[HISTORY: Adopted by the Village Board of the Village of Allouez at time of adoption of Code (see Ch. 1, General Provisions, Art. II). Amendments noted where applicable.]
As used in this article, the following terms shall have the meanings indicated:
LOCAL PUBLIC OFFICE
Has the meaning given in § 19.42(7w), Wis. Stats., and also includes any appointive office or position of the Village of Allouez government unit in which an individual serves as the head of a department, agency or division of the Village of Allouez, but does not include any office or position filed by a municipal employee as defined in §111.70(1)(i), Wis. Stats.
The following shall constitute local public offices in the Village of Allouez for the purposes of § 19.34(1), Wis. Stats.:
A. 
Village Administrator.
B. 
Village Clerk-Treasurer.
C. 
Director of Parks, Recreation and Forestry.
D. 
Building Inspector.
E. 
Director of Public Works.
F. 
Village Assessor.
G. 
Zoning Administrator.
H. 
Code and Safety Enforcement Coordinator.
The purpose of this article is to provide a standardization in the Village of Allouez for the retention, destruction and transfer of its records so that the accumulation of records does not become overburdensome.
A. 
Seven years. The following records shall be retained for a period of seven years, after which they may be destroyed provided that the records have been audited:
(1) 
Purchase invoices.
(2) 
Vouchers.
(3) 
Accounts receivable invoices.
(4) 
Receipts.
A. 
Seven years. The following records shall be retained for a period of seven years, after which they may be destroyed:
(1) 
Bank statements.
(2) 
Cancelled order checks.
(3) 
Lists of outstanding checks.
(4) 
Check registers.
(5) 
Investment records.
(6) 
All receipts.
B. 
One year. The following records shall be retained for a period of one year after the record has been audited, after which they may be destroyed:
(1) 
Duplicate deposit tickets.
(2) 
Bank credit/debit notices.
The following records shall be retained for a period of seven years after final action of the Board of Review or after the completion of an appeal, whichever last occurs, after which they may be destroyed (or erased if tapes):
A. 
Objection to property assessment and its supporting documentation.
B. 
Proceedings of the Board of Review, including but not limited to all recordings in any media and any transcriptions thereof.
C. 
Notice of determination of the Board of Review.
The following records shall be retained for the period of time designated, after which they may be destroyed (or erased if tapes):
A. 
Citations and accompanying documentation sent through the Allouez Municipal Court: seven years.
B. 
Court statistical reports: seven years.
C. 
Municipal Court correspondence: seven years.
D. 
Investigation and citation records, ordinance violation citation: two years.
E. 
Parking tickets: one year from payment of fine, or from the dismissal, stipulation, findings of fact, or other court order.
[Amended 7-20-2021 by Ord. No. 2021-03]
F. 
Uniform traffic citations: one year after being closed, disposed of or cancelled.
G. 
Electronic recordings of court proceedings which were not appealed: six months.
A. 
Seven years. The following records shall be retained for a period of seven years, after which they may be destroyed:
(1) 
Permit fee receipts, provided that the record has been audited.
(2) 
Permit ledger.
B. 
Four years. The following records shall be retained for a period of four years, after which they may be destroyed:
(1) 
State-approved commercial building plans; notify the State Historical Society.
C. 
Three years. The following records shall be retained for a period of three years, after which they may be destroyed:
(1) 
Energy calculation worksheets.
D. 
Life of structure. The following records shall be retained for the life of the structure:
(1) 
Applications and permits.
(2) 
Code compliance inspection reports.
(3) 
Inspection address files.
E. 
Permanent. The following records shall be retained permanently:
(1) 
Certificates of occupancy, until superseded whereupon the superseded certificate may be destroyed.
(2) 
Board of Appeals records, including minutes of the meetings and all supporting documents, except that office reference copies may be destroyed after a period of five years.
The following records shall be retained for the period of time designated, after which they may be destroyed:
A. 
Cashbooks: 15 years.
B. 
Bank reconciliations: seven years.
C. 
Bank statements: seven years.
D. 
Cancelled order checks: seven years.
E. 
Lists of outstanding checks: seven years.
F. 
Check registers: seven years.
G. 
Investment records: seven years.
H. 
Receipts: seven years.
I. 
Duplicate deposit tickets: one year after audit.
J. 
Bank credit/debit notices: one year after audit.
K. 
Daily cash drawer reconciliation: one year after audit.
All records, materials and supplies for the following designated periods may be destroyed according to the following schedule, except that if there is a recount or litigation pending with respect to the election, destruction or retention shall be determined by federal or state law, or by court order or judgment:
A. 
Designation by Clerk-Treasurer. The following records shall be retained until after the statutory deadline for filing a recount petition (now three business days after completion of the canvass), after which they may be destroyed as directed by the Village Clerk-Treasurer:
(1) 
Contents of a blank ballot box and unused ballots and materials.
(2) 
Voter serial number slips.
B. 
Ten years after the voting day for an election.
(1) 
Official canvass statements.
C. 
Six years.
(1) 
Campaign registration statements, after the registrant is no longer a candidate.
(2) 
Campaign finance reports, after date of receipt.
D. 
Four years.
(1) 
Registration and poll lists for partisan primary or general election.
(2) 
Cancelled registration cards.
E. 
Two years.
(1) 
Registration and poll lists for a nonpartisan primary or election.
F. 
Twenty-two months (federal elections: President, Senator and Congress).
(1) 
Ballots, voting machine records, tally sheets, and inspector statement of defective and challenged ballots.
(2) 
Applications for absentee ballots.
(3) 
Forms (tally sheets, inspector's statements, nomination papers, etc.).
(4) 
Election notices.
(5) 
Proofs of publication and correspondence relating to publications.
G. 
Twenty-two months (federal, state, county and local offices).
(1) 
Recorded data transferred from recording units on electronic voting equipment.
H. 
One year (state, county and local offices).
(1) 
Proofs of publication and correspondence relating to publications.
I. 
Ninety days.
(1) 
Election notices.
J. 
Ninety days (state, county and local offices).
(1) 
Applications for absentee ballots.
(2) 
Forms (tally sheets, inspector's statements, nomination papers, etc.).
(3) 
Paper ballots and voting machine recorders.
K. 
Thirty days (state, county and local offices).
(1) 
Ballots.
L. 
Twenty-one days after general election.
(1) 
Data from a detachable recording unit on electronic voting equipment, provided that the information has been transferred to a retrievable recorded medium.
M. 
Fourteen days after primary election.
(1) 
Data from a detachable recording unit on electronic voting equipment, provided that the information has been transferred to a retrievable recorded medium.
N. 
Designation by Governor (if a special election is called).
(1) 
Data from a detachable recording unit on electronic voting equipment, provided that the information has been transferred to a retrievable recorded medium.
O. 
Active registration cards: retain as long as current.
A. 
Permanent. The following records shall be retained permanently:
(1) 
Field notes.
(2) 
Benchmark books.
(3) 
Section corner monument logs.
(4) 
Village maps.
(5) 
Water, storm and sanitary sewer main maps.
(6) 
Profile and grade books.
(7) 
Excavation plans of private utilities.
(8) 
Index to maps.
(9) 
Final subdivision plats.
(10) 
Annexation plats.
(11) 
Assessor's plats.
(12) 
Annual reports.
(13) 
House number and address change files.
(14) 
Street vacations and dedications: retain for active reference life and destroy.
B. 
Until superseded. The following records shall be retained until superseded by a more recent photograph, document, record or final plat, after which they may be destroyed:
(1) 
Aerial photographs.
(2) 
Preliminary subdivision plats.
(3) 
TV sewer inspection records.
C. 
Retention for term. The following records shall be retained for the period of time designated, after which they may be destroyed:
(1) 
Special assessment calculations: two years.
(2) 
State highway aids program, provided that the record has been audited: seven years.
(3) 
Permits, including permits for the excavation of streets by private utility companies: three years.
(4) 
Petitions for street and sewer systems: two years.
D. 
Miscellaneous. Structural plans for municipal buildings and bridges shall be retained for the life of the structure, after which they shall be transferred to the State Historical Society subject to its discretion to retain or destroy.
A. 
Five years. The following records shall be retained for a period of five years after the event specified, after which they may be destroyed:
(1) 
Fidelity bond (after bond expires).
(2) 
Fidelity bond book (after last bond entered expires).
(3) 
Oaths of office (after the term of service covered by the oath has ended).
A. 
Fifteen years. The following records shall be retained for a period of 15 years, after which they may be destroyed:
(1) 
Receipts journals.
(2) 
Voucher/order registers.
(3) 
General journals.
(4) 
Journal vouchers.
(5) 
Appropriation journals.
(6) 
Appropriation journal vouchers.
B. 
Miscellaneous.
(1) 
General ledgers shall be retained for a period of 15 years, after which they shall be transferred to the State Historical Society subject to its discretion to retain or destroy.
(2) 
Trial balances shall be retained until audited, after which they may be destroyed.
The following records shall be retained for the period of time designated, after which they may be destroyed:
A. 
Receipts: seven years.
B. 
Liquor and beer related license applications (accepted and rejected): four years.
C. 
Liquor and beer related license stubs: four years.
D. 
License applications (accepted and rejected), not liquor or beer related: three years.
E. 
License stubs, not liquor or beer related: three years.
F. 
Dog licenses reported to County Clerk by Clerk-Treasurer: three years.
A. 
Seven years. The following records shall be retained for a period of seven years after the bond issue expires, after which they may be destroyed:
(1) 
Bond procedure records.
(2) 
Bond registers.
B. 
Seven years; payment. The following records shall be retained for a period of seven years after the bond issue expires or after payment of all outstanding matured bonds, notes and coupons, whichever is later, after which they may be destroyed:
(1) 
Bond payment registers.
(2) 
Certificates of destruction.
C. 
Miscellaneous. Cancelled bonds, coupons and promissory notes shall be retained until they are audited, after which they may be destroyed.
A. 
Twenty-five years. The following records shall be retained for a period of 25 years, after which they may be destroyed:
(1) 
Tree planting, inspection, trimming and removal records.
B. 
Permanent. The following records shall be retained permanently, or may be transferred to the State Historical Society subject to its discretion to retain or destroy:
(1) 
Master park plans.
(2) 
Plats.
(3) 
Aerial photographs.
C. 
Miscellaneous.
(1) 
Master Reservation Book: two years and destroy.
(2) 
Reservation requests: 30 days and destroy. If payment receipts are attached retain for seven years and destroy, provided that the record has been audited.
(3) 
Supervisor's daily report of work completed: two years and destroy.
A. 
Five years; audit. The following records shall be retained for a period of five years, after which they may be destroyed, provided that they have been audited:
(1) 
Payroll check registers.
(2) 
Payroll distribution records.
(3) 
Payroll vouchers.
(4) 
Cancelled payroll checks.
(5) 
Wage and tax statements.
(6) 
Reports of Wisconsin income tax withheld.
(7) 
Employer's annual reconciliation of Wisconsin income tax withheld from wages.
(8) 
Federal deposit tax stubs.
(9) 
Quarterly report of federal income tax withheld.
(10) 
Wisconsin quarterly report of wages paid.
(11) 
Monthly memorandum reports.
(12) 
Quarterly reports, payroll summaries.
(13) 
Premium due notices.
B. 
Miscellaneous. The following records shall be retained for the period of time designated after which they may be destroyed:
(1) 
Employee earning records: five years.
(2) 
Annual report of federal income tax withheld: five years.
(3) 
Employee's withholding allowance certificate: five years after being superseded.
(4) 
Employee's Wisconsin withholding exemption certificate: five years or after being superseded, whichever is latest.
(5) 
Employee enrollment and waiver card: two years after being superseded or after employee is no longer employed.
(6) 
Payroll support records: two years, provided that records have been audited.
The following records shall be retained for the period of time designated, after which they may be destroyed:
A. 
Successful bidders:
(1) 
Notice to contractors: seven years after completion of project.
(2) 
Bid bond: seven years after completion of project.
(3) 
Bidder's proof of responsibility: seven years after completion of project.
(4) 
Bids: seven years after completion of project.
(5) 
Affidavit of organization and authority: seven years after completion of project.
B. 
Unsuccessful bidders:
(1) 
Notice to contractors: two years.
(2) 
Bid bond: two years.
(3) 
Bidder's proof of responsibility: two years.
(4) 
Bids: two years.
(5) 
Affidavit of organization and authority: two years.
C. 
Miscellaneous.
(1) 
Certified check: return to bidder after contract is signed.
(2) 
Bid tabulations: two years.
(3) 
Performance bond: seven years after completion of project.
(4) 
Contract: seven years after completion of project.
(5) 
Blueprints: until superseded by as-built tracings.
(6) 
Master project files: 20 years after the life of the structure and notify the State Historical Society.
(7) 
As-built tracings: for the life of the project or structure and notify the State Historical Society.
The following records shall be retained for the period of time designated, after which they may be destroyed:
A. 
Purchase orders: seven years.
B. 
Receiving reports: seven years.
C. 
Successful bids: seven years after the contract has expired.
D. 
Purchase requisitions: one year after audit.
E. 
Unsuccessful bids: one year after audit.
F. 
Inventory of property: until superseded.
A. 
Permanent retention. The following records shall be retained permanently:
(1) 
Deeds.
(2) 
Opinions of title.
(3) 
Abstracts and certificates of title.
(4) 
Title insurance policies.
(5) 
Plats.
(6) 
Easements.
(7) 
Vacations or alterations of plats.
B. 
Miscellaneous. The following records shall be retained for the period of time designated, after which they may be destroyed:
(1) 
Leases: seven years after termination.
The following records shall be retained for the period of time designated, after which they may be destroyed:
A. 
Final resolutions: permanent retention.
B. 
Statement of new special assessments: five years, provided that record has been audited.
C. 
Preliminary resolution: two years, provided that a copy is on file with the public works project records.
D. 
Report on special assessment projects: two years, provided that a copy is on file with the public works project records.
E. 
Waiver of special assessment notice and hearing: one year or one year after final resolution is approved, whichever is longest.
F. 
Certified special assessment rolls: seven years or until all assessments are collected, whichever is longest.
G. 
Special assessment payment registers: seven years or until all assessments are collected, whichever is longest.
The following records shall be retained for the period of time designated, after which they may be destroyed:
A. 
Street and sidewalk maintenance and repair records: 25 years.
B. 
Purchasing records: seven years, provided that the record has been audited.
C. 
Street operations files: two years after created or superseded.
D. 
Fuel usage reports: two years after created or superseded.
E. 
Vehicle usage reports: two years, provided that the record has been audited.
F. 
Heavy equipment and vehicle inventory ledgers: for life of equipment or vehicle, or until the inventory ledger is superseded.
G. 
Vehicle maintenance histories: for the life of the vehicle.
H. 
Vehicle expense reports: for the life of the vehicle.
I. 
Annual reports: retain permanently.
J. 
Complaint ledger: two years.
The following records shall be retained for the period of time designated, after which they may be destroyed, provided that they have been audited:
A. 
Tax levy certifications of the School District Clerk: three years.
B. 
Certificates of apportionment: three years.
C. 
State shared aid payment notices: six years.
D. 
Final worksheets for determining allowable levy: five years.
E. 
Statement of taxes: for permanent retention, or transfer to State Historical Society subject to its discretion to retain or destroy.
F. 
Statements of new special assessments: five years.
G. 
Statements of new sewer service charges: five years.
H. 
General property tax credit certifications: five years.
I. 
Explanations of property tax credit certifications: five years.
J. 
Personal property tax rolls: 15 years and notify the State Historical Society.
The following records shall be retained for the period of time designated, after which they may be destroyed, provided that they have been audited:
A. 
Receipts: seven years.
B. 
Tax collection blotters: until after audit.
C. 
Statement of taxes remaining unpaid: to be retained with tax roll.
D. 
Tax settlement receipt: five years.
E. 
Municipal Clerk-Treasurer's settlements: five years.
F. 
Personal property tax roll: 15 years and notify the State Historical Society.
The following records shall be retained for the period of time designated, after which they may be destroyed (or erased if tapes):
A. 
Minutes of any kind: retain permanently.
B. 
Recorded media (including audiotapes, videotapes, and recordings in any other media): 90 days if made only for the purpose of writing the minutes; one year for all other purposes.
C. 
Ordinances: retain permanently.
D. 
Resolutions: retain permanently.
E. 
Ordinance books: retain permanently.
F. 
Affidavits of publication of ordinances: retain permanently in the ordinance book.
G. 
Affidavits of publication of other than ordinances: three years.
The following records shall be retained for the period of time designated, after which they may be destroyed:
A. 
Collection reports, summaries, bill stubs, bill copies, customer account adjustments, and high bill complaints: three years.
B. 
Customers' ledgers, bill summaries, trial balances, and account indices: three years.
C. 
Meter reading records: two years.
D. 
Records of inventory, inventory disposition and scrap: three years.
E. 
Revenue summaries: six years.
F. 
Water quality laboratory tests (including deep well and landfill well water analysis detail and summary reports, chemical and bacteriological analysis of municipal drinking water detail and summary reports, municipal drinking water fluoride analysis, and water quality control readings): five years, or one year if information has been transferred to a permanent test site location file.