[HISTORY: Adopted by the Town Board of the Town of Ledgeview 6-22-2010 by Ord. No.
2010-008; amended in its entirety 9-19-2017 by Ord. No. 2017-05. Subsequent amendments noted where applicable.]
As used in this chapter, the following terms shall have the
meaning indicated:
Any of the following Town entities having custody of a Town
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 Town designated under § 3-3 or otherwise responsible by law to keep and preserve any Town records of 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.
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.
The Town of Ledgeview, Brown County, Wisconsin, and its administrative
subunits.
A.
Except as provided under § 3-8, each officer and employee of the Town shall safely keep and preserve all records received from his or her predecessor or other persons and requested by law to be filed, deposited, or kept in his or her office or which are in the lawful possession or control of which he or she or they may be lawfully entitled as such officers and 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 Town Clerk, 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 an
employee of his or her staff to act as the legal custodian.
B.
Unless
otherwise prohibited by law, the Town Clerk or the Clerk's designee
shall act as legal custodian for the Town Board and for any committees,
commissions, boards, or other authorities created by ordinance or
resolution of the Town Board, except the Town Treasurer shall be the
legal custodian for all records in his or her possession. In the event
the Town Clerk is not available, then the Deputy Clerk shall act on
his or her behalf as legal custodian.
D.
The
Town Clerk or, in his or her absence or disability, or in case of
vacancy, the Deputy Clerk is hereby designated the legal custodian
of all Town records.
A.
Except as provided in § 3-6, any person has a right to inspect a record and to make or receive a copy of any record as provided in § 19.35(1), Wis. Stats.
B.
Records
will be available for inspection and copying during all regular office
hours.
C.
A
requestor shall be permitted to use facilities comparable to those
available to Town employees to inspect, copy, or abstract a record.
D.
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. No original
public records of the Town shall be removed from the possession of
the legal custodian.
E.
A
requestor shall be charged a fee to defray the cost of locating and
copying records as follows:
(1)
The cost of photocopying shall be set by the Town Board. Said cost
will be calculated not to exceed the actual, necessary, and direct
cost of reproduction.
(2)
If the form of a written record does not permit copying, the actual
and necessary cost of photographing and photograhic process 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, and audiotapes
or videotapes, shall be charged.
(4)
A request for electronic transfer of records, including any records
to be provided via e-mail, pdf, DVD, thumb drive, or other electronic
format, shall be charged a fee using the calculation of a minimum
of five minutes of staff time at the employee's current per-hour
rate of pay and benefits, plus the cost of the physical medium used.
(5)
If mailing or shipping is necessary, the actual cost thereof shall
also be charged.
(6)
The legal custodian shall estimate the cost of all applicable fees
and may require a cost deposit adequate to assure payment if such
estimate exceeds $5.
(7)
Elected and appointed officials of the Town 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.
(9)
No record shall be released until fees for such record are received.
F.
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, 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.
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 § 3-4E(6). A requester may be required to show acceptable identification 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 any authority's determination to deny the request in whole
or in part and the reasons therefor. If the legal custodian, after
conferring with the Town Attorney, determined 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 § 3-6. 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 of a writ of mandamus under § 19.37(1), Wis. Stats., or upon application of the Attorney General or a district attorney.
A.
As
provided by § 19.36, Wis. Stats., the following records
are exempt from inspections under this chapter.
(1)
Records specifically exempted from disclosure by state or federal
law or authorized to be exempted from disclosure by state law or federal
law or regulations;
(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, although the material used as input for a computer
program 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 any portion
of a record containing information qualifying as a common-law trade
secret. "Trade secrets" are defined as unpatented, secret, commercially
valuable plans, appliances, formulas, or processes, which are used
for making, preparing, compounding, treating or processing articles,
materials or information, which are obtained from a person and which
are generally recognized as confidential.
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 Town 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 request 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 Town officer
or employee, or the investigation of charges against a Town officer
or employee, unless such officer or employee consents to such disclosure.
(4)
Pursuant to § 19.85(1)(d), Wis. Stats., record 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 Town property, investing
of Town funds or other Town 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 Town and any officer, agent or employee
of the Town, when advice is being rendered concerning strategy with
respect to current litigation in which the Town 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 or 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 legal 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 legal
custodian shall confer with the Town Attorney prior to releasing any
such record and shall follow the guidance of the Town Attorney when
separating out the exempt material. If, in the judgment of the legal
custodian and the Town 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.
Any Town officer, or the director of any department or division of Town government, may, subject to the approval of the Town Board, keep and preserve public records in his or her possession by means of Electronic Filing System. 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 §§ 3-4 through 3-6 of this chapter.
A.
Purpose.
This section is enacted to establish a schedule to ensure Town records
are properly retained according to Wisconsin's Public Records
Law while permitting the destruction of old and obsolete records which
necessarily consume storage resources and make more difficult the
location of pertinent records.
B.
Retention
schedule.
(1)
Except as otherwise limited by statute, including, but not limited
to, Wis. Stats. § 19.35(5) relating to the destruction of
records after receipt of a public records request, the Town Clerk,
on at least an annual basis, shall appropriately dispose of or destroy
all records which have been retained beyond the period of time required
in the schedule established herein. Pursuant to Wis. Stats. § 19.21(5)(c),
all retention periods shorter than seven years and not specifically
prescribed by statute were approved by the State of Wisconsin Public
Records Board on [insert date].[1] This schedule further indicates all records for which
the State Historical Society has expressly waived notice requirements
pursuant to Wis. Stats. § 19.21(5)(d), for which notice
shall be required and for which notice is inapplicable due to permanent
retention requirements. All retention periods are considered to begin
on the date of creation of the record if created by a Town official
or employee or the day it became a public record by receipt from an
external source. Retention periods for fiscal records, marked "FIS,"
begin after the expiration of the fiscal year to which the record
applies.
[1]
Editor's Note: Said date will be inserted upon state approval
of Ord. No. 2010-008.
(2)
The following public records may be destroyed after the expiration
of the designated retention period:
|
Record
|
Period of Retention After Creation or Event Date
|
Notice to State Historical Society of Wisconsin
| |
|---|---|---|---|
|
PUBLIC SAFETY DEPARTMENT RECORDS:
| |||
|
Traffic citations (and accompanying documentation) sent through
Municipal Court
|
8 years (after closed)
|
Waived
| |
|
Ordinance citations
|
8 years (after closed)
|
Waived
| |
|
All accounting records
|
7 years
|
Waived
| |
|
Personnel records
|
8 years
|
Waived
| |
|
Property inventory records
|
8 years
|
Waived
| |
|
Citizen complaints against
|
8 years
|
Waived
| |
|
Investigation and citation records:
|
Waived
| ||
|
Arrest records
|
8 years
| ||
|
Incident records
|
10 years
| ||
|
Fingerprint cards
|
8 years
| ||
|
Evidence cards
|
10 years
| ||
|
Investigation records
|
10 years from close of investigation
| ||
|
Audio- and videotape recordings:
|
Waived
| ||
|
Police dispatch audiotapes
|
120 days
| ||
|
Police videotapes
|
120 days
| ||
|
Work schedules
|
7 years
|
Waived
| |
|
Accident reports
|
4 years
|
Waived
| |
|
Informational teletype messages
|
30 days
|
Waived
| |
|
Medical records regarding occupational exposure
|
30 years
|
Waived
| |
|
Training records for exposure control
|
3 years
|
Waived
| |
|
TOWN BOARD AND COMMITTEE/COMMISSION RECORDS:
| |||
|
Minute books
|
Permanent
|
N/A
| |
|
Audio tapes
|
1 year (90 days if made solely for the purpose of drafting minutes)
|
Waived
| |
|
Ordinances
|
Permanent
|
N/A
| |
|
Resolutions
|
Permanent
|
N/A
| |
|
Ordinance book
|
Permanent
|
N/A
| |
|
Affidavits of publication
|
3 years
|
Waived
| |
|
REAL PROPERTY RECORDS:
| |||
|
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
|
7 years after termination of lease
|
Waived
| |
|
Vacation or alteration of plat
|
Permanent
|
N/A
| |
|
LICENSES AND PERMITS:
| |||
|
Liquor- and beer-related license
|
4 years
|
Waived
| |
|
Other license applications
|
3 years
|
Waived
| |
|
Receipts
|
4 years
|
Waived
| |
|
License stubs:
|
Waived
| ||
|
All liquor- and beer-related
|
4 years
|
Waived
| |
|
Other
|
3 years
|
Waived
| |
|
Dog licenses monthly report to County Clerk (by Treasurer)
|
3 years
|
Waived
| |
|
MUNICIPAL BORROWING RECORDS:
| |||
|
Bond procedure record
|
7 years (after bond issues expires)
|
Waived
| |
|
Bond register
|
7 years (after bond issue expires)
|
Waived
| |
|
Bond payment register
|
7 years (after bond issue expires or following payment of all
outstanding matured bonds/notes, coupons, whichever is later)
|
Waived
| |
|
Canceled bonds, coupons
|
Until audited
|
Waived
| |
|
Certificates of destruction
|
7 years (after bond issue expires or following payment of all
outstanding matured bonds/notes, coupons, whichever is later)
|
Waived
| |
|
FIDELITY BOND RECORDS:
| |||
|
Fidelity bond
|
5 years (after bond expires)
|
Waived
| |
|
Fidelity bond book
|
5 years (after last bond expires)
|
Waived
| |
|
Oath of office
|
5 years (after the service covered by the oath expires)
| ||
|
LEGAL OPINIONS:
|
Permanent
| ||
|
ACCOUNTING RECORDS:
| |||
|
Accounts payable
| |||
|
Purchase invoices
|
FIS + 7 years
|
Waived
| |
|
Vouchers
|
FIS + 7 years
| ||
|
Accounts receivable
| |||
|
Accounts receivable invoices
|
FIS + 7 years
|
Waived
| |
|
Receipts
|
FIS + 7 years
| ||
|
Collection blotters
|
1 year (after audit)
| ||
|
JOURNALS, REGISTERS AND LEDGERS
| |||
|
Receipts journal
|
FIS + 15 years
|
Waived
| |
|
Voucher/order register
|
FIS + 15 years
|
Waived
| |
|
General journal
|
FIS + 15 years
|
Waived
| |
|
Journal voucher
|
FIS + 15 years
|
Waived
| |
|
Appropriation journal
|
FIS + 15 years
|
Waived
| |
|
General ledger
|
FIS + 15 years
|
Notify
| |
|
Trial balance
|
Until audited
| ||
|
TREASURER'S RECORDS:
| |||
|
Cashbook
|
FIS + 15 years
|
Waived
| |
|
Daily cash drawer reconciliations
|
1 year (after audit)
|
Waived
| |
|
Bank reconciliations
|
FIS + 7 years
|
Waived
| |
|
Bank statements
|
FIS + 7 years
|
Waived
| |
|
Canceled order checks
|
FIS + 7 years
|
Waived
| |
|
Lists of outstanding checks
|
FIS + 7 years
|
Waived
| |
|
Check register
|
FIS + 7 years
|
Waived
| |
|
Duplicate deposit tickets
|
1 year (after audit)
|
Waived
| |
|
Bank credit/debit notices
|
1 year (after audit)
|
Waived
| |
|
Investment records
|
FIS + 7 years
|
Waived
| |
|
All receipts
|
FIS + 7 years
|
Waived
| |
|
PAYROLL RECORDS:
| |||
|
Payroll support records
|
FIS + 2 years
|
Waived
| |
|
Employee's withholding allowance certificate
|
5 years (after being superseded)
|
Waived
| |
|
Employee's Wisconsin withholding exemption certificate
|
5 years (after being superseded)
|
Waived
| |
|
Employee enrollment and waiver cards
|
FIS + 5 years
|
Waived
| |
|
Employee earning records
|
FIS + 5 years
|
Waived
| |
|
Payroll check register
|
FIS + 5 years
|
Waived
| |
|
Payroll distribution record
|
FIS + 5 years
|
Waived
| |
|
Payroll voucher
|
FIS + 5 years
|
Waived
| |
|
Employee earning records
|
FIS + 5 years
|
Waived
| |
|
Payroll check register
|
FIS + 5 years
|
Waived
| |
|
Payroll distribution record
|
FIS + 5 years
|
Waived
| |
|
Payroll voucher
|
FIS + 5 years
|
Waived
| |
|
Canceled payroll checks
|
FIS + 5 years
|
Waived
| |
|
Wage and tax statement
|
FIS + 5 years
|
Waived
| |
|
Report of Wisconsin income tax
|
FIS + 5 years
|
Waived
| |
|
Employer's annual reconciliation of Wisconsin income tax
withheld from wages
|
FIS + 5 years
|
Waived
| |
|
Federal deposit tax stubs
|
FIS + 5 years
|
Waived
| |
|
Quarterly report of federal income tax withheld
|
FIS + 5 years
|
Waived
| |
|
Annual report of federal income tax withheld
|
FIS + 5 years
|
Waived
| |
|
State's quarterly report of wages paid
|
FIS + 5 years
|
Waived
| |
|
Monthly memorandum report
|
FIS + 5 years
|
Waived
| |
|
Quarterly report, payroll summary
|
FIS + 5 years
|
Waived
| |
|
Premium due notice
|
FIS + 5 years
|
Waived
| |
|
PURCHASING RECORDS:
| |||
|
Purchase requisitions
|
1 year (after PO issued)
|
Waived
| |
|
Purchase orders
|
FIS + 7 years
|
Waived
| |
|
Receiving report
|
FIS + 7 years
|
Waived
| |
|
Bids, successful
|
7 years (after contract has expired)
|
Waived
| |
|
Inventory of property
|
Retain until superseded
|
Waived
| |
|
BUDGET AND AUDIT REPORTS:
| |||
|
Budget worksheets
|
FIS + 3 years
|
N/A
| |
|
Minutes of the Board of Estimates
|
Permanent
|
N/A
| |
|
Final budget
|
Permanent
|
N/A
| |
|
Audit reports
|
Permanent
|
N/A
| |
|
SPECIAL ASSESSMENT RECORDS:
| |||
|
Preliminary resolution
|
2 years
|
Waived
| |
|
Report on special assessment
|
2 years
|
Waived
| |
|
Waiver of special assessment notice and hearing
|
1 year (after final resolution approved)
|
Waived
| |
|
Final resolution
|
Permanent
|
N/A
| |
|
Certified special assessment roll
|
Until all assessments are collected
|
Waived
| |
|
Statement of new special assessments
|
5 years
|
Waived
| |
|
Special assessment payment register
|
Until all assessments are collected
|
Waived
| |
|
BOARD OF REVIEW RECORDS:
| |||
|
Form of objection to property assessment and supporting documentation
|
7 years (after final action by Board of Review or completion
of appeal)
|
Waived
| |
|
Minute book of Board of Review
|
7 years (after final adjournment)
|
Notify
| |
|
Proceedings of the Board of Review on audiotape or stenographic
notices, including transcription thereof
|
7 years (after final action by Board of Review or completion
of appeal)
|
Waived
| |
|
Notice of determination of Board of Review
|
7 years (after final action by Board of Review or completion
of appeal)
|
Waived
| |
|
TAX CALCULATION RECORDS:
| |||
|
Tax levy certification of the School District clerk
|
FIS + 3 years
|
Waived
| |
|
Certificates of apportionment
|
FIS + 3 years
|
Waived
| |
|
State shared aid payment notices
|
FIS + 6 years, provided record has been audited
|
Waived
| |
|
Final worksheet for determining allowable levy
|
FIS + 5 years
|
Waived
| |
|
Statement of taxes
|
Permanent
|
N/A
| |
|
Statement of new special assessments
|
FIS + 5 years
|
Waived
| |
|
Statement of new sewer service charges
|
FIS + 5 years
|
Waived
| |
|
General property tax credit certification
|
FIS + 5 years
|
Waived
| |
|
Explanation of property tax credit certification
|
FIS + 5 years
|
Waived
| |
|
Real property tax roll
|
Record transferred to County Treasurer
|
N/A
| |
|
Personal property tax roll
|
FIS + 15 years
|
Notify
| |
|
TAX COLLECTION RECORDS:
| |||
|
Escrow account list
|
Until superseded
|
Waived
| |
|
Receipts
|
FIS + 7 years
|
Waived
| |
|
Receipt stub book
|
FIS + 7 years
|
Waived
| |
|
Tax collection blotters
|
Until audited
|
Waived
| |
|
Statement of taxes remaining unpaid
|
Retain with tax
|
N/A
| |
|
Tax settlement receipt
|
FIS + 5 years
|
Waived
| |
|
Municipal Treasurer's settlement
|
FIS + 5 years
|
Waived
| |
|
Personal property tax roll
|
FIS + 15 years
|
Notify
| |
|
ENGINEERING AND PUBLIC WORKS RECORDS
| |||
|
Field notes
|
Permanent
|
N/A
| |
|
Benchmark books
|
Permanent
|
N/A
| |
|
Section corner monument logs
|
Until superseded
|
Waived
| |
|
Aerial photographs
|
Permanent
|
N/A
| |
|
City maps
|
Permanent
|
N/A
| |
|
Water, storm and sanitary sewer 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
|
Until superseded by final plat
|
Waived
| |
|
Final subdivision plats
|
Permanent
|
N/A
| |
|
Annexation plats
|
Permanent
|
N/A
| |
|
Assessor's plats
|
Permanent
|
N/A
| |
|
Structure plans for municipal buildings and bridges
|
Life of structure
|
Notify
| |
|
Annual reports
|
Permanent
|
N/A
| |
|
Records of the Board of Public Works (includes minutes of the
meetings of the Board and supporting documents submitted to the Board)
|
Permanent
|
N/A
| |
|
Records of the Plan Commission (includes minutes of the meetings
of the Commission and supporting documents submitted to the Commission)
|
Permanent
|
N/A
| |
|
Records of the Zoning 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
|
Retain for active reference life
|
Waived
| |
|
Permits (includes permits for excavation of streets by private
utility companies)
|
3 years
|
Waived
| |
|
Petitions for street and sewer systems
|
2 years
|
Waived
| |
|
Special assessment calculations
|
2 years
|
Waived
| |
|
TV sewer inspection records
|
Until superseded
|
Waived
| |
|
State highway aids program records
|
FIS + 7 years
| ||
|
PUBLIC WORKS PROJECTS AND CONTRACTS:
| |||
|
Notice to contractors
|
7 years (after completion of project) 2 years (for unsuccessful
bidders)
|
Waived
| |
|
Certified check
|
Until contract has been signed and return to bidder
|
N/A
| |
|
Bid bond
|
7 years (after completion of project) 2 years (for unsuccessful
bidders)
|
Waived
| |
|
Bidder's proof of responsibility
|
7 years (after completion of project) 2 years (for unsuccessful
bidders)
|
Waived
| |
|
Bids
|
7 years (after completion of project) 2 years (for unsuccessful
bidders)
|
Waived
| |
|
Affidavit of organization authority
|
7 years (after completion of project) 2 years (for unsuccessful
bidders)
|
Waived
| |
|
Bid tabulations
|
2 years
|
Waived
| |
|
Performance bond
|
7 years (after completion of project)
|
Waived
| |
|
Contract
|
7 years (after completion of project)
|
Waived
| |
|
Master project files
|
20 years (after life of structure)
|
Notify
| |
|
Blueprints
|
Until superseded by as-built tracings
|
Waived
| |
|
As-built tracings
|
Life of project
|
Notify
| |
|
STREET AND HIGHWAY RECORDS:
| |||
|
Street operations file
|
2 years
|
Waived
| |
|
Street and sidewalk maintenance and repair
|
25 years
|
Waived
| |
|
Tree planting, inspection, trimming and removal
|
25 years
|
Waived
| |
|
Stock control records
|
2 years
|
Waived
| |
|
Fuel usage reports
|
2 years
|
Waived
| |
|
Heavy equipment and vehicle
|
Life of equipment and/or vehicle inventory ledger or until inventory
ledger is superseded
|
Waived
| |
|
Vehicle maintenance histories
|
Life of vehicle
|
Waived
| |
|
Vehicle expense reports
|
2 years
|
Waived
| |
|
Vehicle usage reports
|
2 years
|
Waived
| |
|
Payroll support records
|
2 years
|
Waived
| |
|
Purchasing records
|
7 years
|
Waived
| |
|
Complaint ledger
|
2 years
|
Waived
| |
|
Monthly reports
|
3 years
|
Waived
| |
|
Annual reports
|
Permanent
|
N/A
| |
|
PARK RECORDS:
| |||
|
Master park plan
|
Permanent
|
N/A
| |
|
Plats
|
Permanent
|
N/A
| |
|
Aerial photographs
|
Permanent
|
N/A
| |
|
Supervisor's daily report of work completed
|
2 years
|
Waived
| |
|
Payroll support records
|
2 years
|
Waived
| |
|
Reservation requests
|
30 days (if payment receipts are attached, 7 years)
|
Waived
| |
|
Master reservation book
|
2 years
|
Waived
| |
|
Record of the Board of Park Commissioners (includes minutes
of the meetings of the Board and supporting documents submitted to
the Board)
|
Permanent
|
N/A
| |
|
BUILDING PERMITS AND INSPECTION RECORDS:
| |||
|
Applications and permits
|
Life of structure
|
Waived
| |
|
Code compliance inspection reports
|
Life of structure
|
Waived
| |
|
Inspection address file
|
Life of structure
|
Waived
| |
|
Certificates of occupancy
|
Until suspended
|
Waived
| |
|
Energy calculation worksheets
|
3 years
|
Waived
| |
|
State-approved commercial building plans
|
4 years
|
Notify
| |
|
Permit fee receipts
|
FIS + 7 years
|
Waived
| |
|
Permit ledger
|
7 years
|
Waived
| |
|
Town Attorney's case file copy
|
1 year (after case closed)
|
Waived
| |
|
Quarter section maps
|
Until superseded
|
Waived
| |
|
Records of Building Board of Appeals (includes minutes of meetings
of the Board and supporting documents submitted to the Board)
|
Permanent
|
N/A
| |
|
Records of the Zoning Board of Appeals (includes minutes of
meetings of the Board and supporting documents submitted to Board)
|
Permanent
|
N/A
| |
|
Records of the Plan Commission (includes minutes of meetings
of the Commission and supporting documents submitted to Commission)
|
Permanent
|
N/A
| |
|
SANITATION AND CONSUMER PROTECTION RECORDS:
| |||
|
Public swimming pool survey reports, campgrounds and camping
survey reports, mobile home park survey reports, recreational and
education camp survey reports, restaurant and tavern survey reports,
hotels, motels, tourist rooms, and rooming houses survey reports,
retail dairy case and milk products reports, retail and wholesale
food establishment reports, nursing home survey reports, and vending
machine survey reports
|
5 years
|
Waived
| |
|
Restaurant license applications
|
3 years
|
Waived
| |
|
Retail dairy products license
|
3 years
|
Waived
| |
|
Food handling and sale permits
|
3 years
|
Waived
| |
|
Septic tank permits
|
Permanent
|
N/A
| |
|
Open air burning permits
|
6 months
|
Waived
| |
|
Weights and measures, field test reports and package weighing
reports
|
3 years
|
Waived
| |
|
Complaints and follow-up reports
|
5 years (from date complaint resolved)
|
Waived
| |
|
Utility disconnections in private residence investigation reports
|
3 years
|
Waived
| |
|
Request to declare a medical emergency
|
3 years
|
Waived
| |
|
SEWER AND WATER UTILITY RECORDS:
| |||
|
Water stubs
|
FIS + 2 years
|
Waived
| |
|
Receipts of current billings
|
FIS + 2 years
|
Waived
| |
|
Customer's ledgers of municipal utilities
|
FIS + 2 years
|
Waived
| |
|
All other utility records
|
7 years
|
Waived
| |
|
Water quality laboratory tests (deep well and landfill well
water analysis detail has been transferred to a permanent summary
report; chemical and test site location file, bacteriological analysis
of municipal drinking water detail and summary reports; municipal
drinking water fluoride analysis; swimming pool water bacteriological
analysis; public bathing beach water bacteriological analysis; and
water quality control readings)
|
5 years (if information has been transferred to a permanent
test site location file, 1 year)
|
Waived
| |
|
Maps showing the location and physical characteristics of the
utility plant
|
Until superseded
|
Waived
| |
|
Engineering records in connection with construction
|
Until superseded or 6 years after plant is retired, provided
mortality data retained
|
Waived
| |
|
Operating records:
| |||
|
Station pumpage records
|
15 years or 3 years after source is abandoned
|
Waived
| |
|
Interruption records
|
6 years
|
Waived
| |
|
Meter test records
|
See PSC 185.46
|
Waived
| |
|
Meter history record
|
Life of meter
|
Waived
| |
|
Annual meter accuracy summary
|
10 years
|
Waived
| |
|
Pressure records
|
6 years
|
Waived
| |
|
Customer records:
| |||
|
Complaint records
|
3 years
|
Waived
| |
|
Customer deposit
|
6 years (after refund)
|
Waived
| |
|
Meter reading sheets or cards
|
6 years
|
Waived
| |
|
Billing records
|
6 years
| ||
|
Filed rates and rules
|
Permanent
|
Waived
| |
|
Analyses of any water samples taken from the water system
|
10 years
|
Waived
| |
|
ELECTION RECORDS:
| |||
|
Contents of a blank ballot box-unused ballots and materials
|
3 business days after canvass completed
|
Waived
| |
|
Voter serious number slips
|
3 business days after canvass completed
|
Waived
| |
|
Voting machine recorders
|
14 days after primary; 21 days after election
|
Waived
| |
|
Detachable recording units on electronic voting equipment
|
14 days after primary; 21 days after election
|
Waived
| |
|
Ballots (state, county, local)
|
30 days after election
|
Waived
| |
|
Ballots (federal offices)
|
22 months after election
|
Waived
| |
|
Applications for absentee ballots (for federal election ballots)
|
90 days after election; 22 months after election of federal
offices
|
Waived
| |
|
Forms associated with election such as tally sheets, inspector's
statements and nomination papers
|
90 days after election; 22 months after election for federal
offices
|
Waived
| |
|
Official canvass statements
|
10 years after election
|
Waived
| |
|
Registration and poll lists — nonpartisan primaries and
elections
|
2 years after election
|
Waived
| |
|
Registration and poll lists — partisan primaries and general
elections
|
4 years after election
|
Waived
| |
|
Canceled registration cards
|
4 years after cancellation
|
Waived
| |
|
Election notices
|
1 year after election; 22 months for federal election
|
Waived
| |
|
Proofs of publication and correspondence relative to publications
|
1 year after election; 22 months for federal election
|
Waived
| |
|
Campaign registration statements
|
6 years after termination by registrant
|
Waived
| |
|
Campaign finance reports
|
6 years after date of receipt
|
Waived
| |
