(a) Each elected official is the legal custodian of his or her records and the records of his or her office, but the official may designate the Village Administrator-Clerk-Treasurer to act as the legal custodian.
(b) Unless provided in Subsection (c), the Village Administrator-Clerk-Treasurer or his/her designee shall act as legal custodian for the Village of Edgar and for any committees, commissions, boards, or other authorities created by ordinance or resolution of the Village Board. The following offices or authorities shall have as a legal custodian of records the individual so named.
Authority | Designated Legal Custodian |
General Village Records (including Board Records) | Village Administrator-Clerk-Treasurer |
Village Financial Records | Village Administrator-Clerk-Treasurer |
Police Department | Chief of Police |
Fire Department | Fire Chief |
(c) For every authority not specified in Subsections (a) and (b), the authority's chief administrative officer is the legal custodian for the authority, but the officer may designate an employee of his or her staff to act as the legal custodian.
(d) Each legal custodian shall name a person to act as legal custodian in his or her absence or in the absence of his or her designee, and each legal custodian shall send notice of the designated deputy to the Village Administrator-Clerk-Treasurer.
(e) The Village Administrator-Clerk-Treasurer shall establish criteria for establishing the records system and shall cause the department/office records system to be reviewed on an annual basis.