Source: https://www.ecode360.com/14644150
Timestamp: 2018-02-25 23:17:22
Document Index: 544380065

Matched Legal Cases: ['§ 170', '§ 170', '§ 170', '§ 170', '§ 170', '§ 170', '§ 170', '§ 170', '§ 170', '§ 170', '§ 19', '§ 19', '§ 19', '§ 170', '§ 170', '§ 19', '§ 19', '§ 134', '§ 19', '§ 19', '§ 19', '§ 19', '§ 19', '§ 19', '§ 905', '§ 19', '§ 16', '§ 16', '§ 6', '§ 7', '§ 16', '§ 170']

City of Prescott, WI Records
§ 170-2 Duty to maintain records.
§ 170-3 Legal custodians.
§ 170-4 Public access to records.
§ 170-5 Access procedures.
§ 170-6 Limitations on right to access.
§ 170-7 Destruction of records.
§ 170-8 Preservation through microfilm.
Chapter 170: Records
[HISTORY: Adopted by the Common Council of the City of Prescott as Title 3, Ch. 3, of the former City Code. Amendments noted where applicable.]
Authorities — See Ch. 21.
Mayor and Council — See Ch. 120.
Officers and employees — See Ch. 135.
Chapter 170 : Records
The total cost of personnel, including wages, fringe benefits and all other benefits and overhead related to the time spent in search of records.
Any of the following City of Prescott entities having custody of a City 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 City designated under § 170-3 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 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.
The actual cost of personnel plus all expenses for paper, copier time, depreciation and supplies.
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.[1]
Except as provided under § 170-7, 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 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 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.
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 the City Clerk to act as the legal custodian.
Unless provided in Subsection C of this section, the City Clerk or the Clerk's designee shall act as legal custodian for the Common Council and for any committees, commissions, boards, or other authorities created by ordinance or resolution of the Common Council. The following offices or authorities shall have as a legal custodian of records the individual so named:
Authority Designated Legal Custodian
General City records (including Council records)
For every authority not specified in Subsections A and B of this section, the authority's chief administrative officer is the legal custodian for the authority, but the officer may designate an employee of his or her staff to act as the legal custodian.
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 City Clerk.
The City Clerk 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 § 170-6, any person has a right to inspect a record and to make or receive a copy of any record provided in § 19.35(1), Wis. Stats.
A requester shall be charged a fee per page as established in the City's fee schedule to defray the cost of copying records.
The actual full cost of providing a copy of other records not in printed form on paper, such as films, computer printouts and audio and video tapes, 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.
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. This subsection does not apply to members of the Common Council.
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 § 170-4F(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.
A request for a record may be denied as provided in § 170-6. 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 for a writ of mandamus under § 19.37(1), Wis. Stats., or upon application to the attorney general or a district attorney.
As provided in § 19.36, Wis. Stats., the following records are exempt from inspection under this chapter:
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;
Computer programs and files, although the material used as input for a computer program/file or the material produced as a product of the computer program is subject to inspection; and
Any record or portion of a record containing information qualifying as a trade secret as defined in § 134.90(1)(c), Wis. Stats.[1]
Pursuant to § 19.85(1)(a), Wis. Stats., records of current deliberations after a quasi-judicial hearing.
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 City officer or employee, or the investigation of charges against a City officer or employee, unless such officer or employee consents to such disclosure.
Pursuant to § 19.85(1)(d), Wis. Stats., records concerning current strategy for crime detection or prevention,
Pursuant to § 19.85(1)(e), Wis. Stats., 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.
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.
Pursuant to § 19.85(1)(g), Wis. Stats., 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.
Pursuant to § 19.85(1)(h), Wis. Stats., requests for confidential written advice from an ethics board, and records of advice given by such ethics board on such requests.
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.
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, 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.
Bonds and coupons after maturity.
Canceled checks, duplicates and check stubs.
License and permit applications, stubs and duplicates.
Payrolls and other time and employment records of personnel included under the Wisconsin Retirement Fund.
Special assessment records.
Vouchers, requisitions, purchase orders and all other supporting documents pertaining thereto.
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, 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 not less than two years after payment or receipt of the sum involved or the effective date of said record:[2]
Contracts and papers relating thereto.
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 § 6.61(3)(e), Wis. Stats., and then after such a shorter period:
Financial reports other than annual financial reports.
Justice dockets.
Reports of boards, commissions, committees and officials duplicated in the Common Council proceedings,
Election notices and proofs of publication.
Canceled voter registration cards.
Official bonds.
Police records other than investigative records.
Resolutions and petitions, providing the text of the same appears in the official City minutes.
Notwithstanding the above provisions appearing in this section, it is intended hereby that election materials may be destroyed according to lesser time schedules as made and provided in § 7.23, Wis. Stats.
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 Clerk, 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 §§ 170-4 through 170-6 of this chapter.