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Municipal Code

Chapter 4. Finance and Personnel

Sec. 4-06. Destruction of obsolete public records.

(1) Financial records. The city clerk may destroy the following nonutility records of which the city clerk is the legal custodian and which are considered obsolete, after the completion of an audit by an auditor licensed under chapter 442 Wis. Stats., but not less than seven years after payment or receipt of any sum involved in the particular transaction, unless a shorter period has been fixed or will in the future be fixed by the state public records board, pursuant to 16.61(3)(e) Wis. Stats. and then after such shorter period:

  1. Bank statements, deposit books, slips and stubs.
  2. Bonds and coupons after maturity.
  3. Canceled checks, duplicates and check stubs.
  4. License and permit applications, stubs and duplicates.
  5. Official bonds.
  6. Payrolls and other time and employment records of personnel included under the Wisconsin Retirement Plan.
  7. Receipt forms.
  8. Special assessment records.
  9. Vouchers, requisitions, purchase orders and all supporting documents pertaining thereto.
  10. Vouchers and supporting documents pertaining to charges not included in plant accounts of municipal utilities and the wastewater utility.
  11. Other municipal utility and wastewater utility records, with the written approval of the state public service commission.

(2) Utility records. The city clerk may destroy the following records of any municipal utility, subject to the regulations by the state public service commission, and the wastewater utility of the city, of which the clerk is the legal custodian and which are considered obsolete, after completion of an audit by an auditor licensed under chapter 442 Wis. Stats., but not less than two years after payment or receipt of the sum involved in the applicable transaction:

  1. Water stubs.
  2. Sewer rental charge stubs.
  3. Receipts of current billings.
  4. Customers' ledgers.

(3) Other records. The city clerk may destroy the following records of which the clerk is the legal custodian and which are considered obsolete, but not less than seven years after the record was effective:

  1. Assessment rolls and related records, including board of review minutes.
  2. Contracts and papers relating thereto.
  3. Correspondence and communications.
  4. Financial reports other than annual financial reports.
  5. Insurance policies.
  6. Oaths of office.
  7. Reports of boards, commissions, committees and officials duplicated in the council minutes.
  8. Resolutions and petitions.
  9. Voter cards.

(4) Notice required. Prior to the destruction of any public record described above, at least 60 days' notice shall be given the state historical society pursuant to 19.21(5)(d)1 Wis. Stats.

(5) Interpretation. This section shall not be construed to authorize the destruction of any public record after a lesser period than that prescribed by statute or state administrative regulation.

(Code 1982, 3.09)