§ 2-622. Destruction of records.

(a)

Village officers may destroy the following nonutility financial records of which they are the legal custodians and which are considered obsolete, after completion of any required audit by the bureau of municipal audit or an auditor licensed under Wis. Stats. ch. 442, 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 by the state public records board pursuant to Wis. Stats. § 16.61(3)(e), 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)

Payrolls and other time and employment records of personnel included under the Wisconsin Retirement Fund.

(6)

Receipt forms.

(7)

Special assessment records.

(8)

Vouchers, requisitions, purchase orders and all other supporting documents pertaining thereto.

(b)

Village officers may destroy the following utility records of which they are the legal custodians and which are considered obsolete after completion of any required audit by the bureau of municipal audit or an auditor licensed under Wis. Stats. ch. 442, subject to state public service commission regulations, but not less than seven years after the record was effective unless a shorter period has been fixed by the state public records board pursuant to Wis. Stats. § 16.61(3)(e), and then after such a shorter period, except that water stubs, receipts of current billings and customers' ledgers may be destroyed not less than two years after payment or receipt of the sum involved or the effective date of said record:

(1)

Contracts and papers relating thereto.

(2)

Excavation permits.

(3)

Inspection records.

(c)

Village officers may destroy the following records of which they are the legal custodian and which are considered obsolete, but not less than seven years after the record was effective unless another period has been set by statute, and then after such a period, or unless a shorter period has been fixed by the state public records board pursuant to Wis. Stats. § 16.61(3)(e), and then after such a shorter period:

(1)

Contracts and papers relating thereto.

(2)

Correspondence and communications.

(3)

Financial reports other than annual financial reports.

(4)

Justice dockets.

(5)

Oaths of office.

(6)

Reports of village boards, commissions, committees and officials duplicated in the village board proceedings.

(7)

Election notices and proofs of publication.

(8)

Canceled voter registration cards.

(9)

Official bonds.

(10)

Police records other than investigative records.

(11)

Resolutions and petitions, providing the text of the same appears in the official village minutes.

(d)

Notwithstanding the above provisions appearing in this section, it is intended hereby that election materials may be destroyed according to lesser time schedules as made and provided in Wis. Stats. § 7.23.

(e)

Unless notice is waived by the state historical society, at least 60 days' notice in writing shall be given to the state historical society prior to the destruction of any record as provided by Wis. Stats. § 19.21(4)(a).

(f)

Any tape recordings of a governmental meeting of the village may be destroyed, erased or reused no sooner than 90 days after the minutes of the meeting have been approved and posted/published, if the purpose of the recording was to make minutes of the meeting.

(Code 1989, § 3-3-7)

State law reference

Destruction of obsolete public records, Wis. Stats. § 19.21(4).