Stats.
(2)
Records will be available for inspection and copying
during all regular office hours.
(3)
If regular office hours are not maintained at the
location where records are kept, the records will be available for
inspection and copying upon at least 48 hours' advance notice of intent
to inspect or copy.
(4)
A requester shall be permitted to use facilities comparable
to those available to City employees to inspect, copy or abstract
a record.
(5)
The legal custodian may require supervision during
inspection or may impose other reasonable restrictions on the manner
of access to an original record if the record is irreplaceable or
easily damaged.
C.
Adoption of fee schedule regarding the costs for the
location and/or reproduction of the records of the City.
(1)
The City Council hereby adopts a fee schedule in accord
with § 19.35(3), Wis. Stats., to cover the actual costs
relating to the location, reproduction and mailing or shipping of
any of the records of the City.[1] It is intended that this fee schedule shall cover the
payment of the actual, necessary and direct costs incurred in locating
a document, in providing any person with a reproduction of any of
the records of the City and in sending the same to the requestor.
This schedule shall be reviewed periodically by the City Council and
adjusted by motion or resolution as the need arises. Exceptions to
the fee schedule may be considered by the custodian.
[1]
Editor's Note: A copy of the current fee schedule
is on file at the office of the City Administrator.
(2)
If the form of a written record does not permit copying,
the actual and necessary cost of photographing and photographic processing
shall be charged.
(3)
The actual full cost of providing a copy of other
records not in printed form on paper, such as films, computer printouts,
audiotapes and videotapes, shall be charged.
(4)
If mailing or shipping is necessary, the actual cost
thereof shall also be charged.
(5)
There shall be no charge for locating a record unless
the actual cost therefor exceeds $50, in which case the actual cost
shall be determined by the legal custodian and billed to the requester.
(6)
The legal custodian shall estimate the cost of all
applicable fees and shall require a cash deposit adequate to assure
payment, if such estimate exceeds $5.
(7)
Elected and appointed officials of the City shall
not be required to pay for public records they may reasonably require
for the proper performance of their official duties.
(8)
The legal custodian may provide copies of a record
without charge or at a reduced charge where he or she determines that
waiver or reduction of the fee is in the public interest.
D.
Notice.
(1)
Pursuant to § 19.34(1), Wis. Stats., the
City hereby adopts a notice as the official means of advising the
public of the procedure of the City in responding to requests for
release, inspection or reproduction of the records of the City.
(2)
The notice is intended to provide all necessary information
which might be required by a member of the public in order to obtain
access to the records of the City. Any questions in regard to the
notice shall be directed to the custodian of the records of the City.
(3)
The notice may be modified from time to time by City
Council action, but absent such modification, the decisions of the
custodian of the records of the City shall be in conformity with its
provisions.
(4)
Pursuant to § 19.34, Wis. Stats., and the
guidelines therein listed, each authority shall adopt, prominently
display and make available for inspection and copying at its offices,
for the guidance of the public, a notice containing 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 subsection does not apply to members of the City Council.
E.
Indemnification of the custodian of the records of
the City. Any costs or fees incurred by the legal custodian of the
records of the City shall be directly reimbursed by the City to the
custodian and shall not be treated as the personal liability of the
custodian.
F.
Separation of information. If a record contains information
which may not be made public, the custodian shall separate from it
such information as may be made public and make the latter available
for inspection and reproduction. There shall be no fee charged for
separation costs.
A.
A request to inspect or copy a record shall be made to the legal custodian. A request shall be deemed sufficient if it reasonably describes the requested record or the information requested. However, a request for a record without a reasonable limitation as to subject matter or length of time represented by the record does not constitute a sufficient request. A request may be made orally, but a request must be in writing before an action to enforce the request is commenced under § 19.37, Wis. Stats. Except as provided below, no request may be refused because the person making the request is unwilling to be identified or to state the purpose of the request. No request may be refused because the request is received by mail, unless prepayment of a fee is required under § 136-4C(6). A requester may be required to show acceptable identification whenever the requested record is kept at a private residence or whenever security reasons or federal law or regulations so require.
B.
Each custodian, 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. If the legal
custodian, after conferring with the City Attorney, determines that
a written request is so general as to be unduly time consuming, the
party making the request may first be required to itemize his or her
request in a manner which would permit reasonable compliance.
C.
A request for a record may be denied as provided in § 136-6. If a request is made orally, the request may be denied orally unless a demand for a written statement of the reasons for denying the request is made by the requester within five business days of the oral denial. If a written request is denied in whole or in part, the requester shall receive a written statement of the reasons for denying the request. Every written denial of a request 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.
A.
As provided in § 19.36, Wis. Stats., the
following records are exempt from inspection under this Chapter:
(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 and files, although the material
used as input for a computer program/file or the material produced
as a product of the computer program is subject to inspection; and
(4)
Pursuant to § 905.08, Wis. Stats., a record
or portion of a record containing information qualifying as a trade
secret as defined in § 134.90(1)(c), Wis. Stats.
[Amended 7-19-2010 by Ord. No. 2010-02]
B.
As provided by § 43.30, Wis. Stats., public
library circulation records are exempt from inspection under this
chapter.
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 City Attorney, may deny
the request, in whole or in part, only if he or she 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)
Pursuant to § 19.85(1)(a), Wis. Stats.,
records of current deliberations after a quasi-judicial hearing.
(3)
Pursuant to § 19.85(1)(b) and (c), Wis.
Stats., records of current deliberations concerning employment, dismissal,
promotion, demotion, compensation, performance, or discipline of any
City officer or employee, or the investigation of charges against
a City officer or employee, unless such officer or employee consents
to such disclosure.
(4)
Pursuant to § 19.85(1)(d), Wis. Stats.,
records concerning current strategy for crime detection or prevention.
(5)
Pursuant to § 19.85(1)(e), Wis. Stats.,
records of current deliberations or negotiations on the purchase of
City property, investing of City funds, or other City business whenever
competitive or bargaining reasons require nondisclosure.
(6)
Pursuant to § 19.85(1)(f), Wis. Stats.,
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)
Pursuant to § 19.85(1)(g), Wis. Stats.,
communications between legal counsel for the City and any officer,
agent or employee of the City, when advice is being rendered concerning
strategy with respect to current litigation in which the City 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.
(8)
Pursuant to § 19.85(1)(h), Wis. Stats.,
requests for confidential written advice from an ethics board, and
records of advice given by such ethics board on such requests.
D.
If a record contains information that may be made
public and information that may not be made public, the custodian
of the record shall provide the information that may be made public
and delete the information that may not be made public from the record
before release. The custodian shall confer with the City Attorney
prior to releasing any such record and shall follow the guidance of
the City Attorney when separating out the exempt material. If, in
the judgment of the custodian and the City Attorney, there is no 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.
E.
Whenever the Assessor, in the performance of the Assessor's
duties, requests or obtains income and expense information, the information
that is provided to the Assessor shall be held by the Assessor on
a confidential basis, except, however, that the information may be
revealed to and used by persons: in the discharge of duties imposed
by law; in the discharge of duties imposed by office (including, but
not limited to, use by the Assessor in performance of official duties
of the Assessor's office and use by the Board of Review in performance
of its official duties); or pursuant to a court order. Income and
expense information provided to the Assessor under Wis. Stat. § 70.47(7)(af),
unless a court determines that it is inaccurate, is, per Wis. Stat.
§ 70.47(7)(af), not subject to the right of inspection and
copying under Wis. Stat. § 19.35(1).
[Amended 6-19-2023 by Ord. No. 2023-4]
A.
Historical records. Under § 19.21(4)(a),
Wis. Stats., municipalities must notify the State Historical Society
of Wisconsin (SHSW) prior to destroying records. However, the SHSW
has waived the required sixty-day notice for any record marked "W"
(waived notice). SHSW must be notified prior to destruction of a record
marked "N" (nonwaived). Notice is also required for any record not
listed in this section.
B.
Microfilming or optical imaging of records. Local
units of government may keep and preserve public records through the
use of microfilm, provided that the microfilm or optical imaging meets
the applicable standards in § 16.612, Wis. Stats. Retention
periods and estimated costs and benefits of converting records between
media should be considered. After verification, paper records converted
to microfilm or optical imaging should be destroyed. The retention
periods identified in this section apply to records in any media.
C.
Destruction after request for inspection. No requested
records 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 after a court order is issued and all appeals have been completed.
[See § 19.35(5), Wis. Stats.]
D.
Destruction pending litigation. No record subject
to pending litigation shall be destroyed until the litigation is resolved.
E.
Review and approval by Public Records Board. This
chapter and the retention periods of less than seven years have been
reviewed and approved by the Public Records Board.
[Amended 7-19-2010 by Ord. No. 2010-02]
F.
(1)
Records description. Provides a brief description
of the records. Group specific items such as forms into logical groups
that have the same function or purpose.
(2)
Period of retention. Refers to the time that the identified
records must be kept until destruction.
|
CR stands for creation which usually refers
to receipt or creation of the record.
| |
|
FIS stands for current fiscal year and the additional
amount of time as indicated.
| |
|
EVT stands for event and refers to an occurrence
that starts the retention clock ticking. Close of contract, termination
of employees, and disposition of a case are common events.
| |
|
P stands for permanent retention.
|
(3)
Time. Is expressed in years unless specifically identified
as month or day.
(4)
Authority. Refers to any specific statutory or administrative
rule or specific regulation that determines retention of the record.
In most cases this will be blank because units of government have
discretion to establish a time period.
(5)
SHSH notify. Refers to whether or not the State Historical
Society of Wisconsin has waived the required statutory notification
prior to destruction of records.
|
W means records are not historical and the required
notification is waived.
| |
|
N means the records may have secondary historical
value and therefore SHSW notification is required on a case-by-case
basis prior to destruction.
| |
|
N/A means not applicable and refers to those
circumstances where a local unit of government is retaining a record
permanently.
|
A.
Accounting records. The following public records may
be destroyed after the expiration of the designated retention period:
|
Authority
| ||||
|---|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| ||
|
Accounts payable:
| ||||
|
Purchase invoices
|
FIS + 7 years
|
W
| ||
|
Vouchers
|
FIS + 7 years
|
W
| ||
|
Accounts receivable:
| ||||
|
A/R invoices
|
FIS + 7 years
|
W
| ||
|
Receipts
|
FIS + 7 years
|
W
| ||
|
Collection blotters
|
EVT + 1 year (after audit)
|
W
| ||
B.
Board of Review records. The following public records
may be destroyed after the expiration of the designated retention
period:
|
Authority
| |||
|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| |
|
Form of objection to property assessment and
supporting documentation
|
EVT + 7 years (after final action by Board of
Review or completion of appeal)
|
W
| |
|
Minute book of Board of Review
|
CR + 7 years
|
N
| |
|
Proceedings of the Board of Review on audiotapes
or as stenographic notes, including any transcriptions thereof
|
EVT + 7 years (after final action by Board of
Review or completion of appeal)
|
W
| |
|
Notice of determinations of the Board of Review
|
EVT + 7 years (after final action by the Board
of Review or completion of appeal)
|
W
| |
C.
Budget and audit records. The following public records
may be destroyed after the expiration of the designated retention
period:
|
Authority
| |||
|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| |
|
Budget worksheets
|
FIS + 3 years
|
W
| |
|
Minutes of the Board of Estimates
|
Permanent
|
N/A
| |
|
Final budget
|
Permanent
|
N/A
| |
|
Audit reports
|
Permanent
|
N/A
| |
D.
Building permits and inspection records. The following
records may be destroyed after the expiration of the designated retention
period:
|
Authority
| |||
|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| |
|
Applications and permits
|
EVT (life of structure)
|
W
| |
|
Code compliance inspection reports
|
EVT (life of structure)
|
W
| |
|
Inspection address file
|
EVT (life of structure)
|
W
| |
|
Certificates of occupancy
|
EVT (until superseded)
|
W
| |
|
Energy calculation worksheets
|
CR + 3 years
| ||
|
State-approved commercial building plans
|
EVT + 4 years
|
W
| |
|
Permit fee receipts
|
FIS + 7 years (provided record has been audited)
|
W
| |
|
Permit ledger
|
CR + 7 years
|
W
| |
|
City Attorney's case file, copy
|
EVT + 1 year (after case has been closed)
|
W
| |
|
Quarter section maps, copies
|
EVT (until superseded)
|
W
| |
|
Records of the Board of Appeals (includes minutes
of Board and supporting documents submitted to Board)
|
Permanent
|
N/A
| |
|
Records of the Plan Commission (includes minutes
of meetings of Commission and supporting documents submitted to the
Commission)
|
Permanent
|
N/A
| |
E.
Election records. All materials and supplies associated
with an election may be destroyed according to the following schedule
unless there is a recount or litigation pending with respect to the
election:
|
Authority
| |||
|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| |
|
Voter serial number slips
|
EVT + (14 days after a primary) (21 days after
an election)
|
W
| |
|
Applications for absentee ballots
|
EVT + (90 days after the election) (22 months
after the election for federal offices)
|
W
| |
|
Forms associated with election such as tally
sheets, inspectors' statements and nomination papers
|
EVT + (90 days after the election) (22 months
after the election for federal offices)
|
W
| |
|
Official canvass statements
|
EVT + (10 years after the election)
|
W
| |
|
Registration and poll lists, nonpartisan primaries
and elections
|
EVT + (2 years after the election for which
they were created)
|
W
| |
|
Registration and poll lists, partisan primaries
and general election
|
EVT + (4 years after the election for which
they were created)
| ||
|
Cancelled registration cards
|
EVT + (4 years after cancellation)
|
W
| |
|
Election notices
|
EVT + (1 year after the election) (22 months
for federal elections)
|
W
| |
|
Proofs of publication and correspondence relative
to publications
|
EVT + (1 year after the election) (22 months
for federal elections)
|
W
| |
|
Campaign registration statements
|
EVT + (6 years after termination by the registrant)
|
W
| |
|
Campaign finance reports
|
EVT + (6 years after date of receipt)
|
W
| |
F.
Engineering and public works records. The following
public records may be destroyed after the expiration of the designated
retention period:
|
Authority
| |||
|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| |
|
Field notes
|
Permanent
|
N/A
| |
|
Benchmark books
|
Permanent
|
N/A
| |
|
Section corner monument logs
|
Permanent
|
N/A
| |
|
Aerial photographs
|
EVT (until superseded)
|
W
| |
|
City maps
|
Permanent
|
N/A
| |
|
Water, storm, and sanitary sewer main maps
|
Permanent
|
N/A
| |
|
Profile and grade books
|
Permanent
|
N/A
| |
|
Excavation plans of private utilities
|
Permanent
|
N/A
| |
|
Index to maps
|
Permanent
|
N/A
| |
|
Preliminary subdivision plats
|
EVT (until superseded by final plat)
|
W
| |
|
Final subdivision plats
|
Permanent
|
N/A
| |
|
Annexation plats
|
Permanent
|
N/A
| |
|
Assessor's plats
|
Permanent
|
N/A
| |
|
Structure plans for City buildings and bridges
|
EVT (life of the structure)
|
N
| |
|
Annual reports
|
Permanent
|
N/A
| |
|
Records of the Plan Commission (includes minutes
of meetings of the Commission and supporting documents submitted to
the Commission)
|
Permanent
|
N/A
| |
|
Records of the Board of Appeals (includes minutes
of the meetings of the Board and supporting documents submitted to
the Board)
|
Permanent
|
N/A
| |
|
House number and address change file
|
Permanent
|
N/A
| |
|
Street vacations and dedications, copies
|
EVT (retain for active reference life)
|
W
| |
|
Permits (includes permits for the excavation
of streets by private utility companies)
|
EVT + 3 years
|
W
| |
|
Petitions for street and sewer systems
|
EVT + 2 years
|
W
| |
|
Special assessment calculations
|
EVT + 2 years
|
W
| |
|
TV sewer inspection records
|
EVT (until superseded)
|
W
| |
|
State highway aide program records
|
FIS + 7 years
|
W
| |
G.
Fidelity bond records. The following public records
may be destroyed after the expiration of the designated retention
period:
|
Authority
| |||
|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| |
|
Oath of office
|
EVT + 5 years (after the term of service covered
by the oath has ended)
|
W
| |
H.
Insurance records and policies. The following public
records may be destroyed after the expiration of the designated retention
period:
|
Authority
| |||
|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| |
|
Policy
|
FIS + 7 years
|
W
| |
|
Policy bids, unsuccessful
|
EVT + 1 year
|
W
| |
|
Claims
|
EVT + 7 years
|
W
| |
I.
Journals, registers and ledgers. The following public
records may be destroyed after the expiration of the designated retention
period:
|
Authority
| |||
|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| |
|
Receipts journal
|
FIS + 15 years
|
W
| |
|
Voucher/order register
|
FIS + 15 years
|
W
| |
|
General journal
|
FIS + 15 years
|
W
| |
|
Journal voucher
|
FIS + 15 years
|
W
| |
|
Appropriation journal
|
FIS + 15 years
|
W
| |
|
Appropriation journal voucher
|
FIS + 15 years
|
W
| |
|
General ledger
|
FIS + 15 years
|
W
| |
|
Trial balance
|
EVT (until audited)
|
W
| |
J.
Legal opinions. Legal opinions rendered shall not
be destroyed and shall be retained permanently.
K.
Licenses and permits. The following public records
may be destroyed after the expiration of the designated retention
period.
|
Authority
| |||
|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| |
|
Liquor and beer related license applications
|
EVT + 4 years
|
W
| |
|
Other license applications
|
EVT + 3 years
|
W
| |
|
Receipts
|
CR + 4 years
|
W
| |
|
License stubs: all liquor and beer related
|
CR + 4 years
|
W
| |
|
Other
|
CR + 3 years
|
W
| |
|
Dog licenses, monthly reports to County Clerk
|
CR + 3 years
|
W
| |
L.
Municipal Court records. The legal custodian, as defined
in § 19.33, Wis. Stats., of the following records concerning
the City of Weyauwega Municipal Court (if one is created) or his or
her designee(s) may destroy the following public records after the
expiration of the designated retention period:
|
Authority
| |||
|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| |
|
Audiotape recordings of trials or juvenile matters
|
EVT (until expiration of statute of limitations
to appeal to Circuit Court)
|
W
| |
|
Municipal Court case files
|
EVT + 6 years (after entry of final judgment)
|
W
| |
|
Municipal Court case files, City Attorney's
copies
|
EVT + 6 months (after entry of final judgment)
|
W
| |
|
Municipal Court minutes record
|
EVT + 5 years (after entry of final judgment)
|
W
| |
|
Municipal Court record
|
EVT + 5 years (after entry of final judgment)
|
W
| |
|
Municipal Court judgment docket a record of
all money judgment
|
EVT + 20 years (after final docket entry)
|
W
| |
M.
Payroll records. The following public records may
be destroyed after the expiration of the designated retention period:
|
Authority
| |||
|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| |
|
Payroll support record
|
FIS + 2 years
|
W
| |
|
Employee's withholding allowance certificate
|
EVT + 5 years (after being superseded)
|
W
| |
|
Employee's WI withholding exemption certificate
|
EVT + 5 years (after being superseded)
|
W
| |
|
Employee enrollment and waiver cards
|
EVT + 2 years (after being superseded or terminated)
|
W
| |
|
Employee earning records
|
FIS + 5 years
|
W
| |
|
Payroll check register
|
FIS + 5 years
|
W
| |
|
Payroll distribution record
|
FIS + 5 years
|
W
| |
|
Payroll voucher
|
FIS + 5 years
|
W
| |
|
Cancelled payroll checks
|
FIS + 5 years
|
W
| |
|
Wage and tax statement
|
FIS + 5 years
|
W
| |
|
Report of WI income tax
|
FIS + 5 years
|
W
| |
|
Employer's annual reconciliation of WI income
tax withheld from wages
|
FIS + 5 years
|
W
| |
|
Federal deposit tax stub
|
FIS + 5 years
|
W
| |
|
Quarterly report of federal income tax withheld
|
FIS + 5 years
|
W
| |
|
Annual report of federal income tax withheld
|
FIS + 5 years
|
W
| |
|
State's quarterly report of wages paid
|
FIS + 5 years
|
W
| |
|
Monthly memorandum report
|
FIS + 5 years
|
W
| |
|
Quarterly report, payroll summary
|
FIS + 5 years
|
W
| |
|
Premium due notices
|
FIS + 5 years
|
W
| |
N.
Public safety records. The following public records
may be destroyed after the expiration of the designated retention
period:
|
Authority
| ||||
|---|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| ||
|
Traffic citations (and accompanying documentation)
sent through City Municipal Court (if created)
|
EVT + 1 year (after closed)
|
W
| ||
|
Ordinance citations
|
EVT + 2 years (after closed)
|
W
| ||
|
All accounting records
|
CR + 7 years
|
W
| ||
|
Electronic recordings of court proceedings which
were appealed
|
EVT + 7 years
|
W
| ||
|
Court statistical reports
|
CR + 7 years
|
N
| ||
|
Arraignment calendars
|
CR + 7 years
|
W
| ||
|
Warrant and commitment listings
|
CR + 7 years
|
W
| ||
|
Municipal Court correspondence
|
CR + 7 years
|
W
| ||
|
Electronic recordings of court proceedings which
were not appealed
|
EVT + 6 months
|
W
| ||
|
Personnel records
|
EVT + 8 years
|
W
| ||
|
Property inventory records
|
EVT + 8 years
|
W
| ||
|
Citizen complaints against police officers
|
EVT + 8 years
|
W
| ||
|
Investigation and citation records:
| ||||
|
Arrest records
|
EVT + 8 years
|
W
| ||
|
Incident records
|
EVT + 10 years
|
W
| ||
|
Fingerprint cards
|
EVT + 8 years
|
W
| ||
|
Evidence cards
|
EVT + 10 years
|
W
| ||
|
Work schedules
|
CR + 7 years
|
W
| ||
|
Accident reports
|
EVT + 4 years
|
W
| ||
|
Investigation reports
|
EVT + 10 years (from date of closing investigation)
|
W
| ||
|
Audiotape and videotape recordings:
| ||||
|
Police dispatch audio tapes
|
CR + 120 days
|
W
| ||
|
Police video tapes
|
CR + 120 days
|
W
| ||
|
Information teletype messages
|
CR + 30 days
|
W
| ||
|
Medical records, re: occupational
|
EVT + 30 years
|
W
| ||
|
Training records for exposure control
|
CR + 3 years
|
W
| ||
O.
Public works projects and contracts. The following
public records may be destroyed after the expiration of the designated
retention period:
|
Authority
| |||
|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| |
|
Notice to contractors
|
EVT + 7 years (after completion of project)
|
W
| |
|
EVT + 2 years (for unsuccessful bidders)
|
W
| ||
|
Certified check
|
EVT (retain until contract has been signed and
return to bidder)
|
W
| |
|
Bid bond
|
EVT + 7 years (after completion of project)
|
W
| |
|
EVT + 2 years (for unsuccessful bidders)
|
W
| ||
|
Bidder's proof of responsibility
|
EVT + 7 years (after completion of project)
|
W
| |
|
EVT + 2 years (for unsuccessful bidders)
|
W
| ||
|
Bids
|
EVT + 7 years (after completion of project)
|
W
| |
|
EVT + 2 years (for unsuccessful bidders)
|
W
| ||
|
Affidavit of organization and authority
|
EVT + 7 years (after completion of project)
|
W
| |
|
EVT + 2 years (for unsuccessful bidders)
|
W
| ||
|
Bid tabulations
|
EVT + 2 years
|
W
| |
|
Performance bond
|
EVT + 7 years (after completion of project)
|
W
| |
|
Contract
|
EVT + 7 years (after completion of project)
|
W
| |
|
Master project files
|
EVT + 20 years (after life of structure)
|
N
| |
|
Blueprints
|
EVT (until superseded by the as-built tracings)
|
W
| |
|
As-built tracings
|
EVT (life of the project)
|
N
| |
P.
Purchasing records. The following public records may
be destroyed after the expiration of the designated retention period:
|
Authority
| |||
|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| |
|
Purchase requisitions
|
EVT + 1 year (after PO issued)
|
W
| |
|
Purchase orders
|
FIS + 7 years
|
W
| |
|
Receiving report
|
FIS + 7 years
|
W
| |
|
Bids, successful
|
EVT + 7 years (after contract has expired)
|
W
| |
|
Bids, unsuccessful
|
EVT + 1 year (after PO issued)
|
W
| |
|
Inventory of property
|
EVT (retain until superseded)
|
W
| |
Q.
Real property records. The following public records
may be destroyed after the expiration of the designated retention
period:
|
Authority
| |||
|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| |
|
Deeds
|
Permanent
|
N/A
| |
|
Opinions of title
|
Permanent
|
N/A
| |
|
Abstracts and certificates of title
|
Permanent
|
N/A
| |
|
Title insurance policies
|
Permanent
|
N/A
| |
|
Plats
|
Permanent
|
N/A
| |
|
Easements
|
Permanent
|
N/A
| |
|
Leases
|
EVT + 7 years (after termination of lease)
|
W
| |
|
Vacation or alteration of plat
|
Permanent
|
N/A
| |
R.
Sewer, electric and water utility records. The following
public records may be destroyed after the expiration of the designated
retention period:
|
Authority
| ||||
|---|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| ||
|
Water stubs
|
FIS + 2 years
|
W
| ||
|
Receipts of current billings
|
FIS + 2 years
|
W
| ||
|
Customers' ledgers of municipal utilities
|
FIS + 2 years
|
W
| ||
|
All other utility records
|
CR + 7 years
|
W
| ||
|
Water quality laboratory tests (deep well water
analysis detail and summary reports; chemical and bacteriological
analysis of municipal drinking water detail and summary reports; municipal
drinking water fluoride analysis; and water quality control readings)
|
EVT + 5 years (if information has been transferred
to a permanent test site file location EVT + 1 year)
|
W
| ||
|
Maps showing the location and physical characteristics
of the utility plant
|
EVT (until map is superseded)
|
W
| ||
|
Engineering records in connection with construction
projects
|
EVT (until record is superseded or 6 years after
plant is retired provided mortality data is retained)
|
W
| ||
|
Operating records:
| ||||
|
Station pumpage records
|
CR + 15 years or EVT + 3 years (after the source
is abandoned)
|
W
| ||
|
Interruption records
|
CR + 6 years
|
W
| ||
|
Meter rest records
|
EVT (see PSC § 185.46, Wis. Adm. Code)
|
W
| ||
|
Meter history records
|
EVT (life of meter)
|
W
| ||
|
Annual meter accuracy summary
|
CR + 10 years
|
W
| ||
|
Pressure records
|
CR + 6 years
|
W
| ||
|
Customer records:
| ||||
|
Complaint records
|
CR + 3 years
|
W
| ||
|
Customer deposit
|
EVT + 6 years (after refund)
|
W
| ||
|
Meter reading
| ||||
|
Sheets or cards
|
CR + 6 years
|
W
| ||
|
Billing records
|
CR + 6 years
|
W
| ||
|
Filed rates and rules
|
Permanent
|
W
| ||
|
Analyses of any water samples taken from the
water system
|
EVT + 10 years (pursuant to § NR 109.12,
Wis. Adm. Code)
|
W
| ||
S.
Special assessment records. The following public records
may be destroyed after the expiration of the designated retention
period:
|
Authority
| |||
|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| |
|
Preliminary resolution
|
CR + 2 years after created
|
W
| |
|
Report on special assessment project
|
CR + 2 years after created
|
W
| |
|
Waiver of special assessment notice and hearing
|
EVT + 1 year (after final resolution is approved)
|
W
| |
|
Final resolution
|
Permanent
|
N/A
| |
|
Certified special assessment roll
|
EVT (retain until all assessments are collected)
|
W
| |
|
Statement of new special assessments
|
CR + 5 years
|
W
| |
|
Special assessment payment register
|
EVT (retain until all assessments are collected)
|
W
| |
T.
Street and highway records. The following public records
may be destroyed after the expiration of the designated retention
period:
|
Authority
| |||
|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| |
|
Street operations file
|
CR + 2 years after created
|
W
| |
|
Street and sidewalk maintenance and repair
|
CR + 25 years
|
W
| |
|
Tree planting, inspection, trimming and removal
|
CR + 25 years
|
W
| |
|
Stock control records
|
CR + 2 years
|
W
| |
|
Fuel usage reports
|
CR + 2 years
|
W
| |
|
Heavy equipment and vehicle
|
EVT (life of equipment and/or vehicle inventory
ledger or until inventory ledger is superseded)
|
W
| |
|
Vehicle maintenance histories
|
EVT (life of vehicle)
|
W
| |
|
Vehicle expense reports
|
EVT (life of vehicle)
|
W
| |
|
Vehicle usage reports
|
CR + 2 years
|
W
| |
|
Payroll support records
|
CR + 2 years
|
W
| |
|
Purchasing records
|
CR + 7 years
|
W
| |
|
Complaint ledger
|
CR + 2 years
|
W
| |
|
Monthly reports
|
CR + 3 years
|
W
| |
|
Annual reports
|
Permanent
|
N/A
| |
U.
Tax calculation records. The following public records
may be destroyed after the expiration of the designated retention
period:
|
Authority
| |||
|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| |
|
Escrow account list
|
EVT (retain until superseded)
|
W
| |
|
Receipts
|
FIS + 7 years
|
W
| |
|
Receipt stub book
|
FIS + 7 years
|
W
| |
|
Tax collection blotters
|
EVT (until audited)
|
W
| |
|
Statement of taxes remaining unpaid
|
EVT (retain with tax roll)
|
W
| |
|
Tax settlement receipt
|
FIS + 5 years
|
W
| |
|
Municipal Treasurer's settlement
|
FIS + 5 years
|
W
| |
|
Personal property tax roll
|
FIS + 15 years
|
N
| |
V.
Treasurer's records. The following public records
may be destroyed after the expiration of the designated retention
period:
|
Authority
| |||
|---|---|---|---|
|
Records
|
Period of Retention
|
SHSW Notice
| |
|
Minute books
|
Permanent
|
N/A
| |
|
Audiotapes
|
CR + 1 year; 90 days if made solely for the
purpose of drafting the minutes
|
W
| |
|
Ordinances
|
Permanent
|
N/A
| |
|
Resolutions
|
Permanent
|
N/A
| |
|
Ordinance book
|
Permanent
|
N/A
| |
|
Affidavits of publication
|
CR + 3 years
|
W
| |
Any City officer or the director of any department or division of City government may, subject to the approval of the City Administrator, keep and preserve public records in his or her possession by means of microfilm or other photographic reproduction method. Such records shall meet the standards for photographic reproduction set forth in § 16.61(7)(a) and (b), Wis. Stats., 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 and of §§ 136-4 through 136-6 of this chapter.
