§ 3-3-10 RECORD RETENTION, DISPOSITION SCHEDULES.

VILLAGE OF TURTLE LAKE RECORD RETENTION AND DISPOSITION SCHEDULE
ADMINISTRATIVE RECORDS
Custodian	Record	Retention Period
Clerk	Agendas	7 years
Clerk	Board meeting audio/video recordings	90 days after approval of written minutes then destroy or erase (if only purpose to assist in minute writing)
Clerk	Fidelity bonds, fidelity bond book	5 years after expiration
Clerk	Legal opinions (Village Attorney interpretation of statutes and ordinances kept for future reference)	Permanent
Clerk	Minute book	Permanent or transfer to SHSW
Clerk	Oaths of office	5 years after term
Clerk	Ordinance Book with attached affidavits of ordinance publication	Permanent or transfer to SHSW
Clerk	Resolutions	Permanent or transfer to SHSW
County	Treasurer’s fidelity bond	5 years after expiration
Clerk	Village-owned real property records	Permanent
LICENSE/PERMIT RECORDS
Custodian	Record	Retention Period
Clerk	All other license/permits specified elsewhere in schedule, including amplified device permits, street use permits, direct seller permits, kennel licenses, and the like	3 years
Clerk	Dog/cat license reports	3 years
Clerk	Liquor, beer, cigarette license applications, records	4 years*
Clerk	Operator, provisional, and temporary server licenses	4 years*
Clerk	Rental housing licenses	7 years after property no longer has rental units
Treasurer	Liquor, beer, and cigarette license receipts	7 years
MUNICIPAL BORROWING RECORDS
Custodian	Record	Retention Period
Clerk	Bond procedure records, registers, cancelled bonds, coupons, promissory notes, certificates of destruction	7 years after bond issue has expired
ELECTION RECORDS
Custodian	Record	Retention Period
Clerk	All election materials and records	As prescribed by Wis. Stats. § 7.23 the Government Accountability Board’s current “Election Administration Manual”
FINANCIAL RECORDS
Custodian	Record	Retention Period
Clerk	Annual reports, annual CT financial reports	Permanent or transfer to SHSW
Clerk	Budget worksheets	3 years
Clerk	Final budget	Permanent
Clerk	Voucher journal (record of original entry)	15 years
Clerk	Purchase invoices, purchase orders, voucher stubs, bank statements and reconciliations	7 years after payment or receipt of funds
Treasurer	Accounts receivable invoices	7 years and destroy after payment or receipt of funds
Treasurer	Duplicate deposit slips	1 year
Treasurer	Receipts, bank statements and reconciliations, investment records	7 years
Treasurer	Receipts journal (record of original entry)	15 years
ASSESSMENT RECORDS
Custodian	Record	Retention Period
Assessor	Assessor’s final report	5 years after info has been
Assessor	Assessor’s final report supplement	5 years
Assessor	Certificate of ORAP valuations PC-219	10 years
Assessor	Deeds (copies)	1 year after transfer to Master Property Record Folder and destroy
Assessor	Index to owners, aerial photographs	Retain until superseded
Assessor	List of Beekeepers, Request for Exemption of Merchandise in Storage, Statement of Merchandise Exempted	3 years
Assessor	Master property record folders	5 years beyond structure life, then transfer to SHSW
Assessor	Notice of increased assessment	7 years
Assessor	Occupational tax returns, merchants’, professions’ statement of property, personal property worksheets/farmers and personal property not used for the production of income, report of inventory location (Form 10)*, Assessor’s personal property summary worksheet	5 years
Assessor	Plats, certified surveys, Assessor’s plats	Permanent
Assessor	State Real Estate Transfer Returns	Transferred to the Master Property Record Folder and destroy
Clerk	Assessment roll, statement of assessment PA-521, final statement of assessment PA-52 IC	Permanent
Clerk	Board of review minute book	7 years and transfer to SHSW
Clerk	Building permit applications (copies)	1 year after transfer to Master Property Record Folder and destroy
Clerk	Form of objection to property assessment, BOR audio tapes, BOR notices of determination	7 years after completion
Clerk	Special assessment final resolutions	Permanent
Clerk	Special assessment records (except resolutions)	7 years
Clerk	Tax exemption reports	10 years
TAX RECORDS
Custodian	Record	Retention Period
Clerk	Final levy worksheet SL-202	5 years
Clerk	Final statement of taxes PA-632A	Permanent or transfer to SHSW
Clerk	Tax levy certifications of school district clerks, certificates of apportionment	3 years
Treasurer	Escrow account list	Retain until superseded
Treasurer	Real and personal property tax roll	15 years and transfer to SHSW if postponed or delinquent taxes are not transferred to the County Treasurer
Treasurer	State shared revenue notices other state and county revenue notices	6 years
Treasurer	Statements of new special assessments PC-506, tax credit certifications PC-201 & PC-201 A, tax settlement receipt PC-502, Municipal Treasurer’s settlement PC-501	5 years
Treasurer	Statement of taxes remaining unpaid	Retain with tax roll
Treasurer	Tax collection receipts	15 years
PUBLIC WORKS RECORDS
Custodian	Record	Retention Period
Clerk	Aerial photographs	Retain until superseded
Clerk	Bid notices and affidavits of publication (if required), all bids successful and unsuccessful, all contracts, all certificates of insurance, all other related records	7 years after contract expiration
Clerk	Final subdivision plats, annexation plats, fire number, and address change file	Permanent
Clerk	Inventory of Village Hall, Maintenance Building, and other village storage buildings	Retain until superseded
Clerk	Maps, map indexes, surveying records, excavation plans	Permanent
Clerk	Permits for excavation of streets by private utility companies	3 years
Clerk	Petitions for street and sanitary systems, vehicle usage reports	2 years
Clerk	Preliminary subdivision plats	Retain until superseded by the final plat
Clerk	State Highway Aids program records	7 years
Clerk	Street maintenance and repair records	25 years
Clerk	Street vacations and dedications, copies	Retain for active reference life
Clerk	Structure plans for municipal buildings and bridges	Retain for life of the structure and transfer to the SHSW
Clerk	Tree planting, inspection, trimming, and removal records	25 years
PAYROLL RECORDS
Custodian	Record	Retention Period
Clerk	All other payroll related records	5 years*
Clerk	Department of Revenue WT-6,WT-7 records	5 years*
Clerk	Employee time sheets	2 years
Clerk	IRS I-9 records, IRS 1099 records	5 years*
Clerk	IRS W-2, W-3, 941 records	5 years*
Clerk	IRS W-4 records, IRS W-9 records	5 years after being superseded*
Clerk	State Unemployment tax and wage reports	5 years*
MUNICIPAL COURT RECORDS
Custodian	Record	Retention Period
Clerk	Court Clerk and Judge’s bond and oath	5 years after term
Court Clerk	Closed cases - all court case documents for the Village of Almena and Town of Almena	7 years and transfer to Village of Almena Clerk or Town of Almena Clerk
Court Clerk	Closed cases - citations, parking tickets, dockets, notice to defendant, and other case related documents	7 years*
Court Clerk	Court receipts, financial reports, and TRIP/collection reports	7 years after case is closed*
Court Clerk	Expired suspensions and cases that are uncollectable due to the age of the case and last correspondence to defendant	7 years*
OTHER RECORDS
Custodian	Record	Retention Period
Any	Any record subject to litigation, claim, audit, or other action	Until permission to destroy obtained by Village Attorney
Any	Correspondence	3 years
Any	Unlisted records	7 years (unless added by amendment)
Notes to Table: SHSW-State Historical Society of Wisconsin *Records require security if they contain personal identity information.

 

(Ord. 3-3-1 to 3-3-9, passed 4-18-2016)