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 Marion 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 §
198-3 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.
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 12-10-2012 by Ord. No. 2012-001]
[Amended 5-12-2008; 12-10-2012 by Ord. No. 2012-001; 8-12-2019 by Ord. No.
2019-004]
A. General records schedule adopted. The City of Marion hereby adopts,
by reference, the Wisconsin Municipal Records Schedule (hereinafter,
"Records Schedule"), 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. A copy of
the Records Schedule will be kept on file in the City Clerk's
office located at 217 N. Main Street and made available for public
viewing during regular office hours Monday through Thursday, 8:00
a.m. to 4:00 p.m.
B. Other records. In the event the City creates a record not contemplated
by the 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 Schedule
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.
Any City officer or the director of any department or division of City government may, subject to the approval of the City Clerk-Treasurer, 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 §§
198-4 through
198-6 of this chapter.