City officers may destroy the following nonutility
records of which they are the legal custodian and which are considered
obsolete after completion of an audit by state auditors 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 or will, in the future, be
fixed by the State Public Records Board pursuant to § 16.61(3)(e),
Wis. Stats., and then after such shorter period:
A.
Bank statements, deposit books, slips and stubs.
B.
Bonds and coupons after maturity.
C.
Cancelled checks, duplicates and check stubs.
D.
License and permit applications, stubs and duplicates.
E.
Payrolls and other time and employment records of
personnel included under the Wisconsin Retirement Fund.
F.
Receipt forms.
G.
Special assessment records.
H.
Vouchers, requisitions, purchase orders and all other
supporting documents pertaining thereto.
[Amended 3-15-2007 by Ord. No. 2007-06]
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 state auditors
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:
Any City officer may destroy the following records
of which he is 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 or by the State Public Records
Board pursuant to § 16.61(3)(e), Wis. Stats., and then after
such a shorter period:
A.
Assessment rolls and related records, including Board
of Review minutes.
B.
Contracts and papers relating thereto.
C.
Correspondence and communications.
D.
Financial reports other than annual financial reports.
E.
Insurance policies.
F.
Oaths of office.
G.
Reports of boards, commissions, committees and officials
duplicated in the Council minutes.
H.
Resolutions and petitions.
I.
Voter record cards.
J.
Patient care records.
[Added 12-16-2010 by Ord. No. 2010-09 ]
[Amended 4-21-2022 by Ord. No. 2022-04]
At least 60 days' notification is required to
be given to the Wisconsin State Historical Society before destroying
any public record as provided in § 19.21(4)(a), Wis. Stats.
Notification is not required in instances when the Society has waived
the sixty-day notification period as indicated in the Wisconsin Municipal
Records Schedule or in written correspondence.
Any tape recording 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.
This article shall not be construed to authorize
the destruction of any public record after a period less than prescribed
by statute or state administrative regulations.
Any City officer or the head of any department
or division of City government may keep and preserve public records
in his 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 this Code.
