Source: https://ecode360.com/15259639
Timestamp: 2020-07-12 13:28:04
Document Index: 408422293

Matched Legal Cases: ['§ 153', '§ 153', '§ 153', '§ 153', '§ 153', '§ 153', '§ 153', '§ 153', '§ 19', '§ 19', '§ 153', '§ 19', '§ 16', '§ 153']

Village of Kronenwetter, WI Records
Ch 153 Art I (Reserved)
§ 153-1 through § 153-9. (Reserved)
Ch 153 Art II Retention and Destruction
§ 153-11 Duty to maintain public records.
§ 153-12 Legal custodians.
§ 153-13 Destruction of records.
§ 153-14 Preservation through electronic media.
Village of Kronenwetter, WI / Part I: Administrative Legislation
Chapter 153 Records
[HISTORY: Adopted by the Village Board of the Village of Kronenwetter as indicated in article histories. Amendments noted where applicable.]
Article II Retention and Destruction
Editor's Note: Former Art. I, Public Access, adopted 3-23-1998 (Ch. 2, Art. VII, of the 2004 Code) was repealed at time of adoption of Code (see Ch. 1, General Provisions, Art. II).
[Adopted 6-27-2011 by Ord. No. 11-10]
The Kronenwetter Village Board as the authority responsible for Village governmental records.
That officer, department head or employee of the Village designated under § 153-12 hereof or otherwise responsible by law to file, deposit, keep and preserve any Village 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 article 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, e-mail, maps, charts, photographs, films, recordings, tapes, all electronic media (including removable computer storage devices), 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.
Any person who requests inspection or copies of a record.
Except as provided under the definition of "custodian" in § 153-10, 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 records 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, on demand, 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. If a vacancy occurs before a successor is qualified, 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.
Historical records notifications to State Historical Society of Wisconsin. Under § 19.21(4)(a), Wis. Stats., villages must notify the State Historical Society of Wisconsin (SHSW) 60 days prior to destroying records. The SHSW has waived the required sixty-day notice for any record designated "waived" (notification requirement waived) in the retention schedule. The SHSW must be notified 60 days prior to destruction of any record designated with "notify" (notification required). "N/A" indicates not applicable and applies to any record designated for permanent retention with the original custodian.[1]
Notice to SHSW is also required prior to the destruction of any record not listed in this schedule.
The Village Assessor shall have the custody and control of all property appraisal files and the contents thereof as well as all other documents, records and notes relating to the performance of the Assessor's files.
The Finance Director/Treasurer shall have the custody and control of all financial records of the Village as well as all bank and financial accounts of the Village.
The Building Inspector and Community Development/Zoning Administrator shall have the custody and control of all files concerning building permits issued by the Village and all contents of such files.
The Public Works Director shall have the custody and control of all public works, parks and utility records of the Village.
The Fire Chief shall have the custody and control of all Fire Department records.
The Police Chief shall have the custody and control of all Police Department records.
The Court Clerk shall have the custody and control of all court records of the Kronenwetter/Rothschild Joint Municipal Court.
The Village Clerk shall have the custody and control of all Village records except those records that are under the custody and control of the Village Assessor, Village Finance Director/Treasurer, Village Police Chief, Village Fire Chief, Joint Municipal Court Clerk, Village Director of Public Works, Community Development/Zoning Administrator and Village Building Inspector.
The legal custodian shall have authority to render decisions and to carry out the duties of an authority under Subch. II of Ch. 19, Wis. Stats., and under this article. The designation of a legal custodian does not affect the powers and duties of an authority under this article.
Scope of authority. As provided by Wis. Stats. § 19.21(4) the following provides direction for the destruction of obsolete public records:[1]
WHS=WI Historical Society; W=Waived; N=Notify; N/A=Nonapplicable
Retention Time Table
WHS Notification
7 years and destroy provided record has been audited
7 years and destroy
15 years and destroy
15 years and notify State Historical Society
Assessment property records and supporting documentation
Assessment workroll
Personal property blotters
Objection to property assessment and supporting documentation
7 years after the final action of the Board of Review or the completion of appeal and destroy
Minutes of Board of Review
7 years and then notify the State Historical Society
Proceedings of the Board of Review on audio files or as stenographic notes including any transcriptions thereof
3 years and destroy
For life of structure
State permit applications (SPS)
Retain until superseded and destroyed
4 years and notify the State Historical Society
Audio files of trial
Payments made to the court
Council, Committee and Board Records
Affidavits of notice publication
Retain 3 years and destroy
Retain five years and destroy or erase file, 90 days if made only for the purpose of writing the minutes
General correspondence, including e-mail, petitions, reports of officers, staff notes
Minimum period is not established; however, some of these things should be retained permanently like petitions and lists of citizens serving. Other things like reports and staff notes go a long way toward providing background to decisions. General correspondence is especially difficult to quantify; it definitely depends on what it refers to. To be safe keep everything except obvious advertising materials at least three years
Minutes of any kind
Agendas/meeting notices of any kind
Ordinances w/affidavits of publication (when appropriate)
2 years and destroy
7 years and destroy provided the record has been audited
Street vacations and dedications, copies
Retain for life of the structure and notify the State Historical Society
5 years after bond expires and destroy
5 years after last bond entered expires and destroy
5 years after the term of service covered by the oath has ended and destroy
First responder call reports
Fire personnel records
7 years after employee termination
Applications accepted and rejected — zoning
All liquor and beer related license and applications
4 years and destroy
Cat and dog licenses monthly reported to County Clerk (by Treasurer)
All liquor and beer related license stubs 4 years. All other stubs 3 years and destroy
7 years after bond issue expires or following payment of all outstanding matured bonds/notes/coupons, whichever is later, and destroy
7 years after bond issue expires and destroy
Cancelled bonds, coupons, and promissory notes
Until audited and destroy
Records of the Board of Park, commissioners (includes minutes of the meetings of the Board and supporting documents submitted to the Board)
90 days and destroy. If payment receipts are attached, retain 7 years and destroy provided record has been audited
7 years after being superseded or terminated and destroy
7 years after being superseded and destroy
Federal deposit records
Report of Wisconsin income tax withheld
Dependant on case type minimum 120 days
Citations/warning/ equipment violations
Department job applications
Department reports, data and graphs
Homicide or suspicious death
Permanent; includes all associated notes, audio/video files, statements, documents or any other item associated with the incident reported
Incident reports (closed felonies or lower)
45 years, includes all associated notes, audio/video files, statements, documents or any other item associated with the incident reported
Incident reports (open felony and/or missing persons)
30 years; includes all associated notes, audio/video files, statements, documents or any other item associated with the incident reported
Pay, vacation, compensatory time records
Photographs (case related)
Time assigned to incident type
Police disciplinary record
Property records (case related)
Property records (disposed property)
Time and criminal history logs
Training and recertification records
Length of employment, plus 1 year
Video — in squad (if required for court)
Until conviction and appeal or release from prosecuting attorney
Video — in squad
120 days from last event recorded (VHS tapes only) Digital actual date of incident
Video — interrogation room
Dependent on case type
Village complex security/files
Work schedules — squad assignments
5 years (calendar year)
Public Works Projects and Contracts
Affidavit of organization and authority
Retain in the contract file 7 years after completion of the project and destroy. For unsuccessful bidders, retain 2 years and destroy
Retain for the life of the project or structure and notify the State Historical Society
Blue prints (includes residential blue prints in your possession)
Retain until superseded by the as-built tracings and destroy; if no as-built tracings are forthcoming retain for the life of the building or project and notify the State Historical society
Retain until the contract has been signed and return to bidder
Retain in the contract file 7 years after completion of the project and destroy
20 years after the life of the structure and notify the State Historical Society
7 years after the contract has expired and destroy
1 year after purchase order issued
Retain until superseded and destroy
7 years after termination of lease and destroy
Sanitation and Consumer Protection
5 years from the date the complaint was resolved and destroy
6 months and destroy
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, tourists rooms, and rooming houses survey reports, retain dairy case and milk products reports, retail and wholesale food establishment reports, nursing home survey reports, and vending machines survey reports
5 years and destroy
7 years after collection is completed
2 years and destroy provided a copy of the report is on file with the public works project records
Report on special assessment notice and hearing
5 years and destroy provided record has been audited
1 year after the final audit resolution is approved and destroy
2 years after created or superseded and destroy
Retain for the life of the equipment and/or vehicle or until the inventory ledger is superseded and destroy
Street and sidewalk maintenance and repair records
25 years and destroy
Tree planting, inspection, trimming and removal records
Retain for the life of the vehicle and destroy
3 years and destroy provided the record has been audited
Final work sheet for determining allowable levy
Retain 15 years and destroy
This record is transferred to the county treasurer
State shared aid payment notices, any and all
Retain 6 years and destroy provided record has been audited
Statement of sewer service charges
Retain final copy permanently
Municipal Treasurer's settlement
For cities and villages, retain 7 years and destroy provided record has been audited; for towns, retain 15 years and destroy
Retain with the tax roll (county treasurer)
7 years after audit and destroy
Utility Records (Water and Sewer)
Collection reports, summaries, bill stubs bill copies, customer account adjustments, high bill complaints
Customer applications, contracts, deposit records, interest receipts
Customer ledgers, bill summaries, trial balances, account indices
Records of inventory, inventory disposition and scrap
Water quality laboratory tests (deep well and landfill well water analyses detail and summary reports; chemical and bacteriological analyses of municipal drinking water detail and summary reports; municipal drinking water fluoride analyses; swimming pool water bacteriological analyses; public bathing beach water bacteriological analyses; and water quality control readings
Retain individual sample records 5 years; if information has been transferred to a permanent test site location file, retain for one year and destroy
Schematics of private water and sewer lines from house connection to street main connection (provided by inspector)
Voters, Campaign and Election Records
Active registration cards
Retain the active file as long as current
90 days after the election and destroy provided applications for federal elections are retained 22 months and destroyed
Ballots, voting machine records, tally sheets, inspector statement of defective and challenged ballots — federal elections
Retain for 22 months and destroy
Campaign financial reports (EB-2)
6 years and destroy
Campaign registration statements (EB-1)
4 years after cancellation and destroy
Election notices in Villages
1 year after the date of the election and destroy
Inspectors statement of defective and challenged ballots — local elections
90 days after the election and destroy
Paper ballots and voting machine recorders — local elections
90 days after the election and destroy. Voting machine recorders may be reactivated 14 days following a primary or 60 days following a spring or general election
Poll list and registry list
2 years after a nonpartisan primary or election, 4 years after partisan primary or election
Tally sheets — local elections
No records may be destroyed:
After a request for inspection or copying a record has been received under § 153-4 and until the request is granted or until at least 90 days after the request is denied; or
After written notice has been received that an action relating to a record has been commenced under Wis. Stats. § 19.37 and until all litigation and appeals regarding that action have concluded. If the court orders the production of any record and the order is not appealed, the record may not be destroyed until after the request for inspection or copying is granted.
The Village custodian, subject to the approval of the Village Board, may keep and preserve public records in his or her possession by means of electronic media or other photographic reproduction method. Such records shall meet the standards for photographic 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 §§ 153-4 and 153-5 of this chapter.