(A) Financial records. The Village Administrator/Clerk may destroy the following non-utility records of which he or she is the legal custodian and which are considered obsolete after completion of an audit by state auditors or an auditor licensed under Wis. Stats. Chapter 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 or will, in the future, be fixed by the Committee on Public Records, 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) Cancelled 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 state’s Retirement Fund;
(7) Receipt forms;
(8) Special assessment records; and
(9) Vouchers, requisitions, purchase orders, and all other supporting documents pertaining thereto.
(B) Utility records. The Village Administrator/Clerk may destroy the following records of any municipal utility of which he or she is legal custodian and which are considered obsolete after completion of an audit by the state auditors or by an auditor licensed under Wis. Stats. Chapter 442, but not less than two years after payment or receipt of the sum involved in the applicable transaction:
(1) Sewer charge stubs;
(2) Receipts of current billings; and
(3) Customers’ ledgers.
(C) Other records. The Village Administrator/Clerk may destroy the following records of which he or she 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 Village Board minutes; and
(8) Resolutions and petitions.
(D) Notice required. Prior to the destruction of any public record described above, at least 60 days’ notice shall be given to the State Historical Society.
(E) Limitation. This section shall not be construed to authorize the destruction of any public record after a period less than prescribed by statute or state administrative regulation.
(Prior Code, § 1.07)