Source: https://ecode360.com/12438451
Timestamp: 2019-08-19 21:10:15
Document Index: 4411765

Matched Legal Cases: ['§ 136', '§ 136', '§ 136', '§ 136', '§ 136', '§ 136', '§ 19', '§ 19', '§ 19', '§ 19', '§ 136', '§ 70', '§ 70', '§ 70', '§ 19', '§ 19', '§ 16', '§ 136', '§ 19', '§ 185', '§ 16', '§ 136']

City of Weyauwega, WI Records
§ 136-7 Retention and destruction of records.
§ 136-8 Specific records retention provisions.
§ 136-9 Preservation through microfilm.
[HISTORY: Adopted by the City Council of the City of Weyauwega 5-21-2001 by Ord. No. 2001-01 as Title 3, Ch. 3 of the 2001 Code. Amendments noted where applicable.]
Any of the following City of Weyauwega 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 § 136-3 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.
Except as provided under §§ 136-7 and 136-8, 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/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 Administrator. If a vacancy occurs before a successor is selected or qualifies, such records shall be delivered to and receipted for by the City Administrator, 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 Administrator to act as the legal custodian.
Unless provided in Subsection C, the City Administrator or the City Administrator's designee shall act as legal custodian for the City and for any committees, commissions, boards, or other authorities created by ordinance or resolution of the City Council.
The following offices or authorities shall have as a legal custodian of records the individual so named:
Responsibility of custodian; notice of designated custodians.
As the custodian of the records of the City, the individuals in the positions designated in Subsection C shall be responsible to the City Council for a timely response to any request for access to the public records of the City. The custodian shall be responsible for the release of the public records of the City, the conditions under which records may be inspected, and the collection of costs for the location, reproduction, and/or mailing or shipping of such records, as well as for the preparation of written statements denying access in whole or in part.
For every authority not specified in Subsections A, B and C, 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.
The City Administrator 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 § 136-6, 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.
The City Council hereby adopts a fee schedule in accord with § 19.35(3), Wis. Stats., to cover the actual costs relating to the location, reproduction and mailing or shipping of any of the records of the City.[1] It is intended that this fee schedule shall cover the payment of the actual, necessary and direct costs incurred in locating a document, in providing any person with a reproduction of any of the records of the City and in sending the same to the requestor. This schedule shall be reviewed periodically by the City Council and adjusted by motion or resolution as the need arises. Exceptions to the fee schedule may be considered by the custodian.
Editor's Note: A copy of the current fee schedule is on file at the office of the City Administrator.
The notice may be modified from time to time by City Council action, but absent such modification, the decisions of the custodian of the records of the City shall be in conformity with its provisions.
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 City 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 § 136-4C(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.
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 discharging 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 is inaccurate, is, per § 70.47(7)(af), Wis. Stats., not subject to the right of inspection and copying under § 19.35(1), Wis. Stats.
Historical records. Under § 19.21(4)(a), Wis. Stats., municipalities must notify the State Historical Society of Wisconsin (SHSW) prior to destroying records. However, the SHSW has waived the required sixty-day notice for any record marked "W" (waived notice). SHSW must be notified prior to destruction of a record marked "N" (nonwaived). Notice is also required for any record not listed in this section.
Microfilming or optical imaging of records. Local units of government may keep and preserve public records through the use of microfilm, provided that the microfilm or optical imaging meets the applicable standards in § 16.612, Wis. Stats. Retention periods and estimated costs and benefits of converting records between media should be considered. After verification, paper records converted to microfilm or optical imaging should be destroyed. The retention periods identified in this section apply to records in any media.
Legend. The following terms shall be applicable in §§ 136-7 and 136-8:
EVT stands for event and refers to an occurrence that starts the retention clock ticking. Close of contract, termination of employees, and disposition of a case are common events.
Authority. Refers to any specific statutory or 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.
SHSH notify. Refers to whether or not the State Historical Society of Wisconsin has waived the required statutory notification prior to destruction of records.
Records of the Board of Appeals (includes minutes of Board and supporting documents submitted to Board)
Records of the Plan Commission (includes minutes of meetings of Commission and supporting documents submitted to the Commission)
Journals, registers and ledgers. The following public records may be destroyed after the expiration of the designated retention period:
Municipal Court records. The legal custodian, as defined in § 19.33, Wis. Stats., of the following records concerning the City of Weyauwega 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:
Employee's WI withholding exemption certificate
Report of WI income tax
Sewer, electric and water utility records. The following public records may be destroyed after the expiration of the designated retention period:
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 is retained)
EVT (see PSC § 185.46, Wis. Adm. Code)
EVT + 10 years (pursuant to § NR 109.12, Wis. Adm. Code)
Any City officer or the director of any department or division of City government may, subject to the approval of the City Administrator, 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 §§ 136-4 through 136-6 of this chapter.