Source: https://www.ecode360.com/15388148
Timestamp: 2019-03-24 22:07:21
Document Index: 249465568

Matched Legal Cases: ['§ 107', '§ 107', '§ 107', '§ 107', '§ 107', '§ 107', '§ 107', '§ 107', '§ 107', '§ 107', '§ 19', '§ 19', '§ 107', '§ 107', '§ 19', '§ 905', '§ 19', '§ 70', '§ 70', '§ 70', '§ 19', '§ 107', '§ 19']

Village of Argyle, WI Records
§ 107-2 Duty to maintain records.
§ 107-3 Legal custodians.
§ 107-4 Public access to records.
§ 107-5 Access procedures.
§ 107-6 Limitations on right to access.
§ 107-7 Retention and destruction of records.
§ 107-8 Specific records retention provisions.
Chapter 107 Records
[HISTORY: Adopted by the Village Board of the Village of Argyle 12-7-2005 as Title 3, Ch. 3, of the 2005 Village Code. Amendments noted where applicable.]
Any of the following Village of Argyle entities having custody of a Village 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 Village designated under § 107-3 or otherwise responsible by law to keep and preserve any Village 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 section 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), 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.
Except as provided under § 107-7, each officer and employee of the Village 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 employees.
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 Village Clerk-Treasurer. If a vacancy occurs before a successor is selected or qualifies, such records shall be delivered to and receipted for by the Village Clerk-Treasurer on behalf of the successor, to be delivered to such successor upon the latter's receipt.
Unless provided in Subsection C, the Village Clerk-Treasurer or the Village Clerk-Treasurer's designee shall act as legal custodian for the Village and for any committees, commissions, boards or other authorities created by ordinance or resolution of the Village Board. The following offices or authorities shall have as a legal custodian of records the individual so named.
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 Village Clerk-Treasurer.
The Village Clerk-Treasurer shall establish criteria for establishing the records system and shall cause the department/office records system to be reviewed on an annual basis.
Except as provided in § 107-6 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.
A requester shall be charged a per-page fee as prescribed from time to time by resolution of the Village Board to defray the cost of copying records.[1]
The actual full cost of providing a copy of other records not in printed form on paper, such as films, computer printouts and audio tapes and videotapes, shall be charged.
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.
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 § 107-4F(5). 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.
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 Village 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.
A request for a record may be denied as provided in § 107-6. 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.
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 aid by the state;
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.
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 Village officer or employee, or the investigation of charges against a Village officer or employee, unless such officer or employee consents to such disclosure.
Whenever the Assessor, in the performance of the Assessor's duties, requests or obtains income and expense information pursuant to § 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 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 order of a court. Income and expense information provided to the Assessor under § 70.47(7)(af), Wis. Stats., unless a court determines that it is inaccurate, is, per § 70.47(7)(af), Wis. Stats., not subject to the right of insertion and copying under § 19.35(1), Wis. Stats.
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.
Legend. The following terms shall be applicable in §§ 107-7 and 107-8:
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.
Period of retention: refers to the time that the identified records must be kept until destruction.
Time: is expressed in years unless specifically identified as month or day.
Authority: refers to any specific statutory, 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.
SHSW notify: refers to whether or not the State Historical Society of Wisconsin has waived the required statutory notification prior to destruction of records.
Means the records may have secondary historical value and therefore SHSW notification is required on a case-by-case basis prior to destruction.
Accounting records. The following public records may be destroyed after the expiration of the designated retention period:
Board of Review records. The following public records may be destroyed after the expiration of the designated retention period:
Proceedings of the Board of Review on audio tapes or as stenographic notes, including any transcriptions thereof
EVT + 7 years (after final action by Board of Review or completion of appeal
Notices of determinations of the Board of Review
EVT + 7 years (after final action by the Board of Review or completion of appeal
Budget and audit records. The following public records may be destroyed after the expiration of the designated retention period:
Building permits and inspection records. The following records may be destroyed after the expiration of the designated retention period:
Records of the Zoning Board of Appeals (includes minutes of Board and supporting documents submitted to Board)
Records of the Plan Commission — if created (includes minutes of meetings of Commission and supporting documents submitted to the Commission)
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:
EVT + (90 days after the election) (22 months after the election for federal offices)
Forms associated with election such as tally sheets, inspectors' statements and nomination papers
Registration and poll lists Partisan primaries and general election
Engineering and Public Works records. The following public records may be destroyed after the expiration of the designated retention period:
Records of the Plan Commission — if created (includes minutes of meetings of the Commission and supporting documents submitted to the Commission)
Records of the Zoning Board of Appeals (includes minutes of the meetings of the Board and supporting documents submitted to the Board)
State highway aid program records
Fidelity bond records. The following public records may be destroyed after the expiration of the designated retention period:
Insurance records and policies. The following public records may be destroyed after the expiration of the designated retention period:
Journals, registers and ledger. The following public records may be destroyed after the expiration of the designated retention period:
Legal opinions. Legal opinions rendered shall not be destroyed and shall be retained permanently.
Licenses and permits. The following public records may be destroyed after the expiration of the designated retention period.
License stubs: All liquor- and beer-related
Dog licenses monthly reports to County Clerk
Municipal Court records. The legal custodian, as defined in § 19.33, Wis. Stats., of the following records concerning the Village of Argyle 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:
Audio tape recordings of trials or juvenile matters
EVT (until expiration of statute of limitations to appeal to circuit court)
EVT + 6 months (after entry of final judgment)
Municipal Court judgment docket, a record of all money judgments
Payroll records. The following public records may be destroyed after the expiration of the designated retention period:
Employee's WI, withholding exemption certificate
Employer's Annual Reconciliation of WI Income Tax withheld from wages
Public Safety Department records. The following public records may be destroyed after the expiration of the designated retention period:
Traffic citations (and accompanying documentation) sent through Village Municipal Court (if created)
Audio tape and videotape recordings:
Public works projects and contracts. The following public records may be destroyed after the expiration of the designated retention period:
Purchasing records. The following public records may be destroyed after the expiration of the designated retention period:
EVT + 7 years (after contract has expired
EVT (retain until superseded
Real property records. The following public records may be destroyed after the expiration of the designated retention period:
Sewer and water utility records. The following public records may be destroyed after the expiration of the designated retention period:
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
EVT (until record is superseded or 6 years after plant is retired, provided mortality data are retained)
Meter rest records
EVT (see § PSC 185.46, Wis. Admin. Code)
EVT + 6 years (after refund
Sheets or cards
EVT + 10 years (pursuant to § NR 109.12, Wis. Admin. Code)
Special assessment records. The following public records may be destroyed after the expiration of the designated retention period:
Street and highway records. The following public records may be destroyed after the expiration of the designated retention period:
Tax calculation records. The following public records may be destroyed after the expiration of the designated retention period:
Treasurer's records. The following public records may be destroyed after the expiration of the designated retention period:
CR + 1 year; 90 days if made solely for the purpose of drafting the minutes