[HISTORY: Adopted by the Village Board of the Village of
Allouez at time of adoption of Code (see Ch. 1, General Provisions,
Art. II). Amendments noted where applicable.]
As used in this article, the following terms shall have the
meanings indicated:
Has the meaning given in § 19.42(7w), Wis. Stats.,
and also includes any appointive office or position of the Village
of Allouez government unit in which an individual serves as the head
of a department, agency or division of the Village of Allouez, but
does not include any office or position filed by a municipal employee
as defined in §111.70(1)(i), Wis. Stats.
The following shall constitute local public offices in the Village
of Allouez for the purposes of § 19.34(1), Wis. Stats.:
The purpose of this article is to provide a standardization
in the Village of Allouez for the retention, destruction and transfer
of its records so that the accumulation of records does not become
overburdensome.
The following records shall be retained for a period of seven
years after final action of the Board of Review or after the completion
of an appeal, whichever last occurs, after which they may be destroyed
(or erased if tapes):
The following records shall be retained for the period of time
designated, after which they may be destroyed (or erased if tapes):
A.
Citations and accompanying documentation sent through the Allouez
Municipal Court: seven years.
B.
Court statistical reports: seven years.
C.
Municipal Court correspondence: seven years.
D.
Investigation and citation records, ordinance violation citation:
two years.
E.
Parking tickets: one year from payment of fine, or from the dismissal,
stipulation, findings of fact, or other court order.
[Amended 7-20-2021 by Ord. No. 2021-03]
F.
Uniform traffic citations: one year after being closed, disposed
of or cancelled.
G.
Electronic recordings of court proceedings which were not appealed:
six months.
B.
Four years. The following records shall be retained for a period
of four years, after which they may be destroyed:
(1)
State-approved commercial building plans; notify the State Historical
Society.
C.
Three years. The following records shall be retained for a period
of three years, after which they may be destroyed:
(1)
Energy calculation worksheets.
E.
Permanent. The following records shall be retained permanently:
The following records shall be retained for the period of time
designated, after which they may be destroyed:
A.
Cashbooks: 15 years.
B.
Bank reconciliations: seven years.
C.
Bank statements: seven years.
D.
Cancelled order checks: seven years.
E.
Lists of outstanding checks: seven years.
F.
Check registers: seven years.
G.
Investment records: seven years.
H.
Receipts: seven years.
I.
Duplicate deposit tickets: one year after audit.
J.
Bank credit/debit notices: one year after audit.
K.
Daily cash drawer reconciliation: one year after audit.
All records, materials and supplies for the following designated
periods may be destroyed according to the following schedule, except
that if there is a recount or litigation pending with respect to the
election, destruction or retention shall be determined by federal
or state law, or by court order or judgment:
A.
Designation by Clerk-Treasurer. The following records shall be retained
until after the statutory deadline for filing a recount petition (now
three business days after completion of the canvass), after which
they may be destroyed as directed by the Village Clerk-Treasurer:
F.
Twenty-two months (federal elections: President, Senator and Congress).
(1)
Ballots, voting machine records, tally sheets, and inspector statement
of defective and challenged ballots.
(2)
Applications for absentee ballots.
(3)
Forms (tally sheets, inspector's statements, nomination papers, etc.).
(4)
Election notices.
(5)
Proofs of publication and correspondence relating to publications.
G.
Twenty-two months (federal, state, county and local offices).
(1)
Recorded data transferred from recording units on electronic voting
equipment.
H.
One year (state, county and local offices).
(1)
Proofs of publication and correspondence relating to publications.
L.
Twenty-one days after general election.
(1)
Data from a detachable recording unit on electronic voting equipment,
provided that the information has been transferred to a retrievable
recorded medium.
M.
Fourteen days after primary election.
(1)
Data from a detachable recording unit on electronic voting equipment,
provided that the information has been transferred to a retrievable
recorded medium.
N.
Designation by Governor (if a special election is called).
(1)
Data from a detachable recording unit on electronic voting equipment,
provided that the information has been transferred to a retrievable
recorded medium.
O.
Active registration cards: retain as long as current.
A.
Permanent. The following records shall be retained permanently:
(1)
Field notes.
(2)
Benchmark books.
(3)
Section corner monument logs.
(4)
Village maps.
(5)
Water, storm and sanitary sewer main maps.
(6)
Profile and grade books.
(7)
Excavation plans of private utilities.
(8)
Index to maps.
(9)
Final subdivision plats.
(10)
Annexation plats.
(11)
Assessor's plats.
(12)
Annual reports.
(13)
House number and address change files.
(14)
Street vacations and dedications: retain for active reference
life and destroy.
C.
Retention for term. The following records shall be retained for the
period of time designated, after which they may be destroyed:
D.
Miscellaneous. Structural plans for municipal buildings and bridges
shall be retained for the life of the structure, after which they
shall be transferred to the State Historical Society subject to its
discretion to retain or destroy.
A.
Five years. The following records shall be retained for a period
of five years after the event specified, after which they may be destroyed:
Legal opinions shall be retained permanently.
The following records shall be retained for the period of time
designated, after which they may be destroyed:
A.
Receipts: seven years.
B.
Liquor and beer related license applications (accepted and rejected):
four years.
C.
Liquor and beer related license stubs: four years.
D.
License applications (accepted and rejected), not liquor or beer
related: three years.
E.
License stubs, not liquor or beer related: three years.
F.
Dog licenses reported to County Clerk by Clerk-Treasurer: three years.
B.
Seven years; payment. The following records shall be retained for
a period of seven years after the bond issue expires or after payment
of all outstanding matured bonds, notes and coupons, whichever is
later, after which they may be destroyed:
C.
Miscellaneous. Cancelled bonds, coupons and promissory notes shall
be retained until they are audited, after which they may be destroyed.
A.
Five years; audit. The following records shall be retained for a
period of five years, after which they may be destroyed, provided
that they have been audited:
(1)
Payroll check registers.
(2)
Payroll distribution records.
(3)
Payroll vouchers.
(4)
Cancelled payroll checks.
(5)
Wage and tax statements.
(6)
Reports of Wisconsin income tax withheld.
(7)
Employer's annual reconciliation of Wisconsin income tax withheld
from wages.
(8)
Federal deposit tax stubs.
(9)
Quarterly report of federal income tax withheld.
(10)
Wisconsin quarterly report of wages paid.
(11)
Monthly memorandum reports.
(12)
Quarterly reports, payroll summaries.
(13)
Premium due notices.
B.
Miscellaneous. The following records shall be retained for the period
of time designated after which they may be destroyed:
(1)
Employee earning records: five years.
(2)
Annual report of federal income tax withheld: five years.
(3)
Employee's withholding allowance certificate: five years after being
superseded.
(4)
Employee's Wisconsin withholding exemption certificate: five years
or after being superseded, whichever is latest.
(5)
Employee enrollment and waiver card: two years after being superseded
or after employee is no longer employed.
(6)
Payroll support records: two years, provided that records have been
audited.
The following records shall be retained for the period of time
designated, after which they may be destroyed:
A.
Successful bidders:
(1)
Notice to contractors: seven years after completion of project.
(2)
Bid bond: seven years after completion of project.
(3)
Bidder's proof of responsibility: seven years after completion of
project.
(4)
Bids: seven years after completion of project.
(5)
Affidavit of organization and authority: seven years after completion
of project.
C.
Miscellaneous.
(1)
Certified check: return to bidder after contract is signed.
(2)
Bid tabulations: two years.
(3)
Performance bond: seven years after completion of project.
(4)
Contract: seven years after completion of project.
(5)
Blueprints: until superseded by as-built tracings.
(6)
Master project files: 20 years after the life of the structure and
notify the State Historical Society.
(7)
As-built tracings: for the life of the project or structure and notify
the State Historical Society.
The following records shall be retained for the period of time
designated, after which they may be destroyed:
The following records shall be retained for the period of time
designated, after which they may be destroyed:
A.
Final resolutions: permanent retention.
B.
Statement of new special assessments: five years, provided that record
has been audited.
C.
Preliminary resolution: two years, provided that a copy is on file
with the public works project records.
D.
Report on special assessment projects: two years, provided that a
copy is on file with the public works project records.
E.
Waiver of special assessment notice and hearing: one year or one
year after final resolution is approved, whichever is longest.
F.
Certified special assessment rolls: seven years or until all assessments
are collected, whichever is longest.
G.
Special assessment payment registers: seven years or until all assessments
are collected, whichever is longest.
The following records shall be retained for the period of time
designated, after which they may be destroyed:
A.
Street and sidewalk maintenance and repair records: 25 years.
B.
Purchasing records: seven years, provided that the record has been
audited.
C.
Street operations files: two years after created or superseded.
D.
Fuel usage reports: two years after created or superseded.
E.
Vehicle usage reports: two years, provided that the record has been
audited.
F.
Heavy equipment and vehicle inventory ledgers: for life of equipment
or vehicle, or until the inventory ledger is superseded.
G.
Vehicle maintenance histories: for the life of the vehicle.
H.
Vehicle expense reports: for the life of the vehicle.
I.
Annual reports: retain permanently.
J.
Complaint ledger: two years.
The following records shall be retained for the period of time
designated, after which they may be destroyed, provided that they
have been audited:
A.
Tax levy certifications of the School District Clerk: three years.
B.
Certificates of apportionment: three years.
C.
State shared aid payment notices: six years.
D.
Final worksheets for determining allowable levy: five years.
E.
Statement of taxes: for permanent retention, or transfer to State
Historical Society subject to its discretion to retain or destroy.
F.
Statements of new special assessments: five years.
G.
Statements of new sewer service charges: five years.
H.
General property tax credit certifications: five years.
I.
Explanations of property tax credit certifications: five years.
J.
Personal property tax rolls: 15 years and notify the State Historical
Society.
The following records shall be retained for the period of time
designated, after which they may be destroyed, provided that they
have been audited:
A.
Receipts: seven years.
B.
Tax collection blotters: until after audit.
C.
Statement of taxes remaining unpaid: to be retained with tax roll.
D.
Tax settlement receipt: five years.
E.
Municipal Clerk-Treasurer's settlements: five years.
F.
Personal property tax roll: 15 years and notify the State Historical
Society.
The following records shall be retained for the period of time
designated, after which they may be destroyed (or erased if tapes):
A.
Minutes of any kind: retain permanently.
B.
Recorded media (including audiotapes, videotapes, and recordings
in any other media): 90 days if made only for the purpose of writing
the minutes; one year for all other purposes.
C.
Ordinances: retain permanently.
D.
Resolutions: retain permanently.
E.
Ordinance books: retain permanently.
F.
Affidavits of publication of ordinances: retain permanently in the
ordinance book.
G.
Affidavits of publication of other than ordinances: three years.
The following records shall be retained for the period of time
designated, after which they may be destroyed:
A.
Collection reports, summaries, bill stubs, bill copies, customer
account adjustments, and high bill complaints: three years.
B.
Customers' ledgers, bill summaries, trial balances, and account indices:
three years.
C.
Meter reading records: two years.
D.
Records of inventory, inventory disposition and scrap: three years.
E.
Revenue summaries: six years.
F.
Water quality laboratory tests (including deep well and landfill
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):
five years, or one year if information has been transferred to a permanent
test site location file.