(a) Historical Society notification. As required by Wis. Stats. § 19.21(4)(a), the State Historical Society of Wisconsin shall be notified at least 60 days prior to the destruction of any records. Should the SHSW decline the records and/or waive the notification requirement, the village shall notify the local historical group of records to be destroyed, currently, the Greater Turtle Lake Area Association (GTLAA), and if the GTLAA declines the records, the village shall notify the County Historical Museums in Barron and Polk Counties, at least 30 days prior to the destruction of any records.
(b) Public notice. Prior to destruction, a notice shall be published in the village’s official newspaper at least once, unless a Class II notice is prescribed by law, which shall include the category of records to be destroyed, brief description of the type of record scheduled to be destroyed, dates and times that the records are available for public inspection, and the expected date of destruction.
(c) Destruction pending litigation. No record subject to pending litigation shall be destroyed until the litigation is resolved and permission is obtained from the village’s Attorney.
(d) Nonutility records. Village officers or employees may destroy any nonutility financial records of which they are the legal custodians and which are considered obsolete, after completion of any required audit by the Department of Revenue or an auditor licensed under Wis. Stats. Chapter 442, but not until the retention period specified in the record retention and disposition schedule in § 3-3-8 for that record has expired.
(e) Utility records. Village officers or employees may destroy any 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. Chapter 442, subject to State Public Service Commission regulations, but not until the retention period specified in the record retention and disposition schedule in § 3-3-8 for that record has expired.
(f) Obsolete records. Village officers or employees may destroy any records of which they are the legal custodian and which are considered obsolete, but not until the retention period specified in the record retention and disposition schedule in § 3-3-8 for that record has expired.
(g) Election materials. 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.
(h) Public records. This ordinance shall not be construed to authorize the destruction of any public record after a period shorter than that prescribed by state statute or administrative rules.
(Ord. 3-3-1 to 3-3-9, passed 4-18-2016)