(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 Clerk to act as the legal custodian.
(b) Except as provided herein, or in subsection (c) below, the Clerk, or the Clerk’s designee, shall act as legal custodian for the village 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 Clerk |
Police Department | Chief of Police |
(c) For every authority not specified in subsections (a) and (b) above, 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 Clerk.
(e) The Clerk shall establish criteria for establishing the records system and shall cause the department/office records system to be reviewed on an annual basis.
(Ord. 3-3-1 to 3-3-9, passed 4-18-2016)