As used in this chapter, the following terms
shall have the meanings indicated:
ACTUAL COST
The total cost of personnel including wages, fringe benefits
and all other benefits and overhead related to the time spent in search
of records.
AUTHORITY
Any of the following City of Bayfield 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.
CUSTODIAN
That officer, department head, division head, or employee of the City designated under §
99-3 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 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.
DIRECT COST
The actual cost of personnel plus all expenses for paper,
copier time, depreciation and supplies.
RECORD
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.
[Amended 10-18-2006 by Ord. No. 335]
[Amended 10-19-2016 by Ord. No. 335; 7-17-2019 by Ord. No. 397]
A. General records schedule adopted. The City hereby adopts, by reference,
the Wisconsin Municipal Records and the Risk Management Schedules
(hereinafter, "records schedules"), pertaining to the retention and
destruction of public records, and approved by the State of Wisconsin
Public Records Board (hereinafter, "Records Board") on August 27,
2018, and February 25, 2013, respectively. A copy of the records schedules
will be kept on file in the City Clerk's office located at 125
South First Street, Bayfield and made available for public viewing
during regular office hours.
B. Other records. In the event the City creates a record not contemplated
by either records schedule, the City may, subject to the Records Board's
prior approval, either adopt an applicable records retention schedule
set forth by the Records Board, if available, or create its own retention
schedule pertaining to the record.
C. Repeal. All ordinances, or portions thereof, and resolutions, or
portions thereof, in conflict with any portion of the records schedules
are hereby repealed. Any approved City retention schedule, or portion
thereof, for any record not contemplated by the records schedule shall
remain in full force and effect.
D. Effective date. This section shall take effect upon passage and publication
as required by law.
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 §§
99-4 through
99-6 of this chapter.
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 it 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.