The Village Board hereby designates the Clerk-Treasurer as the
official legal custodian of the public records of the Village. It
shall be the responsibility of the Clerk-Treasurer to carry out all
duties and responsibilities imposed upon the Village and the legal
custodian by the Wisconsin Public Records and Property Law, as set
forth in §§ 19.31 to 19.39, Wis. Stats. The Clerk-Treasurer
shall be responsible for the timely response to any request for access
to the public records, the release of the public records of the Village,
the conditions under which records may be inspected and the collection
of costs for the location and reproduction of such records.
[Amended by Ord. No. 97-5]
The Village President is hereby designated as deputy legal custodian
to act as legal custodian in the absence of the Clerk-Treasurer. However,
the Village President shall have access to public records only in
the absence of the Clerk-Treasurer and if accompanied by two Trustees.
It is directed that all employees of the Village be informed,
in writing, of the designation of the legal custodian and the deputy
legal custodian of the public records of the Village. Employees shall
be further informed of the duties of the official legal custodian
and shall also be made aware of the other requirements and provisions
of this chapter.
All requests for the release, inspection and/or reproduction
of public records of the Village shall be directed and referred to
the Clerk-Treasurer who is hereby vested with full legal power to
make all necessary decisions relative to the release, inspection and
reproduction of public records and is further granted all authority
necessary to carry out all duties and responsibilities required by
either the Wisconsin Public Records and Property Law or this chapter.
The Clerk-Treasurer shall establish hours when persons shall have
access to records maintained in the Village Hall. The Clerk-Treasurer
shall prepare and post a notice to the public regarding access to
public records, pursuant to § 19.34, Wis. Stats.
The cost of photocopying shall be $0.50 per page. It is intended
that this fee schedule shall cover the payment of the actual, necessary
and direct costs incurred in locating a document or in providing any
person with a reproduction of any of the records of the Village.
The records of the Village shall be retained and preserved by
the legal custodian, as required by all applicable laws, and no records
shall be destroyed without the prior written approval of the legal
custodian. Further, no record of the Village shall be destroyed after
the receipt of a request for such record until after the request is
granted or until any dispute concerning the request has been completely
and finally resolved.