[HISTORY: Adopted by the Common Council of the City of Franklin 8-5-1997
by Ord. No. 97-1461 as Sec. 3.08 of the 1997 Code. Amendments
noted where applicable.]
As used in this chapter, the following terms shall have the meanings
indicated:
- AUTHORITY
- Any of the following city entities having custody of a city record: an officer, elected official, agency, board, commission, committee, council, department, municipal court or public body corporate and politic created by constitution, law, ordinance, rule or order; or a formally constituted subunit of the foregoing.
- CUSTODIAN
- That officer, department head, division head or employee of the city designated under § 72-3 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 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.
- RECORD
- 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) and computer printouts. 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.
A.
Except as provided under § 72-7, 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 or she or they may be lawfully entitled as such officers or employee.
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 such receipt
with the City Clerk. If a vacancy occurs before a successor is selected or
qualifies, such records shall be delivered to and receipted for by the 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 City Clerk or
the Clerk's designee shall act as legal custodian for the City Council
and for any committees, commissions, boards or other authorities created by
ordinance or resolution of the City Council.
D.
Each legal custodian shall name a person to act as legal
custodian in his or her absence or the absence of his or her designee.
A.
Except as provided in § 72-6, 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.
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.
D.
A requester shall be permitted to use facilities comparable
to those available to city employees to inspect, copy or abstract a record.
E.
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.
F.
A requester shall be charged a fee to defray the cost
of locating and copying records as follows:
(1)
The cost of photocopying shall be as established by Resolution
No. 93-3956, as amended from time to time. Such cost has been calculated not
to exceed the actual, necessary and direct cost of reproduction.[1]
(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 and audiotapes
or 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 the hourly wage and fringe benefits of the employee locating the record
multiplied by the number of hours to the nearest 1/4 hour spent on the search.
(6)
The legal custodian shall estimate the cost of all applicable
fees and may 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.
G.
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. Each
authority shall also prominently display at its offices, for the guidance
of the public, a copy of §§ 19.31 to 19.39, Wis. Stats. and
§§ 82-4 through 82-6 of this chapter. This subsection does
not apply to members of the City Council.
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 § 72-4F(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 § 82-6.
If a request is made orally, the request may be denied orally unless a demand
for a written statement of the reasons 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 by § 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, 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.
(4)
A record or any portion of a record containing information
qualifying as a common law trade secret.
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 matter 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)
Records of current deliberations after a quasi-judicial
hearing.
(3)
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)
Records concerning current strategy for crime detection
or prevention.
(5)
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)
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)
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.
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 his or her
duties, requests and obtains income and expense information pursuant to s.
70.47(7)(af), Wis. Stats., or any successor statute thereto, then, such income
and expense information that is provided to the Assessor shall be held by
the Assessor on a confidential basis, except, however, that said 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 order of a court. Income and expense information provided to
the Assessor pursuant to s. 70.47(7)(af), Wis. Stats., unless a court determines
that it is inaccurate, is not subject to the right of inspection and copying
under s. 19.35(1), Wis. Stats.
[Added 12-21-1999 by Ord. No. 99-1588]
A.
City officers may destroy the following nonutility financial
records of which they are the legal custodians and which are considered obsolete,
after completion of any required audit by the Bureau of Municipal Audit or
an auditor licensed under Ch. 442, Wis. Stats., but not less than seven years
after payment or receipt of any sum involved in the particular transaction,
unless a shorter period has been fixed by the State Public Records Board pursuant
to § 16.61(3)(e), Wis. Stats., and then after such shorter period:
(1)
Bank statements, deposit books, slips and stubs.
(2)
Bonds and coupons after maturity.
(3)
Canceled checks, duplicates and check stubs.
(4)
License and permit applications, stubs and duplicates.
(5)
Official bonds.
(6)
Payrolls and other time and employment records of personnel
included under the Wisconsin Retirement Plan.
(7)
Receipt forms.
(8)
Special assessment records.
(9)
Vouchers, requisitions, purchase orders and all other
supporting documents pertaining thereto.
(10)
Vouchers and supporting documents pertaining to charges
not included in plant accounts of municipal utilities and the Sewer Department.
(11)
Other municipal utility and Sewer Department records
with the written approval of the State Public Service Commission.
B.
City officers may destroy the following utility records
of which they are the legal custodians and which are considered obsolete after
completion of any required audit by the Bureau of Municipal Audit or an auditor
licensed under Ch. 442, Wis. Stats., subject to State Public Service Commission
regulations, but not less than seven years after the record was effective,
unless a shorter period has been fixed by the State Public Records Board pursuant
to § 16.61(3)(e), Wis. Stats., and then after such a shorter period,
except that water stubs, receipts of current billings and customers'
ledgers may be destroyed after two years:
C.
City officers may destroy the following records of which
they are the legal custodian and which are considered obsolete, but not less
than seven years after the record was effective unless another period has
been set by statute, and then after such a period, or unless a shorter period
has been fixed by the State Public Records Board pursuant to § 16.61(3)(e),
Wis. Stats., and then after such a shorter period:
(1)
Old insurance policies.
(2)
Election notices.
(3)
Canceled registration cards.
(4)
Assessment rolls and related records, including Board
of Review minutes.
(5)
Contracts and papers relating thereto.
(6)
Correspondence and communications.
(7)
Financial reports other than annual financial reports.
(8)
Oaths of office.
(9)
Reports of boards, commissions, committees and officials
duplicated in the Council minutes.
(10)
Voter record cards.
D.
Unless notice is waived by the State Historical Society,
at least 60 days' notice shall be given the State Historical Society
prior to the destruction of any record as provided by § 19.21(4)(a),
Wis. Stats.
E.
Any tape recordings of a governmental meeting of the
city may be destroyed, erased or reused no sooner than 90 days after the minutes
of the meeting have been approved and published, if the purpose of the recording
was to make minutes of the meeting.
Any city officer or the director of any department or division of city
government may, subject to the approval of the City Council, 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 §§ 82-4 through 82-6 of this chapter.
