CHAPTER 5. FINANCES

Article 1. Village Budget

Article 2. Accounting and Auditing

Article 3. Collections and Disbursements of Village Funds

Article 4. Property Tax Administration

Article 5. Purchasing

Article 6. Bonded Employees

Article 7. Access to and Maintenance and Destruction of Village Public Records

Article 8. Special Assessment Procedures

Article 9. Schedule of License, Permit and Miscellaneous Fees

ARTICLE 1. VILLAGE BUDGET

Section 5-101 Preparation of Budget

Section 5-102 Nature of the Budget Document

Section 5-103 Review by Village Board

Section 5-104 Date of Public Hearing

Section 5-105 Adoption of the Budget

Section 5-106 Levy of Property Tax

Section 5-107 Control of the Budget

Section 5-101 Preparation of the Budget

The Manager shall cause to be prepared a Village Budget for financing the Village operations for the ensuing fiscal year which begins January 1.

Section 5-102 Nature of Budget Document

A. The budget document shall include sufficiently detailed estimates of the anticipated revenues to the Village and of the proposed expenditures for Village operations for the ensuing fiscal year with corresponding estimates and figures for the current and previous fiscal years as required by Wisconsin Statutes.

B. The budget document shall include a listing of positions by classification for each department and office.

Section 5-103 Review by Village Board

The proposed budget shall be reviewed by the Village Board prior to a public hearing.

Section 5-104 Date of Public Hearing

The public hearing of the proposed budget shall be held no later than December 15 and no less than 15 days after publication of notice of such hearing in accordance with Wisconsin Statutes.

Section 5-105 Adoption of the Budget

The Village Board shall adopt the budget by majority vote after the public hearing on or before December 15.

Section 5-106 Levy of Property Tax

The Village Board shall, on or before December 15, levy a tax on all taxable property in the Village of Shorewood, which, when taken into consideration with all other revenues, will produce an amount sufficient to defray expenses for municipal purposes for the ensuing fiscal year. Said tax will not exceed limitations set forth in the Wisconsin Statutes.

Section 5-107 Control of the Budget

The Village Treasurer, under the supervision and direction of the Village Manager, shall be responsible for controlling Village expenditures within budgetary limits.

(Ord. 1556, 6/19/89)

ARTICLE 2. ACCOUNTING AND AUDITING

Section 5-201 Village Accounting Records and Reports

Section 5-202 Water Utility Accounting

Section 5-203 Auditing

Section 5-201 Village Accounting Records and Reports

The office of the Village Clerk shall maintain such accounting records and provide such detailed financial reports to the Village Manager and Village Board necessary to make possible proper budgetary control of Village expenditures, except for the Municipal Water Utility.

Section 5-202 Water Utility Accounting

The Municipal Water Utility shall keep separate detailed accounting of its funds and provide periodic accounting reports to the Manager and the Village Board, in order to meet the requirements of the Wisconsin Public Service Commission.

Section 5-203 Auditing

All Village accounts shall be audited by a competent certified public accountant at least once a year.

ARTICLE 3. COLLECTIONS AND DISBURSEMENTS OF VILLAGE FUNDS

Section 5-301 Collections

Section 5-302 Disbursements

Section 5-301 Collections

The office of the Village Treasurer shall receive all monies belonging or accruing to the Village from any source whatsoever including Water Department funds, and the Village Treasurer shall deposit all such monies in public depositories as ordered by the Village Board.

Section 5-302 Disbursements

All orders on the Village Treasury shall be drafted in the office of the Village Clerk, and shall be signed by the Village Clerk and the Village President. The use of facsimile signatures shall be permitted as provided by Wisconsin Statutes. Said orders on the Village Treasury shall be executed only after the issuance of vouchers or payroll journals, signed by the Village Manager or by any other person delegated by the Village Manager to do so in his absence, who shall be approved by the Village Board; said vouchers or payroll journals shall be reviewed and approved by the Budget and Finance Committee of the Village Board and by the Village Board prior to the execution of orders thereon.

(Ord. 1556, 6/19/89)

ARTICLE 4. PROPERTY TAX ADMINISTRATION

Section 5-401 Basis of Real and Personal Property Assessments

Section 5-402 Date of Completion of Assessment Roll

Section 5-403 Board of Review

Section 5-404 Completion of Assessment Roll

Section 5-405 Total Tax Levy

Section 5-406 Tax Bills

Section 5-407 Unpaid Water Bills and Other Miscellaneous Items

Section 5-408 Collections

Section 5-409 Statement of Real Property Status

Section 5-410 Payment of Real Estate Taxes or Special Assessments in Installments

Section 5-401 Basis of Real and Personal Property Assessments

All assessments on real and personal property for tax purposes shall be made in accordance with Wisconsin Statutes.

Section 5-402 Date of Completion of Assessment Roll

The Assessor shall complete and return to the Village Clerk the assessment roll in accordance with the requirements of Wisconsin Statutes. (Ord. 1798, 5/15/00)

Section 5-403 Board of Review

A. Composition. The Board of Review shall consist of five members who shall be residents of the Village. The members shall be appointed by the Village President with the approval of the Village Board. They shall hold office for a period of five years or until their successors are appointed and have qualified. In case of vacancies, appointments shall be made for the unexpired term. Appointments shall be made by the first Monday in May, or as soon thereafter as is practicable. In addition, four alternate members may be appointed by the Village President and confirmed by the Village Board for five year terms. The alternate members shall act only when a regular member is absent or refuses to vote because of a conflict of interest in the matter.

(Ord. 1643, 9/21/92)

B. Date and Place of Meeting. The Board of Review shall meet annually at any time during the thirty-day period beginning on the second Monday of May in the Village Hall and the time and place of the meeting shall be properly posted prior to the first meeting in accordance with Wisconsin Statutes. The presence of three members shall constitute a quorum subject to the provisions of Section 70.47(1), Stats. (Ord. 1687, 5/16/94)

C. Appeals to the Board of Review. Any taxpayer shall file a written request on forms provided by the Department of Taxation for a hearing on his property assessments before the Board of Review. Appeals to the Board of Review are governed by Chapter 70 of the Wisconsin Statutes. (Ord 1798, 5/15/2000)

D. Whenever the Assessor, in the performance of the Assessor’s duties, requests

or obtains income and expense information pursuant to Section 70.47(7)(af), Stats., or any successor statute thereto, then, such income and expense information that is provided to the Assessor shall be held by the Assessor on a confidential basis, except, however, that said information may be revealed to and used by persons: in the discharging of duties imposed by law; in the discharge of duties imposed by office (including, but not limited to, use by the Assessor in performance of official duties of the Assessor’s office and use by the Board of Review in performance of its official duties); or pursuant to order of a court. Income and expense information provided to the Assessor under Section 70.47(7)(af), is not subject to the right of inspection or copying under Section 19.35(1), Stats., unless a court determines that it is inaccurate.

(Ord 1792, 1/17/2000)

Section 5-404 Completion of the Assessment Roll

The Village Clerk shall correct and complete the assessment rolls upon termination of the deliberations of the Board of Review.

Section 5-405 Total Tax Levy

The total tax levy against the real and personal property of the Village shall include the levies for municipal operations, the Vocational, Technical and Adult Education District No. 9, the Shorewood School District, the County, the State, the Metropolitan Sewerage District and such other levies as may be required by Wisconsin Statutes.

Section 5-406 Tax Bills

The Office of the Village Treasurer shall prepare and mail the property tax bills prior to the year for which budgeted.

Section 5-407 Unpaid Water Bills and Other Miscellaneous Items

The Village Board shall, at a meeting held not later than the 15th of December of each year, pass resolutions levying a tax for all unpaid water, sewer bills, cost of sidewalk and driveway approach replacement, tree removal, special refuse collection, grass and weed cutting and other similar special charges. These items are to be included on the tax roll and on tax bills mailed by the Village Treasurer.

Section 5-408 Collections

The Office of the Village Treasurer shall collect all personal property taxes by the last day of February of the year for which budgeted and all real property taxes in accordance with schedules established by local ordinances and Wisconsin Statutes.

Section 5-409 Statement of Real Property Status

A. Upon request, the Village Clerk, or his designee, shall furnish a written statement of the current status of any parcel of real estate in the Village on a form to be prepared by the Clerk.

The form shall include, but shall not be limited to, information concerning tax key number, address, current assessment, current taxes, outstanding special assessments, contemplated special assessments, delinquent sewer or water charges, flood plain information and such other information as may be requested.

B. An administrative fee of $15.00 shall be charged for furnishing information on each parcel of real estate, to be paid in advance to the Village. If the information is to be mailed, a self-addressed, stamped envelope shall be required to accompany each request.

C. Any written statement prepared under this section by the Village shall be issued subject to errors and omissions and shall not be binding upon the Village of Shorewood. The party requesting the information shall be entitled to examine the public records of the Village and verify the information obtained therefrom in accordance with the provisions of Sec. 19.35, Wis. Stats.

Section 5-410 Payment of Real Estate Taxes and Special Assessments in Installments

A. Real property taxes and special assessments shall be paid in one of the following ways:

1. In full on or before January 31st; or

2. In installments under the provisions of this ordinance.

B. Real property taxes and special assessments may be paid in three installments. Each installment is due on the last day of the following designated months: (1) 50 per cent of the aggregate real estate tax and special assessments levied and due shall be paid on or before January 31st; (2) 25 per cent of the aggregate real estate tax and special assessments levied and due shall be paid on or before

March 31st; (3) 25 per cent of the aggregate real estate tax and special assessments levied and due shall be paid on or before May 31st.

C. All special charges and special taxes that are placed on the tax roll shall be paid in full on or before January 31st and any amounts unpaid as of that date are delinquent as of February 1st.

D. All taxes on personal property shall be paid in full on or before January 31st and any amounts unpaid as of that date are delinquent as of February 1st.

E. If any special charges or special taxes are entered in the tax roll as charges against a parcel of real estate and are delinquent under Subsection C hereof, the entire annual amount of the real estate taxes on that parcel which is unpaid is delinquent as of February 1st.

F. If the first installment of real estate property taxes and special assessments is not paid on or before January 31st, the entire amount of the remaining unpaid taxes and special assessments on that parcel is delinquent as of February 1st.

G. If the second or any subsequent installment payment of real estate property taxes or special assessments is not paid by the due date specified in Subsection B hereof, the entire amount of the taxes or special assessments that remain unpaid on that parcel are delinquent as of the first day of the month after the payment is due.

H. Delinquent payments with interest and penalty shall be paid as follows:

1. All general property taxes, special assessments, special charges and special taxes that become delinquent and are paid on or before July 31st shall be paid, together with interest and penalties charged from the preceding February 1st, to the Village Treasurer;

2. All general property taxes, special assessments, special charges and special taxes that become delinquent and are not paid under Subsection 1 hereof shall be, together with interest and penalties, charged from the preceding February 1st, to the County Treasurer.

I. The Village Treasurer shall retain the tax roll and make collections through July 31st. On or before August 15th, the Village Treasurer shall return the tax roll to the County Treasurer. The County Treasurer shall collect all returned delinquent real property taxes, special assessments, special charges and special taxes, together with interest and penalty assessed from the previous February 1st, as provided under Section 74.47, Stats.

J. Payment priorities shall be as follows:

1. If the Village Treasurer receives a payment from a taxpayer which is not sufficient to pay all general property taxes, special charges, special assessments and special taxes due, the Treasurer shall apply the payment to the amounts due, including interest and penalties, in the following order:

a. Special charges

b. Special assessments

c. Special taxes

d. General property taxes

2. The allocation under Subsections 1.a through 1.d is conclusive for purposes of settlement under Section 74.25 to Section 74.305, Stats., and for determining delinquencies under this ordinance.

(Ord. 1547, 3/6/89)

ARTICLE 5. PURCHASING

Section 5-501 Village Manager Purchasing Agent

Section 5-502 Limitations on Authorizations for Purchases by Village Manager

Section 5-503 Purchases and Contracts Involving over $5,000

Section 5-501 Village Manager Purchasing Agent

The Village Manager shall act as purchasing agent for all Village departments.

Section 5-502 Limitations on Authorizations for Purchases by Village Manager

The Village Manager, or in his absence, the Assistant Village Manager, shall authorize the purchase of materials or equipment and the contracting for services necessary for Village operation when the encumbrance in the Village Treasury does not exceed $15,000 and when such purchase of materials and contracting for services have been covered in the current Village budget.

Section 5-503 Purchases and Contracts Involving over $5,000

A. All contracts for public construction in the Village of Shorewood exceeding $15,000 may be let by the Village Board to the lowest responsible bidder in accordance with Sec. 66.0901, Wis. Stats., insofar as said Section may be applicable, and subject to the terms, conditions and exceptions set forth in Secs. 61.54, 61.55 and 61.56, Wis. Stats.

B. As an alternate method, contracts for public construction exceeding $15,000 shall be let by the Village Board in accordance with the provisions of Sec. 62.15, Wis. Stats.

C. If the estimated cost of any public construction exceeds $5,000, but is not greater than $15,000, the Village Board shall give a Class 1 Notice, under Chapter 985, Stats., of the proposed construction before the contract for the construction is executed. (Ord. 1636, 5/18/92)

(Ord. 1809, 2/19/01)

ARTICLE 6. BONDED EMPLOYEES

Section 5-601 General

Section 5-602 Indemnification of Village Treasurer to County Treasurer

Section 5-601 General

The positions of Village Clerk and Village Treasurer in the Village service shall be bonded by a surety company as required by Wisconsin Statutes.

Section 5-602 Indemnification of Village Treasurer to County Treasurer

In accordance with the provisions of Sec. 70.67(2), Wis. Stats., the Village Board of the Village of Shorewood hereby agrees and binds the Village of Shorewood to pay, in case the Village Treasurer or his successor in office shall fail so to do, all taxes of any kind required by law to be paid by the said Village Treasurer or his successor in office, to the County Treasurer or his successor in office.

ARTICLE 7. ACCESS TO AND MAINTENANCE AND DESTRUCTION OF VILLAGE PUBLIC RECORDS

Section 5-701 Definitions

Section 5-702 Duty to Maintain Public Records

Section 5-703 Legal Custodians

Section 5-704 Public Access to Records

Section 5-705 Access Procedures

Section 5-706 Limitations on Right to Access

Section 5-707 Destruction of Records

Section 5-708 Preservation through Microfilm

Section 5-701 Definitions

A. AUTHORITY means the Shorewood Village Board as the authority responsible for Village governmental records and the Shorewood Municipal Judge as the authority responsible for Shorewood Municipal Court records.

B. CUSTODIAN means that officer, department head or employee of the Village designated under Sec. 5-703 hereof or otherwise responsible by law to file, deposit, keep and preserve any Village records in his or her office; or who is lawfully in possession or entitled to possession of such public records and who is required by this article to respond to requests for access to such records.

C. RECORD means any material on which written, drawn, printed, spoken, visual or electromagnetic information is recorded or preserved, regardless of physical form or characteristics, which has been created or is being kept by an authority. RECORD includes, but is not limited to, handwritten, typed or printed pages, maps, charts, photographs, films, recordings, tapes (including computer tapes), and computer printouts. RECORD does not include drafts, notes, preliminary computations and like materials prepared for the originator's personal use or prepared by the originator in the name of a person for whom the originator is working; materials which are purely the personal property of the custodian and have no relation to his or her office; materials to which access is limited by copyright, patent or bequest; and published materials in the possession of an authority other than a public library which are available for sale, or which are available for inspection at a public library.

D. REQUESTER means any person who requests inspection or copies of a record.

Section 5-702 Duty to Maintain Public Records

A. Except as provided under Sec. 5-707 hereof, each officer and employee of the Village shall safely keep and preserve all records received from his or her predecessor or other persons and required by law to be filed, deposited or kept in his or her office or which records are in the lawful possession or control of the officer or employee or his or her deputies or to the possession or control of which he or she or they may be lawfully entitled as such officers or employees.

B. Upon the expiration of an officer's term of office, or an employee's term of employment, or whenever the office or position of employment becomes vacant, each such officer or employee shall deliver to his or her successor, all records then in his or her custody and the successor shall receipt therefor to the officer or employee, who shall file said receipt with the Village Clerk. If a vacancy occurs before a successor is selected or qualifies, such records shall be delivered to and receipted for by the Clerk on behalf of the successor to be delivered to such successor upon the latter's receipt.

Section 5-703 Legal Custodians

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 an employee of the Village to act as the legal custodian of said records.

B. Unless otherwise prohibited by law, the Village Clerk or the Clerk's designee shall act as legal custodian for the Village Board and for any committees, commissions, boards, or other authorities created by ordinance or resolution of the Village Board.

C. In all other cases, the Village Manager, Village Attorney and each Village department head of the Village government shall be the legal custodian for all public records emanating from, deposited with, and relating to the work of said office or department.

D. Each legal custodian shall name a person to act as legal custodian in his or her absence or the absence of his or her designee.

E. The legal custodian shall have full legal power to render decisions and to carry out the duties of an authority under Subchapter 11 of Chapter 19, Wis. Stats., and under this article. The designation of a legal custodian does not affect the powers and duties of an authority under this article.

Section 5-704 Public Access to Records

A. Except as provided in Sec. 5-706 hereof, any person has a right to inspect a record and to make or receive a copy of any record as provided in Sec. 19.35(1), Wis. Stats.

B. Records will be available for inspection and copying during all regular office hours.

C. A requester shall be permitted to use facilities comparable to those available to Village employees, to inspect, copy or abstract a record.

D. The legal custodian may require supervision during inspection or may impose other reasonable restrictions on the manner of access to an original record if the record is irreplaceable or easily damaged.

E. A requester shall be charged a fee to defray the cost of locating and copying records as follows:

1. The cost of photocopying shall be the actual, necessary and direct costs of reproduction and shall be posted in accordance with the requirements of Subsection F hereof.

2. If the form of a written record does not permit copying, the actual and necessary cost of photographing and photographic processing shall be charged.

3. The actual full cost of providing a copy of other records, not in printed form on paper, such as films, computer printouts and audio or video tapes, shall be charged.

4. If mailing or shipping is necessary, the actual cost thereof shall also be charged.

5. There shall be no charge for locating a record unless the actual cost therefor exceeds $50.00 in which case the actual cost shall be determined by the legal custodian and billed to the requester.

6. The legal custodian shall estimate the cost of all applicable fees and may require a prepayment of fees if such estimate exceeds $5.00.

7. Elected and appointed officials of the Village shall not be required to pay for a copy of public records they may reasonably require for the proper performance of their official duties.

8. The legal custodian may provide copies of a record without charge or at a reduced charge where he or she determines that waiver or reduction of the fee is in the public interest.

F. Pursuant to Sec. 19.34, Wis. Stats., and the guidelines therein listed, the authority shall adopt, prominently display, and make available for inspection and copying at its offices for the guidance of the public, a notice containing a description of its organization and the established times and places at which the legal custodian from whom, and the methods whereby the public may obtain information and access to records in its custody, make request for records or obtain copies of records and the cost thereof. Each authority shall also prominently display at its offices for the guidance of the public, a copy of this article.

Section 5-705 Access Procedures

A. A request to inspect or copy a record shall be made to the legal custodian of the records affected by the request. A request shall be deemed sufficient if it reasonably describes the requested record or the information requested. A request for a record without a reasonable limitation as to the subject matter or length of time represented by the record does not constitute a sufficient request. A request may be made orally, but a request must be in writing before an action to enforce the request is commenced under Sec. 19.37, Wis. Stats. Except as provided hereinafter, no request may be refused because the person making the request is unwilling to be identified or to state the purpose of the request. No request may be refused because the request is received by mail, unless prepayment of a fee is required under Sec. 5-704E.6 hereof. A requester may be required to show acceptable identification whenever the requested record is kept at a private residence or whenever security reasons or Federal law or regulations so require.

B. Each custodian, upon request for any records shall, as soon as practicable and without delay, either fill the request or notify the requester of the authority's determination to deny the request in whole or in part and the reasons therefor. If the legal custodian, after conferring with the Village Attorney, determines that a written request is so general as to be unduly time-consuming, the party making the request may first be required to itemize his or her request in a manner which would permit reasonable compliance.

C. A request for a record may be denied as provided in Sec. 5-706 hereof. If a request is made orally, the request may be denied orally unless a demand for a written statement of the reasons denying the request is made by the requester within five business days of the oral denial. If a written request is denied in whole or in part, the requester shall receive a written statement of the reasons for denying the request. Every written denial of a request shall inform the requester that if the request for the record was made in writing, then the determination is subject to review upon petition for a Writ of Mandamus under Sec. 19.37(1), Wis. Stats., or upon application to the Attorney General or the District Attorney.

Section 5-706 Limitations on Right to Access.

A. As provided by Sec. 19.36, Wis. Stats., the following records are exempt from inspection under this article:

1. Records specifically exempted from disclosure by state or federal law, or authorized to be exempted from disclosure by state law.

2. Any record relating to investigative information obtained for law enforcement purposes if federal law or regulations require exemption from disclosure or if exemption from disclosure is a condition to receipt of aids by the state.

3. Computer programs, although the material used as input for a computer program, or the material produced as a product of the computer program is subject to inspection.

4. A record or any portion of a record containing information qualifying as a common law trade secret.

B. As provided by Sec. 43.30, Wis. Stats., public library circulation records are exempt from inspection under this article.

C. In responding to a request for inspection, or copying of a record which is not specifically exempt from disclosure, the legal custodian, after conferring with the Village Attorney, may deny the request in whole or in part only if he or she determines that the harm to the public interest resulting from disclosure would outweigh the public interest in full access to the requested record. Examples of matters for which disclosure may be refused include but are not limited to the following:

1. Records obtained under official pledges of confidentiality which were necessary and given in order to obtain the information contained in them.

2. Records of current deliberations after a quasi-judicial hearing.

3. Records of current deliberations concerning employment, dismissal, promotion, demotion, compensation, performance or discipline of any Village officer or employee or the investigation of charges against a Village officer or employee, unless such officer or employee consents to such disclosure.

4. Records concerning current strategy for crime detection or prevention.

5. Records of current deliberations or negotiations on the purchase of Village property, investing of Village funds, or other Village business whenever competitive or bargaining reasons require non-disclosure.

6. Financial, medical, social or personal histories or disciplinary data of specific persons which, if disclosed, would be likely to have a substantial adverse effect upon the reputation of any person referred to in such history or data.

7. Communications between legal counsel for the Village and any officer, agent, or employee of the Village, when advice is being rendered concerning strategy with respect to current litigation in which the Village or any of its officers, agents, or employees is or is likely to become involved or communications which are privileged under Sec. 905.03, Wis. Stats.

D. If a record contains information that may be made public and information that may not be made public, the custodian of the records shall provide the information that may be made public and delete the information that may not be made public from the record before release. The custodian shall confer with the Village Attorney prior to releasing any such records and shall follow the guidance of the Village Attorney when separating out the exempt material. If, in the judgment of the custodian and the Village Attorney, there is no feasible way to separate the exempt material from the non-exempt material, without unreasonably jeopardizing nondisclosure of the exempt material, the entire record shall be withheld from disclosure.

Section 5-707 Destruction of Records.

A. Scope of Authority:

As provided by Wisconsin State Section 19.21(4) the following schedules provide directions for the destruction of obsolete public records except that no records may be destroyed:

(1) after a request for inspection or copying a record has been received under Section 5-704 and until the request is granted or until at least 90 days after the request is denied; or

(2) after written notice has been received that an action relating to a record has been commenced under Wisconsin Statutes Section 19.37 and until all litigation and appeals regarding that action have concluded.

B. Clerk-Treasurer’s Office Records.

The Village Clerk, Finance Director or their designee, may destroy the following public records after the expiration of the designated retention periods as contained within the following retention schedule.

Except for Village Board minutes, ordinances and resolutions which are to be retained permanently, the State Historical Society of Wisconsin has waived the required statutory notification prior to destruction of records per Wisconsin Statutes Section 19.21(5)(d) for the records listed below:

707(B)(1) Accounting Records

707(B)(2) Assessment Records

707(B)(3) Board of Review Records

707(B)(4) Budget and Audit Records

707(B)(5) Election Records

707(B)(6) Journal, Registers and Ledger

707(B)(7) Licenses and Permits

707(B)(8) Municipal Borrowing Records

707(B)(9) Payroll Records

707(B)(10) Real Property Records

707(B)(11) Tax Collection Records

707(B)(12) Treasurer’s Records

707(B)(13) Utility Records

707(B)(14) Village Board, Committee & Commission Records

(Ord 1793, 1/17/2000)

(1) Accounting Records. The following public records may be destroyed after the expiration of the designated retention period:

(14) Village Board, Committees & Commissions. The following public records may be destroyed after the expiration of the designated retention period:

Retention Time

Item After Event Event

Affidavits of Publication:

Ordinances Permanent

All Others 3 years Issuance

Audio Tapes 1 year Creation

90 days If made only for purpose of writing minutes

Minutes Permanent

Ordinances, Resolutions Permanent

Ordinance Book Permanent

Monthly reports 2 years Creation

All other records 7 years minimum Creation

(Ord 1793, 1/17/2000)

C. Health Department Records. The Director of Public Health Services or the Director’s Designee may destroy the following records after expiration of the designated retention periods as contained within the following retention schedule.

The State Historical Society of Wisconsin has waived the statutory period required prior to the destruction of records pursuant to Wisconsin Statute Section 19.21(5)(d) for the records identified in the Retention Schedule listed below:

5-707 C. 1. Administrative Records

5-707 C. 2. Client/Family Care Records

5-707 C. 3. Communicable Disease Records

5-707 C. 4. Environmental Health Records

RETENTION SCHEDULE

1. Administrative Records.

Retention Time

Item After Event Event

Mission statement 7 years Creation

Agency goal and objectives 7 years Creation

Job descriptions, other personnel records 7 years Last date evoked

(These are kept in Manager’s office)

incident/Injury reports 7 years Creation

(These are kept by Payroll Clerk)

Inventories-equipment 3 years Creation

Daily activity reports 2 years Creation

Purchase orders (golden rod copy) 2 years Creation

Monthly reports 2 years Creation

Minutes – Board of Health Permanent (Kept by Village Clerk)

License-Massage establishment 3 years Expiration

Bloodborne Pathogen Training Logs 3 years Creation

Grants 7 years From end of grant year

Policies and Procedures 7 years Creation

2. Client/Family Care Records.

Retention Time

Item After Event Event

Birth certificate 1 year (by Statute) Date of birth

Client Record/Patient Care Record Adult – 7 years Date of last contact

Child – 18 years of age plus 5 years

Death certificate 1 year (by Statute) Date of death

3. Communicable Disease Records

Retention Time

Item After Event Event

Immunization administration record Permanent Creation

Communicable disease reports (4151) 7 years Creation

Influenza administration record 3 years Creation

4. Environmental Health Records

Retention Time

Item After Event Event

Licenses food establishments

inspection reports 3 years Expiration

Nuisance complaints 3 years Creation

Rabies investigation/follow-up 3 years Creation

Health hazard investigations 7 years Creation

(Ord 1839, 9/9/02)

D. Repealed by Ordinance 1793.

E. Any tape recording of a governmental meeting of the Village may be destroyed, erased or re-used no sooner than 90 days after the minutes of the meeting have been approved and published, if the purpose of the recording was to make minutes of the meeting.

F. Police Department Records. The Chief of Police, or the Chief's designee, may destroy the following public records after the expiration of the designated retention periods as contained within the following retention schedule.

All information contained on records with a retention period of less than one year is to be entered into Shorewood Records Computer Program. Information will be accessible through backup tapes which are stored off site.

The State Historical Society of Wisconsin has waived the required statutory sixty (60) days notice under Section 19.21(5)(d) for all the records listed below.

RETENTION SCHEDULE

IItem

Retention Time

After Event

Event

IIncident Reports (Open Felony and/or Missing)	30 Years		Date of Complaint
Personnel Records	20 Years	Last Date Worked
Medical Files	20 Years	Last Date Worked
Fingerprint Cards	20 Years	Date of Fingerprinting
Job Applications	6 Years	Closing Date of Application
IIncident Reports	6 Years	Last Day of the Year
Citizen Complaints	6 Years	Last Day of the Year

Vacation Records 1 Year Last Day of the Year

Compensatory Time Records 1 Year Last Day of the Year

Clothing Records 1 Year Last Day of the Year

Training Records 1 Year Last Day of the Year

Master Schedules 1 Year Last Day of the Year

Pull Sheets 1 Year Last Day of the Year

Sick Records 1 Year Last Day of the Year

Booking Records 1 Year Last Day of the Year

Photos/Mug Shots 1 Year Last Day of the Year

Accident Reports 1 Year Last Day of the Year

Jail Records 1 Year Last Day of the Year

Radar Certifications 5 Years Last Day of the Year

Abandoned Auto 1 Year Last Day of the Year

Intoxilyzer Records 5 Years Last Day of the Year

Towed Vehicles 1 Year Last Day of the Year

Auto Lockouts 1 Year Last Day of the Year

TTY Books 1 Year Last Day of the Year

State Citations 2 Years Closed, Disposed or Cancelled

Municipal Citations 2 Years Closed, Disposed or Cancelled

Warning Citations 3 Months Closed, Disposed or Cancelled

Parking Citations 3 Months Closed, Disposed or Cancelled

Miscellaneous Contacts 30 Days Date of Contacts

Videotape from Police Squad` 120 days Date of recording

Videotapes identified to be used

as evidence 120 days Closed, disposed or cancelled

(minimum 120 days)

Village Complex Security Camera Recordings 30 days Date of recording

(Ord. 1785, 6/7/99), (Ord 1792, 12/14/2000), (Ord 1834, 6/6/2002), (ORD 1846, 1/6/03)

Section 5-708 Preservation through Microfilm.

Any Village officer or any department head of the Village government may, subject to the approval of the Village Manager, keep and preserve public records in his or her possession by means of microfilm or other photographic reproduction methods. Such records shall meet the standards for photographic reproduction set forth under State law and shall be considered original records for all purposes. Such records shall be preserved along with other files of the department or of the Village government and shall be open to public inspection and copying according to the provisions of State law and Sections 5-704 through 5-706 of this article.

ARTICLE 8. SPECIAL ASSESSMENT PROCEDURES

Section 5-801 Alternate Methods

Section 5-802 Initial Resolution

Section 5-803 State Law Shall Apply to Special Assessments Levied Hereunder.

Section 5-804 Notice of Public Hearing

Section 5-805 Assessments Shall Be Lien Against Property Assessed

Section 5-806 Appeals

Section 5-801 Alternate Methods

In addition to other methods provided by law, special assessments for any public work or improvement or any current service, may be levied in accordance with the provisions of this article.

Section 5-802 Initial Resolution

Whenever the Village Board shall determine that any public work or improvement or any current service shall be financed in whole or in part by special assessment levied under this article, it shall adopt a resolution setting forth such intention and the time, either before or after completion of the work or improvement, when the amount of such assessments shall be determined and levied, the number of annual installments, if any, in which such assessments may be paid, the rate of interest to be charged on the unpaid balance and the terms on which any such assessments may be deferred while no use of the improvement is made in connection with the property.

Section 5-803 State Law Shall Apply to Special Assessments Levied Hereunder.

The provisions of Sec. 66.0703, Wis. Stats., shall apply to special assessments levied under this article except that when the Village Board determines by resolution as herein before provided that the hearing on such assessments shall be held subsequent to the completion of the work or improvement or the rendition of the service, the report required by Sec. 66.0703(4) Wis. Stats., shall contain a statement of the final costs of the work, service or improvement in lieu of an estimate of such costs.

Section 5-804 Notice of Public Hearing

Notice of the time and place of the public hearing on any special assessments proposed to be levied and notice of the final assessment and the terms of payment thereof shall be given by mail to every person whose property is affected by such assessment and whose mailing address can be determined with reasonable diligence.

Section 5-805 Assessments Shall Be Lien Against Property Assessed.

Any special assessment levied under this article shall be a lien against the property assessed from the date of the final resolution of the Village Board determining the amount of such levy.

Section 5-806 Appeals

The provisions of Sec. 66.0703(12) and 66.0701, Wis. Stats., relating to appeal shall apply to any special assessment levied under this article.

ARTICLE 9. SCHEDULE OF LICENSE, PERMIT AND MISCELLANEOUS FEES

Section 5-901 License Fees

Section 5-902 Permit Fees

Section 5-903 Miscellaneous Fees and Charges

Section 5-904 Eligibility for Licenses and Permits

Section 5-901 LICENSE FEES

A. CLERK

Amusements, Games of

Less than 5 machines per licensed Class B premise $ 0.00

Others with devices (each machine) 50.00

Beverage Licenses:

Retail Class "A" (Malt Beverage) (Ord. 1771, 5/4/98) 100.00

Retail "Class A" (Ord. 1771, 5/4/98) 500.00

"Class B" Regular (Ord. 1771, 5/4/98) 500.00

"Class B" Reserve - Original (Ord. 1771, 5/4/98) 10,000.00

Class "B" (Malt Beverage) (Ord. 1771, 5/4/98) 100.00

Publication Fee 15.00

Wholesaler's Fermented Malt Beverage 25.00

Class B Temporary Club 10.00

Provisional Operators License 15.00

Temporary Operators License 10.00

Operators Licenses – 2 year (Ord 1848, 1/20/2003) 75.00

Late penalty for operator renewals 10.00

Change of Agent 10.00

Bicycle -

Life of bike in Shorewood 7.50

Billiard Room (same as Amusement, games of) ** 50.00

Cabaret

Annual ($25.00 non-refundable if denied) ** 305.00

3-day license (3 per year) ** 40.00

Cigarettes/Tobacco Products Retailer 100.00

Dry Cleaning (per machine) ** 40.00

Food Dealer's License Fees

1. The following schedule of fees shall apply to

such licenses:

Square Footage of the portion of premises

devoted to food sales and storage Annual Fee

(Ord 1776, 1/4/99, Ord 1832, 3/18/2002)

Less than 1,000 square feet 50.00 1,000 sq. ft. - 2,000 sq. ft. 65.00 2,001 sq. ft. - 4,000 sq. ft. 75.00

4,001 sq. ft. - 6,000 sq. ft. 85.00

6,001 sq. ft. - 10,000 sq. ft. 95.00

10,001 sq. ft. - 15,000 sq. ft. 105.00

Greater than 15,001 sq. ft. 125.00

(Ord 1832, 3/18/02)

2. Prior to the issuance of a license hereunder,

the Village Environmental Health Inspector shall

inspect the premises to be licensed. In connection

therewith, the following reinspection fee

schedule is hereby adopted:

First reinspection - No charge

Second reinspection - $35

Third and subsequent reinspections - $55 each

3. Each such license shall be issued for the fiscal year beginning on July 1st and ending on June 30th. Each such license shall be renewed annually upon the payment of the required fees before June 30th

of the following year. There shall be an additional fee for the filing of a late renewalapplication in the amount of $10.00.

4. The fee for each license issued for six months or less shall be one-half of the annual fee.

Milk Distributor (Dairy) 40.00

Pawnbroker 210.00

(Ord 1776, 1/4/99)

Pet Licenses (Ord. 1645, 10/5/92, Ord. 1795, 2/21/2000)

Dog -unaltered 20.00

altered 10.00

puppy (after July 1) 1/2 fee

Cat -unaltered 20.00

altered 10.00

Dog/Cat late fee * 10.00

Extra Pet fee 10.00

Duplicate tags .50

Secondhand Article Dealer 35.00

Secondhand Jewelry Dealer 40.00

Street Festival 50.00

Used Car Dealer ** 105.00

(Ord 1832, 3/18/02)

B. COMMUNITY DEVELOPMENT

Electrical Contractor's Licenses

New 50.00

Renewal 50.00

Boiler Operator's Exam 25.00

Boiler Operator's License: New & renewal 40.00

C. HEALTH DEPARTMENT

Massage Establishment License 150.00

Section 5-902 PERMIT FEES

A. CLERK

Amusements & Shows - each day 50.00

Christmas Tree Sales

License 55.00

Security Deposit 200.00

Food Vendor's Permit Fees (Ord 1848, 1/20/2003)

Carried containers - per container 45.00

Pushed, pedaled or pulled vehicles - per vehicle 65.00

Motorized vehicles - per vehicle 65.00

Business License Late Fee for Filing Renewal 10.00

Parade Permits 75.00

Security Alarm System (Ord 1853, 5/19/03)

Residential -- Second and subsequent false alarms fee $ 50.00 each

Commercial false alarm fee $100.00

Transient Merchant (regular) 75.00

(charitable organizations/individuals) 10.00

(Ord. 1746, 1/6/97, Ord 1776, 1/4/99, Ord 1832, 3/18/02)

B. COMMUNITY DEVELOPMENT

BUILDING

Building Permit Minimums

Residential One & Two Family 50.00

Multi-family 75.00

Residential Building (New)

One & Two Family .20/SF

Multi-family .25/SF

Residential repair/remodeling 7.50/$1000 value

Commercial Permit Minimum 75.00

Additions .25/SF

Repair/remodeling 7.50/$1000 value

ELECTRICAL

Processing Fee 15.00

Minimum Permit Fee 35.00

Lighting outlets (fixtures, switches, receptacles, etc.) - each .50

Incandescent Fixtures - each .50

All tubular discharge lamps (fixture mounted) - per tube .40

Arc, Mercury, Quartz, A.V., other search or floodlights - each 5.00

Illuminated signs - each 35.00

Dimmers, recessed (1000 watts and above) - each 3.00

Strip Lighting; Plug-in strip; trolley duct; etc. - per foot .50

Pole mounted fixtures - each 4.00

Area Lighting Poles and their footings - each 6.00

Automatic Heating System, Oil or Gas - each 8.00

Electrical Heating Devices - per KW .50

Other Individual Heating Devices; Wall, Duct, Floor, etc. -each 10.00

Baseboard, Infrared, Gutter Heaters, Snow Melting - per KW 1.00

Central Air Conditioners - Residential 15.00

Central Air Conditioners - Commercial (3hp. & up) 25.00

Unit Air Conditioners, Wall insert type (up to 3 hp.) 10.00

Other Refrigeration: Air Handling, Compressors - each 15.00

Water Heaters - each 10.00

Wiring for Ranges - each 10.00

Built-in Oven and/or Range Tops - each 10.00

Clothes Dryer 10.00

Garbage Disposal (Permanent or Plug-in) - each 10.00

Dishwasher - each 10.00

Central Vacuum Cleaner - each 5.00

Low Voltage Transformers - each 1.00

Busways; Wireways; Underfloor Raceways; etc. - per foot .50

Fire Alarm System/Exit System 30.00

Fuel Dispensing System 30.00

Whirlpool Tubs 10.00

Exhaust Hoods or Fans - each 5.00

Motors; Each HP or Fraction - Total - per HP .75

Services: A. Service Switches - each 15.00

B. Service Conductors, each service:

1. 0 through 100 amperes - each 15.00

2. Thereafter each add'l 100 amperes or

fraction - per 100 amperes 10.00

Generators: Rectifiers; Transformers - per KW 1.50

On-Site Information - per 1/2 hr. 25.00

HEATING/VENTILATING

Processing Fee 15.00

Minimum Permit Fee 35.00

Heating Unit, including ductwork

0 to 150,000 BTU Units - each 30.00 for each add'l 50,000 BTU or fraction 10.00

Flammable Liquid Storage Tanks

1000 gallon capacity - each 30.00 add'l 1000 gallons or fraction - each 10.00

Humidifiers - each 15.00

Air Conditioners, other than wall units - each 30.00

Permanently Installed Wall Units - each 15.00

Backflow Preventers - each 15.00

On-Site Information - per 1/2 hr. 25.00

PLUMBING PERMITS

Processing Fee 15.00

Minimum Permit Fee 35.00

Fixtures - Installed, Removed, Relocated or Replaced - each 7.00

Building Sewers:

First 100 ft. or fraction thereof 35.00

Over 100 ft. - per foot .20

Storm Sewers:

First 100 ft. or fraction thereof 35.00 Over 100 ft. - per foot .20

Building Drain:

First 100 ft. or fraction thereof 35.00 Over 100 ft. - per foot .20

Water Service:

First 100 ft. or fraction thereof 35.00 Over 100 ft. - per foot .20

Sanitary Sewers from Main to Lot Line:

Minimum 35.00 Over 100 ft. - per foot .20

Storm Sewer from Main to Lot Line:

Minimum 35.00 Over 100 ft. - per foot .20

Water Service from Main to Lot Line:

2" or under 35.00 Over 2" 40.00

Sprinkler System Connection Charge 35.00

Sprinkler Heads - per head .30

OTHER PERMITS

Antennas 100.00

Underground Tank Removal:

Less than 1000 gallons - each 50.00 1000 - 2000 gallons - each 100.00 Each add'l 1000 gallons or fraction 10.00

Work in Public Way - insurance and bond required

Alter (not in paved roadway) 75.00 Alter (in pavement) minimum 100.00

or per lineal foot 1.00

Obstruct 50.00

Conditional Use 100.00

Driveway (front lot line to garage) - minimum 50.00

Parking Slabs - minimum 50.00

Fence - minimum 50.00

Erosion Control Permit 100.00

Historic Property Permit - minimum 50.00

Occupancy Permit:

Commercial/Industrial 50.00 New Residential 30.00

Razing Permits 50.00

Re-roofing Permits - minimum 50.00

Sign Permits (permanent) 50.00

Sign permits (special sale/event - 30 days) 20.00

Solid Landfill Permit - transfer/deposit 250.00

truck permit 25.00

Special Privilege Permit (requires bond and insurance) 50.00

Storm Water Management Permit 100.00

Swimming Pools 50.00

Wisconsin Uniform Building Permit 25.00

Certificate of Compliance

Condominium 50.00

Single Family 75.00

Duplex 100.00

Multi-Family (less than 25 units) 125.00

Multi-Family (25 or more units) 125.00

Board of Appeals 100.00

Design Review Board 15.00

FEES APPLICABLE TO ALL PERMITS

Plan Examining Fee (where applicable)

New Buildings and Additions 45.00

Remodeling 35.00

Decks, Fences, Signs, etc. 25.00

Re-inspection- were additional inspections are made necessary by

reason of neglect to correct work found faulty, defective or

incomplete at the expiration of the time limit set for re-inspection as

specified in notice duly served - minimum 25.00

Failure to Procure Permit before starting work DOUBLE FEE

Failure to call for Final Inspection within 2 working days

after work is complete 25.00

(Ord 1855, 6/23/03)

C. Heath Department

(Repealed per Ord. 1776, 1/4/99)

D. Parking Enterprise

Parking Fees:

All lots – per month 35.00

Replacement Permits 3.00

Parking Refunds: half refund to 10th of month;

no refund after 10th

Waiting list deposit 40.00

Day Parking Fees (River Park Lot C) - per mo. 15.00

(Ord 1746, 1/6/97, Ord. 1776, 1/4/99, Ord 1832, 3/18/02)

Day “Bumper” Adhesive Parking Stickers

for Residential Areas – 2 year (Ord 1848, 1/20/03) 5.00

Section 5-903 Miscellaneous Fees and Charges

It is the intent of the Village Board to establish here fees and charges for those services and/or compendiums of information which are commonly sought by the public. The fees and charges so established are intended to be as complete a list of commonly requested services and/or information as is known at this time. It is not to be considered an exhaustive list, as requests for other services and/or information compiled by staff may arise from time to time.

In all cases, the Village Board hereby establishes the policy to charge the general public a price reflective of the true costs of producing such service and/or information. As requests for such a service and/or information become common, the Board reserves the right to review such charges and add them to the following list:

A. Attorney

Code Book: Complete 75.00

Periodic updates (each) 25.00

Single pages .50

(Ord 1832, 3/18/02)

B. Clerk

Late Payment Charge (all invoices) 1.5%

Ambulance Conveyance 175.00

Non-transport ambulance service 75.00

Assessment Roll (Ord. 1720, 10/16/95) 100.00

Budget Document Copies (Ord. 1677, 2/7/94) 15.00

Key Number Directory: Complete 12.00

Annual update - per page .50

Poll List with Voter History (Ord. 1720, 10/16/95, Ord 1818, 8/9/2001) 50.00

Real Estate Status Reports: Routine (Ord. 1669, 10/4/93) 25.00

Walk through (rush)(Ord. 1669, 10/4/93) 30.00

Tax bill copy 1.00

State Tax Exempt Property Report Filing Fee 10.00

Street Address Directory: Complete 15.00

Annual update - per page .50

Tax Roll (Ord. 1720, 10/16/95) 100.00

(Ord. 1650, 12/21/92)

C. Community Development

Appeal Fee - Board of Appeals 100.00

Special Exception - Board of Appeals - Parking 100.00

Review Fee - Design Review Board 15.00

Special Exception - Design Review Board - Signs 15.00

Code Compliance Inspection (includes first reinspection)

Condominium 50.00

Single Family 75.00

Duplex 100.00

3-Family & above 125.00

Each reinspection (after first reinspection) 35.00

(Ord 1827, 1/7/02)

Director of Community Development Plan Review

New Dwellings 35.00

Alterations and Additions 10.00

Newsbox Inspection (Ord. 1766, 2/9/98) 15.00

Newsbox Removal (Ord. 1766, 2/9/98) 25.00

Zoning Application Fee 150.00

D. Fire Department

CPR classes (per person)

Certification - per course 15.00 - 25.00

Recertification - per course 13.00 - 20.00

Fire inspections (commercial) 10.00

E. Health Department

Blood Lead Testing (per person) 5.00

Over 60 Health Assessment Program (per person)(Ord1794, 1/17/00) 20.00

Preventive Health Risk Assessment Program (per person)

(Ord 1801, 8-7-00) 20.00

Immunization Program - at cost - min./person/vaccine 5.00

Influenza fees - at cost - min./person 20.00

(accepts Medicare assignment)

Pneumonia Vaccine - per person 30.00

(accepts Medicare assignment)

Tuberculin Skin Testing (per person) 5.00

Hepatitis B vaccine (payable at first injection) - adults 100.00

Hepa Vac rental (per day plus $25.00 refundable deposit) 10.00

(Ord. 1755, 8/11/97) (Ord. 1776, 1/4/99) (Ord 1822, 10/1/01) (Ord 1857, 8/4/03)

F. Library

(Repealed per Ord. 1723, 11/20/95)

G. Municipal Court

(Repealed per Ord. 1769, 3/2/98)

H. Park and Recreation Fees

Atwater Beach Fees (Daily) - under 6 yrs. Free

- 6-12 yrs. 1.00

- 12 yrs. & over - residents 2.00

non-residents 3.00

Season Pass: Residents - Single 15.00

Family 20.00

Over 65 Free

Non-Residents - Single 25.00

Family 30.00

(Ord. 1776, 1/4/99 Ord 1848, 1/20/2003)

I. Police Department

Certification (background check, notarized letter) 10.00

Fingerprinting (Ord. 1752, 3/3/97) 12.00

No parking signs - usage fee (Ord. 1752, 3/3/97) 10.00

refundable deposit 10.00

Photocopies/side: offense or accident reports (Ord. 1746, 1/6/97) .50

Photograph prints (3 x 5) 1.50

(8 x 10) (Ord. 1746, 1/6/97) 3.50

Police squad videotape copy (Ord 1834, 5/6/2002) 30.00

Towing vehicles - plus cost (Ord. 1752, 3/3/97) 25.00

Warrant Service Fee for serving others' warrants (Ord. 1746, 1/6/97) 25.00

J. Department of Public Works

Disposal Fees (residents only):

Automobile - each 5.00

Van, pickup truck , SUV- each 10.00

Car with trailer 10.00

Van, pickup truck, or SUV with trailer 15.00

Dump trucks, moving vans & multi-axle vehicles 40.00

Karts - additional - annual charge 72.00

(Ord 1829, 1/7/02)

Special pick-up :l/4 hr. & 500 lbs. $40.00

Each additional 1/4 hr. $20.00

Over 500 lbs. (non-recyclable) - per lb. $ .04

Trash left at curb with no special collection arranged Double fees plus $5

photo fee (Ord. 1650, 12/21/92, Ord 1827, 1/7/02, Ord 1843, 12/16/02)

K. WATER DEPARTMENT

Water Meter: Removal & reinstallation (siding work) $25.00

Service Setup Fee (Ord. 1776, 1/4/99) $15.00

L. ALL DEPARTMENTS

Photocopying: single sheets - per side $.30

volume work (40 copies or more) - per side - $.05

plus per minute - $.24

NSF checks (Ord. 1776, 1/4/99) $25.00

* effective April 1, after 30 days of residence

or after the dog/cat exceeds five months of age (Ord. 1776, 1/4/99)

** charge of $35.00 for second reinspection, and

$50.00 for third or more reinspections (Ord. 1729, 5/6/96)

M. MILWAUKEE AREA DOMESTIC ANIMAL CONTROL COMMISSION

Fee to reclaim dog or cat (first time) $25.00

Fee to reclaim dog or cat (subsequent events $50.00

(Ord 1795, 2/21/2000)

Section 5-904 Eligibility for Licenses and Permits

In order to be eligible for the issuance of a Village license or permit, the applicant therefor cannot be indebted to the Village for municipal taxes, assessments, utility charges, forfeitures, Village fees or other charges.

(Ord. 1685, 5/2/94) (Ord. 1650, 12/21/92)