[HISTORY: Adopted by the Village Board of the Village of
Kronenwetter as indicated in article histories. Amendments noted where
applicable.]
[Adopted 6-27-2011 by Ord. No. 11-10]
As used in this article, the following terms shall have the
meanings indicated:
- AUTHORITY
- The Kronenwetter Village Board as the authority responsible for Village governmental records.
- CUSTODIAN
- 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.
- 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, 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.
- REQUESTER
- Any person who requests inspection or copies of a record.
A.
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.
B.
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.
C.
General provisions.
(1)
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]
(2)
Notice to SHSW is also required prior to the destruction of any record
not listed in this schedule.
A.
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.
B.
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.
C.
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.
D.
The Public Works Director shall have the custody and control of all
public works, parks and utility records of the Village.
E.
The Fire Chief shall have the custody and control of all Fire Department
records.
F.
The Police Chief shall have the custody and control of all Police
Department records.
G.
The Court Clerk shall have the custody and control of all court records
of the Kronenwetter/Rothschild Joint Municipal Court.
H.
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.
I.
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.
A.
Scope of authority. As provided by Wis. Stats. § 19.21(4)
the following provides direction for the destruction of obsolete public
records:[1]
|
Records Retention Schedule
WHS=WI Historical Society; W=Waived; N=Notify; N/A=Nonapplicable
| |||
|---|---|---|---|
|
Retention Time Table
|
WHS Notification
| ||
|
Accounting
| |||
|
Purchase invoices
|
7 years and destroy provided record has been audited
|
W
| |
|
Vouchers
|
7 years and destroy provided record has been audited
|
W
| |
|
Check stubs
|
7 years and destroy
|
W
| |
|
Accounts receivable invoices
|
7 years and destroy provided record has been audited
|
W
| |
|
Receipts
|
7 years and destroy provided record has been audited
|
W
| |
|
General journal
|
15 years and destroy
|
W
| |
|
General ledger
|
15 years and notify State Historical Society
|
N
| |
|
Receipts journal
|
15 years and destroy
|
W
| |
|
Assessment Records
| |||
|
Assessment property records and supporting documentation
|
Until superseded
|
W
| |
|
Assessment workroll
|
2 years
|
W
| |
|
Final assessment roll
|
Permanent
|
NA
| |
|
Personal property blotters
|
7 years
|
W
| |
|
Board of Review
| |||
|
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
|
W
| |
|
Minutes of Board of Review
|
7 years and then notify the State Historical Society
|
N
| |
|
Notice of determinations
|
7 years after the final action of the Board of Review or the
completion of appeal and destroy
|
W
| |
|
Proceedings of the Board of Review on audio files or as stenographic
notes including any transcriptions thereof
|
7 years after the final action of the Board of Review or the
completion of appeal and destroy
|
W
| |
|
Budgets and Audits
| |||
|
Audit reports
|
Permanent
|
NA
| |
|
Budget work sheets
|
3 years and destroy
|
W
| |
|
Final budget
|
Permanent
|
NA
| |
|
Annual reports
|
Permanent
|
NA
| |
|
Building Permits and Inspections
| |||
|
Applications and permits
|
For life of structure
|
W
| |
|
State permit applications (SPS)
|
Permanent
|
NA
| |
|
Certificates of occupancy
|
Retain until superseded and destroyed
|
W
| |
|
Inspection reports
|
For life of structure
|
W
| |
|
Energy calculation worksheets
|
3 years and destroy
|
W
| |
|
Permit ledger
|
7 years and destroy
|
W
| |
|
State-approved commercial building plans
|
4 years and notify the State Historical Society
|
N
| |
|
Court (Municipal)
| |||
|
Court records
|
7 years
|
W
| |
|
Audio files of trial
|
10 years
|
W
| |
|
Payments made to the court
|
7 years
|
W
| |
|
Council, Committee and Board Records
| |||
|
Affidavits of notice publication
|
Retain 3 years and destroy
|
W
| |
|
Audio and video recordings
|
Retain five years and destroy or erase file, 90 days if made
only for the purpose of writing the minutes
|
W
| |
|
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
|
W
| |
|
Minutes of any kind
|
Retain permanently
|
NA
| |
|
Agendas/meeting notices of any kind
|
Retain permanently
|
NA
| |
|
Ordinances w/affidavits of publication (when appropriate)
|
Retain permanently
|
NA
| |
|
Resolutions
|
Retain permanently
|
NA
| |
|
Engineering and Public Works
| |||
|
Annexation plats
|
Permanent
|
NA
| |
|
Assessor's plats
|
Permanent
|
NA
| |
|
Village map
|
Permanent
|
NA
| |
|
Final subdivision plats
|
Permanent
|
NA
| |
|
House number and address change file
|
Permanent
|
NA
| |
|
Utility permits
|
3 years and destroy
|
W
| |
|
Petitions for street and sewer systems
|
2 years and destroy
|
W
| |
|
Preliminary subdivision plats
|
Permanent
|
W
| |
|
State highway aids program records
|
7 years and destroy provided the record has been audited
|
W
| |
|
Street vacations and dedications, copies
|
Permanent
|
NA
| |
|
Structure plans for municipal buildings and bridges
|
Retain for life of the structure and notify the State Historical
Society
|
N
| |
|
Water, storm, and sanitary sewer main maps
|
Permanent
|
NA
| |
|
Fidelity Bond
| |||
|
Fidelity bond
|
5 years after bond expires and destroy
|
W
| |
|
Fidelity bond book
|
5 years after last bond entered expires and destroy
|
W
| |
|
Oath of office
|
5 years after the term of service covered by the oath has ended
and destroy
|
W
| |
|
Fire Department
| |||
|
Fire call reports
|
7 years
|
W
| |
|
First responder call reports
|
7 years
|
W
| |
|
Fleet maintenance records
|
Life of unit
|
W
| |
|
Fire personnel records
|
7 years after employee termination
|
W
| |
|
Legal Opinions
| |||
|
Legal opinions
|
Permanent
|
NA
| |
|
Licenses and Permits
| |||
|
Applications accepted and rejected — zoning
|
Permanent
|
W
| |
|
All liquor and beer related license and applications
|
4 years and destroy
|
W
| |
|
Cat and dog licenses monthly reported to County Clerk (by Treasurer)
|
3 years and destroy
|
W
| |
|
License stubs
|
All liquor and beer related license stubs 4 years. All other
stubs 3 years and destroy
|
W
| |
|
Receipts
|
7 years and destroy
|
W
| |
|
Municipal Borrowing
| |||
|
Bond payment register
|
7 years after bond issue expires or following payment of all
outstanding matured bonds/notes/coupons, whichever is later, and destroy
|
W
| |
|
Bond procedure record
|
7 years after bond issue expires and destroy
|
W
| |
|
Bond register
|
7 years after bond issue expires and destroy
|
W
| |
|
Cancelled bonds, coupons, and promissory notes
|
Until audited and destroy
|
W
| |
|
Certificates of destruction
|
7 years after bond issue expires or following payment of all
outstanding matured bonds/notes/coupons, whichever is later, and destroy
|
W
| |
|
Parks
| |||
|
Aerial photographs
|
Permanent
|
NA
| |
|
Master park plan
|
Permanent
|
NA
| |
|
Master reservation book
|
2 years and destroy
|
W
| |
|
Plats
|
Permanent
|
NA
| |
|
Records of the Board of Park, commissioners (includes minutes
of the meetings of the Board and supporting documents submitted to
the Board)
|
Permanent
|
NA
| |
|
Reservation requests
|
90 days and destroy. If payment receipts are attached, retain
7 years and destroy provided record has been audited
|
W
| |
|
Payroll
| |||
|
Annual report of federal income tax withheld
|
7 years and destroy
|
W
| |
|
Employee earning records
|
7 years and destroy
|
W
| |
|
Employee enrollment and waiver cards
|
7 years after being superseded or terminated and destroy
|
W
| |
|
Employee's Wisconsin withholding exemption certificate
|
7 years after being superseded and destroy
|
W
| |
|
Employee's withholding allowance certificate
|
7 years after being superseded and destroy
|
W
| |
|
Employer's annual reconciliation of Wisconsin income tax
withheld from wages
|
7 years and destroy provided record has been audited
|
W
| |
|
Federal deposit records
|
7 years and destroy provided record has been audited
|
W
| |
|
Payroll check register
|
7 years and destroy provided record has been audited
|
W
| |
|
Payroll distribution record
|
7 years and destroy provided record has been audited
|
W
| |
|
Payroll support records
|
7 years and destroy provided the record has been audited
|
W
| |
|
Payroll voucher
|
7 years and destroy provided record has been audited
|
W
| |
|
Quarterly report of federal income tax withheld
|
7 years and destroy provided record has been audited
|
W
| |
|
Quarterly report, payroll summary
|
7 years and destroy provided record has been audited
|
W
| |
|
Report of Wisconsin income tax withheld
|
7 years and destroy provided record has been audited
|
W
| |
|
State's quarterly report of wages paid
|
7 years and destroy provided record has been audited
|
W
| |
|
Wage and tax statement
|
7 years and destroy provided record has been audited
|
W
| |
|
Police Department
| |||
|
Accident reports
|
Permanent
|
W
| |
|
Annual report
|
7 years
|
W
| |
|
Audio/video recordings
|
Dependant on case type minimum 120 days
|
W
| |
|
Bond receipts
|
7 years
|
W
| |
|
Citations/warning/ equipment violations
|
7 years
|
W
| |
|
Citizen complaints
|
7 years
|
W
| |
|
Department job applications
|
10 years
|
W
| |
|
Department reports, data and graphs
|
7 years
|
W
| |
|
Fleet maintenance records
|
Life of unit
|
W
| |
|
Homicide or suspicious death
|
Permanent; includes all associated notes, audio/video files,
statements, documents or any other item associated with the incident
reported
|
NA
| |
|
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
|
W
| |
|
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
|
W
| |
|
Pay, vacation, compensatory time records
|
7 years after employee termination
|
W
| |
|
Photographs (case related)
|
Time assigned to incident type
|
W
| |
|
Police disciplinary record
|
Permanent
|
W
| |
|
Police personnel records
|
7 years after employee termination
|
W
| |
|
Property records (case related)
|
Time assigned to incident type
|
W
| |
|
Property records (disposed property)
|
7 years
|
W
| |
|
Request for open records
|
7 years
|
W
| |
|
Time and criminal history logs
|
2 years
|
W
| |
|
Training and recertification records
|
Length of employment, plus 1 year
|
W
| |
|
Video — in squad (if required for court)
|
Until conviction and appeal or release from prosecuting attorney
|
W
| |
|
Video — in squad
|
120 days from last event recorded (VHS tapes only) Digital actual
date of incident
|
W
| |
|
Video — interrogation room
|
Dependent on case type
|
W
| |
|
Village complex security/files
|
120 days
|
W
| |
|
Work schedules — squad assignments
|
5 years (calendar year)
|
W
| |
|
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
|
W
| |
|
As-built tracings
|
Retain for the life of the project or structure and notify the
State Historical Society
|
N
| |
|
Bid bond
|
Retain in the contract file 7 years after completion of the
project and destroy. For unsuccessful bidders, retain 2 years and
destroy
|
W
| |
|
Bid tabulations
|
2 years and destroy
|
W
| |
|
Bidder's proof of responsibility
|
Retain in the contract file 7 years after completion of the
project and destroy. For unsuccessful bidders, retain 2 years and
destroy
|
W
| |
|
Bids
|
Retain in the contract file 7 years after completion of the
project and destroy. For unsuccessful bidders, retain 2 years and
destroy
|
W
| |
|
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
|
N
| |
|
Certified check
|
Retain until the contract has been signed and return to bidder
|
W
| |
|
Contract
|
Retain in the contract file 7 years after completion of the
project and destroy
|
W
| |
|
Master project files
|
20 years after the life of the structure and notify the State
Historical Society
|
N
| |
|
Notice to contractors
|
Retain in the contract file 7 years after completion of the
project and destroy. For unsuccessful bidders, retain 2 years and
destroy
|
W
| |
|
Performance bond
|
Retain in the contract file 7 years after completion of the
project and destroy
|
W
| |
|
Purchasing
| |||
|
Bids, successful
|
7 years after the contract has expired and destroy
|
W
| |
|
Bids, unsuccessful
|
1 year after purchase order issued
|
W
| |
|
Inventory of property
|
Retain until superseded and destroy
|
W
| |
|
Receiving report
|
7 years and destroy
|
W
| |
|
Real Property Records
| |||
|
Abstracts and certificates of title
|
Permanent
|
NA
| |
|
Deeds
|
Permanent
|
NA
| |
|
Easements
|
Permanent
|
NA
| |
|
Leases
|
7 years after termination of lease and destroy
|
W
| |
|
Plats
|
Permanent
|
NA
| |
|
Vacation or alteration of plat
|
Permanent
|
NA
| |
|
Sanitation and Consumer Protection
| |||
|
Complaints and follow-up reports
|
5 years from the date the complaint was resolved and destroy
|
W
| |
|
Open air burning permits
|
6 months and destroy
|
W
| |
|
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
|
W
| |
|
Septic tank permits
|
Permanent
|
NA
| |
|
Special Assessments
| |||
|
Certified special assessment roll
|
7 years after collection is completed
|
W
| |
|
Final resolution
|
Permanent
|
NA
| |
|
Preliminary resolution
|
2 years and destroy provided a copy of the report is on file
with the public works project records
|
W
| |
|
Report on special assessment notice and hearing
|
2 years and destroy provided a copy of the report is on file
with the public works project records
|
W
| |
|
Special assessment payment register
|
7 years after collection is completed
|
W
| |
|
Statement of new special assessments
|
5 years and destroy provided record has been audited
|
W
| |
|
Waiver of special assessment notice and hearing
|
1 year after the final audit resolution is approved and destroy
|
W
| |
|
Streets and Highways
| |||
|
Fuel usage reports
|
2 years after created or superseded and destroy
|
W
| |
|
Heavy equipment and vehicle inventory ledger
|
Retain for the life of the equipment and/or vehicle or until
the inventory ledger is superseded and destroy
|
W
| |
|
Street and sidewalk maintenance and repair records
|
25 years and destroy
|
W
| |
|
Tree planting, inspection, trimming and removal records
|
25 years and destroy
|
W
| |
|
Complaint ledger
|
2 years and destroy
|
W
| |
|
Street operations file
|
2 years after created or superseded and destroy
|
W
| |
|
Vehicle maintenance histories
|
Retain for the life of the vehicle and destroy
|
W
| |
|
Tax Calculation
| |||
|
Certificates of apportionment
|
3 years and destroy provided the record has been audited
|
W
| |
|
Explanation of property tax credit certification
|
5 years and destroy provided record has been audited
|
W
| |
|
Final work sheet for determining allowable levy
|
5 years and destroy provided record has been audited
|
W
| |
|
General property tax credit certification
|
5 years and destroy provided record has been audited
|
W
| |
|
Personal property tax roll
|
Retain 15 years and destroy
|
W
| |
|
Real property tax roll
|
This record is transferred to the county treasurer
|
NA
| |
|
State shared aid payment notices, any and all
|
Retain 6 years and destroy provided record has been audited
|
W
| |
|
Statement of new special assessments
|
5 years and destroy provided record has been audited
|
W
| |
|
Statement of sewer service charges
|
5 years and destroy provided record has been audited
|
W
| |
|
Statement of taxes
|
Retain final copy permanently
|
NA
| |
|
Tax levy certification of the school district Clerk
|
3 years and destroy provided the record has been audited
|
W
| |
|
Tax Collection
| |||
|
Escrow account list
|
Retain until superseded and destroy
|
W
| |
|
Municipal Treasurer's settlement
|
5 years and destroy provided record has been audited
|
W
| |
|
Personal property tax roll
|
15 years and destroy
|
W
| |
|
Receipts
|
For cities and villages, retain 7 years and destroy provided
record has been audited; for towns, retain 15 years and destroy
|
W
| |
|
Statement of taxes remaining unpaid
|
Retain with the tax roll (county treasurer)
|
W
| |
|
Tax settlement receipt
|
5 years and destroy provided record has been audited
|
W
| |
|
Treasurer's Records
| |||
|
All receipts
|
7 years
|
W
| |
|
Bank credit/debit notices
|
7 years after audit and destroy
|
W
| |
|
Bank reconciliation
|
7 years and destroy
|
W
| |
|
Bank statements
|
7 years and destroy
|
W
| |
|
Cancelled order checks
|
7 years and destroy
|
W
| |
|
Cashbook
|
15 years and destroy
|
W
| |
|
Check register
|
7 years and destroy
|
W
| |
|
Duplicate deposit tickets
|
7 years after audit and destroy
|
W
| |
|
Investment records
|
7 years and destroy
|
W
| |
|
Lists of outstanding checks
|
7 years and destroy
|
W
| |
|
Utility Records (Water and Sewer)
| |||
|
Collection reports, summaries, bill stubs bill copies, customer
account adjustments, high bill complaints
|
3 years
|
W
| |
|
Customer applications, contracts, deposit records, interest
receipts
|
3 years
|
W
| |
|
Customer ledgers, bill summaries, trial balances, account indices
|
3 years
|
W
| |
|
Meter reading records
|
2 years
|
W
| |
|
Records of inventory, inventory disposition and scrap
|
3 years
|
W
| |
|
Revenue summaries
|
7 years
|
W
| |
|
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
|
W
| |
|
Schematics of private water and sewer lines from house connection
to street main connection (provided by inspector)
|
Permanent
|
NA
| |
|
Voters, Campaign and Election Records
| |||
|
Active registration cards
|
Retain the active file as long as current
|
W
| |
|
Applications for absentee ballots
|
90 days after the election and destroy provided applications
for federal elections are retained 22 months and destroyed
|
W
| |
|
Ballots, voting machine records, tally sheets, inspector statement
of defective and challenged ballots — federal elections
|
Retain for 22 months and destroy
|
W
| |
|
Campaign financial reports (EB-2)
|
6 years and destroy
|
W
| |
|
Campaign registration statements (EB-1)
|
6 years and destroy
|
W
| |
|
Cancelled registration cards
|
4 years after cancellation and destroy
|
W
| |
|
Election notices in Villages
|
1 year after the date of the election and destroy
|
W
| |
|
Inspectors statement of defective and challenged ballots —
local elections
|
90 days after the election and destroy
|
W
| |
|
Nomination papers
|
90 days after the election and destroy
|
W
| |
|
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
|
W
| |
|
Poll list and registry list
|
2 years after a nonpartisan primary or election, 4 years after
partisan primary or election
|
W
| |
|
Tally sheets — local elections
|
90 days after the election and destroy
|
W
| |
B.
No records may be destroyed:
(1)
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
(2)
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.